Konica Minolta magicolor 4690MF User Manual

magicolor 4690MF Facsimile User’s Guide

A0FD-9562-00A

1800864-001A

Thank You

Thank you for purchasing a magicolor 4690MF. You have made an excellent choice. This User’s Guide describes operating procedures and precautions for the use of the Fax functions. Be sure to read this User’s Guide before starting any machine operations.

In order to ensure correct use of the Fax functions, read this User’s Guide, and then store it where it can immediately be referred to when necessary.

Trademarks

KONICA MINOLTA and the KONICA MINOLTA logo are trademarks or registered trademarks of KONICA MINOLTA HOLDINGS, INC.

magicolor and PageScope are trademarks or registered trademarks of KONICA MINOLTA BUSINESS TECHNOLOGIES, INC.

All other trademarks and registered trademarks are the property of their respective owners.

Copyright © 2008 KONICA MINOLTA BUSINESS TECHNOLOGIES, INC., Marunouchi Center Building, 1-6-1 Marunouchi, Chiyoda-ku, Tokyo, 1000005, Japan. All Rights Reserved. This document may not be copied, in whole or part, nor transferred to any other media or language, without written permission of KONICA MINOLTA BUSINESS TECHNOLOGIES, INC.

Manual Notice

KONICA MINOLTA BUSINESS TECHNOLOGIES, INC. reserves the right to make changes to this guide and to the equipment described herein without notice. Considerable effort has been made to ensure that this guide is free of inaccuracies and omissions. However, KONICA MINOLTA BUSINESS TECHNOLOGIES, INC. makes no warranty of any kind including, but not limited to, any implied warranties of merchantability and fitness for a particular purpose with regard to this guide. KONICA MINOLTA BUSINESS TECHNOLOGIES, INC. assumes no responsibility for, or liability for, errors contained in this guide or for incidental, special, or consequential damages arising out of the furnishing of this guide, or the use of this guide in operating the equipment, or in connection with the performance of the equipment when so operated.

1 Introduction ....................................................................................................... 1

Machine Parts 2

Front View 2 Rear View 2

2 Control Panel and Configuration Menu .......................................................... 3

About the Control Panel 4 Fax Mode Screen 7

Main Screen 7 Entering Fax Mode 10 Symbol list 10

Configuration Menu Overview 11 Utility Menu 19

MACHINE SETTING 20 ADMIN. MANAGEMENT 21 DIAL REGISTER 24 FAX TX OPERATION 25 FAX RX OPERATION 27 REPORTING 30

Specifying Settings in Utility Menu 31

Contents

General Procedure for Specifying Settings in Utility Menu 31 Memory Reception 31 Setting Up the Memory RX Mode 32 Turning Off the Memory RX Mode 33 Specifying Forwarding Settings 33

3 Sending Faxes .................................................................................................35

Basic Fax Operation 36

Sending a Fax Using the ADF 36 Sending a Fax Using the Original Glass 38

Adjusting the Image Quality 40

Adjusting the Resolution 40 Adjusting the Scan Density 41

Specifying a Recipient 41

Directly Entering a Fax Number 42 Using the Favorite List 42 Using the Speed Dial Function 43 Using the List Function of the Phone Book 43 Using the Search Function of the Phone Book 44 Using the Redial Function 44

Specifying Multiple Recipients 45

Sending a Fax to Multiple Recipients (Broadcast Transmission) 45 Sending a Fax to Multiple Recipients (Group Dial) 46

Sending a Fax at a Specified Time (Timer Transmission) 47 Sending a Batch Transmission 48 Memory Transmission and Direct Transmission 49

Memory Transmission 49 Direct Transmission 49 Changing the Transmission Method 49

Sending a Duplex (Double-Sided) Document Transmission 50 Sending a Fax Manually 51

Sending a Fax Manually After Using the Telephone 51 Sending a Fax Manually Using the On Hook Key 52

Sending a Fax to a Combination of Fax Numbers (Chain Dial) 52 Canceling (Deleting) a Document Queued in Memory for Transmission 53 About the Fax Header 54

4 Faxing From a Computer (PC-FAX) ...............................................................55

Sending a Fax Directly From a Computer (PC-FAX) 56 PC-FAX Settings 56

Common Buttons 56 Settings Tab 56 Sender Information Tab 56 Address Book Tab 57

Displaying PC-FAX Settings 57

Windows Vista 57

Contentsii

Windows XP/Server 2003 57 Windows 2000 57

Basic PC-FAX Transmissions 57 Uninstalling the FAX Driver (for Windows) 59

Windows Vista/XP/Server 2003 59 Windows 2000 59

5 Receiving Faxes ..............................................................................................61

Receiving Faxes Automatically 62 Receiving Faxes Manually 62 Forwarding Received Faxes 63 Printing Received Faxes 63

What Is the Guaranteed Imageable (Printable) Area? 63 Adding the Sender’s Information When Printing Faxes 64

Method of printing during reception 65 REDUCTION RX: ON 65 REDUCTION RX: OFF 67 REDUCTION RX: CUT 68

6 Registering Recipients ...................................................................................71

About the Dial Register Function 72 Favorite List 72

Registering Destinations in the Favorite List 72 Deleting Destinations from the Favorite List 73

Speed Dialing 74

Registering a Speed Dial Destination 74 Changing/Deleting Speed Dial Information 75

Group Dialing 76

Registering a Group Dial Destination 76 Changing/Deleting Group Dial Information 78

7 Confirmation Mode .........................................................................................79

About the Machine’s Counters 80

Checking the Counter for Fax Printing 80 Checking the Counter for Total Scans 80

Checking the Transmission/Reception Result From the Message Window 80 About the Reports and Lists 81

Printing the Reports and Lists 81 TX RESULT REPORT 81 RX RESULT REPORT 82 ACTIVITY REPORT 82 MEMORY DATA LIST 82 MEMORY IMAGE PRINT 83 FAVORITE LIST 83 SPEED DIAL LIST 83 GROUP DIAL LIST 83

Contents iii

8 Troubleshooting ..............................................................................................85

Problems When Sending Faxes 86 Problems When Receiving Faxes 87 Other Problems 88 Error Messages on the Message Window 89

9 Appendix ..........................................................................................................91

Technical Specifications 92 Entering Text 94

Key Operation 94

Entering Fax Numbers 94 Entering Names 95

Entering Email Addresses 95 Changing Input Mode 96 Inputting Example 96 Correcting Text And Input Precautions 97

Index 99

Contentsiv

Introduction

Machine Parts

The parts of the machine referred to throughout this manual are illustrated below. Please take some time to become familiar with them.

Front View

1–Automatic document feeder (ADF)

1a–Document guide

1b–Document feed tray

1c–Document output tray

2–Tray 1 (Manual feed tray)

3–Tray 2

4–Control panel

5–Output tray

6–Original glass

" The ADF may appear as

“document cover” in some status and error messages.

3 2

1-a

1-b

1-c

Rear View

1–TEL (telephone) jack

2–LINE (telephone line) jack

3–10Base-T/100Base-TX (IEEE

802.3) Ethernet interface port

4–USB port

5–Power connector

6–Power switch

1 2

3 4

Machine Parts2

Control Panel and

Configuration

About the Control Panel

257 11121314

1 7

No. Part Name Description

1 Addressbook

key

2 Auto RX indica-

tor

3 Redial/Pause

key

4 On hook key Sends and receives transmissions with the

5 Message window Displays settings, menus, and messages.

6 +/, keys Moves up and down through menus, options, or

68 9

10 15 16 1817

Displays the information registered in the favorite list, speed dial destinations and group dial destinations.

Lights up when the automatic reception function is selected.

For details, refer to “Receiving Faxes Automatically” on page 62.

Recalls the last number dialed.

Inserts a pause when a number is dialed.

For details, refer to “Using the Redial Function” on page 44.

receiver on the hook.

For details, refer to “Sending a Fax Manually Using the On Hook Key” on page 52 or “Receiving Faxes Manually” on page 62.

For details, refer to “Fax Mode Screen” on page 7.

choices.

For details, refer to “Specifying Settings in Utility Menu” on page 31.

About the Control Panel4

No. Part Name Description

7 */) keys Moves left and right through menus, options, or

choices.

For details, refer to “Specifying Settings in Utility Menu” on page 31.

8 Select key Press to select the setting that is currently dis-

played.

For details, refer to “Specifying Settings in Utility Menu” on page 31.

9 Error indicator Indicates an error condition.

For details, refer to “Error Messages on the Message Window” on page 89.

10 Back key Clears the specified number of copies and entered

text.

Press to return to the previous screen.

Press to cancel the setting that is currently displayed.

For details, refer to “Specifying Settings in Utility Menu” on page 31 and “Entering Text” on page 94.

11 Keypad Enters desired number of copies.

Enters fax numbers, E-mail addresses, and names of recipients.

For details on dialing a destination, refer to “Specifying a Recipient” on page 41. For details on entering text, refer to “Entering Text” on page 94.

12 Fax key LED Enters Fax mode.

Lights up in green to indicate that the machine is in Fax mode.

For details, refer to “Fax Mode Screen” on page 7.

13 Scan key LED Enters Scan mode (Scan to E-mail, Scan to FTP,

Scan to SMB, Scan to PC, or Scan to USB Memory).

Lights up in green to indicate that the machine is in Scan mode.

For details, refer to the Printer/Copier/Scanner User’s Guide on the Documentation CD/DVD.

About the Control Panel 5

No. Part Name Description

14 Copy key LED Enters Copy mode.

Lights up in green to indicate that the machine is in Copy mode.

For details, refer to the Printer/Copier/Scanner User’s Guide on the Documentation CD/DVD.

15 Start (Color) key/

LED

16 Start indicator Lights up in green when copying and fax transmis-

17 Start (B&W) key/

LED

18 Stop/Reset key Returns the settings to their defaults and stops

Starts a fax or color copy.

For details, refer to “Basic Fax Operation” on page 36 or “Receiving Faxes Manually” on page 62.

sion are possible.

Lights up in orange when copying and fax transmissions are not possible, for example, during warm-up or if an error has occurred.

Starts a fax or monochrome copy.

For details, refer to “Basic Fax Operation” on page 36 or “Receiving Faxes Manually” on page 62.

functions. For details, refer to “Basic Fax Operation” on page 36.

About the Control Panel6

Fax Mode Screen

Main Screen

3 4

No. Indication Description

1 Time Displays the time currently specified with ADMIN.

2 Available mem-

ory

3 Fax settings Allows the current settings to be checked and the

4 Status Depending on the situation, the machine status or

MANAGEMENT/USER SETTING/DATE&TIME in the UTILITY menu.

Indicates the percentage of memory available for scanning and fax operations.

various settings to be changed. For details, refer to “Fax settings” on page 8.

an error message may appear.

Fax Mode Screen 7

 Fax settings

1 2

Press +/,

3 4

Press +/,

5 6

Press +/,

7 8

No. Indication Description

1 Fax quality Indicates the fax quality that is selected. For

details on selecting the fax quality, refer to “FAX TX OPERATION” on page 25 and “Adjusting the Image Quality” on page 40.

2 Fax destination Indicates the specified fax destination. For details

on specifying the destination, refer to “Specifying a Recipient” on page 41 and “Specifying Multiple Recipients” on page 45.

" If no destination has been specified, FAX

TO appears.

Fax Mode Screen8

No. Indication Description

3 TIMER TX Select this menu item to specify the time when the

fax is to be sent. For details on specifying settings for a timer transmission, refer to “Sending a Fax at a Specified Time (Timer Transmission)” on page

47.

4 Transmission

mode

5 Single-sided/dou-

ble-sided faxing

6 CANCEL

RESERV.

Indicates the fax transmission mode that is selected. For details on the transmission modes, refer to “FAX TX OPERATION” on page 25 and “Memory Transmission and Direct Transmission” on page 49.

Indicates the fax document scanning method (single-sided/double-sided) that is selected. For details on selecting double-sided/single-sided scanning, refer to “Sending a Duplex (Double-Sided) Document Transmission” on page 50.

Select this menu item to display the list of jobs queued for transmission and to delete a job. For details, refer to “Canceling (Deleting) a Document Queued in Memory for Transmission” on page 53.

" This menu item does not appear if a

destination has been specified.

7 UTILITY Select this menu item to change the various

machine settings. For details, refer to “Utility Menu” on page 19.

" This menu item does not appear if a

destination has been specified.

8 REPORT/STATUS Select this menu item to view the total number of

pages printed by this machine and the results of fax transmissions/receptions as well as to print reports. For details, refer to “Confirmation Mode” on page 79.

" This menu item does not appear if a

destination has been specified.

Fax Mode Screen 9

Entering Fax Mode

Before using the Fax function, make sure that the Fax key lits green. Otherwise, press it to enter the Fax mode.

Pressing the Redial/Pause key or On hook key switches the machine to Fax mode when it is in any mode other than Fax mode.

Symbol list

Symbol Description

Dialing A fax number is being dialed.

Ringing The machine is being called.

Sending The document is being sent.

Receiving A document is being received.

Number of scanned document pages

Tone If Pulse is selected as the telephone line type,

Pause A pause is inserted.

Queued timer transmission or batch transmission

Memory reception

The number of scanning document pages appears next to the icon.

press the key to temporarily change the line type to Tone.

A document is queued for timer transmission or batch transmission.

A document is queued for memory reception.

Fax Mode Screen10

Configuration Menu Overview

The magicolor 4690MF menu accessible from the control panel is structured as shown below.

STD/ TEXT

FAX TO

TIMER TX

MEMORY TX

1-SIDE

CANCEL RESERV.

QUALITY (ORIGINAL)

DENSITY

UTILITY MACHINE

SETTING

AUTO PANEL RESET

PREHEAT MODE

ENERGY SAVE MODE

LCD CONTRAST

KEY SPEED TIME TO START

INTERVAL

LANGUAGE

LAMP OFF TIME

Configuration Menu Overview 11

LAMP WARMUP TIME

BUZZER VOLUME

INITIAL MODE

TONER EMPTY

TONER NEAR EMPTY

AUTO CONTINUE

CALIBRATION

PAPER SETUP

TRAY1 PAPER PLAIN PAPER

THICK PAPER

THICK PAPER2

TRANSPARENCY

LABELS

LETTERHEAD

GLOSSY

GLOSSY2

ENVELOPE

POSTCARD

Configuration Menu Overview12

TRAY2 PAPER

ADMIN. MANAGEMENT

ADMINISTRATOR NO.

REMOTE MONITOR

NETWORK SETTING

TCP/IP

IP ADDR. SETTING

DNS CONFIG.

DHCP

BOOTP

ARP/PING

HTTP

FTP

SMB

BONJOUR

IPP

SLP

SNMP

SPEED/DUPLEX

Configuration Menu Overview 13

E-MAIL SETTING

SMTP

SENDER NAME

E-MAIL ADDRESS

DEFAULT SUBJECT

SMTP SERVER ADDR.

SMTP PORT NO.

SMTP TIMEOUT

TEXT INSERT

POP BEFORE SMTP

SMTP AUTH. DISABLE/

Configuration Menu Overview14

DISABLE/ ENABLE

POP3 SERVER ADDR.

POP3 PORT NO.

POP3 TIMEOUT

POP3 ACCOUNT

POP3 PASSWORD

ENABLE

SMTP USER NAME

SMTP PASSWORD

LDAP SETTING DISABLE/ENABLE

LDAP SERVER ADDR.

LDAP PORT NO.

SSL SETTING

SEARCH BASE

ATTRIBUTE

SEARCH METHOD

LDAP TIMEOUT

MAX.SEARCH RESULTS

AUTHENTICATION

LDAP ACCOUNT

LDAP PASSWORD

DOMAIN NAME

USB SETTING

COMM. SETTING TONE/PULSE

LINE MONITOR

PSTN/PBX

Configuration Menu Overview 15

USER SETTING PTT SETTING

DATE&TIME

DATE FORMAT

PRESET ZOOM

USER FAX NUMBER

USER NAME

COPY SETTING

AUTO REDIAL NUMBER OF

SUPPLIES REPLACE

PAPER PRIORITY

QUALITY PRIORITY

DENSITY PRIORITY

DENSITY LEVEL AUTO

REDIAL

INTERVAL

TRANSFER BELT

FUSER UNIT

TRANSFER ROLLER

MANUAL

OUTPUT PRIORITY

Configuration Menu Overview16

4IN1 COPY ORDER

DUPLEX COPY

DIAL REGISTER

FAX TX OPERATION

FAX RX OPERATION

FAVORITE

SPEED DIAL

GROUP DIAL

DENSITY LEVEL

QUALITY PRIORITY

DEFAULT TX

HEADER

MEMORY RX MODE

NO. of RINGS

REDUCTION RX

RX PRINT

RX MODE

FORWARD

FOOTER

SELECT TRAY

Configuration Menu Overview 17

REPORTING ACTIVITY

REPORT

TX RESULT REPORT

RX RESULT REPORT

REPORT/ STATUS

SCAN SETTING

TOTAL PRINT

SUPPLY STATUS

TX/RX RESULT

REPORT TX RESULT

RESOLUTION

IMAGE FORMAT

CODING METHOD

FILE SIZE

QUALITY PRIORITY

DENSITY LEVEL

REPORT

RX RESULT REPORT

ACTIVITY REPORT

MEMORY DATA LIST

MEMORY IMAGE PRINT

Configuration Menu Overview18

FAVORITE LIST

SPEED DIAL LIST

GROUP DIAL LIST

UTILITY MAP

CONFIGURATION PAGE

DEMO PAGE

Utility Menu

The machine settings can be changed according to the desired normal operations.

" All factory default values are shown in bold. " For details on specifying settings on the Utility Menu, refer to “Specify-

ing Settings in Utility Menu” on page 31.

" For details on specifying settings for options in the PAPER SETUP,

COPY SETTING, E-MAIL SETTING and SCAN SETTING menus and for some options in the MACHINE SETTING and USER SETTING menus, refer to the Printer/Copier/Scanner User’s Guide on the Documentation CD/DVD.

" For details on specifying settings for options in the NETWORK SET-

TING, refer to the Reference Guide on the Documentation CD/DVD.

Utility Menu 19

MACHINE SETTING

AUTO PANEL RESET For details on specifying settings, refer to the

PREHEAT MODE

ENERGY SAVE MODE

LCD CONTRAST

KEY SPEED

LANGUAGE

LAMP OFF TIME

LAMP WARMUP TIME BUZZER VOLUME Settings OFF / LOW / HIGH

INITIAL MODE Settings COPY / FAX

TONER EMPTY Settings STOP / BW CONTINUE

TONER NEAR EMPTY For details on specifying settings, refer to the

AUTO CONTINUE Settings ON / OFF

CALIBRATION For details on specifying settings, refer to the

Printer/Copier/Scanner User’s Guide on the Documentation CD/DVD.

Select the volume of alarms and the beep that sounds when a key is pressed.

Select the mode that the machine starts up in or returns to after the automatic reset.

Select whether or not printing, copying and faxing stop when the toner has run out.

STOP is selected, printing, copying and fax-

If ing stop when the toner runs out. If

BW CONTINUE is selected, monochrome

printing, monochrome copying, and fax printing do not stop when the toner runs out.

Printer/Copier/Scanner User’s Guide on the Documentation CD/DVD.

Select whether to continue or stop printing if a paper size error occurs during printing. If ON is selected, printing continues, even if a size error occurs. If OFF is selected, printing stops if a size error occurs.

Printer/Copier/Scanner User’s Guide on the Documentation CD/DVD.

Utility Menu20

ADMIN. MANAGEMENT

" The ADMIN. MANAGEMENT menu is accessible only by the adminis-

trator. To display the settings for this menu, select ADMIN. MANAGEMENT, use the keypad to type in the 6-digit administrator access code (default: 000000), and then press the Select key.

ADMINISTRATOR NO. For details on specifying settings, refer to the

REMOTE MONITOR

NETWORK SETTING For details on specifying settings, refer to the

E-MAIL SETTING For details on specifying settings, refer to the

LDAP SETTING For details on specifying settings, refer to the

COMM. SETTING

TONE/ PULSE

Printer/Copier/Scanner User’s Guide on the Documentation CD/DVD.

Reference Guide on the Documentation CD/ DVD.

Printer/Copier/Scanner User’s Guide on the Documentation CD/DVD.

Reference Guide on the Documentation CD/ DVD.

Settings TONE / PULSE Select the dialing system. If this parameter is

not correctly set to the type of dialing system used, faxes cannot be sent and received. Select the correct setting after checking which type of dialing system is used by your telephone line.

" If PTT SETTING in the USER SETTING

menu is set to U.S.A, CANADA or NEW ZEALAND, the settings cannot be

changed.

LINE MONITOR

PSTN/PBX Settings PSTN / PBX

Utility Menu 21

Settings OFF / LOW / HIGH Select the volume of the monitoring sound of

the transmission signal.

Select whether the connected telephone wiring is a public switched telephone network (PSTN) or a private branch exchange (PBX). For a PBX system, the prefix number (outside line access number or extension number) can be specified.

USER SETTING

PTT SETTING

DATE& TIME

DATE FORMAT

PRESET ZOOM

USER FAX NUMBER

USER NAME

Settings ARGENTINA / AUSTRALIA /

AUSTRIA / BELGIUM / BRAZIL / CANADA / CHINA / CZECH / DENMARK / EUROPE / FINLAND / FRANCE / GERMANY / GREECE / HONG KONG/ HUNGARY / IRELAND / ISRAEL / ITALY / JAPAN / KOREA / MALAYSIA / MEXICO / THE NETHERLANDS / NEW ZEALAND / NORWAY / PHILIPPINES / POLAND / PORTUGAL / RUSSIA / SAUDI ARABIA / SINGAPORE / SLOVAKIA / SOUTH AFRICA / SPAIN / SWEDEN / SWITZERLAND / TAIWAN / TURKEY/ U.S.A / UNITED KINGDOM / VIETNAM

Select the country where this machine is installed.

Settings TIME: 00:00-23:59

DATE: 00/01/01-99/12/31 ZONE: GMT+12:00-GMT-12:00 (in

30-minute intervals)

Use the keypad to specify the current date, time and time zone. If FAX PTT SETTING is set to USA or CANADA, the time changes automatically for daylight saving time. (Starts: Second Sunday of March at 2 a.m.; Ends: First Sunday of November at 2 a.m.)

Settings MM/DD/YY / DD/MM/YY / YY/

MM/DD

Select the display format for reports and lists. For details on specifying settings, refer to the

Printer/Copier/Scanner User’s Guide on the Documentation CD/DVD.

Enter your fax number. A maximum of 20 characters (consisting of numbers, spaces, + and -) can be entered. The specified number is printed in the header of outgoing faxes.

Enter your name. A maximum of 32 characters can be entered. The specified name is printed in the header of outgoing faxes.

Utility Menu22

AUTO REDIAL

SUPPLIES REPLACE

NUMBER OF REDIAL

INTERVAL Settings 1-99 min (Default: Depends on

TRANSFER BELT

FUSER UNIT

TRANSFER ROLLER

Settings 1-10 (Default: Depends on PTT

SETTING)

Specify the number of times a redial is attempted if there is no answer, for example, when the line is busy.

PTT SETTING) Specify the interval between redial attempts. For details on specifying settings, refer to the

Printer/Copier/Scanner User’s Guide on the Documentation CD/DVD.

Utility Menu 23

DIAL REGISTER

FAVORITE Frequently specified speed dial destinations

and group dial destinations can be registered in the favorite list. Press the Addressbook key, and then press the + or , key to quickly select the desired destination.

A maximum of 20 destinations can be registered in the favorite list.

For details, refer to “Favorite List” on page 72.

SPEED DIAL Program speed dial numbers with fax numbers,

allowing the recipient to be specified easily without the need to manually enter the number using the keypad.

A maximum of 220 fax numbers can be programmed.

For details on specifying speed dial numbers, refer to “Speed Dialing” on page 74.

GROUP DIAL Frequently specified broadcast destinations

can be registered as a group dial destination. Multiple destinations can be recalled simply by specifying the group dial number.

A maximum of 50 destinations can be registered with one group.

With group dial destinations, a maximum of 20 destinations can specified.

For details, refer to “Group Dialing” on page 76.

Utility Menu24

+ 78 hidden pages