FP myMail Operator's Manual
mymail
Metering System
Operator Manual
2
Please read this Operator Manual before using the
mymail postage meter. Please keep the manual
near the mymail at all times for reference.
This Operator Manual describes the mymail with
integrated scale as well as the optional accessory.
Quick Reference Guide The Quick Reference Guide gives you an overview
of the operating menu and metering with the mymail.
Installation Guide Please read the “Installation Guide” to find out how
to install and register the mymail.
The following keywords and symbols identify the
safety tips in this Operator Manual:
Warning! indicates a potential hazard which may
result in injury.
Caution! indicates a potential hazard that may result
in damage to the mymail or impair the metering
process.
The following symbols and text features are used in
this Operator Manual:
Press arrow keys – select / scroll
Press E-key (Enter) – confirm
Press C-key (Clear) – back / clear
Press numeric key(s) to enter values or letters.
“Log off” Elements from the operating menu (e.g. menu
names and messages) are highlighted by quotation
marks in the text.
A tip offers advice or additional suggestions for
improving the operation.
About this Operator Manual
3
The operating panel
Display (showing the main menu)
Info key:
– Display information
– Close info window
Clear key
– Clear inputs
– Back to the higher menu
Arrow keys:
Scroll in a menu /
menu level
Enter key:
– Confirm inputs and selection
– Acknowledge error message
Home / Shift key:
– Selection: Return to main menu
– Text: Switch upper / lower case letters
– Numerical values: Enter decimal point
Numeric keys:
– Enter digits
– Enter letters
– Enter punctuation and special characters
Postage value
Weight
Account
Available
special characters:
? ! $ 1 % ” # & , . *
+ - = _ ( )[ ] < > / \
4
mymail with scale
Card reader
with MASTER card
Letter slot
Display
Scale
Operating panel
ink cartridge below it
Battery compartment
(on the bottom)
Power connection
Phone line connection
Keyboard
Serial number plate
(on the bottom)
Connecting socket
for PC connection
cable
Contents
5
1 Safety tips _____________________________________________________ 8
2 A short description of the mymail _________________________________ 10
3 The ABC’s of mymail operation __________________________________ 11
3.1 The main menu __________________________________________ 11
3.2 The info window __________________________________________ 13
3.3 The mode of operation _____________________________________ 13
3.4 Enter text _______________________________________________ 16
3.5 Trial run ________________________________________________ 18
3.6 Access control by MASTER card _____________________________ 20
3.7 Switching the scale on and off _______________________________ 21
3.8 Standby ________________________________________________ 22
4 Metering ______________________________________________________ 23
4.1 Setting the meter imprint ___________________________________ 23
4.2 Positioning and metering a letter _____________________________ 26
4.3 Correcting the meter imprint on mail which has already been metered 27
4.4 Reply Mail metering _______________________________________ 29
4.5 Ending metering – logging off _______________________________ 30
5 Weighing and metering _________________________________________ 31
5.1 Selecting postal rates ______________________________________ 31
5.2 Changing and correcting postal rates _________________________ 34
5.3 Weighing and metering a letter ______________________________ 35
6 Quick select memories _________________________________________ 37
6.1 Saving settings ___________________________________________ 37
6.2 Load saved data __________________________________________ 38
6.3 Display saved data ________________________________________ 38
6.4 Renaming the quick select memories _________________________ 39
6.5 Clearing the quick select memories ___________________________ 40
6.6 Print the memory assignments _______________________________ 41
7 Account function ______________________________________________ 42
7.1 Metering on accounts ______________________________________ 42
7.2 Change account __________________________________________ 43
7.3 Setting up accounts _______________________________________ 44
7.4 Saving standard setting for an account ________________________ 45
7.5 Renaming accounts _______________________________________ 46
7.6 Deleting accounts _________________________________________ 47
mymail Operator Manual
6
8 Postage Register ______________________________________________ 48
9 Loading postage (PVD) – TELESET _______________________________ 50
10 Basic settings _________________________________________________ 52
10.1 Changing the origin Zip code ________________________________ 52
10.2 Reloading endorsements ___________________________________ 53
10.3 Update rate table _________________________________________ 54
10.4 Reloading advertising imprint _______________________________ 55
10.5 Delete advertising imprint __________________________________ 56
10.6 Setting a high postage value ________________________________ 57
10.7 Setting available postage warning ____________________________ 58
10.8 Changing standby time ____________________________________ 59
10.9 Setting the clock _________________________________________ 59
10.10 Internal modem – setting the outside dialing parameters __________ 62
10.11 Setting up mymail for operation with mailcredit __________________ 64
10.12 Changing the phone number of the TELESET data center _________ 66
10.13 Changing the remote diagnostics phone number ________________ 67
10.14 Switching access control on and off __________________________ 68
10.15 Printing reports __________________________________________ 69
10.16 Sending machine data to Service (Remote diagnostics) ___________ 70
10.17 Zeroing scale ____________________________________________ 71
10.18 Updating the mymail software _______________________________ 72
11 Maintenance and care __________________________________________ 73
11.1 Cleaning the mymail ______________________________________ 73
11.2 Checking the ink level _____________________________________ 73
11.3 Changing the ink cartridge __________________________________ 74
11.4 Cleaning the ink cartridge __________________________________ 80
11.5 Adjusting the ink cartridge __________________________________ 82
11.6 Test print _______________________________________________ 83
11.7 Changing the battery ______________________________________ 84
11.8 Hints for transporting the mymail _____________________________ 86
12 Error messages and help _______________________________________ 87
12.1 Error messages (alphabetically) _____________________________ 88
12.2 Helpful user tips __________________________________________ 93
12.3 Display diagnostics list ____________________________________ 96
12.4 Automatic error diagnosis (self-test) __________________________ 96
Contents
7
Appendix
Country codes _________________________________________________ 97
mymail menu tree ______________________________________________ 101
Technical Data ________________________________________________ 102
Customer Information ___________________________________________ 105
Glossary _____________________________________________________ 107
Index ________________________________________________________ 109
Service ______________________________________________________ 117
mymail Operator Manual
8
1 Safety tips
The mymail is a postage meter with an inkjet printer for metering letter mail.
The mymail complies with the pertinent safety regulations for office information
equipment.
Please observe the following tips for your own safety:
• Install and register the mymail according to the instructions in the installation guide.
• Only connect the mymail to a properly installed power socket. Make sure your office
power supply conforms to power requirements shown on the mymail’s serial
number plate.
• Make sure the socket for connecting the mymail is close by and easily accessible
at all times.
• Use only the cables provided or approved by FP Mailing Solutions. Make sure that
cables are not damaged.
• Pull out the power cord in the event of danger! Do not remove any parts of the
housing. Call the FP Mailing Solutions help line.
• Make sure that no liquids or foreign objects penetrate the interior of the mymail.
If this happens, pull out the power cord immediately. Contact FP Mailing Solutions
help line.
• We recommend to use only approved FP equipment and FP original parts.
The manufacturer FP has established reliability, safety and applicability.
The manufacturer cannot assess the reliability, safety and applicability for products
not approved by FP, and therefore not vouch for such products.
• Ingestion of the ink can be hazardous to your health. Avoid contact with the eyes.
Keep the ink cartridge away from children. Further instructions for use are enclosed
with the ink cartridge.
• Only use the batteries provided by FP Mailing Solutions. Observe the instructions
enclosed with the battery for correct use and disposal.
• Only have maintenance and repair work done by qualified personnel authorized by
FP Mailing Solutions. Otherwise your warranty will be voided. You will be liable for
any damages.
Safety tips
9
The Security Device (PSD) used in your postage meter was authorized according
to specifications of the United States Postal Service following an internationally
valid practice. To commensurate to this standard the cryptographic keys used by
the PSD have to be updated or exchanged after a specified period of time.
Please, make sure that the mymail contacts the Teleset Server at least once a
year (e.g. by executing TELESET with the value of ‘$ 0’), even if the mymail may
not be in use. Otherwise the Security Device may disable itself and will have to
be exchanged with costs for reconnecting the mymail.
mymail Operator Manual
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2 A short description of the mymail
The mymail is the digital postage meter for small
mail volumes. It meters up to 17 letters per minute.
Metering – as easy as
using the phone
All the settings for the metering process can be
selected quickly. You just insert the letter and the
mymail starts printing. You will soon get used to
using your postage meter.
Integrated scale The mymail is available with an integrated 5 lb scale.
mymail uses this to calculate the exact postage
value for every mail piece.
Advertising imprint The mymail prints a logo of your choice on every
letter.
Loading postage - TELESET You can load postage very comfortably by TELESET
– at any time around the clock.
To connect to the TELESET data center, mymail
offers the following options:
– direct connection via the internal modem
– web access using a PC with mailcredit software.
Safe from unauthorized access If required, you can protect mymail against unau-
thorized access. Only persons with a MASTER card
authorized by you are allowed to use the mymail.
Additional functions You have 10 quick select memories at your disposal
for frequently used settings.
The account function allows separate tracking of
postage costs.
Flexible and always up to date Your new advertising imprint or a rate change of the
United States Postal Service – you can simply load
the latest data into your mymail.
The ABC’s of mymail operation
11
3 The ABC’s of mymail operation
In this chapter you will learn about the basic mymail
functions and how to handle the operating menu.
With the arrow keys and , the Enter key
and the Clear key you can move through the
menu.
For fast orientation you will find an overview of the
operating menu on page 101 and in the Quick
Reference Guide.
3.1 The main menu
Call the main menu
As soon as you connect mymail to a power socket or
activate it from standby by pressing any key, the
start routine begins.
The display lighting switches on. An hourglass and
the message “Please wait” appear in the display.
You clearly hear how the mymail runs a series of
internal tests.
Caution! Never lift up the operating panel during the
start routine. This can cause faults in the printing
system.
If more than one account is set up in the mymail, you
have to ‘log in’ to one of these accounts.
The main menu appears in the display. The example
shows the main menu of a mymail with no accounts
set up.
Arrow up key
down
Clear
key
Enter
key
mymail Operator Manual
12
The main menu
The main menu is the ‘operations center’.
Here you set the postage value and meter your mail.
The displayed postage value appears in the meter
imprint.
An arrow in the display indicates that other menu
items are available and in which direction you can
scroll with the arrow keys.
If you are working with accounts, the main menu
displays the current account at the bottom right.
You can access the following menus / functions
from the main menu:
– “Rate” for calling up rate calculation feature
– “Mem” for displaying and selecting the saved
settings
– “Menu” for loading postage, showing system
information (register, rate table, …) and basic
settings (minimum funds, connection to the
Teleset data center, …), service functions (clean /
adjust ink cartridge, …) and further functions
(set up account, …)
– “Log off” for switching the mymail to standby.
The weight display appears only if all postal rates
required for rate calculation are set.
Return to the main menu
With the Home key you usually return to the main
menu directly from any point in the operating menu.
If the display currently shows an input box for a text
or a value or a prompt, you have to confirm this first
with or cancel it with . You cannot return to
the main menu before you do so.
Postage value
Current account
Menus
Weight display
The ABC’s of mymail operation
13
3.2 The info window
You can open an info window in the operating menu
with the Info key .
The info window serves exclusively for displaying
information. You cannot change settings or meter
here.
Possible info windows:
– Settings for the metering process
– Postal rates for rate calculation
– Assignments of the quick select memories
– Accounts (postage usage data and standard
settings).
If the info window contains several lines, you can
scroll with the arrow keys.
To close the info window, press the key again.
You can also leave the info window using or .
3.3 The mode of operation
This chapter describes how to ‘move’ in the operating menu, select menus and change settings. You
get to know the operating procedures in this Operator Manual.
Highlight the desired menu with the arrow keys
/ (highlight = bright letters against a dark
background).
Open the highlighted menu using the key.
You will see the menu level you are currently in at
the top left for your orientation. Arrows show in which
direction you can scroll in the current menu level.
Scroll with the arrow keys ( / ) until the desired
menu or the desired setting appears.
Confirm with the key.
Menu, highlighted
Menu level
mymail Operator Manual
14
You go back to the higher menu with .
Try it! Familiarize yourself with the operating menu
using the example overleaf.
The mymail ‘remembers’ where you left the menu
level. This menu item is selected automatically the
next time you select this menu level.
Presentation of the operating procedures
This manual presents operating procedures for
inputs / settings in the operating menu as follows:
Sequences of key symbols and displays show the
procedure. A short text describes the operating
steps.
Key symbols represent the following actions:
Press arrow keys (up / down ) – select / scroll.
Press E-key (Enter) – confirm.
Press C-key (Clear) – back / clear.
Press Home key – call main menu.
Press Info key – call an info window.
Press numeric key(s) to enter values or letters.
The ABC’s of mymail operation
15
Setting the “Advertising imprint 1”
Select “Menu” in the main menu with the arrow keys.
Confirm with .
Select “Set advert” with the arrow keys.
Confirm with .
Select “Advert 1” with the arrow keys.
Confirm with .
“Advert selected” appears briefly in the display.
Then you see the menu “Set advert” again.
Return to the main menu with or .
Example
mymail Operator Manual
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3.4 Enter text
Letters, punctuation marks and special characters
are assigned to the numeric keys for entering texts
such as account name or short dialing abbreviations.
The assignment is printed on every key.
On the key you will find much more than the
three special characters shown:
? ! $ 1 % ” # & , . * + - = _ ( )[ ] < > / \ .
You can switch between upper and lower case
letters with the key.
Enter blanks with the key.
Enter text
Press the appropriate numeric key as many times in
rapid succession as necessary to display the desired
character.
Wait until the cursor jumps to the right of the
character that has just been written.
Then enter the next character.
When you have entered the text, confirm with .
Clear text
You can clear text during input with the key.
Every keypress clears one character.
Punctuation
and special
characters
Upper and
lower case letters
Blanks
The ABC’s of mymail operation
17
Abort text input
Clear all characters with the key.
If you press the key again, you leave the input
window and abort the text input. The original text is
retained.
Changing quick select names
Assign the name “Letter” to “Memory 2”.
Select the function “Change name” (“Menu”
“Configuration” “Memories” “Memory 2”
“Change name”).
The mymail opens the input window for the quick
select name.
The factory set names for the 10 quick select
memories are “Memory 0” to “Memory 9”. Clear the
text letter by letter by repeatedly pressing the
key.
Then enter the text “Letter”:
Press 3 times (L).
Set lower case letters with .
Press twice (e).
Press once (t).
Press once (t).
Press twice (e).
Press 3 times (r).
When you have entered the text, confirm it with .
Example
Cursor
mymail Operator Manual
18
3.5 Trial run
You can check the settings for the metering process
as well as the imprint quality by doing a trial run with
postage value $ 0.00 (zero imprint).
Type the postage value “0” in the main menu and
confirm with .
To do the trial run, fold a sheet of paper (letter size)
down the middle.
Place the sheet folded edge first in the letter slot.
The sheet must touch the right hand edge of the
letter slot. Push the sheet into the letter slot as far as
it will go.
The sensor (in the back right hand corner of the
letter slot) recognizes a letter. The mymail starts the
trial run after a short time.
You can also use the “TestFrank” function to print a
zero imprint. To do this, select
“Menu” “Service” “TestFrank”.
Folded
edge
The ABC’s of mymail operation
19
Check print quality
Make sure your mymail prints flawless meter
imprints without misalignments.
Examine the zero imprint. It must not contain any
gaps or misalignments.
If the imprint exhibits misalignment:
Adjust the ink cartridge (see chapter 11.5).
If the imprint contains gaps:
Clean the ink cartridge (see chapter 11.4).
Correct:
Insufficient:
Misalignment
Insufficient:
Gaps
mymail Operator Manual
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3.6 Access control by MASTER card
The mymail can be protected against unauthorized
use. In this case, only the MASTER card holder can
use the mymail.
If access is controlled by the MASTER card, the
prompt “Insert MasterCard” appears in the display.
Inserting card
Insert the MASTER card in the card reader on the
right hand side of the mymail. Make sure the chip
faces the rear of the unit.
Confirm the message “Insert MasterCard” with the
Enter key .
You now have access to all mymail functions.
Do not forget to remove the MASTER card after
finishing with the mymail.
Removing card
Simply pull the card out of the card reader.
The ABC’s of mymail operation
21
3.7 Switching the scale on and off
If the weight display appears in the main menu, a
rate has been selected for rate calculation – the
mymail scale is switched on.
If no rate (e.g. First-Class Letter) has been selected,
you will not
see a weight display in the main menu –
the scale is switched off.
Switching on the scale
When you have entered all required data in the Rate
menu, the mymail switches on the scale itself. The
weight visible in the display tells you that the scale is
switched on. Read chapter 5 to find out how to set
postal rates.
Switching off the scale
Entering a postage value in the main menu switches
off the scale. The weight display disappears, the
selected postal rates are cleared. You are now
working with manual postage value input.
Weight display
No weight display
mymail Operator Manual
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3.8 Standby
The mymail power cord should be connected to the
mains all the time to ensure it is always ready for
quick use.
The mymail goes to standby if you do not use it, i.e.
do not feed any letters or press any keys for some
time. A message will appear for approximately one
minute advising that the machine will shut down.
Standby The mymail displays the current date, the display
light goes out and the printing head travels to the
sealed position.
You can reactivate the mymail by pressing any key.
The time period after which the mymail switches to
standby is set at factory to 5 minutes. Refer to
chapter 10.8 on page 59 on how to change this
setting.
Switch to standby
In addition to automatic changeover, you can
manually switch to standby by selecting “Log off”.
Select “Log off” in the main menu with the arrow
keys ( / ).
Confirm with the key.
Metering
23
4Metering
In this chapter you can read how to set the meter imprint, meter letters and switch the
mymail to standby.
If you want to use the account function of the mymail for separate
accounting, read chapter 7 on page 42.
4.1 Setting the meter imprint
The current settings for the meter imprint can be displayed with the key.
You can also make a trial run with postage value $ 0.00.
Setting the postage value
You can enter the postage value in two different ways: For $ 0.44, type 0.44 or 44.
The mymail requires the following data for
the meter imprint:
– Postage value
– Print which advertising logo
– Print which endorsement
– Date for the meter imprint (= actual date
of deposit of the mail piece).
Type and confirm the desired postage
value in the main menu.
The postage value is set.
Postage value
Endorsement
Date
Advertising imprint
mymail Operator Manual
24
Setting the optional advertising imprint
Refer to chapter 10.4 on how to load adverts from a chip card to your mymail.
Date for the meter imprint
The date for the meter imprint is set automatically to today’s date by the built-in clock.
You can set the date of the stamp forward by up to 30 days manually. The mymail
does not allow backdating.
Caution! The date of the Indicia shall represent the actual date of
deposit of the mail piece.
The date for the meter imprint is reset to the current date as soon as you log off and
restart the mymail.
Select “Menu” and confirm.
Select “Set advert” and confirm.
Select an advertising imprint and confirm.
Advertising imprint is set.
Select “Menu” and confirm.
Select “Advance date” and confirm.
You see the current date.
Change the date with the arrow keys and
confirm with .
Metering
25
Setting the optional endorsement
Specific types of mail can be marked with the respective endorsement imprint
(e.g. FIRST CLASS, MEDIA MAIL).
Caution! The mymail will delete the set endorsement when you change
postal rates / product settings or enter a postage value. This way, the mymail
prevents metering with incorrect endorsements. Specify the product / set the
postage value first and choose the appropriate endorsement only then.
Select “Menu” and confirm.
Select “Set endorsement” and confirm.
Select the desired endorsement and
confirm.
The endorsement is set.
mymail Operator Manual
26
4.2 Positioning and metering a letter
You can meter letters up to a thickness of 0.23". For thicker letters, meter the empty
envelope or use the special FP Mailing Solutions postage meter labels (double
labels) of at least 5.5" length. Observe the specifications for mailpieces on page 103.
Use envelopes made of ink-absorbent material with as smooth a surface as possible.
This gives the best printing results.
Caution! Never lift up the operating panel during printing. Opening the flap
causes the mymail to abort printing immediately for safety reasons
. Meter
imprint may be incomplete and useless.
If all the settings for the meter imprint are
correct, you can position and meter the
letter.
Using the Info key you can display the
current settings.
The main menu must be visible in the
display for metering.
Position the letter
– side to be printed face up
– top edge first.
Place the letter at the right hand edge of
the letter slot and push in as far as it goes.
As soon as the sensor (in the back right
hand corner of the letter slot) detects the
letter, the mymail grips the letter tightly
and prints it after a short time.
“Please wait…” appears in the display
during printing. Do not remove the letter
until the main menu reappears and the
mymail releases the letter.
Metering
27
4.3 Correcting the meter imprint on mail which has already
been metered
The two special imprint features ‘Postage correction’ and ‘Redate’ allow you to
correct inaccurate meter imprints. The correction must always be printed on the nonaddress side of the mail piece.
Postage correction
If you have metered a postage value which is too low, print a correction with the
missing amount on the non-address side of the metered mail piece.
Select “Menu” and confirm.
Select “Correction” and confirm.
Enter the amount to be imprinted on the
mail piece in addition to the postage value
you have already metered.
Confirm with .
Insert the mail piece with the non-address
side facing upwards.
The mymail then prints the correction.
mymail Operator Manual
28
Redate
If you have imprinted the wrong date, you can print a correction on the non-address
side of the mail piece showing the correct date.
Select “Menu” and confirm.
Select “Redate” and confirm.
Use the arrow keys to select the correct
date to be imprinted.
Confirm with .
Insert the mail piece with the non-address
side facing upwards.
The mymail prints a correction imprint
with the new mailing date.
Metering
29
4.4 Reply Mail metering
You can meter reply mail. When metering reply mail mymail prints a normal meter
imprint without date.
Select “Menu” and confirm.
Select “Reply” and confirm.
Enter the postage value.
Confirm with .
Insert reply envelope / card as usual.
The mymail prints the reply mail imprint.
To exit the Reply Mail mode:
Press the key repeatedly.
mymail Operator Manual
30
4.5 Ending metering – logging off
The mymail switches to standby mode when you have finished metering. The mymail
remains connected to the power and is ready to use quickly at the push of a button.
Caution! If you wish to disconnect the mymail from the mains:
Make sure that the mymail is in standby (display is dark, showing the date),
otherwise the safety functions installed for the protection of the print head
cannot be operational.
If no letters are inserted or keys pressed, after a certain period of time the
mymail automatically switches to sleep mode (= standby). Refer to
chapter 10.8 on page 59 on how to change the standby time setting.
Select “Log off” and confirm.
The current date appears in the display.
The printing head moves into the idle
position. The display light goes out. The
mymail is in standby mode.
If you use access control: Remove
MASTER card.
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