User manual KONICA MINOLTA ECOPY DESKTOP GETTTING STARTED GUIDE

[. . . ] eCopy Desktop TM Version 9. 1 Getting Started Guide Part Number: 73-00211 (3/2007) Licensing, Copyright, and Trademark Information The information in this document is subject to change and does not represent a commitment on the part of eCopy, Inc. The software described in this document is furnished under a license agreement. The software may be used or copied only in accordance with the terms of the agreement. It is against the law to copy the software on any medium except as specified in the license agreement. [. . . ] By default, documents are sent as PDF files. If the recipient has eCopy Desktop 9. 0 or later as their default PDF viewer, all they have to do is open the attachment to launch eCopy Desktop and view the document. If you choose a different format, the recipient should still be able to launch a compatible application by opening the attachment. You also have many new security options that you can apply to a document before sending it, including passwords to open it and further passwords to prevent it from being modifid or printed. Please refer to the eCopy Desktop Online Help for more information. To send a document by e-mail: 1 In the main toolbar, click Mail. If prompted, select the appropriate attachment options and click Send or Send Secure if you want to encrypt the message. 3 Fill out the send mail window and send the message -- see your mail application's documentation for details. 2 Storing your documents Paper-based information takes up a lot of space and is vulnerable to loss, theft, and fire. Electronic information takes up no floor space, can be accessed quickly, and can be archived safely in an off-site location. With eCopy Desktop, you can store your paper documents in a convenient electronic format. If you use a document management system like Livelink ECM DOCS Open, Livelink ECM eDOCS DM, Interwoven WorkSite, Open Text's Livelink, Lotus. Domino. Doc, or EMC Documentum, you can save your files directly to your document management system from eCopy Desktop. 16 | To store documents you must first create a location in which to store them. To create folders in eCopy Desktop: Start eCopy Desktop and open any document (not necessarily one you want to save). If you're using eCopy Desktop storage, the dialog below opens. 1 Note: If you are using the Windows file system or a document management system, the window for that system opens. Click New, enter the folder name, and press ENTER. 4 Repeat the previous step to create as many folders as you need. Then click Cancel to return to the main eCopy Desktop window. 3 To save and store your documents: Scan or print your document into eCopy Desktop. If the document has multiple pages, select them by holding down the CTRL key and clicking on each page before dragging. 3 Select the appropriate folder, enter a name for the document, and click Save. 1 Previewing a fax Often when you fax directly from a Windows application to a fax application, your document is modified in some way. For example, font sizes may change, resulting in information that no longer fits on the page as intended. eCopy Desktop 9. 1 Getting Started Guide | 17 Instead of faxing directly from your application, where you may be unsure how your document will look, you can "print" the file to eCopy Desktop. This gives you the opportunity to preview the fax before you send it. It also gives you the option of including additional documents or adding markups before you send the fax. To preview a fax in eCopy Desktop: From your application's File menu, click Print. 2 Click the Name field and choose eCopy Desktop 9 Printer. Your document is sent to eCopy Desktop and displayed automatically. 1 Note: The eCopy Desktop Printer section of the eCopy Desktop Preferences window determines whether the file is added to the current eCopy document or displayed in a new window. To change the current setting, click Options > Preferences > Printing, select eCopy Desktop Printer, select the setting you want, and click OK. 4 When you are ready to send the fax, click Fax and send as usual. eCopy Desktop 9. 1 Getting Started Guide | 19 eCopy Desktop Preferences Before you begin using eCopy Desktop to process your documents, you must set up the software to work with the printers, scanners, faxes, and network applications that you use. You do this through the Preferences window, where each tab enables you to select the configuration options for the function that you will be using. Note: If your company's implementation of eCopy Desktop includes pre-set configurations, you may not be able to configure your preferences individually. Configuring General Preferences The eCopy Desktop preferences affect the way that eCopy Desktop looks and behaves. The categories of options are listed in the left-hand pane, and all of their sub-options display on the right. To configure your eCopy Desktop preferences: 1 From the main menu, click Options > Preferences. 20 | Click the tab for the function you need to configure. [. . . ] Open Next: When you click the Scan Inbox icon, eCopy Desktop opens the first item in your inbox. Every time you click Scan Inbox, the next document in the inbox opens. Check Auto Delete Document if you want the document deleted from your inbox after you open it. Licensing Preferences Your eCopy Desktop software license specifies the number of systems on which you can use the product. For example, if you have a 10-user license, you get a single product key that can be used to acquire a valid license code for up to 10 systems. After installing eCopy Desktop, you must perform the following tasks to complete licensing: Enter your 21-character product key in the Licensing window the first time you start eCopy Desktop. [. . . ]