FP Mailing Solutions MyMail Operator's Manual
mymail
Franking machine
Operator Manual
FP Mailing HCS
0844 264 1440
2
Please read this operator manual before using the
mymail franking machine. Please keep the manual
near the mymail at all times for reference.
This operator manual describes the mymail
– in its standard version and
– with integrated scales
as well as the optional accessory.
Functions which are only available with certain
configurations are recognisable by a suffix,
e.g. (optional).
Quick Reference Guide The ‘Quick Reference Guide’ gives you an overview
of the operating menu and franking with the mymail.
Installation Guide Please read the ‘Installation Guide’ to find out how to
install and commission 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 franking
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 inverted
commas (speech 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 value: Enter decimal point
Numeric keys:
– Enter digits
– Enter letters
– Enter punctuation and special characters
Postage value
Weight
Account
Available
special characters:
? ! $ 1 % ” # & , . *
+ - = _ ( )[ ] < > / \
4
Power connection
Modem socket
Serial number plate
(on the bottom)
Connecting socket
for PC connection
cable
mymail with scales*
Card reader
with MASTER card*
Letter slot
Display
Scales* Operating panel
ink cartridge below it
Battery compartment
(on the bottom)
Keyboard
* optional
Contents
5
1 Safety tips ___________________________________________________ 9
2 A short description of the mymail _______________________________10
3 The ABC 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 texts _____________________________________________16
3.5 Trial run (zero test print) __________________________________18
3.6 Access control by MASTER card (optional) _____________________20
3.7 Standby _______________________________________________ 21
4 Setting the franking imprint ____________________________________22
4.1 Postage value – Royal Mail product selection _________________22
4.1.1 Selecting mailing data ____________________________________23
4.1.2 mymail without scales: Manually specifying the weight __________26
4.1.3 mymail with scales: Weighing mail pieces ____________________ 27
4.1.4 Entering the weight manually (for certain products only) _____________28
4.1.5 Entering the postage value manually ________________________29
4.2 Setting the endorsement __________________________________ 30
4.3 Date for the franking imprint _______________________________31
4.4 Setting the advertising imprint ______________________________32
5 Franking ____________________________________________________ 33
6 Quick select memories ________________________________________ 35
6.1 Setting the postage value / product using the memory ___________35
6.2 Display memory assignments ______________________________ 37
6.3 Print the memory assignments _____________________________38
6.4 Save product settings (mailing data and weight) as memory items _39
6.5 Renaming the quick select memories ________________________40
6.6 Clearing the quick select memories _________________________41
7 Account function _____________________________________________42
7.1 Franking on accounts ____________________________________42
7.2 Change account ________________________________________43
7.3 Setting up accounts _____________________________________44
7.4 Assigning an advertising imprint to an account _________________45
7.5 Renaming accounts _____________________________________ 46
7.6 Deleting accounts _______________________________________47
mymail Operator Manual
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8 Register ____________________________________________________ 48
9 Loading postage – Teleset _____________________________________ 50
10 Basic settings _______________________________________________ 52
10.1 Changing the town circle _________________________________ 52
10.2 Reloading endorsements _________________________________ 53
10.3 Update rate table _______________________________________ 54
10.4 Loading advertising imprint ________________________________ 55
10.5 Delete advertising imprint _________________________________ 56
10.6 Setting available postage warning __________________________ 57
10.7 Standby time ___________________________________________ 58
10.8 Setting up mymail for operation with MailCredit ________________ 59
10.9 Internal modem – setting the outside dialling parameters ________ 61
10.10 Changing the phone number of the Teleset data centre _________ 63
10.11 Changing the remote diagnostics phone number _______________ 64
10.12 Setting the clock ________________________________________ 65
10.13 Switching access control on and off (optional) __________________ 68
10.14 Printing reports _________________________________________ 69
10.15 Sending machine data to Service (Remote diagnostics) _________ 70
10.16 Zeroing scales (mymail with scales only) _________________________ 71
10.17 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 ________________________________________ 94
12.3 Display diagnostics list ___________________________________ 97
12.4 Automatic error diagnosis (self-test) _________________________ 98
13 Withdrawal and disposal of the mymail __________________________ 99
Contents
7
Appendix
Menu tree __________________________________________________101
Technical Data _______________________________________________ 102
Declaration of Conformity ______________________________________ 104
Glossary ___________________________________________________ 105
Index ______________________________________________________ 107
Service _____________________________________________________ 117
mymail Operator Manual
8
Safety tips
9
1 Safety tips
The mymail is a franking machine with an inkjet printer for franking 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 commission the mymail according to the instructions in the Installation
Guide.
• Only operate the mymail on 230 V AC.
• 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 Francotyp-Postalia. Make sure that
cables are not damaged.
• Pull out the mains plug in the event of danger! Do not remove any parts of the
housing. Call the after-sales service.
• Make sure that no liquids or foreign objects penetrate the interior of the mymail.
If this happens, pull out the mains plug immediately. Have the mymail checked
by the after-sales service before reconnecting the mains plug.
• 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 Francotyp-Postalia. Observe the instructions
enclosed with the battery for correct use and disposal.
• Only have maintenance and repair work done by qualified personnel authorised by
Francotyp-Postalia. Otherwise your warranty will be voided. You will be liable for
any damages.
mymail Operator Manual
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2 A short description of the mymail
The mymail is the digital franking machine for small
mail volumes. It franks up to 15 letters per minute.
Franking – as easy as
using the telephone
All the settings for the franking process can be
selected quickly. You just insert the letter and the
mymail starts printing. You will soon get used to
using your franking machine.
Optional scales When the equipment includes the integrated 2 kg
scales, the mymail determines the weight of your
mail in a fast and reliable way.
Advertising imprint and slogan The mymail prints a logo or slogan of your choice on
every letter. By means of the freely editable slogans
you can put important messages right on the
envelope.
Loading postage - Teleset You can load postage very comfortably by Teleset –
at any time around the clock.
To connect to the data centre, mymail offers the
following options:
– direct connection via the internal modem
– web access using a PC with MailCredit software.
Safe from unauthorised access If required, you can protect mymail against unau-
thorised access. Only persons with a MASTER card
authorised 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 registration of
postage costs.
Flexible and always up to date New advertising imprints, your new town circle or
new Royal Mail pricing – you can simply load
updated data into your mymail.
The ABC of mymail operation
11
3 The ABC 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.
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.
Clear
key
Arrow up key
Arrow down key
Enter
key
mymail Operator Manual
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The main menu
The main menu is the ‘operations centre’.
From here you have access to the menus for setting
the franking imprint, the basic settings and all further
functions.
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 selecting postal rates.
– “Mem” for displaying and selecting the saved
settings.
– “Menu” for loading postage, showing system infor-
mation (register, configuration…), basic settings
(minimum funds, connection to the Teleset data
centre, …), service functions (clean/adjust ink cartridge…) and further functions (set up account…).
– “Log off” for switching the mymail to standby.
Main menu – mymail
ready for operation
When the display shows the main menu with the
desired postage value you can frank with your
mymail.
Returning 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.
Menus Current
account
Postage value
Weight
The ABC 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 frank
here.
Possible info windows:
– Settings for the franking imprint.
– 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
/ (highlighting = bright letters against a dark
background).
Open the marked menu with .
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.
You go back to the higher menu with .
Menu, highlighted
Menu level
mymail Operator Manual
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Try it! Familiarise yourself with the operating menu
using the example on page 15.
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 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 .
The display briefly reads: “Advert selected”.
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 texts
Letters, punctuation marks and special characters
are assigned to the numeric keys for entering texts
such as account name or short dialling
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 line break with the key.
Enter text
Press the appropriate numeric key as many times in
rapid succession as necessary to display the desired
character in the display.
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 it with .
Please note for texts with several lines
:
Enter line breaks with the key. Otherwise the text
might be cut off at the end of the line.
We recommend to test new slogans by doing a trial
run with postage value ‘0’ (zero test print).
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 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
You want to 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 memory
name 2.
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
mymail Operator Manual
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3.5 Trial run (zero test print)
You can check the settings for the franking process
as well as the imprint quality by doing a trial run with
postage value ‘0000’ (zero test print).
Select “Rate” in the main menu with the arrow keys
( / ).
Confirm with .
Scroll with the arrow keys ( / ) until “OTHER”
appears in the display.
Confirm with .
Scroll with the arrow keys ( / ) until
“ZERO TEST” appears in the display.
Confirm with .
The mymail sets the postage value “£ 0.00”.
mymail without scales
:
Enter weight (at least 1 gram) and confirm with .
When the mymail displays the main menu with a
postage of “£ 0.00”, you can load a sheet for a trial
run.
To do the trial run, fold a sheet of paper (ISO A4)
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) recognises a letter. The mymail starts the
trial run after a short time.
Folded
edge
The ABC of mymail operation
19
Check imprint quality
Make sure your mymail always produces flawless
imprints.
Check the print image. It must not contain any gaps
or misalignments.
This is a proper imprint.
If the imprint exhibits misalignment:
Adjust the ink cartridge (see chapter 11.5, page 82).
If the imprint contains gaps:
Clean the ink cartridge (see chapter 11.4, page 80).
Misalignment
Gaps
mymail Operator Manual
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3.6 Access control by MASTER card
(optional)
The mymail can be protected against unauthorised
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 card
chip faces backwards.
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 MASTER card
Simply pull the card out of the card reader.
The ABC of mymail operation
21
3.7 Standby
The mymail power cable 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.
For instructions on how to change this setting, see
chapter 10.7 on page 58.
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.
mymail Operator Manual
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4 Setting the franking imprint
The following settings define the franking imprint:
– Product of Royal Mail / postage value (see chapter 4.1)
– Endorsement (see chapter 4.2)
– Date (see chapter 4.3)
– Advertising imprint (see chapter 4.4).
The current settings for the franking imprint can be displayed with the
key. You can also make a trial run with postage value ‘0’.
4.1 Postage value – Royal Mail product selection
mymail uses the selected mailing data and the weight of the mail piece to automatically set the postage value, i.e. the price for the Royal Mail product.
Set the mailing data in the “Rate” menu. Read chapter 4.1.1.
How to set the weight depends on your mymail’s equipment:
– You must enter the weight of your mail piece by hand if you work with a mymail
without scales. After having selected the mailing data, an input window for the
weight appears. Read chapter 4.1.2.
– Simply put your mail piece on the scales if you work with a mymail with scales.
For details on how to use the integrated scales, please refer to chapter 4.1.3.
You can type the weight of mailpieces exceeding the weighing area of the
integrated scales. Read chapter 4.1.4.
Use the memory to fast and easily set a product. Read chapter 6.
You can manually type the postage of products the mymail does not offer for
selection. Read chapter 4.1.5.
Postage value
Endorsement Town circle with date
Advertising imprint
(slogan, logo)
Serial number
Machine identification
Setting the franking imprint
23
4.1.1 Selecting mailing data
The mymail successively prompts you to specify all necessary details (destination,
type, …). You select the desired settings respectively with the arrow keys and confirm
with . Using the key you can clear inputs and abort the product selection.
You can display the selected mailing data in the Rate menu using the
key.
Please heed the specifications of Royal Mail regarding maximum and
minimum dimensions and the assignment to country groups and zones for
international deliveries. If in doubt, please contact Royal Mail.
Select “Rate” in the main menu and
confirm.
The mymail opens the Rate menu
(product selection menu) and asks for the
destination of the mail piece.
Select the destination
of the mail piece
and confirm. In the example: Within UK.
Select the type
of mail and confirm.
In the example: First Class mail.
Select the matching size (format) and
confirm. In the example: Large Letter.
For Royal Mail services without format
distinctions (e.g. international letter mail),
you won’t be requested to enter the size.
On mail types for which Royal Mail offers
no special services:
If all necessary mailing data have been
set, the mymail returns to the main menu
(message displayed: “No category
selected”).
mymail Operator Manual
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Special services
If none of the displayed special services is to be utilised:
If you want to use special services
(e.g. Recorded delivery / Signed for):
Exit the Rate menu with the Home key
.
The mymail displays “No category
selected” briefly and returns to the main
menu. The mailing data are set.
Continue by entering the weight.
Select the desired service and confirm.
In the example: Recorded.
A check appears in front of the set
special service.
You can select other services in the same
way. The mymail does not allow illegal
combinations.
Deselect a special service:
Select the set (marked) special service
and confirm with .
The check disappears from in front of the
service. The special service is deselected.
If all desired services have been set:
Exit the Rate menu with the Home key
.
The mymail briefly shows “Category
selected” and returns to the main menu.
The mailing data are set.
Continue by entering the weight.
Service selected
Setting the franking imprint
25
Correct entries
Abort input / product selection
Using the key you can clear entries
made in the Rate menu step by step and
select new settings.
Press the key repeatedly until all
selected mailing data are cleared.
The mymail briefly displays “Settings
unchanged” and returns to the main
menu.
The formerly used mailing data are
retained.
mymail Operator Manual
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4.1.2 mymail without scales
: Manually specifying the weight
A mymail without integrated scales prompts you to enter the weight after having
selected the mailing data. The input box for the weight appears only if all product data
has been entered.
Entering the weight
You cannot abort the input window for the weight with .
You have to enter at least 1 gram.
The mymail prompts you to enter the
weight.
Enter the weight in grams and confirm.
The mymail returns to the main menu and
displays the current settings for weight
and postage value.
The selected Royal Mail product is set.
Setting the franking imprint
27
4.1.3 mymail with scales
: Weighing mail pieces
Caution! Please heed the following notes on how to use the scales:
• The scales are designed for a maximum weight of 2 kg.
• Place large mail pieces (e.g. ISO B4 size letters) on the scales so that
these are not touching the housing of the mymail. This prevents you
getting false weighing results.
• The mymail can determine a new weight only if the scales have been
emptied beforehand. Wait until a beep signals that the scales are again
ready for operation before placing the next mail piece.
For weighing, the display must show the
main menu.
Place letter on scales.
Wait until a beep tone indicates that the
weight and postage value have been
determined.
The selected Royal Mail product is set.
mymail Operator Manual
28
4.1.4 Entering the weight manually
(for certain products only)
For certain products (e.g. parcels), the mymail offers the possibility to enter the
weight manually. This feature is necessary for mail pieces that exceed the scale’s
weighing range (> 2 kg). The weight entry feature is shown at the end of the special
services list in the Rate menu.
You cannot abort the input window for the weight with .
You have to enter at least 1 gram.
Select “Rate” in the main menu and
confirm.
The mymail opens the Rate menu.
Select the desired mailing data as usual.
In the special services list, scroll until
“WEIGHT QRY” appears and confirm.
The mymail opens an input window for
entering the weight.
Enter the weight of the mail piece in
grams and confirm.
If all desired mailing data and the weight
have been set:
Exit the Rate menu with the Home key
.
The mymail returns to the main menu and
displays the current settings for weight
and postage value.
Setting the franking imprint
29
4.1.5 Entering the postage value manually
There may be Royal Mail products where the mymail does not offer the required
dispatch data and therefore fails to calculate the postage. In such a situation you can
use the numerical keys to type the postage.
Select “Rate” in the main menu and
confirm.
The mymail opens the Rate menu.
Select “OTHER” and confirm.
Select the desired type of mail and
confirm. In the example: Parcel Force
World Wide Frank.
The mymail opens an input window where
you can enter the postage value.
Enter the postage value of the mail piece
and confirm.
You can enter the postage value in two
different ways:
For £ 1.00, type 1.00 or 100.
For verification the mymail displays the
set postage value.
To set the postage value for franking:
Confirm the prompt by pressing .
The mymail sets the postage value and
returns to the main menu.
mymail Operator Manual
30
4.2 Setting the endorsement
Specific types of mail can be marked with the respective endorsement imprint (e.g.
FIRST CLASS, OVERSEAS MAIL).
Caution! The mymail will delete the set endorsement when you change
mailing data / product settings. This way, the mymail prevents franking with
incorrect endorsements. We recommend that you specify the Royal Mail
product first and choose the appropriate endorsement only then.
When the postage for franking has been
specified:
Select “Menu” and confirm.
Select “Set endorsement” and confirm.
Select the desired endorsement and
confirm.
The endorsement is set.
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