Scanning Guide
Contents
1. SCAN Vy STOP PRINT jo Destination File Name File Format S o W LA j El PREVIEW SA i l FAX SCAN mnemo ei A Found USB DEVICE at baad sep Mune ACCESS PRINT DATA CLEAR Created by Martin Sturgess Senior Installation Technician Arena Group Ltd 3 3 The FILE screen will now be displayed FUNCTIONS INTERRUPT COUNTER ENERGY 6 g FUNCTION CLEAR FILE FORMAT SECURITY e FILING MFPLOCAL MFP07423678 FILE_SHARE gir p tal 000 OJ SCAN EM ie MULTI SINGLE FILE NAME 0C210513 S SINGLE FAX RESET f CANCEL e xs seg une ACCESS PRINT DATA REMOTE 1 b STOP On this screen ensure that MFP LOCAL is selected and then select FILE NAME 4 A QWERTY keyboard screen will now be displayed USER FUNCTIONS INTERRUPT COUNTER ENERGY 0 M lt gt 2 O0 FUNCTION CLEAR e FILING MNO Os ED ES EE Gee SI JJ IIY OOO ira ged Ss E MEMORY RX Tune ACCESS CLEAR PRINT DATA Use this screen to give your document a name and then press OK You will now be taken back to the FILE screen 4 Created by Martin Sturgess Senior Installation Technician Arena Group Ltd 5 The FILE screen will now be displayed USER MENU FUNCTONS INTERRUPT COUNTER ENERGY pst ay ooo COPY h FUNCTION CLEAR MFP07423678 FILE SHARE STOP LENIE jem 1g START Cam MEMORY RX ACCESS PRINT DATA l2. FUNCTIONS INTERRUPT COUNTER ENERGY SAVER LS AT SETTINGS sy TEMPLATE 2 C O E MAIL gt COPY Press START to start scanning e FILING 000 FILE FORMAT SECURITY FUNCTION CLEAR admin arenagroup net l A oN E OFC OFC POF ass MULTI SINGLE A STOP SUBJECT Send data trom MFP 65 Send data from MFP 65 P 2 am BODY This e mail is intended solely k S E SINGLE i es FILENAME DOC040413 EMAN POWER E IO E MEMORY RX RESET CANCEL une Found USB DEVICE ey 0 36 ACC ESS PRINT DATA CLEAR On this screen select a file name and file format for your email as described on pages 4 5 of this guide and then press OK 7 You will now be taken back to the SCAN screen USER FUNCTIONS INTERRUPT COUNTER ENERGY IVAN PONS SAVER M Zs SCAN SETTINGS Ee TEwLaTe E O 00 Select Menu Press SCAN to start scanning COPY 2 o FUNCTION CLEAR WXYZ fd w F HoT SINGLE e FILING e FILING d SCAN ar USB Ga B Ga cS we ws sont QQ amp v0 w Destination File Name File Format 1 E showroom arenagroup net DOC290513 PDF Multi e Gy MEMORY RX Found USB DEVICE 29 05 baat 5 aaf FUNE ACCESS PRINT DATA CLEAR On this screen check that the transmission details i e destination file name and file format are corre
3. A A On this screen e Use the drop down menu under FILE FORMAT to select the format you wish to scan the document in Choose from one of the following file formats PDF Stores the scanned document in PDF format TIFF Stores the scanned document in TIFF format XPS Stores the scanned document in XPS format JPEG Stores the scanned document in JPEG format Only available when scanning in the full colour or greyscale modes SLIM PDF This format is useful when reducing file size is more important than image quality Only available when scanning in the full colour or greyscale modes e Under MULTI SINGLE choose your preferred scan option MULTI scans a multiple page document and sends it to the FILE_SHARE folder as a complete document SINGLE scans a multiple page document and sends each page of the scanned document to the FILE_SHARE folder as separate documents Once you have chosen your desired options above press OK to go back to the SCAN screen Created by Martin Sturgess Senior Installation Technician Arena Group Ltd 5 6 The SCAN screen will now be displayed altar 4 SCAN N T MENU FUNCTIONS INTERRUPT COUNTER ENERGY Ee Select Menu p C amp Q Press SCAN to start scanning SBPN e FILING o FUNCTION CLEAR MNO 000 PARS 000 G Tp gt MFP07423678 FLE_SHARE PDF Multi E MEMORY RX Hune orc ACCESS PRINT DATA On this screen press SCAN The mach
4. results Susan Horn Senior Business Analyst Leeds Building Society We are constantly amazed at how we managed without mstore I was sceptical about how electronic document management could help my business but am now a complete convert Glyn Brown Managing Director Archerdale Ltd mstore The management of documents has become a major and costly issue for many businesses over recent years This is particularly felt within sectors that are governed by rules surrounding document processing retention safeguarding and security mstore document management software allows you to store share reference move track and process documents quickly and efficiently in electronic format This has multiple benefits which are explained below all result in cost savings for your business Greater efficiency and productivity Reduced time spent filing documents mstore stores a mixture of digital file tyoes such as scanned documents in various formats images emails PDFs and SMS in one central place for easy retrieval Batch import tools allow quick filing of multiple documents which can be indexed manually or automatically using optical character recognition OCR barcodes or links to your computer system Faster customer service response and audit preparation A powerful search engine puts files at your fingertips such as when dealing with customer queries and preparing for audits or legal cases This can significantl
5. to mention all of those forgotten and unclaimed pages left on the printer The problem of uncontrolled printing raises various concerns The increasing cost of printing and paper places a heavy burden on budgets Colour printing is on the rise and this pushes up the cost of consumables Wasteful printing has a negative environmental impact sensitive documents printed on devices far away from the originating computer or device and or subsequently forgotten about pose a serious security risk Managing this behaviour will undoubtedly create serious financial savings whilst cutting the waste will reduce your carbon footprint We have some clever ways to help you to think before you print Arena can propose a variety of measures to suit the way you work and address these issues Whether you need help to develop a new print and copy policy or you choose to implement measures and technology to curb wasteful behaviour we can support you in changing for the better Call us for more information in http www linkedin com company arena group y arenagroup E service arenagroup net T 08448638008 Created by Martin Sturgess Senior Installation Technician Arena Group Ltd 17
6. Basic User Guide for Toshiba Multi Function Devices Arena group the document experts Scanning Functions Contents Topic Page scanning to File 3 6 scanning to E Mail 7 10 scanning to USB Device 11 14 This Guide has been produced to provide you with a quick reference on how to perform the very basic most commonly used features For more detailed information on these topics please refer to the official Toshiba user manual provided with this machine To request further training on any of these topics or on the more advanced functions please call Arena Group Ltd on 0844 863 8000 calls charged at local rates 2 Created by Martin Sturgess Senior Installation Technician Arena Group Ltd Scan to File 1 On the control panel select the SCAN button to enter the scan screen USER MENU FUNCTIONS INTERRUPT COUNTER ENERGY vp otis OSE SET 1 FULL ORG gt COPY NON STAPLE FUNCTION CLEAR E oe BLACK SA FNSHNG Seo AUTO FC FC p COLOUR i l p STOP TEXT PHOTO Jims mn 000 a pm ORIGINAL g o Ce A s MODE ACCESS CLEAR E gt PROOF COPY TRAY PRINT DATA EDIT IMAGE pad uae E MEMORY RX Found USB DEVICE Gi JOBSTATUS une 2 The SCAN screen will now be displayed On this screen select FILE SCAN Select Menu e FILING FUNCTION CLEAR 000
7. TIFF format XPS stores the scanned document in XPS format JPEG Stores the scanned document in JPEG format Only available when scanning in the full colour or greyscale modes SLIM PDF This format is useful when reducing file size is more important than image quality Only available when scanning in the full colour or greyscale modes e Under MULTI SINGLE choose your preferred scan option MULTI scans a multiple page document and sends it to your USB Device as a complete document SINGLE scans a multiple page document and sends each page of the scanned document to your USB device as separate documents Once you have chosen your desired options above press OK to go back to the SCAN screen Created by Martin Sturgess Senior Installation Technician Arena Group Ltd 13 6 The SCAN screen will now be displayed MENU INCTONS WTERRUBT COUNTER ENERGY ataei 090 FUNCTION CLEAR S1071 Select Menu Press SCAN to start scanning neie fies ae WS SCAN 7 ise y gt wy 1 to em e STOP PRINT 7 m N 7 yao e FAX E MEMORY AX Cc DIO osstatus E p SU ACCESS PRINT DATA On this screen press SCAN The machine will now scan your document using the settings selected above and store your document on your USB device 14 Created by Martin Sturgess Senior Installation Technician Arena Group Ltd By far the biggest improvement is in customer service exactly where we wanted
8. cess 24 7 from anywhere with an internet connection This provides all the benefits of mstore without any installation on your servers or investment in new hardware or upgrades The added benefit is that you only pay for the storage space you use Why Arena Our business has been built on customer service we invest heavily in training and have won numerous national awards 98 of our customers would recommend us We work with hundreds of educational establishments including schools academies colleges and universities Our aim is always to reduce costs and build efficiencies we can also help you to be more energy efficient and meet your low carbon targets At Arena we believe in giving back to our community many of our charitable and voluntary activities focus on helping children and young people Compatible with Gh Microsoft Pa rtner ic Inde epen oe nt Software Vendor ISV pP Midm t Solution Provider L Server ein Desktop Virtualization FN ISO 14001 Windows 7 Print Control In our business and personal lives it s reassuring to have information printed in black and white Whether it s a good novel or a utility bill print remains an essential part of day to day life However how often do you hit the print button only to realise that your paper size or margins are set wrong you ve printed in colour when you didn t need to or you ve accidentally printed 20 pages when you only wanted page one Not
9. ct and then press SCAN The machine will now scan your document and send it to the designated recipient by e mail 10 Created by Martin Sturgess Senior Installation Technician Arena Group Ltd Scan to USB 1 Insert your USB device into the USB port on the machine On the control panel select the SCAN button to enter the scan screen or USER MENU FUNCTIONS INTERRUPT 5 energy E naea ga COPY READY 5 S O0 ao FILING 0 A FUNCTION CLEAR m 000 D i STOP TEXTIMOTO Gro i _ Boas 2000 AUTO Py a n a MODE SSS F PROOF COPY s amp START amp AUTO b FULL COLOUR e BAK BLACK gs ZOOM e FINISHING E aoe coal NSO SORT eae eae gt COPY NSO STAPLE DES EDIT IMAGE re Can RX Found USB DEVICE 28 i i 4 JOB STATUS Dune ACCESS CLEAR PRINT DATA USER ENAN OVER FUNCTIONS INTERRUPT a ENERGY DO 4a SCAN Select Menu o FUNCTION CLEAR AE da e FILING ia WS SCAN gt ve SCANSETTING SCAN PRINT Destination File Name File Format 000 c START A Al PREVIEW ip a a FAX E NT SCAN 3 Found USB DEVICE memes JOBSTATUS Gl MEMORY RX Fune ACCESS PRINT DATA CLEAR 2 The SCAN screen will now be displayed On this screen se
10. ctivity on individual documents and files can be monitored and controlled using reporting audit trails and user logins This lets you evidence that only authorised staff are accessing your confidential files e Easy records management and archiving mstore lets you set retention rules for your documents enabling you to review and destroy files when they reach the end of their retention period This removes the time and cost associated with archiving and destroying paper documents e Protection from crises such as fire flood and theft Storing documents electronically with back up to secure or external servers protects them from fire flood theft and other risks Reduce costs and boost your green credentials e Create a less paper office and release storage space pap mstore helps you to reduce the amount of paper you need to store process copy and print This can help you to save costs associated with external storage and to liberate office space taken up by filing cabinets e Reduce your print and copy costs Working with mstore instead of paper driven processes delivers obvious financial savings in terms of efficiency and productivity It also reduces the need for print copy and related consumables such as paper and toner to produce a major impact on your budget Enable secure remote access to your documents e Our Hosted Service Our Hosted Service allows you to upload documents to a secure online repository for ac
11. ine will now scan your document using the settings selected above and send your document to the machines FILE_SHARE folder 6 Created by Martin Sturgess Senior Installation Technician Arena Group Ltd scan to Email Important Note Scan to email can only be used if your machine has been set up on an email server If in doubt please check with your network administrator 1 On the control panel select the SCAN button to enter the SCAN screen FUNCTONS INTERRUPT COUNTER ENERGY spay MENU SAVER Meali STORAC SETTING fy TEMPLA rad Q Q Q a FILING 0 uia FUNCTION CLEAR ENS WXYZ STOP ACCESS PRINT DATA AUTO FULL ORG COPY NON STAPLE om 100 NON SORT ZOOM eq AUTO 2 COLOUR SA FINSHNG gt ie Siete TEXT PHOTO ae ID gt PROOF COPY TRAY Found USB DEVICE Gi JOBSTATUS tef MODE START Created by Martin Sturgess Senior Installation Technician Arena Group Ltd 7 2 The SCAN screen will now be displayed USER FUNCTIONS INTERRUPT COUNTER ENERGY epai T o JOS Select Menu FUNCTION CLEAR e FILING SCAN fm Memory RX UNE Found USB DEVICE aed JOB STATUS ACCESS CLEAR PRINT DATA On this screen select E MAIL 3 The E MAIL screen will now be displayed BCC a MULTI SINGLE SUBECT Send data from MFPO74 data f
12. lect USB Created by Martin Sturgess Senior Installation Technician Arena Group Ltd 11 3 The SCAN TO USB screen will now be displayed FUNCTONS INTERRUPT COUNTER ENERGY A emp ily O OE FUNCTION CLEAR FLE FORMAT SECURITY e g nig SCAN Lv i PERS WXYZ 000 a OX ce ACCESS PRINT DATA MULTI SINGLE MULTI ERIN FAX E MEMORY AX Dune On this screen select FILE NAME 4 A QWERTY keyboard screen will now be displayed MENU FUNCTONS INTERRUPT COUNTER ENERGY EAN FEM E m ON OFF 0O lt 0 90 000 FUNCTION CLEAR MNO 000 i STOF e FILING 3949995999559 354 ee es Aso sy PRINT 333 J JJJ 2J JA 819 ACCESS CLEAR PRINT DATA Use this screen to give your document a name and then press OK You will now be taken back to the SCAN TO USB screen 12 Created by Martin Sturgess Senior Installation Technician Arena Group Ltd 5 The SCAN TO USB screen will now be displayed USER EMAN POWER ENERGY MENU FUNCTIONS INTERRUPT COUNTER ner mO lt 0 00 ABC i FILING 0008 Si e FUNCTION CLEAR PDF MULTI SINGLE MULTI i MEMORY RX Cc Dune ACCESS PRINT DATA On this screen e Use the drop down menu under FILE FORMAT to select the format you wish to scan the document in Choose from one of the following file formats PDF Stores the scanned document in PDF format TIFF Stores the scanned document in
13. rom MFP074 Send data tom vFP074 PO o SE FLENAME NAME D0c210513 wasn EJ MEMORY RX Dune ACCESS CLEAR PRINT DATA On this screen select TO 8 Created by Martin Sturgess Senior Installation Technician Arena Group Ltd 4 The ADDRESS BOOK screen will now be displayed AA AN ADDRESS BOOK Press START to start scanning 4 sShowro m arenagroup net Pere 3 p j1 Arena Showroom 0005 Sandra Hatfield SIN FUNCTION CLEAR MNO 0002 ian crofts 0006 ryan calton PERS WXYZ 2 iancrots S F STOP _CANCEL Di MEMORY Ax c Found USB DEVICE EOT TOTEN 54 LINE ACCESS PRINT DATA START On this screen select the e mail recipient from the ADDRESS BOOK and then press OK Now go to step 6 below If the recipient is not listed in the address book their email address can be typed in manually by selecting INPUT 5 On selecting INPUT at step 4 above a QWERTY keyboard screen will be displayed Use this screen to type in the email address of the recipient and then press OK oe FUNCTIONS INTERRUPT COUNTER ae i EE o FUNCTION CLEAR e FILING i MNO 2393999999900 005 7 000 O EEEREREEEEEEE ER zyxychvysynyuy yj jsje STOP E MEMORY RX Tune ACCESS PRINT DATA CLEAR Created by Martin Sturgess Senior Installation Technician Arena Group Ltd 9 6 You will now be taken back to the E MAIL screen USER
14. y reduce time spent searching for files and speeds up your response time Reduced document loss and filing errors Once a document is indexed in mstore it can be shared and processed electronically never leaving the system at risk of loss or damage Version control tools in the software let you retain original documents alongside amended and updated versions giving you a full audit trail Streamlined processing for accounts payroll and other functions Workflow tools enable requests and automatic alerts to prompt actions associated with particular documents Reporting functionality lets you track the progress of selected tasks and workflows Simplified compliance security and disaster recovery Simplified compliance and security mstore assists compliance with regulations and guidelines related to the auditing safeguarding security and archiving of documenis In particular obligations under the Freedom of Information Act 2000 Data Protection Act 1998 and Public Records Acts 1958 and 1967 mstore can also aid in adopting best practice standards such as BS10008 Created by Martin Sturgess Senior Installation Technician Arena Group Ltd 15 Without mstore we would need to employ around 30 people worldwide to collate all the correct documents for every product we ship Owen Clarke IS Manager MRC Transmark the document experts BSI N INVESTORS mstore Martin Stua P IN PEOPLE lz itn OF e Access and a
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