What is a MFP?
A multifunction printer (MFP) is an all-in-one device that combines the capabilities of a printer, copier, scanner, and often a fax machine into a single, integrated system. Designed to improve efficiency and reduce equipment costs, multifunction printers have become a popular choice for businesses of all sizes, from small offices to large corporate environments.
By consolidating multiple office functions into one device, an MFP helps organisations save space, simplify document management, and lower maintenance expenses. Modern multifunction printers also offer advanced features such as wireless connectivity, mobile printing, cloud integration, secure document handling, and workflow automation, enabling businesses to work more efficiently in both traditional and hybrid work environments.
For organisations looking to streamline operations while reducing costs, a multifunction printer provides a practical and cost-effective solution that supports productivity, collaboration, and day-to-day document management.
How do I set Windows 10 to run "Scan To Shared Folder"?
The Scan to Shared Folder feature allows your Toshiba multifunction printer to send scanned documents directly to a designated folder on a computer or network location. During this process, the device logs into the destination computer using the configured credentials and securely transfers the scanned file.
Important: When configuring Scan to Shared Folder, ensure that the destination computer name contains only standard English letters and numbers (single-byte characters). If the computer name includes special or double-byte characters, the scan operation may fail and generate an error.
If you experience difficulties setting up Scan to Shared Folder, encounter authentication errors, or are unable to complete the configuration successfully, the Toshiba Tech SA team is available to assist. Our technicians can help troubleshoot connectivity issues, verify network settings, and ensure your device is configured correctly for reliable scanning.
Contact Toshiba Tech SA for professional support and expert assistance with your Toshiba multifunction printer.
I want to run "Scan To Shared Folder" in Windows, how does it work?
With “Scan To Shared Folder”, you can send/save images scanned by the device to a “shared folder” on a networked computer. Caution Use a computer with a name comprising one-byte characters as the destination to send/save scanned data.
How do I set "Scan To E-mail"?
To use “Scan To E-mail”, you need to register the setting information of the e-mail you wish to use with this device in advance. The e-mail address or mail server to be used as the destination of the device is registered, but the setup may vary with your e-mail service provider… Give Toshiba Tech SA a call to assist you if need be.
What do I need to look at when looking for a printer or copier for my office?
Selecting the right multifunction printer (MFP) starts with understanding how your business operates and how the device will support your team’s day-to-day activities. While printing and copying remain important functions, modern multifunction printers can also help organisations improve document management, automate workflows, reduce paper usage, enable remote working, and integrate with cloud-based business applications.
Before choosing a device, consider your current and future requirements. How many documents do you print, copy, scan, email, or fax each day? How many employees will share the device? Do you require colour printing, wireless connectivity, mobile printing capabilities, or integration with cloud storage platforms such as Microsoft 365, Google Drive, or Dropbox? Understanding these requirements will help ensure you invest in a solution that delivers both efficiency and long-term value.
Today’s multifunction printers offer a wide range of features designed to improve productivity, enhance document security, and streamline business processes. Choosing the right model can reduce operating costs, improve collaboration, and support your organisation as it grows.
If you’re unsure which solution best suits your needs, speak to one of the Toshiba Tech SA Print Technology Specialists. Our experienced team can assess your requirements, recommend the most suitable device, and help you implement a solution that exceeds your expectations while supporting your business objectives.
How will I know the total cost of ownership of my printer?
When comparing multifunction printers, it is important to look beyond the initial purchase price. While the upfront cost of the hardware may seem attractive, the true value of a device is determined by its Total Cost of Ownership (TCO) over its lifespan. This includes factors such as consumables, maintenance, service agreements, energy usage, productivity, and long-term reliability.
Many businesses are initially drawn to lower-cost inkjet devices, but ongoing expenses such as ink replacements, maintenance requirements, and reduced efficiency can result in higher operating costs over time. In contrast, business-grade laser multifunction printers are often designed to deliver lower running costs, higher print volumes, faster performance, and greater durability, making them a more cost-effective solution for many organisations.
Ease of use is another important consideration. Devices that are difficult to operate, frequently experience downtime, or lack essential business features can negatively impact productivity and increase overall operating expenses. Choosing a multifunction printer that is reliable, user-friendly, and equipped with the functionality your business requires can help reduce disruptions and improve workflow efficiency.
A well-selected multifunction printer can become a valuable business asset, helping organisations manage printing and document-related costs more effectively while supporting digital transformation initiatives. Features such as secure printing, document management, cloud connectivity, workflow automation, and mobile access can further improve operational efficiency and enhance collaboration across the organisation.
Designed specifically for business environments, modern multifunction printers provide the performance, scalability, and low running costs required by today’s organisations. By carefully evaluating both current and future requirements, businesses can invest in a solution that delivers long-term value, improved productivity, and a stronger return on investment.
What should I consider when choosing the right vendor?
When investing in a multifunction printer, it’s important to assess more than just the device itself. The quality of the vendor’s support, service capabilities, and technology management tools can have a significant impact on the long-term success of your investment. A reliable support partner can help maximise device uptime, improve productivity, and reduce the risk of costly disruptions.
Look for a provider that offers advanced device and fleet management solutions capable of monitoring performance, identifying potential issues before they cause downtime, and simplifying the management of multiple devices across your organisation. These tools can help optimise efficiency, improve reliability, and provide greater visibility into printing and document workflows.
Many modern multifunction printers can do much more than manage documents. When integrated with Managed Print Services (MPS) and document management solutions, they can become a central hub for business communications and workflow automation. Features such as remote device management, automated supply monitoring, secure document processing, cloud connectivity, and help desk integration can streamline operations and reduce administrative overhead.
Before making a decision, carefully evaluate the vendor’s service offering, response times, technical expertise, and customer support reputation. Request client references, review service level agreements (SLAs), and ensure that the support being offered extends well beyond the initial sale. Long-term after-sales support is often just as important as the equipment itself.
It is also worth confirming whether additional warranty options, preventative maintenance programmes, and loan machines are available. Access to replacement devices during repairs or unexpected downtime can help maintain business continuity and minimise operational disruption.
By partnering with a trusted technology provider that offers reliable support, proactive service, and comprehensive management solutions, businesses can maximise the value of their multifunction printer investment while ensuring their office remains productive, efficient, and future-ready.
I am getting a "Toner Near Empty" message. Should I replace the toner cartridge?
It is important NOT to replace the toner at this point.
If your Toshiba multifunction printer displays a “Toner Near Empty” message, there is no immediate need to replace the toner cartridge. This notification is designed to inform users that the toner level has reached approximately 20% remaining capacity, providing sufficient time to arrange a replacement cartridge before the toner is fully depleted.
Replacing a toner cartridge too early can lead to unnecessary consumable costs and may trigger toner monitoring or alert discrepancies within the device. For optimal performance and accurate toner tracking, it is recommended that the cartridge only be replaced once the machine indicates that the toner has reached the end of its usable life.
The “Toner Near Empty” alert serves as a proactive reminder, allowing businesses to order replacement toner and avoid unexpected interruptions to printing operations. Toshiba devices can also integrate with monitoring solutions such as ECC Cloud, which help track toner levels, automate supply notifications, and simplify consumables management across your print environment.
If you are unsure whether a toner cartridge requires replacement or need assistance with toner monitoring and ordering, contact Toshiba Tech SA for professional support and guidance.
Can I swap toner cartridges between same model devices?
It is NOT recommended to swap empty or near-empty toner cartridges between devices.
Doing so can result in alert failures, as well as disrupt signals used for automatic toner ordering process in applications such as ECC CLOUD
How can I print from my Tablet or Smartphone?
There are several ways to print using a mobile device such as a tablet or smartphone. For the listed methods of mobile printing below, your device will need to be connected to the same network as the MFD you are printing to.
e-BRIDGE Print and Capture App (iOS and Android)
This application is developed by Toshiba. It supports authentication, department codes, project code and various print options such as stapling. The application also integrates with Re-Rite (OCR software that runs on your server) to use OCR to output an editable or searchable format (DOCX, XLSX, Searchable PDF).
Files must be opened within the App to be printed. Printing from other applications such as an image viewer or web browser is not supported.
AirPrint (Apple iOS)
AirPrint is a mobile printing solution included with the Apple iOS v4.2 and later mobile operating systems. If you have a supported MFD Model AirPrint will need to be enabled to be discovered by your device.
Mopria (Android)
Mopria is a set of standards that enable printing from an Android mobile device to printers from different manufacturers or brands. The first execution of the standard has been for Google’s Android operating system (4.4 or later).
Mopria does not support some functions such as stapling, department codes or authentication. It has limited print options.
These printing options are only supported on the following models.
| Colour | Mono |
|---|---|
| e-STUDIO2500AC | e-STUDIO5008A |
| e-STUDIO2000AC | e-STUDIO4508A |
| e-STUDIO2500AC | e-STUDIO3508A |
| e-STUDIO4505AC | e-STUDIO3008A |
| e-STUDIO3505AC | e-STUDIO2508A |
| e-STUDIO3005AC | e-STUDIO2008A |
| e-STUDIO2505AC | e-STUDIO4508A |
| e-STUDIO5005AC | e-STUDIO3508A |
| e-STUDIO7506AC | e-STUDIO3008A |
| e-STUDIO6506AC | e-STUDIO2508A |
| e-STUDIO5506AC | e-STUDIO2008A |
| e-STUDIO407CS | e-STUDIO5008A |
| e-STUDIO347CS | e-STUDIO7508A |
| e-STUDIO2550C | e-STUDIO6508A |
| e-STUDIO2050C | e-STUDIO5508A |
| e-STUDIO5055C | e-STUDIO8508A |
| e-STUDIO4555C | e-STUDIO457 |
| e-STUDIO3555C | e-STUDIO357 |
| e-STUDIO3055C | e-STUDIO307 |
| e-STUDIO2555C | e-STUDIO257 |
| e-STUDIO5560C | e-STUDIO507 |
| e-STUDIO6570C | e-STUDIO477S |
| e-STUDIO6560C | e-STUDIO527S |
| e-STUDIO2051C | e-STUDIO307LP |
| e-STUDIO507 | |
| e-STUDIO457 | |
| e-STUDIO357 | |
| e-STUDIO307 | |
| e-STUDIO257 | |
| e-STUDIO507 | |
| e-STUDIO857 | |
| e-STUDIO757 | |
| e-STUDIO657 | |
| e-STUDIO557 | |
| e-STUDIO307LP |
When should I replace the toner cartridges on my device?
It is best practice to replace toner cartridges when the toner cartridge is completely empty (0%). When this occurs, a “Toner Empty” message will appear on the MFD and all print and copy jobs will be held until the empty toner cartridge is replaced.
For instructions on how to replace toner cartridges, please refer to the User Guide specific to your device.
Important Note: Replacing a toner cartridge before it is empty (0%) will trigger alert issues from the machine causing incorrect readings in applications such as ECC CLOUD.
SCAN
How do I access the files scanned to the MFD local file share?
Toshiba multifunction printers can store scanned documents directly on the device’s internal hard drive. These files can be accessed through the MFD’s local file share using a computer connected to the same network.
Before accessing the stored files, you will need to identify the IP address of the multifunction printer.
Finding the MFD IP Address
- Press User Functions on the device control panel.
- Select the Admin tab.
- Enter the administrator password (the default password is often 123456, unless it has been changed).
- Press OK.
- Select Network.
- Select IPv4.
- The device’s IP address will be displayed on screen.
Make a note of the IP address before proceeding.
Accessing the File Share on Windows
Once you have the MFD IP address:
- Open the Start Menu or File Explorer.
-
In the address bar, type:
\\192.168.1.10(Replace 192.168.1.10 with your MFD’s actual IP address.)
- Press Enter.
- Double-click the file_share folder to view stored documents.
For quicker future access:
- Right-click the file_share folder.
- Select Map Network Drive.
- Follow the prompts to create a permanent shortcut to the shared folder.
Accessing the File Share on macOS
- Open Finder.
- Click Go from the menu bar.
- Select Connect to Server.
-
Enter the following address:
smb://192.168.1.10/file_share(Replace 192.168.1.10 with your MFD’s actual IP address.)
- Click Connect.
- If desired, click the + icon to save the connection as a favourite.
- The contents of the MFD’s local file share will be displayed, allowing you to view and manage scanned documents stored on the device.
Need Assistance?
If you are unable to access the file share, locate the device IP address, or connect to the multifunction printer over the network, contact Toshiba Tech SA for expert assistance. Our technicians can help troubleshoot connectivity issues, permissions, and file-sharing configuration to ensure you can access your scanned documents quickly and securely.
Why is there lines appearing on copies or scans when I use the Document Feeder?
If you notice a straight line appearing on copies or scanned documents when using the Automatic Document Feeder (ADF), the most common cause is a dirty slit glass.
When the document feeder scans a page, it uses a narrow strip of glass located next to the main scanner glass. Even a small speck of dust, correction fluid, ink, or debris on this surface can create a continuous line on every page scanned through the feeder.
How to Fix the Issue
- Lift the document feeder lid.
- Locate the two glass surfaces:
- The large scanner glass used for flatbed scanning.
- The small, narrow strip of glass, known as the slit glass.
- Carefully clean the slit glass using a soft, lint-free cloth.
- Remove any dirt, dust, toner residue, correction fluid, or adhesive marks.
- Close the document feeder and perform another scan or copy test.
Important Note
If lines only appear when using the document feeder but not when placing documents directly on the large scanner glass, the slit glass is almost always the source of the problem.
Regular cleaning of the slit glass can help maintain scan quality and prevent recurring issues, particularly in busy office environments where the document feeder is used frequently.
If cleaning the slit glass does not resolve the issue, contact Toshiba Tech SA for further troubleshooting and support.
What do the scan to email error codes mean?
When troubleshooting a scan to email issue, an error code such as 2503 can be treated as an SMTP error 5.0.3.
If the error code as a letter such as 2C14, the error is generated by the MFD and is usually displayed before the email has been sent.
SMTP Error Codes (MFD has successfully contacted the Mail server and the Mail server has returned an error code)
| Error Code | Meaning |
|---|---|
| 2500 | HOST NAME error: Destination mail address error |
| 2501 | HOST NAME error: Syntax error in parameters or arguments In TopAccess: Confirm that SMTP client is configured with a valid username and password. Confirm that TCP/IP Host name matches the DDNS host name |
| 2503 | Destination mail address error |
| 2504 | Destination mail address error This is a general error and the reason can vary. Some reasons are: - Authentication may be required. Enter authentication details or setup a relay on your Mail server - Authenticated user doesn’t have permission to send on behalf of the from address HOST NAME error : Command parameter not implemented In TopAccess: Confirm that host name in DDNS is correct |
| 2550 | Destination mail address error This is a general error and the reason can vary. Some reasons are: - Authentication may be required. Enter authentication details or setup a relay on your Mail server - Authenticated user doesn’t have permission to send on behalf of the from address - Mail server rejects emails that have come from an IP address is used in the “helo” string |
| 2551 | Destination mail address error SMTP authentication is required |
| 2552 | Terminal/Destination mail address error The email message exceeds the maximum size permitted. Change the setting on the mail server or try scanning at a lower resolution. |
| 2553 | Destination mail address error Confirm the email address is correct. Confirm the authentication settings are correct, or configure authentication |
MFD Scan to Email error codes
| Error Code | Meaning |
|---|---|
| 2C6C | Invalid address Confirm the email address is correct. Try adding it to the address book first and then select it when scanning. |
| 2C66 | Server Timeout Error. Confirm DNS settings are correct and the DNS function is working correctly. |
| 2C69 | Can’t connect to SMTP server Can't establish an SMTP connection with the entered address Confirm the Mail server settings are correct. If using the name of a mail server, ensure DNS settings have been configured through TopAccess. Confirm the Port setting is correct. |
| 2C71 | Failed SMTP Authentication Confirm the username and password configured for authentication is correct. Confirm the account used for authentication can send on behalf of the configured from address. |
| 2C10 | System Access Abnormality This can be caused by an incorrect network configuration – specifically the MTU. For further information, please contact your local Toshiba Dealer. |
How do I configure Scan to Email?
Scan to email is configured through TopAccess.
To configure scan to email you will need to know the settings for your Mail server such as:
- IP address
- Port
- The email address that emails will be sent from
- Credentials (username and password) to send using the email address if authentication is required.
Please refer to the guide on setting up Scan to Email using Gmail.
NETWORK
How do I access the files scanned to the MFD local file share?
To access files stored on the MFD hard drive you will need to know the IP address of the MFD.
Finding the MFD IP Address:
- Enter ‘User Functions’
- Press the ‘Admin’ Tab
- Enter the password (default is 123456) and press OK
- Press ‘Network’
- Press ‘IPV4’
The IP address will be displayed.
Follow the instructions based on your operating system. In the examples, the MFD IP address used is 192.168.1.10. When following the steps, replace this with your MFD IP address
Windows:
- Click on ‘Start’ or the
- Type \192.168.1.10 and press ‘Enter’
- Double click on the folder called ‘file_share’ to access the files, or right click on the folder and select ‘map network drive’ to have a permanent link
Apple Mac OS X:
- Open ‘Finder’
- Click ‘Go’
- Select ‘Connect to Server…’
- Enter ‘smb://192.168.1.10/file_share’
- Press ‘Connect’ (click the ‘+’ to save it as a favourite server)
- The files stored on the MFD hard drive will be displayed
How do I find the IP address of my MFD?
Finding the MFD IP Address:
- Enter ‘User Functions’
- Press the ‘Admin’ Tab
- Enter the password (default is 123456) and press OK
- Press ‘Network’
- Press ‘IPV4’
- The IP address will be displayed.
How do I MFD address book?
The address book can be modified from TopAccess using a computer or from walk up.
Managing the Address Book from TopAccess:
- Open Internet Explorer
- Type the IP address of the MFD in the URL bar
- Click on ‘Registration’
- Click on ‘Address Book’
- Click ‘Add Address’ to create an entry or click on the text of an existing entry to modify it.
Managing the Address Book from Walkup:
- Press ‘User Functions’
- Press ‘Address’
To add an address:
- Press on a blank space to highlight it
- Press ‘Entry’
- Press on a section to enter data. Minimum information is ‘First name’ and ‘email’ or ‘fax’ or both
- Press ‘Ok’
To Edit an address:
- Select the address and press ‘edit’
The process may vary slightly based on the model of MFD
How can I print from my Tablet or Smartphone?
There are several ways to print using a mobile device such as a tablet or smartphone. For the listed methods of mobile printing below, your device will need to be connected to the same network as the MFD you are printing to.
e-BRIDGE Print and Capture App (iOS and Android)
This application is developed by Toshiba. It supports authentication, department codes, project code and various print options such as stapling. The application also integrates with Re-Rite (OCR software that runs on your server) to use OCR to output an editable or searchable format (DOCX, XLSX, Searchable PDF).
Files must be opened within the App to be printed. Printing from other applications such as an image viewer or web browser is not supported.
AirPrint (Apple iOS)
AirPrint is a mobile printing solution included with the Apple iOS v4.2 and later mobile operating systems. If you have a supported MFD Model AirPrint will need to be enabled to be discovered by your device.
Mopria (Android)
Mopria is a set of standards that enable printing from an Android mobile device to printers from different manufacturers or brands. The first execution of the standard has been for Google’s Android operating system (4.4 or later).
Mopria does not support some functions such as stapling, department codes or authentication. It has limited print options.
These printing options are only supported on the following models.
| Colour | Mono |
|---|---|
| e-STUDIO2500AC | e-STUDIO5008A |
| e-STUDIO2000AC | e-STUDIO4508A |
| e-STUDIO2500AC | e-STUDIO3508A |
| e-STUDIO4505AC | e-STUDIO3008A |
| e-STUDIO3505AC | e-STUDIO2508A |
| e-STUDIO3005AC | e-STUDIO2008A |
| e-STUDIO2505AC | e-STUDIO4508A |
| e-STUDIO5005AC | e-STUDIO3508A |
| e-STUDIO7506AC | e-STUDIO3008A |
| e-STUDIO6506AC | e-STUDIO2508A |
| e-STUDIO5506AC | e-STUDIO2008A |
| e-STUDIO407CS | e-STUDIO5008A |
| e-STUDIO347CS | e-STUDIO7508A |
| e-STUDIO2550C | e-STUDIO6508A |
| e-STUDIO2050C | e-STUDIO5508A |
| e-STUDIO5055C | e-STUDIO8508A |
| e-STUDIO4555C | e-STUDIO457 |
| e-STUDIO3555C | e-STUDIO357 |
| e-STUDIO3055C | e-STUDIO307 |
| e-STUDIO2555C | e-STUDIO257 |
| e-STUDIO5560C | e-STUDIO507 |
| e-STUDIO6570C | e-STUDIO477S |
| e-STUDIO6560C | e-STUDIO527S |
| e-STUDIO2051C | e-STUDIO307LP |
| e-STUDIO507 | |
| e-STUDIO457 | |
| e-STUDIO357 | |
| e-STUDIO307 | |
| e-STUDIO257 | |
| e-STUDIO507 | |
| e-STUDIO857 | |
| e-STUDIO757 | |
| e-STUDIO657 | |
| e-STUDIO557 | |
| e-STUDIO307LP |
What is the default password for my device?
The default password is ‘123456’.
On some printers, the password will be ‘aaaaaa’.
If either of these passwords don’t, work it means that it has been changed and you should contact your IT support or your local Toshiba dealer.
What is TopAccess?
TopAccess is Toshiba’s web-based administration interface that allows users and administrators to monitor device status, manage address books, configure scan destinations, and adjust various multifunction printer (MFP) settings from a computer.
Method 1: Access TopAccess via a Web Browser
The simplest way to access TopAccess is through a web browser.
- Obtain the IP address of the Toshiba multifunction printer.
- Open your preferred web browser.
- Enter the printer’s IP address into the address bar.
- Press Enter.
- The TopAccess login page will open, allowing you to access device settings and management features.
Method 2: Access TopAccess via the Toshiba Printer Driver
If Toshiba Universal Print Drivers are installed on your Windows computer, you can launch TopAccess directly from the printer driver.
Follow these steps:
- Open Devices and Printers.
- Locate the Toshiba multifunction printer you wish to manage.
- Right-click the printer and select Printing Preferences.
- Click the Others tab.
- Select the TopAccess link.
Your default web browser will automatically open and connect to the TopAccess interface for the selected device.
What Can You Do in TopAccess?
TopAccess provides a convenient way to manage and monitor your Toshiba MFP, including:
- View device status and toner levels
- Manage contacts and address books
- Configure Scan to Email and Scan to Folder destinations
- Update network and security settings
- Monitor print jobs and usage information
- Configure user authentication and access controls
- Access maintenance and troubleshooting functions
By providing remote access to key device settings and management tools, TopAccess helps simplify administration and improve the efficiency of your printing environment.
If you are unable to access TopAccess or require assistance with configuration and device management, contact Toshiba Tech SA for professional support.
COPY
I am getting a "Toner Near Empty" message. Should I replace the toner cartridge?
It is important NOT to replace the toner at this point.
A “Toner Near Empty” message signifies that the toner cartridge level is at 20%, replacing a toner cartridge before it is empty (0%) will trigger alert issues from the machine.
The “Toner Near Empty” alert was designed to act as a prompt for the end-user to organize replacement toner(s) from your Toshiba supplier from applications such as ECC CLOUD.
Why is there lines appearing on copies or scans when I use the Document Feeder?
This occurs when the slit glass is not clean. When you lift the Document feeder there are two pieces of glass – a large and a small. The smaller narrow piece of glass is referred to as the slit glass.
Cleaning the slit glass with a lint-free cloth will resolve the issue of lines on copies or scans.
Can I swap toner cartridges between same model devices?
It is NOT recommended to swap empty or near-empty toner cartridges between devices.
Doing so can result in alert failures, as well as disrupt signals used for automatic toner ordering process in applications such as ECC CLOUD.
Where can I find the specifications of my MFD?
The MFD specifications such as supported paper types, continuous copy speed and the equipment size can be found in the Quick Start Guide. Other specification guides can be found by searching the knowledge base and selecting “MFD Guides” as the content type.
When should I replace the toner cartridges on my device?
It is best practice to replace toner cartridges when the toner cartridge is completely empty (0%). When this occurs, a “Toner Empty” message will appear on the MFD and all print and copy jobs will be held until the empty toner cartridge is replaced.
For instructions on how to replace toner cartridges, please refer to the User Guide specific to your device.
How can I get notified of events on the MFD?
There are several ways to monitor the MFD status. Listed below are some ways this can be done.
TopAccess Device screen
When navigating to TopAccess the Device information is displayed. If authentication is turned on, this is displayed after logging in.
This page gives a snapshot of the device, such as:
- Network information (Serial Number, MAC address, Model etc)
- Installed options (Finisher, Hole punch, Fax)
- Toner Levels
- Drawer configuration and remaining paper levels
Any messages, such as Toner low, waste toner cartridge needs replacing, paper empty will be displayed on this screen.
Email Notifications
- Notifications can be configured for certain events, such as:
- Drawer out of paper
- Door/drawer open
- Waste toner container full
- Toner Empty
- Paper Jam
- Received Fax
For this function to work, the “Scan to email” function must be setup and working. Instructions on setting this up can be found here.
To setup Email notifications:
- Open Internet Explorer
- Type the IP address of the MFD in the URL bar
- Click on ‘Administration’
- Enter the username and password (Admin / 123456)
- Click on ‘Maintenance’
- Click on ‘ Notification’
- Under Email Setting, select the check box next to “Notify Administrator at Email Address 1” and enter the email address
- Select the items to receive notifications for
- Click Save
What do the scan to email error codes mean?
When troubleshooting a scan to email issue, an error code such as 2503 can be treated as an SMTP error 5.0.3.
If the error code as a letter such as 2C14, the error is generated by the MFD and is usually displayed before the email has been sent.
SMTP Error Codes (MFD has successfully contacted the Mail server and the Mail server has returned an error code)
| Error Code | Meaning |
|---|---|
| 2500 | HOST NAME error: Destination mail address error |
| 2501 | HOST NAME error: Syntax error in parameters or arguments In TopAccess: Confirm that SMTP client is configured with a valid username and password. Confirm that TCP/IP Host name matches the DDNS host name |
| 2503 | Destination mail address error |
| 2504 | HOST NAME error: Command parameter not implemented In TopAccess: Confirm that host name in DDNS is correct |
| 2550 | Destination mail address error This is a general error and the reason can vary. Some reasons are: - Authentication may be required. Enter authentication details or setup a relay on your Mail server - Authenticated user doesn’t have permission to send on behalf of the from address - Mail server rejects emails that have come from an IP address is used in the “helo” string |
| 2551 | Destination mail address error SMTP authentication is required |
| 2552 | Terminal/Destination mail address error The email message exceeds the maximum size permitted. Change the setting on the mail server or try scanning at a lower resolution. |
| 2553 | Destination mail address error Confirm the email address is correct. Confirm the authentication settings are correct, or configure authentication |
MFD Scan to Email error codes
| Error Code | Meaning |
|---|---|
| 2C6C | Invalid address Confirm the email address is correct. Try adding it to the address book first and then select it when scanning. |
| 2C66 | Server Timeout Error. Confirm DNS settings are correct and the DNS function is working correctly. |
| 2C69 | Can’t connect to SMTP server Can't establish an SMTP connection with the entered address Confirm the Mail server settings are correct. If using the name of a mail server, ensure DNS settings have been configured through TopAccess. Confirm the Port setting is correct. |
| 2C71 | Failed SMTP Authentication Confirm the username and password configured for authentication is correct. Confirm the account used for authentication can send on behalf of the configured from address. |
| 2C10 | System Access Abnormality This can be caused by an incorrect network configuration – specifically the MTU. For further information, please contact your local Toshiba Dealer. |
How do I configure Scan to Email?
Scan to email is configured through TopAccess.
- To configure scan to email you will need to know the settings for your Mail server such as:
- IP address
- Port
- The email address that emails will be sent from
- Credentials (username and password) to send using the email address if authentication is required.
- Please refer to the guide on setting up Scan to Email using Gmail.
ADMIN
How do I clear a message on the MFD screen?
Messages can be cleared by pressing ‘Function Clear’ twice in quick succession. This will clear messages such as “Scan to email was unsuccessful” or “Power Failure”.
What does "Call for Service" with a CD70 or CD71 message mean?
These messages refer to the waste toner bottle. It would need to be shaken to level the amount of toner, or need replacing.
How do I find the IP address of my MFD?
Finding the MFD IP Address:
- Enter ‘User Functions’
- Press the ‘Admin’ Tab
- Enter the password (default is 123456) and press OK
- Press ‘Network’
- Press ‘IPV4’
- The IP address will be displayed.
How do I manage the MFD address book?
The address book can be modified from TopAccess using a computer or from walk up.
Managing the Address Book from TopAccess:
- Open Internet Explorer
- Type the IP address of the MFD in the URL bar
- Click on ‘Registration’
- Click on ‘Address Book’
- Click ‘Add Address’ to create an entry or click on the text of an existing entry to modify it.
Managing the Address Book from Walkup:
- Press ‘User Functions’
- Press ‘Address’
To add an address:
- Press on a blank space to highlight it
- Press ‘Entry’
- Press on a section to enter data. Minimum information is ‘First name’ and ‘email’ or ‘fax’ or both
- Press ‘Ok’
To Edit an address:
- Select the address and press ‘edit’
- The process may vary slightly based on the model of MFD
Why does my MFD say 'Interrupt' when there are no jobs waiting?
This is due to the ‘Interrupt’ button being pressed. To return the MFD to a normal state, press the ‘Interrupt’ button again.
What should I do when my MFD displays "Call for Service"?
Switch the MFD off and check for any paper jams. Also, open and close any covers to reset the sensors
How can I get notified of events on the MFD?
There are several ways to monitor the MFD status. Listed below are some ways this can be done.
TopAccess Device screen
When navigating to TopAccess the Device information is displayed. If authentication is turned on, this is displayed after logging in.
This page gives a snapshot of the device, such as:
- Network information (Serial Number, MAC address, Model etc)
- Installed options (Finisher, Hole punch, Fax)
- Toner Levels
- Drawer configuration and remaining paper levels
Any messages, such as Toner low, waste toner cartridge needs replacing, paper empty will be displayed on this screen.
Email Notifications
Notifications can be configured for certain events, such as:
- Drawer out of paper
- Door/drawer open
- Waste toner container full
- Toner Empty
- Paper Jam
- Received Fax
For this function to work, the “Scan to email” function must be setup and working. Instructions on setting this up can be found here.
To setup Email notifications:
- Open Internet Explorer
- Type the IP address of the MFD in the URL bar
- Click on ‘Administration’
- Enter the username and password (Admin / 123456)
- Click on ‘Maintenance’
- Click on ‘ Notification’
- Under Email Setting, select the checkbox next to “Notify Administrator at Email Address 1” and enter the email address
- Select the items to receive notifications for
- Click Save
References
