E-mail Printing

The IB-21E offers a new function for e-mail printing. With this function, a print job can be e-mailed to a remote printer, such as over the Internet, using the standard print function in any Windows application. An IB-21E configured for e-mail printing connects to an e-mail server via POP3 and retrieves e-mailed print jobs.

Once the IB-21E is configured to retrieve e-mail, KPrint is used to create a port in Windows which directs print jobs to the printer via e-mail. After creation with KPrint, the port may be selected when adding a new printer with the Windows Add Printer wizard (Local printer is selected for ports created by KPrint). A common implementation is to configure a shared printer to send print jobs to a printer in a remote office via the e-mail port created by KPrint. Users can then easily connect to the shared printer using only the Windows Add Printer wizard and send print jobs to the remote office. This offers an attractive alternative to faxing.

E-mail printing is setup by following the steps below (in the order which follows):

Creating an e-mail address for the printer
Activating and configuring POP3 for the IB-21E
Creating an e-mail port in Windows using KPrint
Connecting the printer to the e-mail port
Printing jobs via the e-mail port

E-mail may also be sent directly to the printer from within an e-mail application (rather than by printing).

Send e-mail directly from an e-mail application

1. Create an E-mail Address for the Printer

The following information must be configured to allow the printer to retrieve and print e-mail print jobs from the POP3 mail server.

E-mail address for the printer (e.g. fs9100@widgets.com)
POP3 mail server address (e.g. 130.21.222.56)
Account name to login to the mail server (e.g. widgets.com/pusr/fs9100)
Password to login to the mail server

2. Activate and Configure POP3

Activating e-mail printing for the IB-21E may be accomplished either from AdminManager or any web browser. The following example uses the Internet Explorer to connect to the IB-21E Home page for configuration by entering the IP address as the URL, e.g. http://130.21.40.120.

On the left-hand menu, click on Mgmt/Notifications and click POP3 on the main screen. The POP3 page will be displayed.

Figure 1. IB-21E POP3 Configuration

Make the following entries:

POP Protocol Click Enable.

Check Interval Enter the interval in minutes that the IB-21E will check the mail server for e-mail. The default is 15 minutes. The minimum interval is 3 minutes.

In User 1, make the following entries:

User Profile 1 Click Enable.

E-mail address Enter the e-mail address for the printer, e.g. fs9100@widgets.com.

POP Server Name Enter the IP address or the host name for the mail server.

POP Port Number Enter the POP port number, normally 110, for the mail server.

POP3 Login Account Name Enter the account name to login to the POP3 server, e.g. widgets.com/pusr/fs9100. (Some mail servers, such as Exchange, use the format domain_name/user_account/mailbox for the POP3 login name).

POP3 Login Password Enter the password to login to the POP3 server.

Use APOP Click Yes if the mail server supports the APOP protocol.

Delete Mail After Retrieval Determine whether to delete e-mail from the server after it is printed.

Mail Size Limit Specify the maximum size for e-mail that the printer can retrieve. E-mails greater than this limit are left unretrieved on the server. The mail administrator will need to delete the unretrieved mail from the server.

Filter Setting You can specify up to four strings for filtering e-mails:

S: string Subject:

T: string To:

C: string Cc:

F: string From:

| Match on any (OR)

& Match on all (AND)

For example, to print only the e-mails with a subject of Service or Technical, specify: S:Service|S:Technical

Cover Page Enable or Disable printing a cover page with each e-mail print job.

Use the same procedure to make entries for additional user profiles, if desired.
When all entries have been made, click Submit. The browser shows The IB-21E is restarting for several seconds and the POP3 protocol is activated for the IB-21E.

3. Create the E-mail Port in Windows

Windows clients that want to send print jobs via e-mail use the KPrint utility to create the e-mail printer port.

If you have already installed KPrint in Windows:

Run the KPrint Add Port wizard by selecting Windows Start>Programs>Kyocera Mita>KM-Net>KPrint, then click KPrint Add Port. Go to step 3 below.

If you have not installed KPrint:

Insert the KMNL CD-ROM; when the Main Menu is displayed, select IB-2x Configuration; and select KPrint Setup. The KPrint Add Port wizard runs. The wizard will guide you through the port installation.
When the wizard asks, Do you want to run the KPrint Add Port Wizard now?, click Yes and follow the prompts.

Figure 2. Selecting E-Mail as the Print Method

Select Print using E-mail and click Next.

Figure 3. Entering Sender Name and Address

Complete the following information...

Sender Name: Enter the name of the person that will be sending print jobs. The Sender Name will appear on the print job cover page.

Sender Address: Enter the e-mail address of the person that will be sending print jobs. An error notification is delivered to the Sender Address when an e-mail print job has failed.

SMTP Server: Enter the IP address or the host name for the SMTP Server. You can verify access to the SMTP Server by clicking on the Test button.

...and click Next.

Figure 4. Entering Address and Port Name

Click the Search button to search the network for printers with the e-mail printing capability enabled or skip to Step 8 to type in the address directly.

Figure 5. Discovered Printers

Highlight the desired IB-21E printer, click OK, and continue with Step 8. If you want to add remote network segments for searching the printers, click Configure.

Figure 6. Configure Searches

Enter the IP address and subnet mask for the remote network and click Add. All networks on the IP Network Discovery List will be searched in addition to the local network segment. Click OK to return to the Discovered Printers list and click Search to refresh the list.

After completing and exiting the Search screens, the selected printer address is displayed on the Address and Port Name dialog.

Figure 7. Return to Address and Port Name

Complete the following information...

Printer E-mail Address: The Printer E-mail Address may be obtained by searching the network as described in the steps above or can be typed in directly.

Port Name: By default, the Printer E-mail Address is automatically entered, but it may be modified as desired. The Port Name is displayed in the Windows port list.

Cover Page: Select the Display the print job cover page dialog checkbox to enable the cover page dialog.
! Note: The cover page dialog also allows changing the destination printer or sending the print job to multiple printers.
! Note: If the cover page has been disabled on the POP3 configuration page, then a cover page will not be printed, even when the KPrint cover page dialog is displayed.

Return Receipt: Selecting the Generate return receipts checkbox causes the printer to send e-mail confirmation for every print job. The SMTP protocol for the IB-21E must be enabled in order for this function to work. To activate SMTP, follow the procedure for configuring SMTP.

...and click Next.

Figure 8. SMTP Authentication

Complete the following information...

Use SMTP Authentication: If the mail server requires SMTP Authentication for sending email, select Use SMTP Authentication and enter an authorized user name and password.

Split into multiple e-mails: Splitting into multiple e-mails may be necessary on some systems which limit the size of individual e-mails.

...and click Finish to create the e-mail port.

4. Connect the Printer to the E-mail Port

In the following section, it is assumed that you have already installed the printer driver for the IB-21E printer and the printer is already created in the Windows Printers folder (Start, Settings, Printers). If you have not done so, install the printer driver from the CD-ROM supplied with the printer. For details, refer to Installing the Printer Drivers.

To connect the printer to the e-mail port:

Open the Windows Printers folder (Start, Settings, Printers).

Figure 9. Windows Printers folder

Right click the printer and select Properties from the pull down menu. The Properties dialog will open. In the Print to the following port list, select the e-mail port. An e-mail port can be identified by the label [KPrint E-Mail Port].

Figure 10. Printer Properties dialog

In Figure 10 above, click on Port Settings to open the KPrint Port configuration dialog (In Windows NT/2000 click on Configure Port).

Figure 11. Port Configuration

Confirm the Printer E-mail Address, the Sender Address, the SMTP Server, and the Cover Page and Return Receipts check boxes.
Click on the Advanced tab.

Figure 12. Advanced Port Configuration

Adjust the SMTP Authentication, E-mail splitting, and Character Code settings as necessary. Click OK. The printer is connected to the e-mail port and ready to accept print jobs.

To set the printer for sharing, see Sharing the Printer in Windows.

Printing Jobs via the E-mail Port

To send an e-mail print job, simply print as you normally would, i.e. File, Print.

If Display print job cover page dialog is checked for this KPrint port (see Figure 11), then the Cover Page dialog will appear when creating a print job.

Figure 13. Cover Page Dialog

Complete the following information:

Sender Address: An error notification is delivered to the Sender Address when an e-mail print job has failed. The Sender Address is also printed on the cover page.

Printer E-mail Address: The Printer E-mail Address may be modified to send the print job to a different printer. Enter multiple Printer E-mail Addresses separated by a semicolon(;) to send the print job to multiple printers.

Subject and Text: Enter the Subject and Text that will be printed on the cover page.

Set as Default: If Set as default configuration is checked, then the changes to the Cover Page dialog will be saved and used for subsequent print jobs.

! Note: A cover page will be printed only if Cover Page is Enabled on the POP3 page (see Figure 1).

Click OK. The job will be posted to the mail server and retrieved by the IB-21E at the interval defined during POP3 setup. (See Check Interval). If Generate return receipts is on (See Figure 11), the printer will send e-mail confirmation for every print job.

Figure 14. Sample Cover Page

Sending E-mail Directly from an E-mail Application

You can directly send e-mail to the printer e-mail address and print its message and attachments. The file types allowed for attachments are plain text (.txt), printable (.prn), and PostScript (.ps). Attachments of other file types are ignored and discarded.

Note that sending e-mail directly from an e-mail application does not require creating an e-mail port with KPrint.

To send an e-mail to the printer e-mail address:

Enter the printer e-mail address (e.g. fs9100@widgets.com) as the recipient (To:).
Enter the subject and the message that will appear on the cover page. A cover page will be printed only if Cover Page is Enabled on the POP3 page (see Figure 1).
Attach the file to print as an attachment (must be .txt, .ps, or .prn).
Click Send.

Top of page

POP Protocol	Click Enable.
Check Interval	Enter the interval in minutes that the IB-21E will check the mail server for e-mail. The default is 15 minutes. The minimum interval is 3 minutes.

User Profile 1	Click Enable.
E-mail address	Enter the e-mail address for the printer, e.g. fs9100@widgets.com.
POP Server Name	Enter the IP address or the host name for the mail server.
POP Port Number	Enter the POP port number, normally 110, for the mail server.
POP3 Login Account Name	Enter the account name to login to the POP3 server, e.g. widgets.com/pusr/fs9100. (Some mail servers, such as Exchange, use the format domain_name/user_account/mailbox for the POP3 login name).
POP3 Login Password	Enter the password to login to the POP3 server.
Use APOP	Click Yes if the mail server supports the APOP protocol.
Delete Mail After Retrieval	Determine whether to delete e-mail from the server after it is printed.
Mail Size Limit	Specify the maximum size for e-mail that the printer can retrieve. E-mails greater than this limit are left unretrieved on the server. The mail administrator will need to delete the unretrieved mail from the server.
Filter Setting	You can specify up to four strings for filtering e-mails:
	S: string	Subject:
	T: string	To:
	C: string	Cc:
	F: string	From:
	\|	Match on any (OR)
	&	Match on all (AND)
	For example, to print only the e-mails with a subject of Service or Technical, specify: S:Service\|S:Technical
Cover Page	Enable or Disable printing a cover page with each e-mail print job.

Sender Name:	Enter the name of the person that will be sending print jobs. The Sender Name will appear on the print job cover page.
Sender Address:	Enter the e-mail address of the person that will be sending print jobs. An error notification is delivered to the Sender Address when an e-mail print job has failed.
SMTP Server:	Enter the IP address or the host name for the SMTP Server. You can verify access to the SMTP Server by clicking on the Test button.

Printer E-mail Address:	The Printer E-mail Address may be obtained by searching the network as described in the steps above or can be typed in directly.
Port Name:	By default, the Printer E-mail Address is automatically entered, but it may be modified as desired. The Port Name is displayed in the Windows port list.
Cover Page:	Select the Display the print job cover page dialog checkbox to enable the cover page dialog. ! Note: The cover page dialog also allows changing the destination printer or sending the print job to multiple printers. ! Note: If the cover page has been disabled on the POP3 configuration page, then a cover page will not be printed, even when the KPrint cover page dialog is displayed.
Return Receipt:	Selecting the Generate return receipts checkbox causes the printer to send e-mail confirmation for every print job. The SMTP protocol for the IB-21E must be enabled in order for this function to work. To activate SMTP, follow the procedure for configuring SMTP.

Use SMTP Authentication:	If the mail server requires SMTP Authentication for sending email, select Use SMTP Authentication and enter an authorized user name and password.
Split into multiple e-mails:	Splitting into multiple e-mails may be necessary on some systems which limit the size of individual e-mails.

Sender Address:	An error notification is delivered to the Sender Address when an e-mail print job has failed. The Sender Address is also printed on the cover page.
Printer E-mail Address:	The Printer E-mail Address may be modified to send the print job to a different printer. Enter multiple Printer E-mail Addresses separated by a semicolon(;) to send the print job to multiple printers.
Subject and Text:	Enter the Subject and Text that will be printed on the cover page.
Set as Default:	If Set as default configuration is checked, then the changes to the Cover Page dialog will be saved and used for subsequent print jobs.