Konica T37 User Guide

Konica T.37 Internet
FAX

User’s Guide

Every effort has been made to ensure that the information in
this guide is complete, accurate, and up-to-date. Konica
Business Technologies, Inc. assumes no responsibility for the
results of errors beyond its control. Konica Business
Technologies, Inc. also cannot guarantee that changes in
software and equipment made by other manufacturers and
referred to in this document will not affect the applicability
of the information in it. Mention of software products
manufactured by other companies does not necessarily
constitute endor sement b y Konica Business Technologies, Inc.

Copy right 2000 by Konica. All Rights Reserved
First Edition: September, 2000
Manual Part Number: OP-IFAX-01

Please address any comments on this publication by mail to:

Konica Business Technologies, Inc.
Corporate Publications
500 Day Hill Road
Windsor, CT 06095

Please visit Konica’s web site at:

http://www.konicabt.com

Trademark Information

Apple, AppleTalk, EtherT alk, KanjiTalk and MacOS Macintosh ar e
registered trademarks of Apple Computer Company .

Ethernet is a registered trademark of Rank Xerox Ltd.
Eudora is a registered trademark of the University of Illinois Board of

Trustees, licensed to QUALCOMM Incorporated. QUALCOMM,
Eudora Pro and Eudora Light are registered trademarks and Eudora
Internet Mail Server. Qpopper , Eudor a W orldMail, WorldMail, and
PureVoice are trademarks of QUALCOMM Incor porated.

Internet Explorer, Excel, MS-DOS, Outlook, Windows, Windows
NT, and Word are registered trademarks of US Microsoft
Corporation.

JetSuite is a trademark of eFAX.com.
Netscape, Netscape Messenger, Netscape Navigator are registered

trademarks of Netscape Communications Corporation, U.S. and other
countries.

NetWare is a registered tr ademark of US Novell Inc.
Touch-Tone is a re gistered trademark of American T elephone and

Tele g raph.
UNIX is a registered trademark of X/Open Company Ltd.
Windows is either a registered trademark or a trademark of Microsoft

Corporation in the United States and/or other countries
ZIP Code is a registered trademark of the United States Postal Service
Other product names and brand names are registered trademarks or

trademarks of their proprietors.

OKIFAX 575 0/5950ii

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T.37 Internet Fax

Overview

T .37 Inter net Fax is an easy-to-use feature.
This overview has several sections to help you understand

T.37 Internet Fax.

• Operation Overview (End User)

• Information Provided

• Components of an Internet Fax

• What Your T.37 Internet Fax Machine Can Do

Operation Overview (End User)

This section should be used as a quick-reference for using the
your T.37 Internet Fax.

This section does not provide detailed explanations of
features or settings. Other sections provide these details.

Information Provided

The following items provide the information you will need to
use your fax machine.

• User’s Guide

• War ranty Document

• T.37 Internet FAX User’ s Guide

• Software Utilities CD-R OM

General Conditions

To use Internet Fax,

• a Network Card must be installed in the machine

• the machine must be connected to a LAN

The Network Card for this machine can be connected to a

• 10 BaseT

or

• 10/100baseTX LAN.

T.37 Internet FA X User’s Guide 1

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To make a LAN connection, the following information must
be configured on this machine. Ask your network
administrator about these settings.

• an IP A ddres s

• SubnetMask

• Default Gateway

If the LAN uses a DHCP server, it is not necessary to
configure these settings as the server will do it automatically.

Internet Fax settings can be configured either by using the
network tool or on the machine itself, but DHCP settings are
supported by the network tool only.

After setting the correct IP Address, SubnetMask and Default
Gateway, configure the machine for Internet Fax
transmission/reception.

Internet Fax T ransmission
General Information

To send an Internet Fax message, you need a mail server from
which to send e-mail.

Please consult your network administrator about the settings
listed below, which are required in order to make a
connection to the mail serve r.

• SMTP Server A ddress / Name

• DNS Server’s IP Address

• Host Name

• e-mail Address

These settings are similar to those of popular mail clients
such as Netscape Messenger, Outlook and Eudora.

You can start transmission when these settings have been
configured.

To send a fax, place a document on the machine and press the
one-touch button on which the e-mail address of the recipient
has been registered; the document will be scanned into
memory and before transmission.

The data will be converted into a TIFF file and sent to the
recipient.

Konica FA X 99302

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SMTP Server Address / Name

Internet Fax Reception

Enter the SMTP server name or IP A ddress.
If entering the server’s IP A ddress, be sure to type the dots

(full-stops) dividing the numbers.
Example: 192.168.1.1
You may enter a server name only if a DNS server has been

configured.

DNS Server’s IP ADDRESS

This setting is not required if the SMTP server has been
specified by its IP ADDRESS .

A DNS server can conver t a server name into an IP
ADDRESS.

Host Name

Enter the host name of this machine.
If you do not know the host name, enter the e-mail address

of this machine instead.

E-mail Address

Enter the e-mail address assigned to this machine.

General Information

To receive an Internet Fax message, you need a mail server
for sending e-mail.

Please consult your network administrator about the settings
listed below, which are required in order to make a
connection to the mail serve r.

• POP Server A ddress / Name

• DNS Server’s IP Address

• POP Server User Name

• POP Server Password

The machine is ready to receive Internet Fax messages when
these settings have been configured.

To receive a fax message, the machine will access the server
automatically at regular intervals according to the POP
Interval Time setting.

If there is mail, the machine will print it out automatically.
This machine only receives TIFF files and text-format mail.

It cannot receive files in other formats (such as Word, Excel,
and certain formats of TIFF files).

T.37Internet FAX User’s Guide 3

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POP Server Address / Name

Accessing Network Settings

Enter the POP server name or IP Address.
When entering the server ’s IP Address, be sure to enter the

dots (full-stops) dividing the numbers.
Example: 192.168.1.1
You may enter a server name only if a DNS server has been

configured.

DNS Server’s IP Address

This setting is not required if the POP server has been
specified by its IP ADDRESS .

A DNS server can con vert a serv er name into an IP ADDRESS .

POP Server User Name

Enter the user name assigned to this machine for accessing
the POP server .

POP Server Password

Enter the password assigned to this machine for accessing the
POP server .

From the Fax Machine Front Panel

1 Press Menu/Exit to enter the menu.
2 Using the numeric keypad, enter the User Function

Number (see the following list).

3 Press Ä or¶ until the desired setting is selected.
4 Press Enter to access the selections for the setting.
5 Key in or select the desired information.
6 Press Menu/Exit to enter the menu.

Konica FA X 99304

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List of Settings

User Function 80 Auto Tray Switch
User Function 81 Paper Size Check
User Function 82 LAN Print T .O.
User Function 83 POP Interval
User Function 84 Delete POP Message
User Function 85 Time Between GMT
User Function 86 Text Print
User Function 87 Header Print
User Function 88 Coding Mode
User Function 89 Extra Fine Mode
User Function 90 IFAX Sender ID
User Function 91 Domain Name
User Function 92 Message Disposition Notification

User Function 93 Network Settings

1: IP ADDRESS
2: SUBNETMASK
3: DEF A UL T GATEWAY
4: SMTP SER VER NAME
5: POP SERVER N AME
6: POP USER ID
7: POP P ASSWORD
8: DNS P .SR V ADDRESS
9: DNS S .SR V ADDRESS
10: HOST NAME
11: F AX E-mail A ddres s
12: DSN
13: NIC INITIALIZE

T.37Internet FAX User’s Guide 5

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Information Provided

The following items provide the information you will need to
use your fax machine.

• 9930 User’s Manual

• T .37 User’ s Guide

• Software Utilities CD-R OM

Each item is explained below.

The Network Print Driver supports only network

!

printing. Network faxing is not supported. You can print
and fax locally through the parallel port using a print
driver supplied with JetSuite Pro.

.

User’s Guide

The User’s Guide provides the information common to all
configurations.

T.37 Internet Fax

This section provides the information unique to the T.37
Internet Fax configuration of the product series.

Software Utilities CD-ROM

The Software Utilities CD-ROM includes the following
software:

• Network Print Driver

Network Print Driver

The Network Print Driver enables network printing from your
fax machine.

Konica FA X 99306

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Components of an Internet Fax

A fax sent over the Internet has three components.

• Header

• e-mail

• TIFF attachment(s)

Your ability to receive, view, or print these components will
vary according to the settings of different functions.

Header

The header includes all routing information for the path your
Internet Fax followed from the time it was sent to the time it
was received.

The header is automatically generated as part of the Internet
Faxing process.

E-mail

The e-mail includes the To, From, and Date information.
It may include RE: (Subject) and body text (e-mail message).
The To, From, and Date information are automatically

generated as part of the Internet Faxing process. However,
they are based on information programmed by the user.

The subject and message (if used) can be determined by the
user.

Important!

!

Internet faxes differ from traditional faxes in these ways:
Although your fax has security features, faxes sent over

the Internet are more vulnerable to interception than
faxes sent over the PSTN.

There is no way to verify that a message has been
received by the machine to which it was addressed.

TIFF attachment(s)

The TIFF attachment(s) are the “fax” part of the Internet Fax.
The content of the TIFF attachments is determined by the end

user. The conversion to TIFF and file handling are part of the
Internet Faxing process.

What Your T.37 Internet Fax Machine Can Do

T.37 Internet Fax is a feature with many capabilities.
This unit can

••

• send and receive faxes via a Public Switched

••

Te lephone Network (PSTN)

••

• send and receive faxes via the Internet

••

••

• print via a Local Area Network (LAN)

••

••

• act as a network scanner

••

••

• act as a Gateway service

••

••

• act as a convenience copier

••

Helpful Hints (T.37)

Your fax machine has many features and capabilities that will
help you

••

• operate the machine

••

••

• save money

••

••

• save time

••

T.37Internet FAX User’s Guide 7

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“Help and Helpful Hints” in the User’s Guide summariz es the
features and capabilities directly connected to saving money
and time.

“Helpful Hints (T.37)” provides tips that help you use your
T.37 Internet Fax to its fullest.

PSTN Faxing vs. Internet Faxing

PSTN Faxing is fax communication conducted via telephone
lines. You are probably familiar with PSTN faxing. PSTN
Faxing requires telephone numbers and telephone lines.

Internet Faxing is fax communication conducted via the
Internet. It resembles e-mail communications more than it
does PSTN faxing. Internet Faxing requires e-mail addresses,
mail servers, Internet connections, and fax machines capable
of Internet Faxing.

Internet Fax

Internet Fax is a term with several meanings, depending on
context.

Internet Fax can mean

••

• fax communication conducted via the Internet.

••

••

• a fax machine capable of Internet Faxing.

••

••

• the document (fax) sent via the Internet.

••

E-mail Addresses vs. PSTN (Phone) Numbers

You cannot combine e-mail addresses and telephone numbers
in one communication session.

What does this mean?
You can send a fax to several e-mail addresses or several

telephone numbers, but not a combination of e-mail
addresses and telephone numbers.

Status of Server

Internet Faxing is conducted over the Internet via network
servers.

If the servers are down, running slowly, or experiencing other
problems, Internet Faxing will be adversely affected.

Backup / Archive (Network Scan)

You can use your fax machine to create digital versions of
documents you only have in hardcopy form.

To do this, send the document as an Internet Fax to your e­mail address. When the document is scanned, a TIFF version
of the document is created. By sending it to yourself, you
will have a digital version of the har dcopy document. You
can then use various software packages to work with the
digital (TIFF) version. One possible software package is an
Optical Character Recognition (OCR) package

Konica FA X 99308

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Operation Overview

Before the machine is used, three processes must be
completed.

••

• Installation

••

••

• Setup

••

••

• Customization

••

Installation and setup requirements may vary from

!

system to system.

Customization

Customization covers the programming procedures, such as
One-Touch keys, machine settings, and network settings.

You can perform some of the customization procedures.
Others must be performed by a network administrator .

L AN Topologies and Operating Systems

Listed below are the LAN topologies and operating systems
supported by your fax machine.

Installation

Installation covers the physical procedures, such as removing
the unit from the shipping packaging, connecting the power,
telephone, and network lines, installing consumables.

Installation may be performed by anyone.
Refer to “Installation” in the User’s Guide f or more

information.

Setup

Setup covers the network installation procedures, such as
establishing the IP Ad d resses and configuring the network
card.

A network administrator will perform setup.

LAN

10base-T Ethernet
100base-TX Ethernet (Fast Ethernet)
Operating systems supported by the printer driver:
Windows 3.1
Windows 95
Windo w s NT 4.0
Windows 2000
NetW are 3.x
NetW are 4.x

When printing, Macintosh and UNIX are not supported.

!

T.37Internet FAX User’s Guide 9

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Network Print Protocols

TCP/IP
IPX/SPX
NetBEUI

Internet Fax Protocols

TCP/IP
SMTP
POP3
DNS

Management Protocols

SNMP
MIB

Konica FA X 993010

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Set Up (on a Network)

Identifying Current Settings

When your fax machine is setup on a network, settings for the
machine are located in two places.

••

• settings stored on the fax machine

••

••

• settings recorded on the network card

••

Settings Stored on the Fax Machine

The Configuration Report lists the current settings of the
facsimile machine.

Printing the Configuration Report
1 Press Menu/Exit to enter the menu.
2 Press ¶ to select Report Print, pr ess Enter.
3 Press Ä or¶ until the report you want appears on the

display . Press Enter.

4 Print all the reports you want, then press Menu/Exit to

return to standby mode.

Settings Recorded on the Network Card

There are two ways to print a report of the settings recorded
on the network card.

••

• using the fax machine’s menu:

••

print the NIC Configuration Report or the
NIC Information Report

••

• pressing a button on the network card

••

Using the Fax Machine’s Menu

The Configuration Report lists the current settings of the
facsimile machine.

Printing the NIC Configuration Report or
the NIC Information Report

1 Press Menu/Exit to enter the menu.
2 Press ¶ to select Report Print, press Enter.
3 Press Ä or¶ until the report you want appears on the

display. Press Enter.

4 Print all the reports you want, then press Menu/Exit to

return to standby mode.

T.37Internet FAX User’s Guide 11

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Using the Button on the Network Card

Some Network Cards may not have a black button.

!

If yours does not, refer to the previous section, “Using
the Fax Machine’s Menu.”

1 Press the black button on the network card for three

seconds.

2 Release the button.
3 Two reports print.

one report is similar to the NIC Information Report
(generated through the menu)

one report is the network card self-diagnostic report

If you turn the power on while pressing this button

!

down, the Network Card will initialize its settings.

Settings Stored on the Fax Machine

General Information

User Functions 80 to 93 are reserved for network settings.
User Functions 80 to 82 are for network printing.
User Functions 83 to 93 are for faxing using the Internet.
User Function 93, Network Settings, is used to configure the

network card. Network settings can also be changed over a
network, using various tools.

If your network card cannot fax using the Internet,

!

User Functions 83 to 93 will not display.
You must work with your network administrator to

!

determine the correct information for many of the
settings.

Accessing Settings

1 Press Menu/Exit to enter the menu.
2 Press Ä or¶ until Setup appears on the display.

Press Enter.

3 Press Ä or¶ until LANOPTIONS appears on the display.

Press Enter.

4 Press Ä or¶ until the desired setting (user function)

appears on the display.

Konica FA X 993012

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List of User Functions (Network Settings)

Explanations of each user function follow this list.

User Function 80 Auto Tray Switch
User Function 81 Paper Size Check
User Function 82 LAN Print T .O.
User Function 83 POP Interval
User Function 84 Delete POP Message
User Function 85 Time Between GMT
User Function 86 Text Print
User Function 87 Header Print
User Function 88 Coding Mode
User Function 89 Extra Fine Mode
User Function 90 IFAX Sender ID
User Function 91 Domain Name
User Function 92 Message Disposition Notification

User Function 93 Network Settings

1: IP ADDRESS
2: SUBNETMASK
3: DEF A UL T GATEW AY
4: SMTP SER VER NAME
5: POP SERVER N AME
6: POP USER ID
7: POP P ASSWORD
8: DNS P .SR V ADDRESS
9: DNS S .SR V ADDRESS
10: HOST NAME
11: F AX E-mail Address
12: DSN
13: NIC INITIALIZE

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Auto Tray Switch
User Function 80

Settings are: ON or OFF
Default is: OFF.
When Auto Tray Switch is set to ON, your fax machine will

use paper from another tray when paper runs out in one tray.

The optional second tray must be installed for this to

!

function.
The same size paper must be installed in both trays.

Paper Size Check
User Function 81

Settings are: ON or OFF
Default is: ON.

Set to ON

If Paper Size Check is set to ON, an alarm displays when
the paper size specified from the PC does not match the
paper size specified for the tray of the fax machine.

When this alarm is displayed, put the correct size of paper
in the specified tray. Printing begins when the tray is
closed.

After printing,

• set the same paper as configured for the tray

or

• change the tray configuration to the correct paper

size.

Set to OFF

If Paper Size Check is set to OFF, printing occurs even if
the PC-specified and Paper Tray paper sizes don’t match.

LAN Print T.O.
User Function 82

It is impossible to judge whether printing data is not being
transmitted due to network delay or the end of the data
stream. This time-out configuration allows the device to
cancel a print job when no printing data can be found after
a specified time has elapsed since the last data was
submitted.

Do not change the default configuration unless it is
absolutely necessary.

Settings are: 5 sec., 30 sec., 5 min.
Default Setting is: 30 sec.

Konica FA X 993014

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POP Interval
User Function 83

Use this to set the interval between POP receptions.
If the interval is set to 0, no automatic receptions occur. All

receptions are g enerated manually.
Available settings are 0 to 60 minutes, adjustable by the

minute.
The default setting is 5 minutes.

Delete POP Message

User Function 84

Use this to determine how the received e-mails are deleted
from the mail server .

If this user function is set to OFF, received e-mails remain on
the POP server until the Network Administrator deletes them.

Available settings are:

OFF: Do not delete mail

TYPE1: Delete only the mail your fax machine can print

TYPE2: Delete all mail

The default setting is Type 2.

50 Communications Limit

Your fax machine maintains a log of up to 50
communications.

This log prevents repeat receptions of any messages that have
already been read.

However, if there are more than 50 messages on the server,
you may experience errors.

Your fax machine will receive and print e-mails, but the log
will not be correct.

To correct this error

Have the network administrator delete the received e-mails
(mail data) on the mail server.

Make sure there is no mail.
Activate the POP reception on your fax machine.
This procedure will erase the log of the 50 previous

communications.

To prevent this error

If automatic POP reception is carried out while there is no
mail, the log will also be erased.

Regularly delete the received e-mails from the mail server,
keeping the number of records on the log below 50.

T.37Internet FAX User’s Guide 15

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Time Between GMT

User Function 85

GMT is Greenwich Mean Time.
Use this function to set the difference between your

machine’s local time and GMT.
This value must be entered correctly, or e-mail headers will

be wrong.
If you need help in determining the difference between your

time and GMT, a good reference website may be found at

http://greenwichmeantime.com
Available settings are: 12 to -12, in one-hour increments.
The default setting is 0.

In the United States, the difference is always a negative value.

!

Example: East Coast Standard Time is -5.

Text Print

User Function 86

This function determines if the body text of an e-mail is
printed.

If this function is set to ON, the text in e-mail is printed.
A vailable settings are: ON and OFF
The default setting is OFF.

Only US-ASCII characters will print.

!

Any characters that cannot be printed are shown as spaces.
Text may not be printed or come out garbled, depending

on the mail client used.

Header Print

User Function 87

This function determines how the e-mail header is printed.
Text Print (User Function 86) must be ON for this setting

(Header Print) to be valid.
A vailable settings are: OFF , TYPE1, and TYPE2

OFF: Header does not print. The message and any TIFF
attachments print.

TYPE1: SUBJECT/FROM/TO inf ormation prints.
TYPE2: All header information prints. This information

includes all routing and server information.

The default setting is OFF.

Konica FA X 993016

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Coding Mode

User Function 88

This function determines the coding mode for the TIFF file
images sent by Internet Facsimile.

Available settings are: MH, MR, MMR.
Compression Rates:

MH low
MR medium
MMR high

The default setting is MH.

Often, other manufacturers’ Internet Fax products

!

support only MH.

IFAX Sender ID

User Function 90

This function determines if the sender ID is included with
images scanned by the Internet Fax.

A vailable settings are: ON or OFF.
The default setting is ON.

The setting for this function always applies when using

!

Internet Fax.
IF AX Sender ID (User Function 89) is independent from

Sender ID On/Off (User Function 23).
If you are using your fax as a scanner, turn this setting

off. This prevents the sender ID data from appearing in
scanned images.

Extra Fine Mode

User Function 89

This function determines the scan resolution of the EX.FINE
mode for Internet Faxing.

Available settings are: 300 dpi or 600 dpi.
The default setting is 300.

Domain Name

User Function 91

This function is only used when setting up your fax machine
as a gateway for relay fax. This is also known as an off-ramp.

This setting is required when forwarding e-mail received by
SMTP to PSTN/ISDN.

T.37Internet FAX User’s Guide 17

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