E-mail Printing (IB-21E Only)

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 to 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 alternate 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

You can also send e-mail directly to the printer mail address from within an e-mailer software.

• Directly sending e-mail from an e-mailer software

1. Create an E-mail Address for the Printer

The printer must have an e-mail address assigned so that the printer can retrieve and print e-mail (print jobs) from the mail (POP3) server. Including the e-mail address, you will need the following information created and obtained from your mail administrator:

• E-mail address for the printer (e.g. ib21e@test.com)
• Mail POP3 server address (e.g. 130.21.181.227)
• Account name to login the mail server (e.g. ib21e)
• Password to login the mail server

Make sure to have these information ready for entry in the following procedures.

2. Activate and Configure POP3

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

To use AdminManager for this purpose, run AdminManager, double click the printer, and select the POP tab.

1. 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 internal homepage

2. Make the following entries in the fields:

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

3. 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. ib21@test.com. The e-mail address should be obtained from the mail administrator.
POP Server Name	Enter the IP address or the host name for the mail server. This information should be obtained from the mail administrator.
POP Port Number	Enter the POP port number, normally 110, for the mail server.
POP3 Login Account Name	Enter the account name to login the POP3 server.
POP3 Login Password	Enter the password to login the POP3 server.
Use APOP	Click Yes if the mail server supports APOP protocol.
Delete Mail After Retrieval	Determine whether to delete e-mail in the server after it is printed.
Mail Size Limit	Specify the maximum size for e-mail that the printer can retrieve. The e-mails greater than this limit are left unretrieved in the server. Consult your mail administrator when you need to delete the unretrieved mail in the server.
Filter Setting	You can specify up to four strings for filtering e-mails to print applying all (AND) or any (OR) of them:
	S: string	Title of e-mail
	T: string	Recipient
	C: string	Copy recipient
	F: string	Sender
	|	Match on any (OR)
	&	Match on all (AND)
	For example, to print only the e-mails named Service or Technical, specify: S:Service|S:Technical

4. Use the same manner to make entries for User 2 and User 3, if desired.
5. When all entries have been made, click Submit. The homepage shows The IB-21E is restarting for several seconds and POP protocol is activated for the IB-21E.  

3. Create the E-mail Port in Windows

An e-mail port is created as you follow the KPrint utility wizard. KPrint provides support for several different methods of TCP/IP printing including e-mail printing (for the IB-21E only). For details, see Installing KPrint.

To create the e-mail port, proceed as follows:

If you have already installed KPrint in Windows:

1. Run the KPrint Add Port wizard by selecting Windows Start>Programs>KPrint, then click Add KPrint Port. Go to step 2 below.

If you have not installed KPrint in Windows:

1. Insert the IB-2x 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. 
2. When the wizard asks, Do you want to run the KPrint Add Port Wizard now?, click Yes and follow the prompts.
3. When the wizard asks, Select the network printing method., click Print by using E-Mail.

Figure 2. Selecting E-Mail port on KPrint

• The dialog above does not show in Windows NT/2000 but you are immediately prompted to the following dialog - Figure 3. This is because Windows NT/2000 directly supports LPR and IPP protocols without relying on KPrint.

4. Click Next. 
5. Enter the Sender name and the Sender address. For sender name and sender address enter the name and e-mail address of the person that will be sending print jobs. The sender name will appear on the header page that is printed succeeding the print job. The sender address will also be used to receive the error notification that may be sent from the IB-21E when an e-mail has failed. Next, enter the IP address or the host name for the mail SMTP server. You can verify the access to the mail SMTP server by clicking on the Test button below.

Figure 3. Entering Sender Name and Address

6. Click Next.
7. Enter the e-mail address of the printer that will receive the print jobs.  

Figure 4. Entering printer e-mail address

8. Click the Search button to search the network for printers with the e-mail printing capability enabled. Highlight the appropriate IB-21E printer you want to create the e-mail port. To configure search, go to step 9. before clicking Search.

Figure 5. Searched printers

9. If you want to add remote network segments for searching the printers, click Configure in Figure 5. above. 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. 

Figure 6. Entering port information

10. Click OK. You will be back in Figure 4. above. Complete the following information:

Port name	By default, the printer e-mail address entered above is automatically entered. You may want to change this to any name, e.g. FS-8000C E-mail Port. The Port name is displayed in the Windows port list.
Maximum size	Splitting into multiple e-mails may be necessary on some systems which limit the size of individual e-mails.
Return receipt	Selecting Generate return receipts 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 3. Activate and Configure POP3 for the IB-21E above, selecting SMTP on the main screen. On the SMTP page that will be displayed, check the Eneble radiobutton for SMTP protocol.

When all information are set, click Finish. The e-mail port for the IB-21E has been created. The port is visible for selection in the Print to the following port list in the Windows printer Properties as the following section. 

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, have the printer driver CD-ROM supplied with the printer ready in your CD drive and install the appropriate printer driver for the IB-21E printer. For details, refer to the Installing the Printer Drivers page. 

To connect the printer to the e-mail port, proceed as follows:

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

Figure 7. Windows Printers folder

2. Right click the printer, e.g. Kyocera Mita FS-3800XP in the above, and select Properties in the pull down menu. The Properties dialog will open. In the Print to the following port list, select the e-mail port (below). An e-mail port can be identified by the label [KPrint E-Mail Port].

Figure 8. Printer Properties dialog

3. In the dialog above, Figure 8, click on Port Settings. The KPrint Port configuration dialog will open. Confirm the SMTP server information, maximum mail size, and return receipt, which you specified in the previous step (3. Create the E-mail port in Windows). If necessary, select the appropriate Character code from: 

• us-ascii
• iso-2022-jp
• iso-8859-1

Figure 9. Port Configuration

4. Click OK. The printer is connected to the e-mail port. To print jobs via the e-mail port, see Printing Jobs via E-mail Port which follows.

• To set the printer for sharing, see Sharing the Printer in Windows on the Windows 95/98 Printing: TCP/IP page.

Printing Jobs via the E-mail Port

To print jobs via the e-mail port, proceed as follows:

1. From the application software, select the print menu (normally File, Print).
2. Open Properties and select the printer you created in the previous steps.
3. Click OK to begin printing. The Create Message dialog will open as below. Enter the subject and the message that will appear on the cover sheet (Figure 11.) for the print job.

Figure 10. Creating Message

4. Click OK. The job will be posted in the mail server from which the IB-21E will retrieve the job in the interval of 3 minutes (See Check Interval.). When the interval times out, the printer prints the e-mail job covered by the following page:

Figure 11. Cover Sheet

• If KPrint was set up to generate return receipts (See Figure 4.), the printer will send e-mail confirmation for every print job.

Directly Sending E-mail from an E-mailer Software

You can directly send e-mail from an e-mailer software 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-mailer software does not require the assistance of KPrint.

To send e-mail to the printer mail address, proceed as follows:

1. Enter the printer e-mail address (e.g. ib21e@valentine.com) as the recipient (To:).

2. Enter the subject and the message that will appear on the cover sheet.

3. Attach the file to print as an attachment.

Figure 12. Using an e-mailer to send a job to the printer

4. Click Send. The e-mailed job will be posted in the mail server from which the IB-21E will retrieve the job in the interval of 3 minutes (See Check Interval.). When the interval times out, the printer prints the e-mail job covered by the page shown in Figure 11.