Kyocera ECOSYS M3540idn, ECOSYS M3550idn, ECOSYS M3560idn Operation Manual

ECOSYS M3540idn
ECOSYS M3550idn
ECOSYS M3560idn

FAX OPERATION GUIDE

FAX

i

Contents

Contents ....................................................................................................................................i

Preface .....................................................................................................................................v

About the FAX Operation Guide (this Guide) ...........................................................................v

Structure of the guide .....................................................................................................v

Conventions Used in This Guide ................................................................................... vi

1 Legal and Safety Information .............................................. 1-1

Notice ................................................................................................................................... 1-2

Safety Conventions in This Guide .............................................................................. 1-2

About this Operation Guide ........................................................................................ 1-3

Legal Notice ............................................................................................................... 1-3

FCC PART 68 REQUIREMENTS .............................................................................. 1-3

IMPORTANT SAFETY INSTRUCTIONS ................................................................... 1-4

IMPORTANTES MESURES DE SECURITE ............................................................. 1-4

CANADIAN IC REQUIREMENTS .............................................................................. 1-5

CONDITIONS DE L'IC CANADIENNE ....................................................................... 1-5

Declarations to European Directives .......................................................................... 1-5

Technical regulations for terminal equipment ............................................................ 1-6

Network Compatibility Declaration ............................................................................. 1-6

Trademark Information ............................................................................................... 1-7

2 Before Using the Fax Machine ............................................. 2-1

Part Names and Functions ................................................................................................... 2-2

Machine ...................................................................................................................... 2-2

Operation Panel ......................................................................................................... 2-4

Touch Panel ............................................................................................................... 2-5

Enter key and Quick No. Search key ......................................................................... 2-6

Quick Setup Wizard (Fax Setup) .......................................................................................... 2-7

Fax setup items .......................................................................................................... 2-7

Fax setup procedure .................................................................................................. 2-8

Setting Date and Time ..........................................................................................................2-9

PBX Setting (Europe only) ................................................................................................. 2-11

Registering Destinations in the Address Book ................................................................... 2-12

Adding a Destination (Address Book) ...................................................................... 2-12

Adding a Destination on One Touch Key ................................................................. 2-20

3 Sending Faxes ...................................................................... 3-1

Basic transmission procedure .............................................................................................. 3-2

Checking the Send Status .......................................................................................... 3-3

Priority Override Send ................................................................................................ 3-4

Cancelling the Transmission ...................................................................................... 3-5

Using redial ................................................................................................................ 3-7

Methods For Entering the Destination .................................................................................. 3-8

Entering the destination fax number with the numeric keys ....................................... 3-8

Choosing from the Address Book ............................................................................ 3-10

Choosing by One Touch Key ................................................................................... 3-12

Using the Speed Dial key ......................................................................................... 3-13

Broadcast Transmission ........................................................................................... 3-14

Login/Logout ....................................................................................................................... 3-16

Logging in when User Accounting has been Enabled .............................................. 3-16

Logging in when Job Accounting has been Enabled ............................................... 3-17

Fax transmission functions ................................................................................................. 3-18

Quiet Mode ......................................................................................................................... 3-19

Original Size ....................................................................................................................... 3-19

Original Orientation ............................................................................................................ 3-19

ii

Duplex ................................................................................................................................ 3-19

FAX TX Resolution ............................................................................................................. 3-20

Density ............................................................................................................................... 3-20

Original Image .................................................................................................................... 3-20

Continuous Scan ................................................................................................................3-20

FAX Direct Transmission .................................................................................................... 3-21

Cancelling Direct Transmission ................................................................................ 3-21

Manual Send ...................................................................................................................... 3-22

FAX Delayed Transmission ................................................................................................ 3-23

Cancelling and Sending Delayed Transmissions (Queued) ..................................... 3-24

Standby Transmission ........................................................................................................ 3-25

Interrupt Send ..................................................................................................................... 3-26

Job Finish Notice ................................................................................................................ 3-27

File Name Entry .................................................................................................................. 3-27

FAX TX Report ................................................................................................................... 3-27

Using chain dial .................................................................................................................. 3-28

Using favorites .................................................................................................................... 3-30

4 Receiving Faxes ................................................................... 4-1

FAX Automatic Reception .................................................................................................... 4-2

Reception Method ...................................................................................................... 4-2

Checking and Changing the Reception Method ......................................................... 4-2

Flow of reception ........................................................................................................ 4-3

Canceling reception (Disconnection of communication) ............................................ 4-3

Manual Reception ................................................................................................................ 4-4

Flow of reception ........................................................................................................ 4-4

Fax reception functions ........................................................................................................4-5

Fax reception settings .......................................................................................................... 4-6

Duplex Printing ........................................................................................................... 4-6

2 in 1 Print .................................................................................................................. 4-6

Batch Print .................................................................................................................. 4-6

Reception Date/Time ................................................................................................. 4-6

Media Type for Print Output ....................................................................................... 4-7

5 Using Convenient Fax Functions ......................................... 5-1

Forward Settings .................................................................................................................. 5-2

Type of Forwarding Destination ................................................................................. 5-2

Setting Forwarding ..................................................................................................... 5-2

Registering Forwarding Destination ........................................................................... 5-2

Changing and Deleting Registration Contents ........................................................... 5-3

Forwarding Time Setting ............................................................................................ 5-4

File Format Setting ..................................................................................................... 5-5

File Separation ........................................................................................................... 5-5

E-mail Subject Add. Info. Setting ............................................................................... 5-6

FTP Encrypted TX Setting ......................................................................................... 5-6

Print Setting ................................................................................................................ 5-6

File Name Registration ............................................................................................... 5-7

Settings for Forwarding from Command Center RX (Forward Settings) .................... 5-8

Sub Address Box Function ................................................................................................... 5-9

Sub Address Box ....................................................................................................... 5-9

Sub Address Communication ..................................................................................... 5-9

Registering a Sub Address Box ............................................................................... 5-10

Changing/Deleting Sub Address Box ....................................................................... 5-11

Printing Originals from a Sub Address Box .............................................................. 5-12

Checking Details ...................................................................................................... 5-13

Deleting Originals after Printing from a Sub Address Box ....................................... 5-13

Deleting Originals from a Sub Address Box ............................................................. 5-14

Printing a Sub Address Box List ............................................................................... 5-15

iii

Sub Address Transmission ...................................................................................... 5-16

Polling Communication ....................................................................................................... 5-18

Polling Transmission ................................................................................................ 5-18

Polling Reception ..................................................................................................... 5-21

Printing from a Polling Box ....................................................................................... 5-23

Checking Details ...................................................................................................... 5-24

Deleting Originals in a Polling Box ........................................................................... 5-24

Encryption .......................................................................................................................... 5-25

Registering an Encryption Key ................................................................................. 5-26

Changing and Deleting Registration Contents of Encryption Key ............................ 5-27

Using the Encrypted Transmission .......................................................................... 5-28

Setting the Encrypted Reception .............................................................................. 5-30

Using a Connected Telephone ........................................................................................... 5-31

FAX/TEL Auto Switch Reception ............................................................................. 5-31

FAX/Answering Machine Auto Switch Reception ..................................................... 5-33

DRD Reception (Available for inch versions only) ................................................... 5-35

Manual Send ............................................................................................................ 5-37

Manual Reception .................................................................................................... 5-38

Remote Switch Function .......................................................................................... 5-40

6 Sending Faxes from PC ........................................................ 6-1

Flow of Network FAX Sending ............................................................................................. 6-2

Flow of Network FAX Receiving ........................................................................................... 6-2

Setup .................................................................................................................................... 6-3

Installing the Fax Driver ............................................................................................. 6-4

Uninstalling the FAX Driver ........................................................................................ 6-6

Basic Transmission .............................................................................................................. 6-7

Configuring the Driver Default Settings .................................................................... 6-10

Default Settings Dialog Box ..................................................................................... 6-11

Changing Transmit Settings ..................................................................................... 6-14

Using Cover Pages .................................................................................................. 6-18

Cover Page Registration (Default Settings) ............................................................. 6-23

Transmission Control ............................................................................................... 6-28

7 Managing Jobs ..................................................................... 7-1

Various Tools for Checking Transmission Results and Registration Status ......................... 7-2

Checking FAX Job History ................................................................................................... 7-3

Displaying Job Log Screen ........................................................................................ 7-3

Printing Administrative Reports (Result Report Setting) ...................................................... 7-4

Send Result Reports .................................................................................................. 7-4

Report for Job Canceled before Sending ................................................................... 7-5

Recipient Format ........................................................................................................ 7-5

FAX RX Result Reports ............................................................................................. 7-6

Activity Report (Outgoing FAX Report and Incoming FAX Report) ...................................... 7-7

Printing Activity Reports ............................................................................................. 7-7

Automatic Printout ...................................................................................................... 7-8

Status Page .......................................................................................................................... 7-9

Reporting FAX Receipt Result by E-mail ........................................................................... 7-10

Confirmation Screen of Destinations .................................................................................. 7-12

8 Fax Settings ......................................................................... 8-1

Default fax settings ............................................................................................................... 8-2

Operation method ...................................................................................................... 8-2

System Menu Settings ............................................................................................... 8-4

Report ........................................................................................................................ 8-5

Cassette/MP Tray Settings ........................................................................................ 8-6

Common Settings ....................................................................................................... 8-6

iv

FAX ............................................................................................................................8-7

Adjustment/Maintenance .......................................................................................... 8-10

Transmission Restriction .................................................................................................... 8-11

Registering Permit FAX No. ..................................................................................... 8-13

Changing and Deleting Permit FAX No. ................................................................... 8-14

Registering Reject FAX No. ..................................................................................... 8-15

Changing and Deleting Reject FAX No. ................................................................... 8-15

Registering Permit ID No. ........................................................................................ 8-17

Changing and Deleting Permit ID No. ...................................................................... 8-17

Setting Send Restriction ........................................................................................... 8-18

Setting Reception Restriction ................................................................................... 8-19

Unknown Number Reception ................................................................................... 8-19

Unusable Time ................................................................................................................... 8-20

Account Management ........................................................................................................ 8-22

9 Troubleshooting ................................................................... 9-1

Indicators During Sending/Receiving Operation .................................................................. 9-2

Responding to an Attention Indicator Flashes ...................................................................... 9-2

Precautions When Turning Power OFF ............................................................................... 9-3

Messages ............................................................................................................................. 9-4

Error Code List ..................................................................................................................... 9-5

Troubleshooting .................................................................................................................... 9-8

10 Appendix ............................................................................. 10-1

Character Entry Method ..................................................................................................... 10-2

Entry Screens ........................................................................................................... 10-2

Entering Characters ................................................................................................. 10-4

Specifications ..................................................................................................................... 10-5

Menu Map .......................................................................................................................... 10-7

Received FAX Sizes and Paper Priority (Metric Model) ................................................... 10-13

Received FAX Sizes and Paper Priority (Inch Model) ...................................................... 10-14

Index ...............................................................................................................................Index-1

v

Preface

This Operation Guide is intended to help you operate the machine correctly, perform routine maintenance and take a
simple troubleshooting action as necessary, so that you can always use the machine in good condition.

Please read the Operation Guide before using the facsimile. Keep it close to the facsimile for easy reference.

About the FAX Operation Guide (this Guide)

Structure of the guide

This Operation Guide contains the following chapters.

Chapter Contents

1 Legal and Safety Information Provides precautions regarding use of the machine and

trademark information.

2 Before Using the Fax Machine Explains the part names and the quick setup wizard.

3 Sending Faxes Explains the general methods for sending faxes and

transmission functions.

4 Receiving Faxes Explains the general methods for receiving faxes and

reception functions.

5 Using Convenient Fax Functions Explains convenient fax functions such as storing received

faxes in boxes in the memory, forwarding received faxes,
and polling communication (a function that allows the
receiving party to call and initiate fax reception).

6 Sending Faxes from PC Explains how to send a FAX from a PC.

7 Managing Jobs Explains how to check the status of recently performed

transmission and reception operations in the touch panel.
Also explains how to print administrative reports showing
communication results, machine settings, and registered
information.

8 Fax Settings Explains various settings for controlling fax usage, such as

restricting transmission destinations, blocking fax
reception, and setting prohibited use times.

9 Troubleshooting Explains what to do when errors are displayed or other

problems occur.

10 Appendix Explains how to enter characters, and lists the fax

specifications.

vi

Conventions Used in This Guide

Adobe Reader X is used as an example in the explanations below.

Certain items are indicated in this guide by the conventions described below.

NOTE

The items that appear in Adobe Reader vary depending on how it is used. If the Table of Contents or tools do not
appear, refer to Adobe Reader Help.

Convention Description Example

[Bold] Indicates keys on the operation panel and buttons on

your computer screen.

Press the [Start] key.
Click the [OK] button.

[Regular] Indicates keys on the touch panel. Press [OK].

"Regular" Indicates a message or setting displayed on the touch

panel or computer screen.

"Ready to copy." appears.

You can select from the "Print size" menu.

Click to move from the current page to the previously
displayed page. This is convenient when you want to return
to the page from which you jumped to the current page.

Click an item in the Table of Contents
to jump to the corresponding page.

Indicates that personal injury or
mechanical damage may result
from insufficient attention to or
incorrect compliance with the
related points.

NOTE

Indicates supplemental
explanations and reference
information for operations.

IMPORTANT

Indicates operational requirements
and restrictions to operate the
machine correctly, and avoid
damage to the machine or property.

Refer to

Click the underlined text to jump to
the corresponding page.

vii

Conventions used in procedures for operating the machine

In this Operation Guide, continuous operation of the keys on the touch panel is as follows:

Touch panel keys that are pressed are outlined in red.

Procedures consisting of a sequence of operation panel or touch panel operations are numbered as shown below.

Actual procedure Procedure indicated in this guide

Press the [System Menu] key



Press [ ]



Press [Common Settings]



Press [Sound]

Press the [System Menu] key, [ ], [Common Settings], and
then [Sound].

System Menu/Counter.

System Menu

Quick Setup Wizard

10:10

Language

Report

Counter

1/5

Close

Press [ ] or [ ] to scroll up and down.

Functions

Quiet Mode

Off

Close

10:10

Original Size

A4

1-sided

Top Edge on Top

Original Orientation

Duplex

1/4

Add/Edit

Shortcut

Ready to send.

FAX

On Hook Chain

Check

Address Book

Add Dest.

Direct

Ext Address Book

Functions

10:10

Dest. :

One Touch Key

Recall

Favorites

Ready to send.

1

2

1-1

1 Legal and Safety

Information

Please read this information before using your machine. This chapter provides information on the following topics.

Notice ................................................................................................................................................................. 1-2

Safety Conventions in This Guide ........................................................................................................... 1-2

About this Operation Guide ..................................................................................................................... 1-3

Legal Notice ............................................................................................................................................. 1-3

FCC PART 68 REQUIREMENTS ............................................................................................................ 1-3

IMPORTANT SAFETY INSTRUCTIONS ................................................................................................. 1-4

IMPORTANTES MESURES DE SECURITE ........................................................................................... 1-4

CANADIAN IC REQUIREMENTS ............................................................................................................ 1-5

CONDITIONS DE L'IC CANADIENNE .................................................................................................... 1-5

Declarations to European Directives ....................................................................................................... 1-5

Technical regulations for terminal equipment .......................................................................................... 1-6

Network Compatibility Declaration ........................................................................................................... 1-6

Trademark Information ............................................................................................................................. 1-7

1-2

Legal and Safety Information > Notice

Notice

Safety Conventions in This Guide

The sections of this handbook and parts of the facsimile marked with symbols are safety warnings meant to protect the
user, other individuals and surrounding objects, and ensure correct and safe usage of the facsimile.

WARNING: Indicates that serious injury or even death may result from insufficient

attention to or incorrect compliance with the related points.

CAUTION: Indicates that personal injury or mechanical damage may result from

insufficient attention to or incorrect compliance with the related points.

Symbols

The  symbol indicates that the related section includes safety warnings. Specific points of attention are indicated
inside the symbol.

... [General warning]

... [Warning of high temperature]

The symbol indicates that the related section includes information on prohibited actions. Specifics of the prohibited
action are indicated inside the symbol.

... [Warning of prohibited action]

... [Disassembly prohibited]

The  symbol indicates that the related section includes information on actions which must be performed. Specifics of
the required action are indicated inside the symbol.

... [Alert of required action]

... [Remove the power plug from the outlet]

... [Always connect the machine to an outlet with a ground connection]

Please contact your service representative to order a replacement if the safety warnings in this Operation Guide are
illegible or if the guide itself is missing (fee required).

NOTE

Due to performance updating, information in this Operation Guide is subject to change without notice.

1-3

Legal and Safety Information > Notice

About this Operation Guide

This Operation Guide contains information on using the facsimile functions of this machine. Please read the Operation
Guide before you start using the machine.

During use, refer to the Operation Guide for your machine for information regarding the sections listed below.

Legal Notice

WE SHALL HAVE NO LIABILITY FOR LOSS, WHETHER OR PARTIAL, OF RECEIVED DOCUMENTS WHEN SUCH
LOSS IS CAUSED BY DAMAGES TO THE FAX SYSTEM, MALFUNCTIONS, MISUSE, OR EXTERNAL FACTORS
SUCH AS POWER OUTAGES; OR FOR PURELY ECONOMIC LOSSES OR LOST PROFITS RESULTING FROM
MISSED OPPORTUNITIES ATTRIBUTABLE TO MISSED CALLS OR RECORDED MESSAGES RESULTING
THEREFROM.

FCC PART 68 REQUIREMENTS

1 This equipment complies with Part 68 of the FCC rules and the requirements adopted by the ACTA. On the rear side

of the equipment to install Assembly Board is a label that contains, among other information, a product identifier in
the format US:AAAEQ##TXXXX. If requested, this number must be provided to the telephone company.

2 This equipment connects to the network via USOC RJ11C.

3 A plug and jack used to connect this equipment to the premises wiring and telephone network must comply with the

applicable FCC Part 68 rules and requirements adopted by the ACTA. A compliant telephone cord and modular plug
is provided with this product. It is designed to be connected to a compatible modular jack that is also compliant. See
installation instructions for details.

4 The REN is used to determine the number of devices that may be connected to a telephone line. Excessive RENs on

a telephone line may result in the devices not ringing in response to an incoming call. In most but not all areas, the
sum of RENs should not exceed five (5.0). To be certain of the number of devices that may be connected to a line, as
determined by the total RENs, contact the local telephone company. For products approved after July 23, 2001, the
REN for this product is part of the product identifier that has the format US:AAAEQ##TXXXX. The digits represented
by ## are the REN without a decimal point (e.g., 03 is a REN of 0.3). For earlier products, the REN is separately
shown on the label.

5 If this equipment causes harm to the telephone network, the telephone company will notify you in advance that

temporary discontinuance of service may be required. But if advance notice isn't practical, the telephone company
will notify the customer as soon as possible. Also, you will be advised of your right to file a complaint with the FCC if
you believe it is necessary.

6 The telephone company may make changes in its facilities, equipment, operations or procedures that could affect the

operation of the equipment. If this happens the telephone company will provide advance notice in order for you to
make necessary modifications to maintain uninterrupted service.

Environment

Precautions for Use

Loading Paper

Toner Container Replacement

Waste Toner Box Replacement

Cleaning

Solving Malfunctions

Responding to Error Messages

Clearing Paper Jams

1-4

Legal and Safety Information > Notice

7 If trouble is experienced with this equipment, please contact the following company for repair and (or) warranty

information:

If the equipment is causing harm to the telephone network, the telephone company may request that you disconnect
the equipment until the problem is resolved.

8 This equipment cannot be used on public coin service provided by the telephone company. Connection to Party line

service is subject to state tariffs. Contact the state public utility commission, public service commission or corporation
commission for information.

9 If your home has specially wired alarm equipment connected to the telephone line, ensure the installation of this

equipment does not disable your alarm equipment. If you have questions about what will disable alarm equipment,
consult your telephone company or a qualified installer.

10 The Telephone Consumer Protection Act of 1991 makes it unlawful for any person to use a computer or other

electronic device, including FAX machines, to send any message unless such message clearly contains in a margin
at the top or bottom of each transmitted page or on the first page of the transmission, the date and time it is sent and
an identification of the business or other entity, or other individual sending the message and the telephone number of
the sending machine or such business, other entity, or individual. (The telephone number provided may not be a 900
number or any other number for which charges exceed local or long-distance transmission charges.)
In order to program this information into your FAX machine, you should complete the following steps: (Insure that it
will be transmitted, see Local FAX Name on page 2-7

, Local FAX Number on page 2-7, TTI on page 2-7 and Setting

Date and Time on page 2-9.)

IMPORTANT SAFETY INSTRUCTIONS

When using your telephone equipment, basic safety precautions should always be followed to reduce the risk of fire,
electric shock and injury to persons, including the following:

CAUTION: To reduce the risk of fire, use only No.26 AWG or larger UL listed or CSA certified telecommunication line cord.

1 Do not use this product near water, for example, near a bath tub, wash bowl, kitchen sink or laundry tub, in a wet

basement or near a swimming pool.

2 Avoid using a telephone (other than a cordless type) during an electrical storm. There may be a remote risk of

electric shock from lightning.

3 Do not use the telephone to report a gas leak in the vicinity of the leak.

4 Use only the power cord and batteries indicated in this manual. Do not dispose of batteries in a fire. They may

explode. Check with local codes for possible special disposal instructions.

SAVE THESE INSTRUCTIONS

IMPORTANTES MESURES DE SECURITE

Certaines mesures de sécurité doivent être prises pendant l'utilisation de matériel téléphonique afin de réduire les risques
d'incendie, de choc électrique et de blessures. En voici quelques unes:

1 Ne pas utiliser l'appareil près de l'eau, p. ex., près d'une baignoire, d'un lavabo, d'un évier de cuisine, d'un bac à

laver, dans un sous-sol humide ou près d'une piscine.

2 Eviter d'utiliser le téléphone (sauf s'il s'agit d'un appareil sans fil) pendant un orage électrique. Ceci peut présenter un

risque de choc électrique causé par la foudre.

3 Ne pas utiliser l'appareil téléphonique pour signaler une fuite de gaz s'il est situé près de la fuite.

KYOCERA Document Solutions America, Inc.

225 Sand Road,
Fairfield, New Jersey 07004-0008, USA
Phone: [phone]
Fax: [phone]

1-5

Legal and Safety Information > Notice

4 Utiliser seulement le cordon d'alimentation et le type de piles indiqués dans ce manuel. Ne pas jeter les piles dans le

feu: elles peuvent exploser. Se conformer aux règlements pertinents quant à l'élimination des piles.

CONSERVER CES INSTRUCTIONS

CANADIAN IC REQUIREMENTS

"This product meets the applicable Industry Canada technical specifications"

"The Ringer Equivalence Number is an indication of the maximum number of devices allowed to be connected to a
telephone interface. The termination on an interface may consist of any combination of devices subject only to the
requirement that the sum of the RENs of all the devices does not exceed five."

The REN (CANADA) of this product is 0.4.

CONDITIONS DE L'IC CANADIENNE

"Le présent matériel est conforme aux spécifications techniques applicables d’Industrie Canada."

"L'indice d'équivalence de la sonnerie (IES) sert à indiquer le nombre maximal de terminaux qui peuvent être raccordés
à une interface téléphonique. La terminaison d'une interface peut consister en une combinaison quelconque de
dispositifs, à la seule condition que la somme d'indices d'équivalence de la sonnerie de tous les dispositifs n'excède pas

5."

Le IES (CANADA) pour ce produit est 0.4.

Declarations to European Directives

DECLARATION OF CONFORMITY TO 2004/108/EC, 2006/95/EEC, 93/68/EEC, 1999/5/EC and 2009/125/EC

We declare under our sole responsibility that the product to which this declaration relates is in conformity with the following
specifications.

Limits and methods of measurement for immunity
characteristics of information technology
equipment

EN55024

Limits and methods of measurement for radio
interference characteristics of information
technology equipment

EN55022 Class B

Limits for harmonic currents emissions for
equipment input current 16A per phase

EN61000-3-2

Limitation of voltage fluctuations and flicker in low­voltage supply systems for equipment with rated
current 16A

EN61000-3-3

Safety of information technology equipment,
including electrical business equipment

EN60950-1

1-6

Legal and Safety Information > Notice

Technical regulations for terminal equipment

This terminal equipment complies with:

Network Compatibility Declaration

The manufacturer declares that the equipment has been designed to operate in the public switched telephone networks
(PSTN) in the following countries:

Terminal Equipment (TE);

Attachment requirements for pan-European
approval for connection to the analogue Public
Switched Telephone Networks (PSTNs) of TE
(excluding TE supporting the voice telephony
service) in which network addressing, if provided,
is by means of Dual Tone Multi Frequency (DTMF)
signalling

TBR 21

• TBR21 • DE 05R00 National AN for D

• AN 01R00 AN for P • DE 08R00 National AN for D

• AN 02R01 AN for CH and N • DE 09R00 National AN for D

• AN 05R01 AN for D, E, GR, P and N • DE 12R00 National AN for D

• AN 06R00 AN for D, GR and P • DE 14R00 National AN for D

• AN 07R01 AN for D, E, P and N • ES 01R01 National AN for E

• AN 09R00 AN for D • GR 01R00 National AN for GR

• AN 10R00 AN for D • GR 03R00 National AN for GR

• AN 11R00 AN for P • GR 04R00 National AN for GR

• AN 12R00 AN for E • NO 01R00 National AN for N

• AN 16R00 General Advisory Note • NO 02R00 National AN for N

• DE 03R00 National AN for D • P 03R00 National AN for P

• DE 04R00 National AN for D • P 08R00 National AN for P

Austria France Liechtenstein Slovakia

Belgium Germany Lithuania Slovenia

Bulgaria Greece Luxembourg Spain

Cyprus Hungary Malta Sweden

Czech Iceland Norway Switzerland

Denmark Ireland Poland The Netherlands

Estonia Italy Portugal United Kingdom

Finland Latvia Romania

1-7

Legal and Safety Information > Notice

Trademark Information

• Microsoft, Windows, Windows XP, Windows Server 2003, Windows Vista, Windows Server 2008, Windows 7,
Windows Server 2012, Windows 8 and Internet Explorer are registered trademarks or trademarks of Microsoft
Corporation in the U.S.A. and/or other countries.

• Adobe Acrobat, Adobe Reader and PostScript are trademarks of Adobe Systems, Incorporated.

• Ethernet is a registered trademark of Xerox Corporation.

• IBM and IBM PC/AT are trademarks of International Business Machines Corporation.

All other company and product names in this Operation Guide are trademarks or registered trademarks of their
respective companies. The designations™ and ® are omitted in this guide.

2-1

2 Before Using the Fax

Machine

This chapter explains the following topics:

Part Names and Functions ................................................................................................................................ 2-2

Machine ................................................................................................................................................... 2-2

Operation Panel ....................................................................................................................................... 2-4

Touch Panel ............................................................................................................................................. 2-5

Enter key and Quick No. Search key ....................................................................................................... 2-6

Quick Setup Wizard (Fax Setup) ....................................................................................................................... 2-7

Fax setup items ....................................................................................................................................... 2-7

Fax setup procedure ................................................................................................................................ 2-8

Setting Date and Time ....................................................................................................................................... 2-9

PBX Setting (Europe only) ................................................................................................................................ 2-11

Registering Destinations in the Address Book ................................................................................................. 2-12

Adding a Destination (Address Book) .................................................................................................... 2-12

Adding a Destination on One Touch Key ............................................................................................... 2-20

2-2

Before Using the Fax Machine > Part Names and Functions

Part Names and Functions

Machine

This chapter explains the names of parts when the machine is used as a fax machine. For the parts required when
functions other than FAX are used, refer to the machine’s Operation Guide.

1 Operation panel Perform the fax operation with this panel.

2 Power switch Set this switch to the ON side when performing the fax or copier operation. The touch

panel lights to enable operation.

3 LINE connector Connect the modular cord for the telephone line to this connector.

4 TEL connector When using a commercially available telephone set, connect the modular cord to this

connector.

IMPORTANT

You cannot automatically receive a fax when the power switch is turned off.

1

2

3
4

2-3

Before Using the Fax Machine > Part Names and Functions

Document Processor

5 Top cover Open this cover when the original jammed in the Document Processor.

6 Original width guides Adjust these guides according to the original width.

7 Original table Stack the sheet originals on this table.

8 Original eject table Read originals are ejected onto this table.

9 Opening handle Hold this handle when opening or closing the Document Processor.

6

8

9

5

7

2-4

Before Using the Fax Machine > Part Names and Functions

Operation Panel

Select the function.

Home Admin

Copy

Status/

Job Cancel

10:10

Logout

Send Custom Box

Job Box

FAX

Sub Address BoxRemovable

Memory

Polling Box

Device

Information

Language System

Menu

Favorites

Lights or blinks when an error occurs and a job is
stopped.

Blinks while printing or sending/receiving.

Blinks while the machine is accessing the machine
memory, fax memory or USB memory (general

Displays the Home screen. Displays the Status/Job

Cancel screen.

Displays the screen for
sending. You can change it
to display the Address
Book screen.

Displays the Copy screen. Displays the FAX screen.

Touch panel.
Displays buttons for
configuring machine
settings.

Displays the System Menu/
Counter screen.

Authenticates user
switching, and exits the
operation for the current
user (i.e. log out).

Puts the machine into
Sleep Mode. Recovers
from Sleep if in Sleep
Mode.

Numeric keys.
Enter numbers and

symbols.

Clears entered numbers
and characters.

Returns settings to their
default states.

Specifies registered
information such as
address numbers, user IDs
and program numbers by
number.

Cancels or pauses the job
in progress.

Finalizes numeric key entry,
and finalizes details during
setting of functions.
Operates linked with the
on-screen [OK].

Starts copying and
scanning operations and
processing for setting
operations.

2-5

Before Using the Fax Machine > Part Names and Functions

Touch Panel

Home Screen

This screen is displayed by pressing the [Home] key on the operation panel. Touching an icon will display the
corresponding screen.

You can change the icons to display on the Home screen as well as its background.

Refer to the Operation Guide for the machine for the editing of this Home screen.

* The appearance may differ from your actual screen, depending on your configuration and option settings.

No. Item Description

1 Message Displays the message depending on the status.

2 Login User Name Displays the logged-in user name. This is displayed when user login

administration is enabled. Pressing "Login User Name" will display
the information of the logged-in user.

3 [Logout] Logs out the current user. This is displayed when user login

administration is enabled.

4 Desktop Displays a maximum of 40 function icons including the functions

registered in program. Icons that are not displayed on the first page
will appear by changing the page.

5 Screen-switching

keys

Use these buttons to switch between desktop pages.

NOTE

You can also switch views by touching the screen and moving the
finger sideways (i.e. swiping).

6 Taskbar Displays a maximum of 5 task icons.

Select the function.

Home Admin

Copy

Status/

Job Cancel

10:10

Logout

Send Custom Box

Job Box

FAX

Sub Address BoxRemovable

Memory

Polling Box

Device

Information

Language System

Menu

Favorites

1

5

2
3

5

4

6

Copy

Status/

Job Cancel

Logout

SendCustom Box

Job Box

FAX

Sub Address Box Removable

Memory

Polling Box

Device

Information

Language System

Menu

Favorites

122

2-6

Before Using the Fax Machine > Part Names and Functions

Operating the touch panel

Enter key and Quick No. Search key

This section explains how to use the [Enter] key and [Quick No. Search] key on the operation panel.

Using the [Enter] key ( )

The [Enter] key has the same function as the key with the Enter mark ( ), such as the [OK  ] key and the [Close  ].

Using the [Quick No. Search] key ( )

The [Quick No. Search] key is used when using the numeric keys to directly enter the number, for example, when
specifying the destination for the transmission using a speed-dial number.

For more information on speed dialing, refer to Using the Speed Dial key on page 3-13.

Functions

Quiet Mode

Off

Close

10:10

Original Size

A4

1-sided

Top Edge on Top

Original Orientation

Duplex

1/4

Add/Edit

Shortcut

Ready to send.

FAX

On Hook Chain

Check

Address Book

Add Dest.

Direct

Ext Address Book

Functions

10:10

Dest. :

One Touch Key

Recall

FavoritesShortcut 1 Shortcut 2

Ready to send.

Displays the status of the
equipment as well as necessary
operation messages.

Enters destinations.

Configures function settings.

Displays the date and time and
number of destinations.

Displays shortcuts.

Displays the status of the
equipment as well as necessary
operation messages.

Displays available functions and
settings.

Scrolls up and down when the list of
values cannot be displayed in its
entirety on a single screen.

Registers functions as shortcuts.

Date/Time - Time

10:10System Menu/Counter.

Minute

< Back

OK

Hour

Second

Cancel

:::

One Touch Key No. Entry

10:10

(001 - 100)

Cancel OK

2-7

Before Using the Fax Machine > Quick Setup Wizard (Fax Setup)

Quick Setup Wizard (Fax Setup)

In quick setup mode, a wizard is used to configure the following settings. Be sure to complete the settings before using
the fax system.

Fax setup items

Refer to Default fax settings on page 8-2 or the Operation Guide for the machine.

Step Setting item Description Reference

Page

1.Dialing/RX Mode Dialing Mode Select the dialing mode according to the line type. 8-8

Reception Mode Select the reception mode. 8-9

Auto (DRD) Select the reception pattern. 8-9

2.Local Fax Info. Local FAX Name Register the local fax name printed on the fax on the
receiving system.

8-7

Local FAX Number Enter the local fax number to be printed on the fax on

the receiving system.

8-8

Local FAX ID Enter the local fax ID. The local fax ID can limit other

parties with which you can communicate. Enter the
four-digit local FAX ID number.

8-7

TTI Select whether or not to print the local fax information

on the fax on the receiving system.

8-8

3.Sound Volume Speaker Volume Set the volume when pressing [On Hook].
Speaker Volume: Volume of the built-in speaker when
the line is connected by pressing [On Hook].

8-6

Monitor Volume Set the monitor volume.

Monitor Volume: Volume of the built-in speaker when
the line is connected without pressing [On Hook] such
as in memory transmission.

8-6

Job Finish Emit a sound when a print job is normally completed. 8-6

4.Rings Normal Set number of times to let phone ring before answering
a call.

8-9

Answering Machine Set number of times to let phone ring before taking over

from the answering machine.

8-9

FAX/TEL Switch Set number of times to let phone ring before switching

the FAX and the phone.

8-9

5.Redial Retry Times Set the number of redials. 8-8

NOTE

The settings can be changed in the system menu.

2-8

Before Using the Fax Machine > Quick Setup Wizard (Fax Setup)

Fax setup procedure

1

Display the screen.

2

Select a function.

3

Configure the function.

Start the wizard. Follow the instructions on the screen to configure settings.

End Exits the wizard.

<< Previous Returns to the previous item.

Skip >> Advances to the next item without setting the current item.

Next > Advances to the next screen.

< Back Returns to the previous screen.

System Menu/Counter.

System Menu

Quick Setup Wizard

10:10

Language

Report

Counter

1/5

Close

1

2

FAX Setup

10:10System Menu/Counter.

< Back

1/1

Paper Setup

Quick Setup Wizard

Energy Saver Setup

Network Setup

FAX Setup

10:10

This wizard will help you set
the basic settings to use the fax.

End Next >

1. Dialing/RX Mode

2. Local FAX Info.

3. Sound

4. Rings

5. Redial

System Menu/Counter.

2-9

Before Using the Fax Machine > Setting Date and Time

Setting Date and Time

Set the local date and time at the place of installation.
When you send a fax using the transmission function, the date and time as set here will be printed in the header of the
fax. Set the date, time and time difference from GMT of the region where the machine is used.

1

Display the screen.

1 Press the [System Menu/Counter] key.

2 Press [ ] and then [Date/Timer/Energy Saver].

2

Set the time difference.

1 Press [Time Zone].

2 Select the region.

Press [ ] or [ ] to display the next region.

3 If you have selected an area that observes daylight savings time, the Daylight Savings

Time Setup screen will be displayed. Press [On] or [Off].

3

Set the date.

1 Press [Date/Time].

NOTE

Be sure to set the time difference before setting the date and time.

The date and time are set using the Quick Setup Wizard when the machine is turned on for the first time after
installation.

If the login user name entry screen appears during operations, log in by referring to the machine's Operation Guide for
Administrator User Name and Password.

The factory default login user name and login password are set as shown below.

Model Name Login User Name Login Password

ECOSYS M3540idn 4000 4000

ECOSYS M3550idn 5000 5000

ECOSYS M3560idn 6000 6000

System Menu/Counter.

Date/Timer/Energy Saver - Time Zone

-12:00 International Date Line West

10:10

+13:00 Samoa

-11:00 Universal Coordinated Time-11

-10:00 Hawaii

1/24

Cancel OK

2-10

Before Using the Fax Machine > Setting Date and Time

2 Press [+] or [-] to set each of Year, Month, and Day.

3 Press [Next >].

4

Set the time.

1 Press [+] or [-] to set each of Hour, Minute, and Second.

2 Press [OK].

Date/Timer/Energy Saver - Date/Time

10:10System Menu/Counter.

Month

Cancel

Next >

Year

Day

Date/Time - Time

10:10System Menu/Counter.

Minute

< Back

OK

Hour

Second

Cancel

:::

2-11

Before Using the Fax Machine > PBX Setting (Europe only)

PBX Setting (Europe only)

When using this machine in environment in which PBX for connection to multiple phones for business use is installed,
perform the following PBX setting.

For more information about configuring settings, refer to Service Setting on page 8-10.

NOTE

Before connecting this machine to PBX, it is recommended to contact the company that
installed the PBX system to request connection of this machine. Note that correct operation
cannot be guaranteed in environment in which this machine is connected to PBX because
the functions of this machine may be restricted.

Item Setting value Description

Exchange
Selection

PSTN Use when connecting this machine to a public switched

telephone network (default).

PBX Use when connecting this machine to PBX.

Outside call
number setting

0-9
00-99

Set a number to access an outside line. For the number,
contact the PBX administrator.

2-12

Before Using the Fax Machine > Registering Destinations in the Address Book

Registering Destinations in the Address Book

Save frequently used destinations to the Address Book or One Touch Keys. The saved destinations can be changed.
The destinations are available for Send as E-mail, Send to Folder, and Fax Transmission.

Adding a Destination (Address Book)

Add a new destination to the Address Book. There are two registering methods, contacts and groups. When adding a
group, enter the group name and select group members from the Address Book.

Adding a contact

A maximum of 200 contact addresses can be registered. Destination name, fax number, sub address communication,
encryption, transmission start speed, and ECM can be registered for each destination.

1

Display the screen.

1 Press [FAX] on the Home screen.

2 Press [Address Book], [Menu], [ ], [Add], and then [Contact].

2

Enter the destination name.

1 Enter the destination name (up to 32 characters) to be displayed on the Address Book and

press [Next >].

For details on character entry, refer to Character Entry Method on page 10-2.

2 Enter the destination name (up to 32 characters) to be displayed on the Address Book and

press [Next >].

3 To specify an Address Number, press [ ] and then [Address Number].

4 Press [+], [-] or numeric keys to enter a particular Address Number (001-250).

NOTE

Registering and editing of the Address Book can also be done in Command Center RX. For details, refer to the
machine’s Operation Guide.

NOTE

If user login administration is enabled, you can only edit destinations in the Address Book by logging in with
administrator privileges.

Contact addresses can also be registered in the system menu.

FAX

2-13

Before Using the Fax Machine > Registering Destinations in the Address Book

5 Press [OK].

3

Enter the fax number.

1 Press [FAX].

2 Enter the fax number (up to 32 digits) of the receiving system using the numeric keys.

4

Select transmission settings

The transmission start speed, ECM, and encrypted transmission can be set.

NOTE

Address Number is an ID for a destination. You can select any available number out of 200
numbers for contacts and 50 numbers for groups.

If you specify an address number that is already in use, an error message appears when
you press [Save] and the number cannot be registered. If you set "000" as the address
number, the address is registered under the lowest available number.

Key Description

Pause Pressing this key adds about three seconds of waiting time during dialing. For

example, when dialing the receiving system on an external line, you can use this
method to insert a pause before resuming dialing after you dial a specific
number.

Space It is possible to enter half-width spaces in the entry of the destination number.

This is useful when checking if the destination number has been entered
correctly.

< > Moves the cursor.

Backspace To correct the fax number, press [Backspace] on the touch panel, and delete the

digits one by one before reentering the fax number. To delete the number
entirely, press the [Clear] key on the operation panel.

Add - Confirmation

Sales department 1

10:10

Cancel

Select the item that you want to change.

FAX

Name

< Back

1/2

Save

E-mail Address

SMB

FAX

10:10

Cancel

Sub Address

Pause Space Backspace

Detail Settings

OK

2-14

Before Using the Fax Machine > Registering Destinations in the Address Book

1 Press [Detail Settings].

2 2 Press [TX Start Speed], [ECM] and [Encrypted Transmission] and set each item then

press [OK].

5

Set a sub address.

To use sub address communication, a sub address and password must be registered.

1 Press [Sub Address].

Key Description

Detail Settings TX Start Speed This is set to change the transmission start speed.

Select the speed from 33,600 bps, 14,400 bps, and 9,600
bps.

NOTE

Normally the default setting should be used.

ECM ECM is a communication mode specified by the ITU-T

(International Telecommunication Union) that retransmits
data when an error occurs. Fax machines that have ECM
mode check for errors as they communicate, preventing
distortion of the image due to noise on the line and other
conditions.

Encrypted
Transmission

This is set when using encrypted transmission to send the
data.
For details, refer to Using the Encrypted Transmission on

page 5-28.

FAX

10:10

Cancel

Sub Address

Pause Space Backspace

Detail Settings

OK

0123456789

TX Start Speed

10:10

ECM

Cancel

1/1

33600bps

On

Encrypted Transmission

Off

FAX - Detail Settings

OK

FAX

10:10

Cancel

Sub Address

Pause Space Backspace

Detail Settings

OK

0123456789

2-15

Before Using the Fax Machine > Registering Destinations in the Address Book

2 2 Press [Sub Address] and [Password] and enter each item then press [OK].

For the procedure for setting a sub address, refer to Sub Address Transmission on page

5-16.

6

Register the destination.

1 Press [OK].

2 Check if the destination entry is correct and press [Save]. The destination is added to the

Address Book.

Adding a Group

Compile two or more contacts into a group. Designations in the group can be added at the same time. When adding a
group, a maximum of 50 groups can be added in the Address Book.
Before adding a group in the Address Book, the contacts to be included in the group must be added first.

1

Display the screen.

1 Press [FAX] on the Home screen.

2 Press [Address Book], [Menu], [ ], [Add], and then [Group].

2

Enter the group name.

1 Enter the group name (up to 32 characters) to be displayed on the Address Book and press

[Next >].

For details on character entry, refer to Character Entry Method on page 10-2.

NOTE

If user login administration is enabled, you can only edit destinations in the Address Book by logging in with
administrator privileges.

Designations in the group can also be registered in the system menu.

Sub Address

10:10

Password

Cancel

1/1

FAX - Sub Address

OK

**********

FAX