BT MULTIFAX 2020 User Manual

This product is intended for connection to analogue public switched telephone networks and private

switchboards in the United Kingdom.

This equipment complies with the essential requirements of the Radio Equipment and Telecommunications

Terminal Equipment Directive, 1999/5/EC.

BT Multifax 2020

Multifunctional, plain paper fax machine

User

Guide

Please open this page for an ‘at a glance’ guide to your BT Multifax 2020.

Please open this page for a further ‘at a glance’ guide to your BT Multifax 2020.

At a glance

1. Delayed TX

Lets you send a fax at a pre-set time, p37.

2. Print operation

Used to print faxes received into the memory, p25.

3. Conf. TX

Lets you send a confidential fax to a personal mailbox, p41.

4. Relay Init. TX

Lets you initiate a relay fax when communicating with compatible machines, p44.

5. Polling

Used for polling faxes, p45.

6. Report print

Print a report, p48.

7. Counter display

Displays the number of pages printed and scanned, p28.

8. Location Prog

Used when storing entries in the one touch and auto dial directories.

9. User Prog

Used to change settings on your machine.

10. Printer Cleaning

Cleans excess toner from the image drum.

21 3 4 5

7 8 9

Note

These one touch dialling buttons are used for storing names and numbers. When used in conjunction with the Select Function button, they perform additional functions.

1 2 3 4 5

DELAYED PRINT TX OPERATION INIT.-TX

6 7 8/+ 9/SPACE 10/PAUSE

REPORT COUNTER LOCATION USER PRINTER PRINT DISPLAY PROG. PROG. CLEANING

RELAY

CONF. TX

POLLING

1. LCD display

2. Resolution/Yes

Selects option from the menu. Also lets you set the resolution, p21.

3. Contrast/No.

Displays option from the menu. Also lets you set the contrast, p21.

4. Auto Rec

Sets the reception mode.

5. Hyphen

Inserts a ‘wait for dial tone’ pause when storing numbers. Also inserts a ‘+’ in TSI/CSI and call back numbers.

6. Search

Lets you find numbers stored in the directory and one-touch buttons.

7. Hook/Voice. Request

Press to hear dialling tone. During a fax call, press to let the person at the other machine know that you want to talk (both faxes must have telephone attached), p28.

8. Redial

Press to redial the last number called.

9. Auto Dial

Used to dial and search numbers stored in the director y, p31. Also used when sending group faxes.

10. Select Function

Lets you select options from the one-touch menu buttons.

11. Copy

Lets you copy a document, p27.

12. Stop

Press to stop the current action.

13. Start

Press to dial a number or send a fax. Also used to accept some entries when programming.

14. Alarm light

Comes on to indicate a problem.

15. 8/

Lets you add phone numbers longer than 32 digits into the memory, p31.

16. Pause

Lets you enter a Pause when storing a number, p31.

17. Space

Lets you enter a space when entering a number. Also used deletes previously stored information.

18. One touch keypad

Lets you dial numbers with one touch. Also lets you access functions and change settings.

19. Directory label

Lift off plastic cover to write details of one-touch numbers.

20. Group/

Lets you send a fax to a group of numbers stored in the directories, p32.

21. 0/Oper/Unique

When storing information, lets you enter a range of different characters.

22.

✱

Lets you switch from pulse to tone dialling.

18192021

2 3 4 5 6 7 8 9 10 11 12 13

8.5" A4 B5 A5

1 2 3 4 5

1 2 3

GHI

4 5 6

7 8 9

PHOTO EX FINE FINE STD

HOOK SELECT

YES NO

AUTO REC HYPHEN SEARCH V.REQUEST REDIAL AUTO DIAL FUNCTION

LIGHT NORMAL DARK

OPER/UNIQUE ALARM

DEFABC

DELAYED PRINT

MNOJKL

WXYZTUVPQRS

TX OPERATION INIT.-TX

6 7 8/+ 9/SPACE 10/PAUSE

REPORT COUNTER LOCATION USER PRINTER PRINT DISPLAY PROG. PROG. CLEANING

COPY

RELAY

CONF. TX

STOP START

POLLING

Paper tray

Holds up to 100 sheets of A4 paper.

Received document tray

Holds up to 30 pages of received faxes or copied documents.

Document feeder tray

Holds original documents to be faxed or copied.

Document guides

Adjust to the width of the document to keep pages straight.

One touch buttons

For dialling numbers.

Manual paper feeder

Lets you load a different type of paper than that in the paper tray.

Sent document tray

Holds original documents that have been faxed or copied.

Control panel

LCD display

Keypad

Print Head

Image Drum Unit

Toner Cartridge

PC connection socket

Telephone line socket

Phone sockets

Lets you connect a telephone, or answering machine.

Power on/off

Mains power socket

Key features

Multifunctional fax machine

When connected to a computer, you can use your Multifax 2020 to:

• Print documents

• Send faxes directly from your PC

• Receive and store fax messages directly into your PC

• Scan pages into your PC

• Carr y out Optical Character Recognition (OCR) on received faxes or scanned pages.

You can also add entries into the directories from your PC.

One touch and auto dial directories

10 one-touch buttons let you display names and phone numbers at a single press.

The auto dial directory stores up to 70 numbers and lets you display them by pressing just three buttons.

Directory search

Search facility lets you search for stored entries by name.

Memory reception

You can receive faxes into memor y for printing later. You can also keep faxes confidential by protecting the memory with a 4-digit password.

Advanced features

Your Multifax 2020 has a range of special fax features including:

• Group sending - send a fax to up to 5 different groups of numbers in a single operation.

• Polling – lets you store a fax in the memory for other machines to dial in and pick up.

• Delayed faxing – lets you store a fax in the memory for sending at a pre-set time.

• Password protection – enables you to keep faxes confidential.

In this guide

At a glance 1

Introduction 7

Safety information 8

Setting up 10

Connecting to a PC 17

Installing the JetSuite Pro software 17 Registering your software 18 Printing the user guides 19 Using Online Help 20

Using your Multifax 2020 21

Loading documents 21 Setting the answering mode 22 Sending faxes 23 Redialling 24 Receiving faxes 25 Dual access 26 Using the copier 27 Voice request 28 Using the directories 29 One touch buttons 29 Auto Dial directory 31

Additional features 32

Group dialling 32 Delayed faxing 37 Confidential faxes and mailboxes 41

Relaying faxes 44 Polling 45 Confidential polling 46 Print outs and reports 48

Optional settings 52

Memory password 56 Restricted access 57 Dial settings 59 One touch dialling settings 61 Language 61

General information 62

Guarantee and customer helpline 62 Technical specification 63

Help 64

Clearing jams 65 Replacing toner 66 Replacing drum 68 Problem checklist 70

Index 73

For your records

For guarantee purposes, proof of purchase is required, so please keep your receipt.

Introduction

Unpacking

When you unpack your Multifax 2020 you should have:

Fax

Paper Tray/Received Document Tray

Document Tray

Document Stacker

Toner Cartridge

Mains power cable with 3-pin plug fitted with 5A fuse

Printer cable

Date of purchase:

Place of purchase:

Serial number (on base of unit):

Purchase price:

Telephone line cord

CD containing PC software and manuals

TAD adaptor lead

Safety information

General

Your Multifax 2020 has been designed to give you years of safe, reliable performance.

Never put foreign bodies into the fax machine. Their accidental contact with powered parts may cause a fire or electric shocks.

Disconnect the machine before you clean it. Do not use liquid or aerosol cleaners to clean the machine.

Do not attempt to service the machine or lubricate moving parts yourself.

Cleaning

Always use a dry cloth to clean the control panel and the main body of the machine.

Environmental

Do not expose to direct sunlight.

Do not stand your fax machine on carpets or other surfaces which generate fibres, or place it in locations preventing free flow of air over its surfaces. Do not use your machine near water or spill liquid of any kind into it. Do not use it in damp or humid conditions such as bathrooms.

Do not expose your fax machine to fire, explosive or other hazardous conditions.

There is a slight chance that your fax machine could be damaged by an electrical storm. We recommend that you unplug the power and telephone line cord for the duration of the storm.

CAUTION

Always leave unused toner cartridges and image drum units in their packages until needed.

Reuse the packaging to dispose of the old toner and drum.

Do not expose the toner cartridge and image drum units to light for more than 5 minutes. Never expose the green drum (inside the image drum unit) to direct sunlight.

Small amounts of tone spilled on the skin or clothing can be removed with soap and cold water. Using hot water makes the stain much more difficult to remove.

WARNING

If you open the top cover, you will see a label that reads CAUTION – HOT. This area is extremely hot and must not be touched.

EMERGENCY FIRST AID

IF TONER IS SWALLOWED – induce vomiting and seek medical attention. If the person is unconscious, never attempt to induce vomiting or give anything by mouth.

IF TONER IS INHALED – take the person into the open for fresh air. Seek medical attention.

IF TONER GETS IN THE EYES – flush eyes with large quantities of cool, not cold, water for a minimum of 15 minutes keeping eyelids open with fingers. Seek medical attention.

Insert the tabs of the Received Document Tray into the slots at the front of the machine until they click into place.

Setting up

1 Plan the location of your Multifax 2020

Situate your machine close enough to both telephone and mains power sockets so that the cables will reach.

Make sure the surface is stable and flat.

2 Install the paper trays

Insert the tabs of the Paper Tray into the slots at the rear of the machine.

Insert the Document Tray into the long slot on top of the machine until it clicks into place.

3 Install the Toner Cartridge

Remove the protective sheet from the document feeder.

Open the top cover.

Now press down firmly on both ends of the drum until it snaps into place.

To remove the orange plastic cover from the toner well which is located in the image drum unit. First remove the tape, then press in the left hand tab and lift out the cover. You can discard the plastic cover.

Remove the protective film from the image drum unit.

Place the image drum unit back into your machine Make sure the tabs on both sides of the drum slot into place as shown.

Pull the control panel up and forward.

First making a note of its installed position, lift the image drum unit out. Do not touch the green surface of the drum.

CAUTION

Do not expose the toner cartridge and image drum units to light for more than 5 minutes. Never expose the green drum (inside the image drum unit) to direct sunlight.

Always hold the image drum unit by the ends. Never touch the surface of the green drum inside the image drum unit.

Remove toner cartridge from packaging and gently shake it from side to side in order to distribute the toner evenly.

Now carefully peel the white plastic tape from the bottom of the cartridge.

With the smooth, black surface uppermost (marked L and R) and the grey lever on the right, insert the toner cartridge into the image drum unit. Slide in the left end of the cartridge first, then lower the right end into place.

Close the top cover until is snaps into place.

Close the control panel by pressing down until it clicks into place.

Caution

Be sure to insert the toner cartridge into the drum

the right way around.

Once in place, push the grey lever on the toner cartridge towards the back of the machine to secure it.

WARNING

Handle toner cartridge carefully. Avoid spilling toner onto your clothing or other materials. See ‘Safety Information’ on page 8)

Note

To connect both an answering machine and a telephone, first connect your answering machine to the Multifax 2020 and then insert the telephone cable into the telephone socket on the answering machine.

5 Connect a telephone or answering

machine

If you want to connect an answering machine you must set the reception mode of your Multifax 2020 to TAD/FAX AUTO SW MODE in order for the answering machine to work. See page 22.

• Plug the TAD adaptor lead into the TEL 1 socket

at the back of the machine.

• Plug the answering machine (or telephone) line

cord into the TAD adaptor socket.

4 Connect the power and telephone line

Plug one end of the telephone line cord into the LINE socket at the back of the machine.

Plug the other end into the telephone wall socket.

Plug the mains power cable into the socket on the back of the machine and the other end into a mains power socket.

Switch your Multifax 2020 on using the On/Off switch. Display shows the time and reception mode.

Your machine is now in standby, ready to send

and receive faxes.

Caution

Before connecting power, ensure that the power switch is OFF (The side nearest 0 is down).

7 Set the time and day

The current date and time will be printed on every fax page you send.

Press SELECT FUNCTION.

Press USER PROG.

Press 3. Display shows

3: CLOCK ADJUSTMENT

Press YES. Display shows the default date and time.

Use the keypad to enter the correct date and time using the format

DD/MM/YYYY HH:MM

Press to confirm.

Press SELECT FUNCTION to return to standby.

SELECT

FUNCTION

SELECT

FUNCTION

USER

PROG.

YES

8 Enter your name and fax number

Your name and number will be added to every fax page you send. You can enter a maximum of 20 digits and 23 characters.

You can also enter a Call Back number. This is a phone number that the person you are faxing can use to call you. See ‘Voice

Request’, page 28.

Press SELECT FUNCTION.

Press USER PROG.

Press 4. Display shows

4: SYSTEM DATA PRG

Press YES. Display shows

NO = <TSI/CSI> I D = <SENDER ID>

and changes to

NO = ID =

SELECT

FUNCTION

USER

PROG.

YES

6 Loading paper

The Paper Tray can hold up to 100 sheets of standard weight (80gsm) paper. Your Multifax 2020 automatically reduces the size of incoming documents so that they can fit onto A4 paper.

1 Fan the paper to separate the sheets.

2 Insert the paper into the Paper Tray.

3 Adjust the paper guides to the width of the paper.

You can set your machine to take different paper sizes, see page 53.

DEF

GHI

Connecting to a switchboard

When connecting to a switchboard you normally have to dial a prefix (e.g. 9) to get an outside line. When storing numbers in memory you will need to enter the prefix before each external number. Please note that if your switchboard requires a pause after the prefix, before the rest of the number is dialled, you will also need to set PBX LINE to ON and enter a DIAL PREFIX. This is shown below.

If, when dialling outside numbers, you find that your Multifax 2020 dials the prefix but not the rest of the number, you should switch off Dial Tone Detection. To do this, please contact the Helpline on 0870 241 3929.

Enter your fax machine’s number.

Press START to save the entry.

Enter your name or Sender ID.

START

Please note

Press the HYPHEN button to enter a

before

a number.

Press the 9/SPACE button to enter a space.

Press START to save the entry. Display shows

NO = <CALL BACK NO >

and then clears.

If required enter a telephone number that can be used to contact you.

Press Start to confirm.

Press SELECT FUNCTION to return to standby.

START

OPER/UNIQUE

HYPHEN

9/SPACE

JKL6MNO6MNO

GHI

YES

HYPHEN

9/SPACE

For example to enter the name JOHN:

Press the 5 button until the display shows

Press the 6 button until the display shows

Press the 4 button until the display shows

Press the 6 button until the display shows

Press 9/SPACE = space.

Press HYPHEN = -

Press 0 OPER/UNIQUE repeatedly until the character you want is displayed. These include:

Ø./!#&’()*+,-:;=?

Press the NO button to move the cursor forward.

Press the YES button to move the cursor back.

If you make a mistake when entering a name or number, move the cursor back to the error and either over write it by entering the correct number or press the 9/SPACE button to delete it.

SELECT

FUNCTION

START

To set your Multifax 2020 to switchboard mode

Press SELECT FUNCTION.

Press USER PROG. Display shows

1: FUNC.PROGRAMMING

Press 2. Display shows

2:DIAL PARAMETER

Press YES until the display shows

PBX LINE [OFF]

Press NO until the display shows

PBX LINE [ON]

Press SELECT FUNCTION to return to standby.

SELECT

FUNCTION

SELECT

FUNCTION

USER

PROG.

YES

ABC

To enter the dial prefix

If you enter the dial prefix then Multifax 2020 will always insert a pause after any number starting with this prefix.

Press SELECT FUNCTION.

Press USER PROG. Display shows

1:FUNC.PROGRAMMING

Press 2 . Display shows

2:DIAL PARAMETER

Press YES until the display shows

DIAL

PREFIX [OFF]

Press NO until the display shows

DIAL

PREFIX [ ] ENTER 4 DIGITS

Enter the number you dial to get an outside line

Press 9/SPACE until the display changes.

Press YES .

Press SELECT FUNCTION to return to standby.

To delete the dial prefix

Press SELECT FUNCTION.

Press USER PROG. Display shows

1:FUNC.PROGRAMMING

Press 2 . Display shows

2:DIAL PARAMETER

Press YES until the display shows

DIAL PREFIX [OFF]

Press NO until the display shows

DIAL PREFIX [ ] ENTER 4 DIGITS

Press NO to delete the existing prefix.

Press 9/SPACE four times to display

OFF

Press YES .

Press SELECT FUNCTION to return to standby.

USER

PROG.

YES

9/SPACE

SELECT

FUNCTION

SELECT

FUNCTION

SELECT

FUNCTION

USER

PROG.

YES

9/SPACE

SELECT

FUNCTION

Note

PBX settings: You should switch PBX mode on ONLY if your PBX (switchboard) requires a pause, between the Access code (prefix) and the number to be dialled.

If you are unsure whether a “pause” is required, contact your switchboard administrator.

In case of difficulties – contact the BT Helpline on 0870 241 3929.

ABC

Connecting to a PC

Installing the JetSuite Pro software

Please note

The JetSuite Pro software manual is contained on the CD ROM and can be printed once the software has been installed. On screen help is also available.

If you have a previous version of JetSuite or a JetSuite driver installed on your PC, you must uninstall it first using the JetSuite Uninstall program.

When connected to a PC you can:

• Use your Multifax 2020 as a printer.

• Send fax messages directly from your PC.

• Receive and store fax messages directly onto your PC.

• Scan pages from your Multifax 2020 into your PC.

• Carr y out Optical Character Recognition (OCR) on documents. This allows you to convert scanned pages (or faxes received to your PC) into ‘text’ documents which can then be read and edited by your word processing program.

• Easily store numbers in the directories.

When connected to a PC you can use your Multifax 2020 as a printer, fax and scanner.

To connect to a PC

Plug one end of the printer connection cable into your Multifax 2020 and the other end into the printer socket of your PC.

To install the software

Install the JetSuite Pro software by following the steps for the version of Microsoft Windows you are using. The software is provided on a CD-ROM.

Make sure that no other programmes are running.

Insert the PC Software CD in your CD drive.

Autorun should locate and begin installing your Multifax 2020 software automatically.

If this does not happen

For Windows 95, Windows 98 or Windows NT4.0:

Click on Start, then highlight Settings and click on Control Panel.

On the Control Panel screen, double click Add/Remove Programs.

Click on Install and follow the on-screen prompts to run SETUP.EXE from the CD. (You can double click on the file to run it.)

For Windows 3.1 (or 3.11):

In Program Manager, choose RUN from the FILE menu.

In the Command Line, type D:\SETUP.EXE (where D = your CD drive).

On screen prompts

When following the on-screen prompts for installation:

You are asked which device to install, select Multifax 2020.

When prompted by the INSTALL programme, enter your name, company, voice and fax number and PC sender ID number (this is the number that will be printed at the top of faxes sent from the PC, it would normally be your fax number, including your area code). The fax number and sender ID can contain up to 20 digits and must be completed before you can proceed.

When asked to select the installation type, it is recommended that you choose Typical. (Custom install is for advanced users and allows you to deselect certain features. You will also be asked which COM ports to use for faxing and printing. Please note that these do not correspond to actual connectors on your PC but are locations used inside the computer and, in most cases, you shouldn’t change the ports that are selected automatically.)

Click on NEXT and follow on-screen prompts until the software is installed

When installation is complete, the program will restart your computer so that you can use JetSuite Pro.

•

Registering your software

Alternatively, you can register by:

1. Completing and faxing the registration form included in the Multifax 2020 packaging.

2. Load the completed form face down in the document tray.

3. Enter the fax number provided on the registration form (along with a prefix, if necessar y, to get an outside line).

4. Press the START button on your Multifax 2020. When the fax has been sent successfully, the display shows

RESULT = OK

Printing the user guides

Your PC Software CD ROM contains copies of four user guides.

These are: -

• The BT Multifax 2020 user guide (the guide you are reading).

• The JetSuite Pro software user guide.

• The Fine Reader OCR user guide.

You can display the user guides at any time but you can print them only if you have Acrobat Reader installed. If you do not, your PC Software CD ROM contains a copy for installation.

To install Acrobat Reader

Open the Manual/Acrobat/English folder on the CD and double-click on the appropriate file icon for your version of Windows.

There are two versions, depending on your Windows software

1) ar16e301.exe for Windows 3.1

2) ar32e301.exe for Windows 95/98/NT4.0

Follow the screen prompts to install the Reader.

If you wish, you can print the manuals and then remove the Acrobat Reader, using the Add/Remove Programs icon in the Windows Control Panel.

•

To print the user guides

Once Acrobat Reader is installed.

Insert the CD in the CD drive.

Open the CD.

Open the Manual/Manual/English folder to display the guides.

Multifax 2020 guide = Multifax 2020 user guide.pdf

JetSuite guide = JetSuite user guide.pdf

Fine Reader guide = OCR user guide.pdf

You can now print the user guide.

•

To receive faxes to your PC

Set your Multifax 2020 in PC MODE.

Open JetSuite and from the Options menu select Fax.

In the new window click on the Receive tab.

Check the “Receive to PC” box and click OK.

•

Please note

Your PC has to be switched on and JetSuite open for faxes to be received.

Using Online Help

For general information about using JetSuite Pro, choose Help Contents (the Contents command in the Help menu).

If you want help on a specific JetSuite Pro menu command or toolbar button, follow these steps:

1. Click the ? button in the toolbar. Your cursor changes to a ?

2. Choose the menu command or click on the toolbar button you want to know more about.

➚

Please note

Do not attempt to send a second fax via your Multifax 2020 software while a current fax is already in progress as this may disconnect the current fax.

Depending on your software application, DOS printing may not be possible in Windows NT4.0

If the Fax Status Monitor shows the wrong number or transmission speed

When using your Multifax 2020 software, while a document is being sent to the correct number at the correct speed, the Fax Status Monitor may occasionally display the wrong number or transmission speed.

You can check the fax details as follows:

• Select the Fax Send folder and highlight the individual fax from the list.

• Select File to open the drop-down menu.

• Select Properties to display the fax number and transmission speed details.

For further information, see the README.TXT file after installation.

Minimum system requirements

33Mhz 486 PC

16MB RAM memory

8MB of permanent swap file space (Win.3.111/Windows for Workgroups)

20MB of free disk space

256 colour video driver

Bi-directional Parallel printer port

Win 31, Windows for Workgroups 3.11 or Win 95, Win 98 or Win NT4.0.

Windows NT4.0 requires Pentium 90 and 16 to 32MB of RAM

Recommended system requirements

166Mhz 486 PC

32MB RAM memory

16MB of permanent swap file space (Win.3.111/Windows for Workgroups)

50MB of free disk space

256 colour or higher video driver

Bi-directional Parallel printer port

Win 95, Win 98

JetFax, JetSuite, and JetShare are trademarks of JetFax, Inc.

All other brand or product names are trademarks or registered trademarks of their respective companies or organisations.

Setting the resolution and contrast

You can choose different resolution and contrast settings to ensure the best quality when faxing or copying a document. The resolution and contrast settings are shown by the lights on the control panel above the YES and NO buttons.

Resolution

Press to select the setting you want.

•

STD

(standard) – when the original contains easy

to read text

•

FINE

EX FINE

– when the original contains

small or hard-to-read text

•

PHOTO

– when the document contains varying

shades of grey or pictures.

Contrast

Press to select the setting you want.

•

NORMAL

– when the original document is clearly

printed.

•

DARK

– when the original document is dark.

•

LIGHT

– when the original document is light.

Using your Multifax 2020

Loading documents

What type of paper you can use

Dimensions:

• width 148mm – 216mm

• length 128mm – 356mm

Thickness:

• 50-105gsm You can load up to 20 sheets of 80gsm paper or up to 15 sheets of heavier paper

Very heavy sheets of paper can be loaded one at a time, manually.

Do not use

Torn, crumpled and rolled paper. Paper that is too thin. Wet or moist paper. Carbon paper. Documents with paperclips or staples attached.

Inserting documents in the feeder

Insert documents to be faxed or copied face down. Adjust the paper feeder width guides to fit.

Your machine will grip the document and pull the bottom sheet in.

YES

Note

A document must be loaded before you can adjust the resolution and contrast.

Note

FINE and PHOTO settings take longer to send.

+ 56 hidden pages