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HP Digital Sender 9100C - How to Enable and Send E-mail Documents

Issue:
How to enable and send e-mail documents from the HP Digital Sender 9100C.
Solution
To enable the e-mail function, enter the configuration menu by pressing SHIFT + ALT + GO, and configure the following:
Parameter
Description
IP configuration
To specify how the digital sender is to receive its TCP/IP configuration - manually or from a DHCP or BOOTP server.
IP Address
IP address of the digital sender.
IP Subnet Mask
Needed only if subnets are used.
IP Gateway
IP address of the gateway server used to send packets off the local network.
Administrator Password
Recommended - not required.
E-mail Server Address
IP address of the SMTP-MIME e-mail server.
E-mail Default From
Default e-mail address for the FROM field of e-mail messages from the digital sender.
LDAP Server Address
IP address of the server that hosts the LDAP server - not required.
LDAP Search Root
Basepoint from which to start searches for names on the LDAP server - required if you configure an LDAP server address. An example: O = businessname, where the businessname would come from the LDAP administrator.
When finished press Save (F1). The HP Digital Sender will then reboot and the e-mail function key will appear.
When you see the e-mail function key on the main screen, you may send documents directly to e-mail destinations. When you e-mail from the digital sender, it creates a message and attaches your document as a .PDF file.
When you e-mail from the digital sender, the To, Subject, and From fields appear. You must enter destinations in the To field, and you can change to the CC\BCC field to enter destinations. Click here to upgrade to Firmware 2.0 or greater for the BCC feature. You can also enter a message in the Subject field. If you do not, a default message set by the administrator might appear in that field.
Depending on the security level set by the administrator, you may be able to change the text in the From field, or it might be filled with a name you cannot alter.
note:
If you want to add text notes to the document before e-mailing it, send it to the Circulate program first. Then, you can e-mail it from your computer.
Selecting e-mail destinations
You may select e-mail destinations at the digital sender in one or both of the following ways:
  • Type the e-mail address manually.
  • Begin typing the name for an e-mail address or distribution list stored in the public address books or your private address books. As you type, the digital sender completes the name.
  • Begin typing an e-mail destination stored on an LDAP server. If the administrator has configured the digital sender to work with that LDAP server, the Search key appears. Press Search and select the destination from the list that is presented. Or, press SHIFT + SEARCH to access advanced search options.
    If too many matching entries are found, you receive a message. Press Cancel to scroll the partial list of addresses found. Or, you can further narrow the search and try again.
To send to e-mail destinations
note:
At any time before pressing GO to send the document, you may press Cancel or Back to return to the main screen without saving any settings.
  1. Log in (if prompted) and press e-mail.
  2. If your name is not already entered in the From field, type in your user name or your e-mail address.
  3. Press ENTER.
  4. If you are a registered user and your user name is password protected, a dialog box opens. Type your password and press ENTER.
  5. To add a message to the Subject field, type the subject of your transmission.
  6. Press ENTER.
  7. To add an e-mail destination or distribution list to the To field:
    • Type the actual address.
    • Begin typing the name of an e-mail address or distribution list stored in an address book. As you type, the digital sender completes the name.
    • Begin typing an e-mail address stored in an LDAP server. Then, press Search, use the Scroll Arrow Up and Scroll Arrow Down keys to select the address you need, and press OK.
  8. Press ENTER. The destination, preceded by "To," appears in the window below the To field.
  9. Repeat Steps 6 and 7 until all the destinations you want are listed in the window below the To field. Use the Scroll Arrow Up and Scroll Arrow Down keys to view the list.
    note:
    If you need to remove an e-mail destination from the list, press ENTER to enter the list field, select the destination using the Scroll Arrow Up and Scroll Arrow Down keys, and press Back.
  10. To CC\BCC someone:
    1. Press TO. Press Scroll Arrow Down to select CC or BCC and press OK.
    2. In the CC\BCC field, type an e-mail address or select an e-mail destination from an address book.
    3. Press ENTER. The destination, preceded by "CC," appears in the window below the CC field.
  11. The current Quality setting is shown in the upper-right corner of the display.
  12. Press GO to begin sending the document.
    • If you sent a single-sided document using the ADF, the process is finished.
    • If you sent a double-sided document using the ADF, wait for the first side to finish. Then, reload the document with the second side facing up, last page on top, and press GO again.
    • If you used the glass, remove the page when it is finished. Then, place the next page face down on the glass and press GO. After the last page, press Send.
      note:
      Your company’s e-mail server, not the digital sender, is what validates the e-mail addresses you are sending to. The digital sender does not notify you if you sent to an invalid address, but the activity log does.
    Reading .pdf file attachments
    The recipient of your e-mail message containing a .PDF file attachment can read the file using Adobe (R) Acrobat (R) Reader. Many people already have this program. If your recipients do not have Reader, they can download a free copy of it for Windows or Macintosh from Adobe’s Web site at www.adobe.com.
    After installing Reader, Windows users can read .pdf files by double-clicking them. Macintosh users can read .PDF files by opening Reader, selecting Open on the File menu, and then selecting the file.

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