Kyocera TASKalfa 3252ci, TASKalfa 4002i, TASKalfa 3552ci, TASKalfa 4012i, TASKalfa 4052ci FAX OPERATION GUIDE

...
FAX OPERATION GUIDE
PRINT › COPY › SCAN › FAX
FAX System 10
i
Contents
Contents ....................................................................................................................................i
Preface ....................................................................................................................................vi
About the FAX Operation Guide (this Guide) .......................................................................... vi
Structure of the guide .................................................................................................... vi
Conventions Used in This Guide .................................................................................. vii
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
Previewing Images ..................................................................................................... 2-6
Using the [Enter] key .................................................................................................. 2-8
Using the [Quick No. Search] key .............................................................................. 2-8
Quick Setup Wizard .............................................................................................................. 2-9
Fax setup items .......................................................................................................... 2-9
Power Off setup items .............................................................................................. 2-10
Fax and Power Off setup procedure ........................................................................ 2-10
Setting Date and Time ........................................................................................................ 2-11
Registering Destinations in the Address Book ................................................................... 2-12
Changing the initially displayed address book ......................................................... 2-12
Adding a Destination (Address Book) ...................................................................... 2-12
Adding a Destination on One Touch Key ................................................................. 2-20
Quick Setup Screen ........................................................................................................... 2-22
Functions Available for Registration in the Quick Setup Screen .............................. 2-22
Changing Registration .............................................................................................. 2-23
Registering Shortcuts
(Copy, Send, and Document Box Settings) ........................................................................ 2-24
Adding Shortcuts ...................................................................................................... 2-24
Editing Shortcuts ...................................................................................................... 2-25
Deleting Shortcuts .................................................................................................... 2-25
3 Sending Faxes ...................................................................... 3-1
Basic transmission procedure .............................................................................................. 3-2
Using redial ................................................................................................................ 3-3
Checking the Send Status .......................................................................................... 3-4
Priority Override Send ................................................................................................ 3-4
Cancelling Memory Transmission (while originals are being scanned) ...................... 3-5
Cancelling Memory Transmission (during communication) ........................................ 3-5
Cancelling Transmission (Disconnection of Communication) .................................... 3-6
ii
Methods For Entering the Destination .................................................................................. 3-7
Entering the destination fax number with the numeric keys ....................................... 3-7
Choosing from the Address Book .............................................................................. 3-9
Checking and Editing Destinations .......................................................................... 3-11
Choosing from the One Touch Key .......................................................................... 3-12
Choosing from the Speed Dial ................................................................................. 3-12
Broadcast Transmission ........................................................................................... 3-13
Login/Logout ....................................................................................................................... 3-16
Logging in when User Login Administration has been Enabled ............................... 3-16
Logging in when Job Accounting has been Enabled ............................................... 3-17
Fax transmission functions ................................................................................................. 3-18
Quiet Mode ......................................................................................................................... 3-20
Original Size ....................................................................................................................... 3-20
Mixed Size Originals ...........................................................................................................3-20
Original Orientation ............................................................................................................ 3-21
2-sided/Book Original ......................................................................................................... 3-21
Long Original ...................................................................................................................... 3-21
FAX TX Resolution ............................................................................................................. 3-22
Density ............................................................................................................................... 3-22
Original Image .................................................................................................................... 3-22
Centering ............................................................................................................................ 3-23
Border Erase ...................................................................................................................... 3-23
Continuous Scan ................................................................................................................3-24
Job Finish Notice ................................................................................................................ 3-24
File Name Entry .................................................................................................................. 3-24
FAX Delayed Transmission ................................................................................................ 3-25
Setting the Delayed Transmission ...................................................................................... 3-26
Changing/Deleting Delayed Transmission ............................................................... 3-26
Cancelling Delayed Transmissions (Queued) .......................................................... 3-27
Immediate transmission ........................................................................................... 3-27
FAX Direct Transmission .................................................................................................... 3-27
Cancelling Direct Transmission ................................................................................ 3-27
Send and Print .................................................................................................................... 3-28
Send and Store .................................................................................................................. 3-28
FAX TX Report ................................................................................................................... 3-28
Manual Send ...................................................................................................................... 3-29
Standby Transmission ........................................................................................................ 3-30
Interrupt Send ..................................................................................................................... 3-31
Using chain dial .................................................................................................................. 3-32
Using Program ................................................................................................................... 3-34
4 Receiving Faxes ................................................................... 4-1
FAX Reception ..................................................................................................................... 4-2
Reception Method ...................................................................................................... 4-2
Set the Reception Method .......................................................................................... 4-2
Automatic Reception ............................................................................................................4-3
Flow of automatic reception ....................................................................................... 4-3
Canceling reception (Disconnection of communication) ............................................ 4-3
Manual Reception ................................................................................................................ 4-4
Flow of manual reception ........................................................................................... 4-4
Fax reception functions ........................................................................................................4-5
Media Type for Print Output ................................................................................................. 4-6
Multi Purpose Tray ............................................................................................................... 4-7
Reception Date/Time ............................................................................................................4-7
Duplex Printing ..................................................................................................................... 4-7
2 in 1 Print ............................................................................................................................ 4-7
iii
5 Using Convenient Fax Functions ......................................... 5-1
Memory Forwarding ............................................................................................................. 5-2
Type of Forwarding Destination and Requirements for Forwarding ........................... 5-2
Forward Settings .................................................................................................................. 5-4
Forward all received documents (Use Rule for All Receptions) ................................. 5-4
Forward only received documents that match the conditions
(Use Rule for Specific RX) ........................................................................................ 5-5
Forward received documents that do not match the conditions ................................. 5-8
Cancelling Memory Forwarding ................................................................................. 5-8
Changing/Deleting Requirements for Forwarding ...................................................... 5-9
Raising the Priority of Requirements for Forwarding ................................................. 5-9
Cancelling the Setting of RX/Forward Rules .............................................................. 5-9
Forwarding Detail Settings ................................................................................................. 5-10
Forwarding Time Setting .......................................................................................... 5-10
File Format Setting ................................................................................................... 5-10
File Separation ......................................................................................................... 5-11
E-mail Subject Add. Info. Setting ............................................................................. 5-11
FTP Encrypted TX Setting ....................................................................................... 5-12
Print Setting .............................................................................................................. 5-13
File Name Registration ............................................................................................. 5-14
Settings for Forwarding from Command Center RX (Forward Settings) .................. 5-15
FAX Box Function .............................................................................................................. 5-16
FAX Box ................................................................................................................... 5-16
Sub Address Communication ................................................................................... 5-16
Registering a FAX Box ............................................................................................. 5-17
Changing FAX Box ................................................................................................... 5-18
Deleting FAX Box ..................................................................................................... 5-18
Printing Originals from a FAX Box ........................................................................... 5-19
Checking Details ...................................................................................................... 5-20
Previewing Images ................................................................................................... 5-20
Deleting Originals after Printing from a FAX Box ..................................................... 5-21
Deleting Originals from a FAX Box .......................................................................... 5-21
Printing a FAX Box List ............................................................................................ 5-22
Sub Address Transmission ...................................................................................... 5-23
Sub Address Reception ........................................................................................... 5-24
Polling Communication ....................................................................................................... 5-26
Polling Transmission ................................................................................................ 5-26
Polling Reception ..................................................................................................... 5-29
Printing from a Polling Box ....................................................................................... 5-31
Checking Details ...................................................................................................... 5-32
Deleting Originals in a Polling Box ........................................................................... 5-32
Encryption .......................................................................................................................... 5-33
Registering an Encryption Key ................................................................................. 5-34
Changing Registration Contents of Encryption Key ................................................. 5-34
Deleting Registration Contents of Encryption Key ................................................... 5-35
Using the Encrypted Transmission .......................................................................... 5-35
Setting the Encrypted Reception .............................................................................. 5-36
Using a Connected Telephone ........................................................................................... 5-37
FAX/TEL Auto Switch Reception ............................................................................. 5-37
FAX/Answering Machine Auto Switch Reception ..................................................... 5-39
DRD Reception (Available for some countries.) ....................................................... 5-41
Manual Send ............................................................................................................ 5-43
Manual Reception .................................................................................................... 5-44
Remote Switch Function .......................................................................................... 5-45
6 Sending Faxes from PC ........................................................ 6-1
Flow of Network FAX Sending ............................................................................................. 6-2
Flow of Network FAX Receiving ........................................................................................... 6-2
Setup .................................................................................................................................... 6-3
iv
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 .................................................................................................. 6-19
Cover Page Registration (Default Settings) ............................................................. 6-25
Transmission Control ............................................................................................... 6-30
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
Description of the Job Log Screen ............................................................................. 7-4
Checking Details of the Job Log ................................................................................ 7-5
Printing Administrative Reports (Result Report Setting) ...................................................... 7-7
Send Result Reports .................................................................................................. 7-7
Report for Job Canceled before Sending ................................................................... 7-8
Recipient Format ........................................................................................................ 7-8
FAX RX Result Reports ............................................................................................. 7-9
Activity Report (Outgoing FAX Report and Incoming FAX Report) .................................... 7-10
Printing Activity Reports ........................................................................................... 7-10
Automatic Printout .................................................................................................... 7-10
Status Page ........................................................................................................................ 7-11
Reporting FAX Receipt Result by E-mail ........................................................................... 7-12
Confirmation Screen of Destinations .................................................................................. 7-13
8 Fax Settings ......................................................................... 8-1
Default fax settings ............................................................................................................... 8-2
Operation method ...................................................................................................... 8-2
System Menu Settings ............................................................................................... 8-3
Report ........................................................................................................................ 8-4
Cassette/MP Tray Settings ........................................................................................ 8-5
Common Settings ....................................................................................................... 8-5
FAX ............................................................................................................................8-7
Transmission Restriction .................................................................................................... 8-12
Registering Permit FAX No. ..................................................................................... 8-13
Changing Permit FAX No. ........................................................................................ 8-14
Deleting Permit FAX No. .......................................................................................... 8-14
Registering Reject FAX No. ..................................................................................... 8-15
Changing Reject FAX No. ........................................................................................ 8-15
Deleting Reject FAX No. .......................................................................................... 8-16
Registering Permit ID No. ........................................................................................ 8-16
Changing Permit ID No. ........................................................................................... 8-17
Deleting Permit ID No. ............................................................................................. 8-17
Setting Send Restriction ........................................................................................... 8-18
Setting Reception Restriction ................................................................................... 8-18
Unknown Number Reception ................................................................................... 8-18
Unusable Time ................................................................................................................... 8-19
Account Management ........................................................................................................ 8-20
9 Optional Equipment .............................................................. 9-1
Internet FAX Kit(A) "Internet FAX Kit" .................................................................................. 9-2
Expansion Memory ...............................................................................................................9-3
Dual FAX .............................................................................................................................. 9-3
Dual FAX Settings ...................................................................................................... 9-3
v
Reception Port Selection ............................................................................................ 9-3
Job Accounting Port Restrictions ............................................................................... 9-4
10 Internet Faxing (i-FAX) ....................................................... 10-1
What is i-FAX? ................................................................................................................... 10-2
i-FAX Settings .................................................................................................................... 10-5
Accessing Command Center RX ............................................................................. 10-5
i-FAX Default Settings .............................................................................................. 10-6
i-FAX transmission procedure ............................................................................................ 10-9
Checking the Send Status ...................................................................................... 10-11
i-FAX Reception ............................................................................................................... 10-12
11 Troubleshooting ................................................................. 11-1
Indicators During Sending/Receiving Operation ................................................................ 11-2
Responding to an Attention Indicator Flashes .................................................................... 11-2
Precautions When Turning Power OFF ............................................................................. 11-3
Messages ........................................................................................................................... 11-4
Error Code List ................................................................................................................... 11-5
Troubleshooting .................................................................................................................. 11-9
12 Appendix ............................................................................. 12-1
Character Entry Method ..................................................................................................... 12-2
Entry Screens ........................................................................................................... 12-2
Entering Characters ................................................................................................. 12-4
Specifications ..................................................................................................................... 12-5
Menu Map .......................................................................................................................... 12-7
Received FAX Sizes and Paper Priority (Metric Model) ................................................... 12-13
Received FAX Sizes and Paper Priority (Inch Model) ...................................................... 12-14
Index ...............................................................................................................................Index-1
vi
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 Optional Equipment Introduces the optional Internet FAX Kit, Expansion Memory and Dual FAX and explains
how to use the machine when optional features are installed.
10 Internet Faxing (i-FAX) Explains how to use the i-FAX function and the settings required for Internet faxing.
* Please substitute Internet Faxing for i-FAX.
11 Troubleshooting Explains what to do when errors are displayed or other problems occur.
12 Appendix Explains how to enter characters, and lists the fax specifications.
vii
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
[Bold] Indicates keys and buttons.
"Regular" Indicates a message or setting.
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.
viii
Conventions used in procedures for operating the machine
In this Operation Guide, continuous operation of the keys on the touch panel is as follows:
Actual procedure Procedure indicated in this guide
Select the [System Menu] key
Select [ ]
Select [Common Settings]
Select [Next] of Sound.
[System Menu] key > [Common Settings] > [Next] of Sound
Select [Next] of "Job Accounting Settings".
Select [Change] of "Job Accounting".
[Next] of "Job Accounting Settings" > [Change] of "Job Accounting"
User Login/Job Accounting
Next
User Login Setting:
Close
Change
Unknown ID Job:
Next
Job Accounting Setting:
User Login/Job Accounting - Job Accounting Setting
Change
Job Accounting:
Close
Next
Job Accounting Access:
Job Accounting (Local):
Apply Limit:
Copy/Printer Count:
Change
Change
Change
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 left 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.)
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.
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(Port 1) on page 2-9
, Local FAX Number(Port 1) on page 2-9, TTI on page 2-
9 and Setting Date and Time on page 2-11.)
KYOCERA Document Solutions America, Inc.
225 Sand Road, Fairfield, New Jersey 07004-0008, USA Phone: +1-973-808-8444 Fax: +1-973-882-6000
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
Previewing Images .................................................................................................................................. 2-6
Using the [Enter] key ............................................................................................................................... 2-8
Using the [Quick No. Search] key ............................................................................................................ 2-8
Quick Setup Wizard ........................................................................................................................................... 2-9
Fax setup items ....................................................................................................................................... 2-9
Power Off setup items ............................................................................................................................ 2-10
Fax and Power Off setup procedure ...................................................................................................... 2-10
Setting Date and Time ...................................................................................................................................... 2-11
Registering Destinations in the Address Book ................................................................................................. 2-12
Changing the initially displayed address book ....................................................................................... 2-12
Adding a Destination (Address Book) .................................................................................................... 2-12
Adding a Destination on One Touch Key ............................................................................................... 2-20
Quick Setup Screen ......................................................................................................................................... 2-22
Functions Available for Registration in the Quick Setup Screen ............................................................ 2-22
Changing Registration ........................................................................................................................... 2-23
Registering Shortcuts (Copy, Send, and Document Box Settings) .................................................................. 2-24
Adding Shortcuts .................................................................................................................................... 2-24
Editing Shortcuts .................................................................................................................................... 2-25
Deleting Shortcuts .................................................................................................................................. 2-25
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 following:
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 MP (Multi Purpose) tray Set the paper in this tray when using a type of paper other than the cassette (e.g., when
using special paper).
4 LINE connector (L2) If you install 2 optional FAX Kits (Dual FAX option), you can use Port 2. Connect the
modular cord for the telephone line to this connector.
5 LINE connector (L1) Connect the modular cord for the telephone line to this connector. This connector is
Port 1.
6 TEL connector (T1) 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
5
6
3
4
2-3
Before Using the Fax Machine > Part Names and Functions
Document Processor
7 Top cover Open this cover when the original jammed in the Document Processor.
8 Opening handle Hold this handle when opening or closing the Document Processor.
9 Original eject table Read originals are ejected onto this table.
10 Original table Stack the sheet originals on this table.
11 Original width guides Adjust these guides according to the original width.
7
8
9
10
11
2-4
Before Using the Fax Machine > Part Names and Functions
Operation Panel
Touch panel. Displays buttons for configuring machine settings.
Lights when there is paper in the job separator tray.
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 hard disk, fax memory or USB memory (general purpose item).
Displays the Home screen.
Displays the System Menu screen.
Displays the Counter screen.
Displays the Status/Job Cancel screen.
Displays the Copy screen.
Displays the help guidance. Displays the screen for
sending. You can change it to display the Address Book screen.
Switches the touch panel display on the Copy screen and the Send screen to a magnified view.
Displays the FAX screen.
Select the color mode. Auto Color: Automatically recognizes whether a document is color or
black & white and then scans the document. Full Color: Scans all documents in full color. Black & White: Scans all documents in black & white.
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.
Puts the machine into Sleep Mode. Recovers from Sleep if in Sleep Mode.
Authenticates user switching, and exits the operation for the current user (i.e. log out).
Displays the Interrupt Copy screen.
2-5
Before Using the Fax Machine > Part Names and Functions
Touch Panel
Home Screen
This screen is displayed by selecting the [Home] key on the operation panel. Selecting an icon will display the corresponding screen.
You can change the icons to display on the Home screen as well as its background.
Machine’s Operation Guide
* 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 Desktop Displays function. Icons that are not displayed on the first page will
appear by changing the page.
3 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).
4 Taskbar Displays task icons.
5 [Logout] Logs out the current user. This is displayed when user login
administration is enabled.
6 Login User Name Displays the logged-in user name. This is displayed when user login
administration is enabled. Selecting "Login User Name" will display the information of the logged-in user.
Status/
Job Cancel
Logout
Copy
Send Custom Box Job Box
Removable
Memory
Select the function.
Device
Information
Accessibility
Screen
Language System
Menu
Help Program Message
Board
Admin
FAX
Internet Browser
ID Card Copy
1
3
6
5
3
2
4
Status/
Job Cancel
Logout
Select the function.
Device
Information
Accessibility
Screen
Language System
Menu
Help Program Message
Board
Admin
Custom Box
FAX
Internet Browser
FAX Box
Copy Send
Job Box
Removable
Memory
122
2-6
Before Using the Fax Machine > Part Names and Functions
Operating the touch panel
Previewing Images
You can display a preview image of a scanned original on the panel to check the image to be sent.
1
Display the screen.
Prepare to send the image as described in Basic transmission procedure.
2
Display a preview image.
1 Select [Preview].
Basic transmission procedure (page 3-2)
Status
Ready to FAX.
Destination
Destination
1/1
0123456789
Shortcut 1
Shortcut 2
Shortcut 3
Shortcut 4
Shortcut 5
Shortcut 6
Org./Sending
Data Format
Quick SetupDestination Image Quality Advanced
Setup
Program
Original Size
A4
FAX TX Resolution
200x100dpi Normal
Preview
100% A4
A4
Preview
Original Zoom::
:
Sending Image
Send
Original Image
Text+Photo
Density
Normal 0
Continuous Scan
Off
2-sided/Book Original
1-sided
10/10/2015 10:10
1 Displays the status of the
equipment as well as necessary operation messages.
2 Shows an image of the document
to be sent.
3 Original : Shows the original size
when the original is placed.
Zoom : Shows the
magnification of the document to be sent.
Send : Shows the size of the
document to be sent.
4 Displays the Quick Setup screen.
5 Set the fax functions.
6 Remaining amount of toner.
7 Displays the time.
8 Displays registered shortcuts.
9 Displays the number of
destinations.
2
3
4567
8
1
9
Ready to FAX.
Destination
Destination
1/1
0123456789
Shortcut 1
Shortcut 2
Shortcut 3
Shortcut 4
Shortcut 5
Shortcut 6
Org./Sending
Data Format
Quick SetupDestination Image Quality Advanced
Setup
Program
Original Size
A4
FAX TX Resolution
200x100dpi Normal
Preview
100% A4
A4
Preview
Original Zoom::
:
Sending Image
Send
Original Image
Text+Photo
Density
Normal 0
Continuous Scan
Off
2-sided/Book Original
1-sided
2-7
Before Using the Fax Machine > Part Names and Functions
2 Select [Detail].
You can check the sending image in greater detail.
NOTE
If the transmission functions below are modified, the results are applied in the preview image.
Fax transmission functions (page 3-18)
If you have placed a multiple-page original in the document processor, the machine scans all the originals but only the first page is previewed. [Detail] can be selected to view all preview images. Select [ ] to move through the preview images in the order they were scanned.
You cannot change the transmission functions while the preview image is displayed.
To change any of the transmission functions, select the [Stop] key or select [Cancel]. The preview image disappears and the destination is cancelled. To see the preview again, make the transmission function changes and select the destination.
Ready to FAX.
Destination
Destination
1/1
0123456789
Shortcut 1
Shortcut 2
Shortcut 3
Shortcut 4
Shortcut 5
Shortcut 6
Org./Sending
Data Format
Quick SetupDestination Image Quality Advanced
Setup
Program
Original Size
A4
FAX TX Resolution
200x100dpi Normal
100% A4
A4Original
Zoom::
:
Sending Image
Send
Original Image
Text+Photo
Density
Normal 0
Continuous Scan
Off
2-sided/Book Original
1-sided
Cancel Detail
Close
Preview:
No.
1/6
2007040410574501
Size
Resol.:: 300x300dpi
A4
In magnified view, you can move the range of display.
In multiple-page documents, you can change pages by entering the desired page number. In multiple-page documents, you can use these buttons to change pages.
Zoom in.Zoom out.
• Scan Resolution
• Scan Density
• Original Size Selection
• Sending Size Selection
•Zoom
• Original Orientation
• Selection of Image Quality
• Border Erase
2-8
Before Using the Fax Machine > Part Names and Functions
3 Press the [Start] key to send the fax.
Transmission begins.
Using the Preview Screen
When the Preview screen is displayed, you can do the following by moving the finger that is touching the touch 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 performs the same action as the [No.] displayed on the touch panel. Use the Quick No. Search keys to perform an action by simply entering a number directly using the numeric keys. For example, you can specify the speed dial for a transmission destination or recall a stored program by its program number. For more information on speed dialing, refer to the following:
Choosing from the Speed Dial (page 3-12)
To show the Help list, select the [Help] key on the Home screen.
NOTE
When [On] is selected in [Destination Check before Send], a destination confirmation screen is displayed when you press the [Start] key.
Machine’s Operation Guide
To see a preview image when you are using the document processor, place the originals in the document processor again.
A document stored in a polling box for polling transmission can be previewed in the same way.
Polling Communication (page 5-26)
You cannot preview images in the following situations:
• When you are using Mixed Sized Originals mode
• During a direct transmission
• During polling reception
• When [On] is selected in the Long Original setting
Function Description
Drag With the finger touching the touch panel, slide the finger to move the position of the displayed preview.
Pinch in Pinch out
With two fingers touching the touch panel, widen or tighten the space between the two fingers to zoom in and out on the view.
abcd@efg.com
Destination Detail
Address Book
Folder Path Entry
E-mail Addr Entry
1/100
AAA BBB
FFF GGG HHH III JJJ
0001
0006 0007
0008
0009 0010
1/1
i-FAX Addr Entry
FAX No. Entry
WSD Scan /DSM Scan
Place original.
Destination
DirectOn Hook
A OFFICE
B OFFICE
C OFFICE
Org./Sending
Data Format
Quick SetupDestination Color/
Image Quality
Advanced
Setup
Program
Enter One Touch key number using # keys.
0011
Cancel OK
(0001 - 1000)
2-9
Before Using the Fax Machine > Quick Setup Wizard
Quick Setup Wizard
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
Step Setting item Description
Reference
Page
1.Dialing/RX Mode Dialing Mode(Port 1)
*
Dialing Mode(Port 2)*
* Inch version only.
Select the dialing mode according to the line type. 8-9
8-9
Reception Mode Select the reception mode. 8-10
Auto (DRD)
**
** DRD reception mode is available for some countries.
Select the reception pattern. 8-10
2.Local Fax Info. Local FAX Name(Port 1) Local FAX Name(Port 2)
Register the local fax name printed on the fax on the receiving system.
8-8 8-8
Local FAX Number(Port 1) Local FAX Number(Port 2)
Enter the local fax number to be printed on the fax on the receiving system.
8-9 8-9
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.
8-9
TTI Select whether or not to print the local fax information on the
fax on the receiving system.
8-8
3.Sound Speaker Volume Set the volume when selecting [On Hook].
Speaker Volume: Volume of the built-in speaker when the line is connected by selecting [On Hook].
8-5
Monitor Volume Set the monitor volume.
Monitor Volume: Volume of the built-in speaker when the line is connected without selecting [On Hook] such as in memory transmission.
8-5
Job Finish Buzzer Emit a sound when a print job is normally completed. 8-5
4.Rings Normal
***
*** This setting does not appear in some regions.
Set number of times to let phone ring before answering a call. 8-10
Answering Machine*** Set number of times to let phone ring before taking over from
the answering machine.
8-10
FAX/TEL Switch*** Set number of times to let phone ring before switching the FAX
and the phone.
8-10
5.Output Media Type Specify the paper type to be used for print output of the
received fax.
8-10
Paper Output (Port 1)
****
Paper Output (Port 2)
****
**** This function is displayed when the optional Job Separator, Mailbox or Sheet Finisher is installed.
Select paper output for the received FAX. 8-6
6.Redial Retry Times Set the number of redials. 8-8
NOTE
The settings can be changed in the system menu.
Default fax settings (page 8-2)
2-10
Before Using the Fax Machine > Quick Setup Wizard
Power Off setup items
Fax and Power Off setup procedure
1
Display the screen.
[System Menu] key > [Quick Setup Wizard] > [Next] of "FAX Setup"
2
Configure the function.
Start the wizard. Follow the instructions on the screen to configure settings.
When you have completed the settings, select [finish].
Step Setting item Description
Reference
Page
Power Off Setup Show Power Off Message Set the mode whether display a confirmation message in
power supply off.
8-7
NOTE
The settings can be changed in the system menu.
Default fax settings (page 8-2)
NOTE
If the user authentication screen appears, enter your login user name and login password and select [Login].
The factory default login user name and login password are set as shown below.
Control Description
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.
Model Name Login User Name Login Password
TASKalfa 356ci 3500 3500
TASKalfa 406ci 4000 4000
2-11
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.
[System Menu] key > [Date/Timer/Energy Saver]
2
Configure the settings.
Select and set in the order [Time Zone] > [Date/Time] > [Date Format]
NOTE
Be sure to set the time difference before setting the date and time.
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.
Item Description
Time Zone Set the time difference from GMT. Choose the nearest listed location from
the list. If you select a region that utilizes summer time, configure settings for summer time.
Date/Time Set the date and time for the location where you use the machine. When
the machine sends a fax, the date and time set in the machine are recorded in the fax header.
Val ue: Year (2000 to 2037), Month (1 to 12), Day (1 to 31),
Hour (00 to 23), Minute (00 to 59), Second (00 to 59)
Date Format Select the display format of year, month, and date. The year is displayed
in Western notation.
Val ue: Month/Day/Year, Day/Month/Year, Year/Month/Day
Model Name Login User Name Login Password
TASKalfa 356ci 3500 3500
TASKalfa 406ci 4000 4000
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 Key. The saved destinations can be changed. The destinations are available for Send as E-mail, Send to Folder, and Fax Transmission.
Changing the initially displayed address book
Set the initially displayed address book to [Machine Address Book] or [Ext Address Book] (LDAP address book).
1
Display the screen.
[System Menu] key > [Edit Destination] > [Next] of "Address Book Defaults" > [Change] of "Address Book Type"
2
Configure the settings.
[Machine Address Book] or [Ext Address Book] > [OK]
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 2,000 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.
[System Menu] key > [Edit Destination] > [Add/Edit] of "Address Book" > [Add] > [Contact] > [Next]
2
Add the name.
1 Select [Change] of "Address Number".
NOTE
Registering and editing of the Address Book can also be done in Command Center RX.
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.
2-13
Before Using the Fax Machine > Registering Destinations in the Address Book
2 Use [+] / [-] or the numeric keys to enter an address number (1 to 2500).
To have the number assigned automatically, enter "0000".
3 Select [OK].
The screen shown in step 1 reappears.
4 Select [Change] of "Name".
5 Enter the destination name (up to 32 characters) to be displayed on the Address Book and
select [OK].
The screen shown in step 1 reappears.
3
Enter the fax number.
1 Select [FAX].
2 Enter the fax number of the receiving system.
NOTE
Address Number is an ID for a destination. You can select any available number out of 2,000 numbers for contacts and 500 numbers for groups.
If you specify an address number that is already in use, an error message appears when you select [Save] and the number cannot be registered. If you set "0000" as the address number, the address is registered under the lowest available number.
NOTE
Refer to the following for details on entering characters.
Character Entry Method (page 12-2)
NOTE
Up to 32 characters can be entered.
Use the numeric keys to enter a number.
Key Description
Pause Selecting 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, select [Backspace] on the touch panel, and delete
the digits one by one before reentering the fax number. To delete the number entirely, select the [Clear] key on the operation panel.
2-14
Before Using the Fax Machine > Registering Destinations in the Address Book
4
Configure the transmission settings.
The transmission start speed, ECM, and encrypted key No. can be set.
[Change] of TX Start Speed, ECM and Encryption Key No., set each item then select [OK].
5
Set a sub address.
To use sub address communication, a sub address and password must be registered.
1 Select [Change] of Sub Address.
6
Register the destination.
1 Check if the destination entry is correct and select [Save].
The destination is added to the Address Book.
2 The one-touch key registration confirmation screen appears. Select [Yes] or [No].
If you selected [Yes ], the one-touch key registration screen appears. Go to the next step. If you selected [No], registration ends.
3 Select the One-touch key number to which to register the destination > [Next] > Select the
destination to which to register > [Next] The destination details can be changed by selecting the destination and selecting [Detail].
4 Select [Change] for [Display Name] and [Destination] to change the settings as needed.
5 Select [Register].
If the one-touch key has already been registered, the overwrite registration confirmation screen appears. Select [Yes] or [No].
Key Description
Encryption Key No. This is set when using encrypted transmission to send the data.
Using the Encrypted Transmission (page 5-35)
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.
Sub Address Transmission (page 5-23)
Loading...
+ 206 hidden pages