Authentication - Unable To Send Global E-mails ........... 25
Symptom25
Cause25
Resolution26
Additional Info26
ii
I-Fax
I-Fax, despite its complicated nature, is an easy-to-use feature.
The T.37 protocol allows your fax machine to send and receive
email over your LAN connection, without ever needing to be
hooked up to your computer. Note, if your email server uses
authentication, see important information “Authentication Unable To Send Global E-mails” on page 25.
The I-Fax feature is mutually exclusive with the parallel port
connection on a 4580 Fax machine. This means you can either
use the I-Fax feature or print from your computer to the Fax
machine - not both.
This User Guide is divided into four primary sections.
1. “Operation Overview” on page 2
2. “Network Set Up” on page 8
3. “User Interaction” on page 19
4. “Troubleshooting” on page 23
Each section will walk you through the setup and usage of this
product.
1
Operation Overview
This overview has several sections to help you decipher and use
the I-Fax process easily.
• “Operation Overview” on page 2.
• “What Your I-Fax Machine Can Do” on page 3.
• “Installation Requirements” on page 3.
• “Internet Fax Transmission” on page 4.
• “Internet Fax Reception” on page 4.
• “Network Settings List” on page 5.
• “Materials Provided” on page 5.
• “Components of an Internet Fax” on page 6.
• “Helpful Hints (I-Fax)” on page 7
This section is intended as a quick-reference for using the I-Fax
feature. This section does not provide detailed explanations of
features or settings, as other sections provide these.
The following items provide the information you will need to use
your fax machine.
• User’s Guide
• Warranty Document
• I-Fax User’s Guide (this book)
• Software Setup CD-ROM
Please refer to “Materials Provided” on page 5 for further
description.
To use Internet Fax
• a Network Card must be installed in the machine
• the machine must be connected to a LAN
The Network Card for this machine can be connected to a
•10 baseT
or
• 10/100baseTX LAN (will only operate at 10 base T).
To make a LAN connection, the following information must be
configured on this machine. Ask your network administrator
about these settings.
• an IP Address
• SubnetMask
• Default Gateway
If the LAN uses a DHCP server, it is not necessary to configure
these settings as the server will perform them automatically.
After setting the correct IP Address, SubnetMask and Default
Gateway, configure the machine for Internet Fax transmission/
reception.
2
1. What Your I-Fax Machine Can Do
I-Fax is a feature with many capabilities.
This unit can:
• send and receive faxes via a Public Switched Telephone
Network (PSTN)
• send and receive faxes via the Internet (over a LAN)
• print via a Local Area Network (LAN) (Windows only)
• act as an email scanner (see “Backup / Archive (Email
Scanning)” on page 7
• act as a Gateway service
• act as a convenience copier
Important!
!
Internet faxes differ from traditional faxes in these ways:
Installation and setup requirements may vary from system to
!
system.
Machine Installation
Installation covers the physical procedures, such as removing the
unit from the shipping packaging, connecting the power, telephone, and network lines, installing consumables.
Installation may be performed by anyone.
Refer to “Installation” in the User’s Guide for more information.
Network Setup
Setup covers the network installation procedures, such as establishing the IP Addresses and configuring the network card.
A network administrator will perform setup.
Although your OKI-Fax has security features, faxes sent over
the Internet are more vulnerable to interception than faxes
sent over the PSTN.
There is no way to verify that a message has been received by
the machine to which it was addressed.
2. Installation Requirements
Before the machine is used, three processes must be completed.
• Machine Installation
•Network Setup
• Customization
Customization
Customization covers the programming procedures, such as OneTouch keys, machine settings, and network settings.
You can perform some of the customization procedures. Others
must be performed by a network administrator.
LAN Topologies and Operating Systems
Lan
10base-T Ethernet
3
Internet Fax Protocols
TCP/IPSMTP
POP3DNS
3. Internet Fax Transmission
General Information
To send an Internet Fax message, you need a mail server from
which to send email.
Please consult your network administrator about the settings
listed below, which are required in order to make a connection to
the mail server.
• SMTP Server Address / Name
• DNS Server’s IP Address
•Email Address
These settings are similar to those of popular mail clients such as
Netscape Messenger, Outlook and Eudora.
You can start transmission when these settings have been configured.
To send a fax, place a document on the machine and press the
one-touch button on which the email address of the recipient has
been registered; the document will be scanned into memory, converted into a TIFF file and sent to the recipient.
SMTP Server Address / Name
1. Enter the SMTP server name or IP Address. If entering the
server’s IP Address, be sure to type the dots (full-stops)
dividing the numbers. Example: 192.168.1.1
2. You may enter a server name only if a DNS server has been
configured.
DNS Server’s IP ADDRESS
This setting is not required if the SMTP server has been specified
by its IP ADDRESS. A DNS server can convert a server name
into an IP ADDRESS.
Email Address
Enter the email address assigned to this machine.
4. Internet Fax Reception
General Information
To receive an Internet Fax message, a mail server is required for
sending email.
Please consult your network administrator about the settings
listed below, which are required in order to make a connection to
the mail server.
• POP Server Address / Name
• DNS Server’s IP Address
• POP Server User Name
• POP Server Password
4
The machine is ready to receive Internet Fax messages when
these settings have been configured. To receive a fax message,
the machine will access the server automatically at regular intervals according to the POP Interval Time setting.
If there is mail, the machine will print it out automatically.
This machine only receives TIFF files and text-format mail. It
cannot receive files in other formats (such as Word, Excel, and
certain formats of TIFF files).
POP Server Address / Name
1. Enter the POP server name or IP Address. When entering the
server’s IP Address, be sure to enter the dots (full-stops)
dividing the numbers. Example: 192.168.1.1
2. You may enter a server name only if a DNS server has been
configured.
DNS Server’s IP Address
This setting is not required if the POP server has been specified
by its IP ADDRESS. A DNS server can convert a server name
into an IP ADDRESS.
POP Server Password
Enter the password assigned to this machine for accessing the
POP server.
5. Network Settings List
List of Settings
1. “IP Address” on page 13
2. “Subnetmask” on page 13
3. “Default Gateway” on page 13
4. “SMTP Server Name” on page 13
5. “POP Server Name” on page 14
6. “Pop User Id” on page 15
7. “Pop Password” on page 15
8. “DNS P.SRV Address” on page 16
9. “DNS S.SRV Address” on page 16
10. “FAX Email Address” on page 16
6. Materials Provided
POP Server User Name
Enter the user name assigned to this machine for accessing the
POP server.
The following items provide the information you will need to use
your fax machine.
•User’s Guide
• Warranty Document
• I-Fax User’s Guide (this book)
• Software Utilities CD-ROM
5
Each item is explained below.
User’s Guide
The User’s Guide provides the information common to all configurations.
Warranty Document
The Warranty Document provides the warranty, service and support, and Material Safety Data Sheet information for this product
series.
I-Fax Option Guide
The Option Guide provides the information unique to the I-Fax
configuration of the product series.
Software Utilities CD-ROM
The Software Utilities CD-ROM includes the following software:
TIFF Utility
The TIFF Utility acts as a print driver. However, instead of
printing your document, the TIFF Utility converts your document to a TIFF file and automatically attaches it to an email.
7. Components of an Internet Fax
A fax sent over the Internet has three components.
•Header
•Email
• TIFF attachment(s)
Your ability to receive, view, or print these components will vary
according to the settings of different functions.
Header
The header includes all routing information for the path your
Internet Fax followed from the time it was sent to the time it was
received.
The header is automatically generated as part of the Internet Faxing process.
Email
The email includes the To, From, and Date information. It may
include RE: (Subject) and body text (email message).
The To, From, and Date information are automatically generated
as part of the Internet Faxing process. However, they are based
on information programmed by the user.
The subject and message (if used) can be determined by the user.
Attachment(s): TIFF or PDF
The TIFF or PDF attachment(s) are the “fax” part of the Internet
Fax. The content of the TIFF attachments is determined by the
end user. The conversion to TIFF or PDF and file handling are
part of the Internet Faxing process.
6
Note: If the receiver is another OKI I-Fax device, the format must
be TIFF as the OKI devices cannot receive PDF.
8. Helpful Hints (I-Fax)
Your fax machine has many features and capabilities that will
help you
• Operate the machine
• Save money
• Save time
PSTN Faxing vs. Internet Faxing
PSTN Faxing is fax communication conducted via telephone
lines, with which you are probably familiar. PSTN Faxing
requires telephone numbers and telephone lines.
Internet Faxing is fax communication conducted via the Internet
which resembles email communications more than it does PSTN
faxing. Internet Faxing requires email addresses, mail servers,
Internet connections, and fax machines capable of Internet Faxing.
Internet Fax
Internet Fax is a term with several meanings, depending on context. Internet Fax can mean
• Fax communication conducted via the Internet.
• A fax machine capable of Internet Faxing.
• Τhe document (fax) sent via the Internet.
Email Addresses vs. PSTN (Phone) Numbers
You can combine email addresses and telephone numbers in one
communication session.
You can send a fax to several email addresses or several telephone numbers, or a combination of email addresses and telephone numbers.
Status of Server
Internet Faxing is conducted over the Internet via network servers. If the servers are down, running slowly, or experiencing
other problems, Internet Faxing will be adversely affected.
Backup / Archive (Email Scanning)
You can use your fax machine to create digital versions of documents you only have in hardcopy form.
1. To do this, send the document as an Internet Fax to your
email address.
2. When the document is scanned, a TIFF version of the
document is created. By sending it to yourself, you will
have a digital version of the hardcopy document.
3. You can then use various software packages to work with the
digital (TIFF) version, such as an Optical Character
Recognition (OCR) software package.
7
Network Set Up
To setup your fax machine on a network, settings for the machine
are located in two places.
• Settings stored on the fax machine
• Settings recorded on the network card
Each section below is categorized by the Menu listings found in
the fax machine. They are as follows:
• “I-Fax NIC Settings” on page 9
• “POP Interval” on page 12
• “Network Settings” on page 12
• “I-Fax NIC Initialize” on page 16
Identifying Current Settings on Fax Machine
The Configuration Report lists the current settings of the facsimile machine and the network card.
Print the Configuration Report
SELECT
FUNCTION
6/DEL
REPORT
PRINT
JKL
5
5:CONFIGURATION
YES ( ) NO( /1-6)
1. Press the Select Function key.
2. Press the
show
6/Report Print One-Touch key. The display will
1:ACTIVITY REPORT.
3. Using the numeric keypad, press
5:CONFIGURATION.
4. Press . The report will print.
YES
5. The display will show
1. I-Fax NIC Options
The following lists the available options for setting up and
adjusting the Network Interface Card (NIC) functions.
To access:
SELECT
FUNCTION
1. Press
2. Press
then press keypad
9/HYPEN
USER
PROG.
TUV
8
8:I-FAX NIC OPTIONS
YES ( ) NO(/1-9)
Select Function to enter the menu.
9/USER PROG to enter the programming menu and
8 for I-FAX NIC OPTIONS and press
YES
to enter the menu.
8
3. Press to scroll through the features available for
NO
NIC Options.
Tex t Prin t
Header Print
Coding Mode
I-Fax NIC Settings
POP Interval
Network Settings
I-Fax NIC
Initialize
Ex.Fine Mode
Sender ID (Email)
Send File Format
Send Notification
I-Fax NIC Update
On/Off
IP Address
Subnet Mask
Default Gateway
SMTP Server Name
POP Server Name
POP User ID
POP Password
DNS P.SRV Addr.
DNS S.SRV Addr.
Fax Email Addr.
Ye s/ N o
I-Fax NIC Settings
The I-Fax NIC options can be accessed using the following:
To access settings:
SELECT
FUNCTION
9/HYPEN
USER
PROG.
TUV
8
8:I-FAX NIC OPTIONS
YES ( ) NO(/1-9)
1. Press Select Function to enter the menu.
2. Press
3. Press to enter
9/USER PROG to enter the programming menu and
then press keypad
8 for I-FAX NIC OPTIONS.
YES
I-FAX NIC SETTINGS.
Explanations of each function follow this list.
• Text Print
• Header Print
• Coding Mode
• Ex.Fine Mode
• Sender ID (Email)
• Send File Format
• Send Notification
• I-Fax NIC Update
Text Pr i nt
• Settings: ON or OFF
• Default: ON
Whether or not to print the body text of email. If this setting is
ON, the text in an email message is printed out. Please note that
9
only US-ASCII characters in the text can be printed as shown in
the following table. Any characters that cannot be printed will
be shown as spaces. Depending on the email client used, text
may not be printed or come out garbled.
Note: Text is not generally base64 encoded and coded text is not
supported (coded text is received, where the text in a coded
condition is printed.)
- Two or more sections of text are all printed. A line (98
hyphen characters) is added between text files (including body
copy) and a linefeed is created before and after the line.
Between a header and a text file (including body copy), no line
is added and one linefeed is inserted.
- The MIME header of the attached file is not printed.
- A blank line in the top of TEXT is eliminated in print and will
not be printed.
- In Microsoft Outlook or Lotus Notes, there is a setting to
send an Email body using HTML format. When set, the body
will be sent in both TEXT and HTML. If both are received,
Internet Fax will print only the TEXT portion. However, if the
setting is HTML format and there is an attached HTML file,
then the HTML portion will be printed, albeit with extra
characters associated with HTML. When Outlook is used,
please use TEXT as the sending format for printing.
0123456789ABCDEF
0SP 0 @ P‘p
1!1AQaq
22BRb r
3#3CScs
4$4DTdtÄä
5%5EU e u
6&6FVf vÖö
77GWgw
8(8HXhx
9)9IYiy
A*:JZjz
B+;K[k{
C,<L\ l |Üü
D-=M]m}
E.>N^n~
F/?O_oß
Header Print
• Settings: TYPE 1, TYPE 2, or OFF
• Default: TYPE 1
• OFF: Do not print header
10
• TYPE1: Print SUBJECT/FROM/TO
• TYPE2: Print all header information
This setting is only valid when the TEXT Print setting is ON.
Coding Mode
• Settings: MH, MR, MMR
• Default: MH
This is the coding mode for TIFF file images sent by Internet
Fax. Select the option desired.
Compression Rates:
MHlow
MRmedium
MMRhigh
The default setting is MH.
Often, other manufacturers’ Internet Fax products support
!
only MH.
Ex.Fine Mode
• Settings: 300 dpi or 600 dpi
• Default: 300 dpi
Scan resolution of EX.FINE mode for Internet Fax is 300 dpi or
600 dpi: 300 dpi is faster while 600 dpi is higher quality.
Sender ID (Email)
• Settings: ON or OFF
• Default: ON
Adds the sender ID to the main body of images scanned by
Internet Fax.
This setting will always apply when using Internet Fax, regardless of the setting for 4:SYSTEM DATA PRG. When using
Internet Fax as an email scanner, turn this setting OFF to prevent the sender ID data from appearing in scanned images.
Send File Format
• Settings: TIFF or PDF
• Default: TIFF
This determines whether the format sent is either PDF or TIFF.
Note: Oki facsimile machines cannot receive PDF faxes.
Send Notification
• Settings: ON or OFF.
• Default: ON
When sending an email from the I-Fax device, the body of the
email has a message which indicates that an attachment is
included. The message varies, depending on the setting of Send
File Format (TIFF or PDF).
I-Fax NIC Update
• Settings: YES or NO.
• Default: YES
11
This setting allows updates to the firmware when YES is
enabled. Usually this option is not required except when a
firmware update is released and run from a client machine.
POP Interval
• Settings: Off/1min/5min/10min/30min/60min/Daily
• Default: OFF
POP Interval can be accessed using the following:
SELECT
FUNCTION
9/HYPEN
USER
PROG.
TUV
8:I-FAX NIC OPTIONS
YES ( ) NO( /1-9)
8
NO
1. Press Select Function to enter the menu.
2. Press
3. Press to enter
4. Press until
5. Press to enter POP Interval.
6. Select either
9/USER PROG to enter the programming menu and
then press keypad
NO
8 for I-FAX NIC OPTIONS.
YES
YES
I-FAX NIC OPTIONS.
POP INTERVAL appears.
YES or NO to select the interval time desired.
This determines the frequency the machine will check for
incoming transmissions from the POP mailbox. Select the
option desired. OFF sets the machine to not check for incoming transmissions.
YES
Daily
Daily sets the machine to check the mail server once a day.
Thus, it is required that the time of day is set for this option.
POP INTERVAL
[DAILY] YES ( ) NO( )
POP INTERVALTIME
[__:__] PRG. TIME 0-9
– When the DAILY setting is selected, the time of day when
POP INTERVALTIME
YES
[TIME1] YES ( ) NO( )
YES
the mailbox is polled requires setting. There are four
different time settings available.
– If the POP INTERVAL TIME is not registered, then the auto
POP receiving action will not occur.
– After POP INTERVAL TIME is registered, even if the
setting is changed from
INTERVAL TIME
setting will not be lost.
DAILY to another one, the POP
Network Settings
This function modifies these network settings. The I-Fax Network settings can be accessed using the following:
SELECT
FUNCTION
1. Press
2. Press
then press keypad
9/HYPEN
USER
PROG.
TUV
8:I-FAX NIC OPTIONS
YES ( ) NO( /1-9)
8
NO
Select Function to enter the menu.
9/USER PROG to enter the programming menu and
8 for I-FAX NIC OPTIONS.
YES
12
NO
YES
YES
NETWORK SETTINGS appears.
NETWORK SETTINGS.
3. Press to enter I-FAX NIC OPTIONS.
4. Press until
5. Press to enter
6. To advance to each function within Network Settings, use
the
Start key.
7. To set each function, utilize both the numeric keypad and the
one-touch keys for easy access to commonly used symbols.
An explanation for each option listed below follows.
– “IP Address” on page 13
– “Subnetmask” on page 13
– “Default Gateway” on page 13
– “SMTP Server Name” on page 13
– “POP Server Name” on page 14
– “Pop User Id” on page 15
– “Pop Password” on page 15
– “DNS P.SRV Address” on page 16
– “DNS S.SRV Address” on page 16
– “FAX Email Address” on page 16
IP Address
Sets the IP address.
• When 0.0.0.0 is set as the IP address, the DHCP function
automatically starts. If a DHCP server is found, an IP
address is obtained from the DHCP server.
• From then on, an IP address is obtained from the DHCP
server each time the power is turned OFF and ON; therefore,
it is not necessary to change the IP address. When an IP
address is obtained from the DHCP server, the address is
displayed and an asterisk (*) appears at the end.
• If you wish to set a fixed IP address, input the IP address
(numbers). Other than the IP address, a SUBNET MASK,
DEFAULT, GATEWAY, and DNS SERVER address are also
obtained from the DHCP server automatically. Sometimes
they cannot be obtained depending upon the setup of the
DHCP server. In such a scenario, set each address one at a
time.
Subnetmask
Sets the subnet mask.
Default Gateway
Sets the default gateway address.
SMTP Server Name
Enter either the IP address or the host name of the SMTP mail
server.
If the DNS name of the SMTP server does not work, try
!
entering the IP address of the SMTP server.
13
1. Press the Number keys to insert either text or numbers.
Press them repeatedly to enter the character desired.
If the DNS name of the POP server does not work, try entering
!
the IP address of the POP server.
2. To jump to the next field, use the or
NO
3. Press the
keys.
Start key to enter your settings.
YES
Restrictions
• If DNS has not been set, enter the IP address of the server.
The address must include the “.” (period) dividers (e.g.,
192.168.4.123).
• Up to 64 characters may be entered.
• You may use Latin letters, numbers and symbols.
• To enter symbols, use either one-touch keys or key “0” of
the numeric ten-key pad.
• The symbols that can be used are: ! # & ’ ( ) * + , - . / : ; = ?
· @ ? ” _ % ~
-1
• The “~” (tilde) symbol shows on the display as “
”.
• The ” and ’ symbols cannot be used.
• Both uppercase and lowercase letters can be used. To
change the case, press the
1/CAPS key.
POP Server Name
Enter either the IP address or the host name of the POP mail
server.
1. Press the Number keys to insert either text or numbers.
Press them repeatedly to enter the character desired.
2. To jump to the next field, use the or
NO
3. Press the
keys.
Start key to enter your settings.
YES
Restrictions
• If DNS has not been set, enter the IP address of the server.
The address must include the “.” (period) dividers (e.g.,
192.168.4.123).
• Up to 64 characters may be entered.
• You may use Latin letters, numbers and symbols.
• To enter symbols, use either one-touch keys or key “0” of
the numeric ten-key pad.
• The symbols that can be used are: ! # & ’ ( ) * + , - . / : ; = ?
· @ ? ” _ % ~
-1
• The “~” (tilde) symbol shows on the display as “
”.
• The ” and ’ symbols cannot be used.
• Both uppercase and lowercase letters can be used. To
change the case, press the
1/CAPS key.
14
Pop User Id
Enter the user ID registered on the POP3 server.
1. Press the Number keys to insert either text or numbers.
Press them repeatedly to enter the character desired.
2. To jump to the next field, use the or
NO
keys.
YES
2. If a password has already been entered, it is shown as
XXXXXXXXXXXXXXXX (sixteen Xs).
3. Press the Number keys to insert either text or numbers.
Press them repeatedly to enter the character desired.
4. To jump to the next field, use the or
NO
keys.
YES
3. Press the
Start key to enter your settings.
Restrictions
• Up to 16 characters may be entered.
• You may use Latin letters, numbers and symbols.
• To enter symbols, use either one-touch key 20 or key “0” of
the numeric ten-key pad.
• The symbols that can be used are: ! # & ’ ( ) * + , - . / : ; = ?
· @ ? ” _ % ~
-1
• The “~” (tilde) symbol shows on the display as “
”.
• Both uppercase and lowercase letters can be used. To
change the case, press the
1/CAPS key.
Pop Password
1. Enter the password registered on the POP3 server, which
must be alphanumerical characters of no more than 16
characters long.
5. Press the
Start key to enter your settings.
Restrictions
• Up to 16 characters may be entered.
• POP USER ID and POP PASSWORD settings in the fax
machine must match the POP3 user name already entered in
the server.
• You may use Latin letters, numbers and symbols.
• To enter symbols, use either one-touch keys or key “0” of
the numeric ten-key pad.
• The symbols that can be used are: ! # & ’ ( ) * + , - . / : ; = ?
· @ ? ” _ % ~
• The “~” (tilde) symbol shows on the display as “
• The ” and ’ symbols cannot be used.
• Both uppercase and lowercase letters can be used. To
change the case, press the
1/CAPS key.
15
-1
”.
DNS P.SRV Address
DNS = Domain Name Service.
P.S RV = Primary Server.
• Sets the IP address of the DNS primary server.
• Do not change this setting if the server is connected directly
using its IP address.
DNS S.SRV Address
DNS = Domain Name Service.
S.Serv = Secondary Server.
• Sets the IP address of the DNS secondary server.
• Change this setting only when a secondary server has been
set up.
FAX Email Address
1. Enter the email address assigned to your machine. Press the
Number keys to insert either text or numbers. Press them
repeatedly to enter the character desired.
Restrictions
• Up to 64 characters may be entered.
• You may use Latin letters, numbers and symbols.
• To enter symbols, use either one-touch keys or key “0” of
the numeric ten-key pad.
• The symbols that can be used are: ! # & ’ ( ) * + , - . / : ; = ?
· @ ? ” _ % ~
-1
• The “~” (tilde) symbol shows on the display as “
”.
• The ” and ’ symbols cannot be used.
• Both uppercase and lowercase letters can be used. To
change the case, press the
1/CAPS key.
I-Fax NIC Initialize
This resets the Network Card to its original factory settings.
Verify that you want to do this before proceeding because when
resetting the Network Card to factory settings, all current settings are lost.
1. Press
2. Press
Select Function to enter the menu.
9/USER PROG to enter the programming menu and
then press keypad
8 for I-FAX NIC OPTIONS.
2. To jump to the next field, use the or
NO
3. Press the
keys.
Start key to enter your settings.
YES
NO
YES
YES
I-FAX NIC OPTIONS.
I-FAX NIC INITIALIZE appears.
3. Press to enter
4. Press until
5. Press twice to reset the network card.
16
Note:The message “ARE YOU SURE?” will appear on the
display. You must confirm your choice before the unit will
reset to factory defaults.
2. Email Settings
Registering addresses
Email addresses up to 64 characters long can only be assigned to
one-touch keys 01 to 10. It is also possible to program a group of
email addresses and assign the group to a one-touch dial number.
However, one-touch dial numbers for both email addresses and
telephone numbers cannot be assigned to a single group.
Restrictions
• Up to 64 characters may be entered.
• You may use Latin letters, numbers and symbols.
• To enter symbols, use either one-touch keys or key “0” of
the numeric ten-key pad.
• The symbols that can be used are: ! # & ’ ( ) * + , - . / : ; = ?
· @ ? ” _ % ~
• The “~” (tilde) symbol shows on the display as “
• The ” and ’ symbols cannot be used.
• Both uppercase and lowercase letters can be used. To
change the case, press the
1/CAPS key.
-1
”.
Program OT Email Addresses
Programming Email addresses can be accomplished using the
following procedures:
SELECT
FUNCTION
EMAIL:CAPS OFF
_
1. Press
2. Press
8/+
LOCATION
SENDER ID (EMAIL)
[ ON ] YES( ) NO ( )
Select Function to enter the menu.
8/LOCATION PROG to enter the programming menu.
PROG.
LOCATION PROGRAMING
ENTER(SRCH,OT,A/D,#)
SEND FILE FORMAT
[TIFF] YES( ) NO ( )
Start
PDF
OT
If
NO
If
YES
Start
Then press OT (One-Touch) key where you wish to program
the email address.
3. If the display does not read
press to begin entering the email address. Use
1/CAPS key to turn on/off caps.
the
YES
4. When finished, press the
EMAIL, press . Then
Start key to enter your
NO
17
settings.
5. Select either TIFF or PDF for the default send format for the
email address entered by pressing or
NO
.
YES
6. Select if you would like the Sender ID to appear in the image
as the default for the email address entered by pressing
YES
7. Press another OT key to program or press the
NO
or .
Stop key
until you have exited programming.
Program Group Email Addresses
Email Groups are clusters of email addresses tied together to a
Group setting, allowing you to send a document to multiple
email addresses. Once you have programmed multiple email
addresses to OT keys, then you are able to program email
groups. Telephone Fax numbers can also be programmed into
the same Group setting as well.
Programming email groups can be accomplished using the following procedure:
1. Press
2. Press
Select Function to enter the menu.
8/LOCATION PROG to enter the programming menu
and then press # key to enter Group programming.
3. Using the numeric keypad, enter the group location desired,
1-10. Example: To enter location 2, press 02.
4. The display will show the number of your current group and
SELECT LOC.(S). You can now add a location to your group
(or delete a location from it). Refer to the instructions below.
To do thisDo this
Add a One-Touch
location
Delete a previously
added email
Search for a location
by name to add or
delete
Press the One-Touch key. Press the Start key to enter the
location. Repeat as necessary.
Press the programmed One-Touch key. Press the Start key to
delete it. Repeat as necessary.
Press the Search key continuously (or use the numeric
keypad) until the location you want appears. Press the
START key to add or delete it.
5. Each group can contain up to a maximum of all of the OneTouch locations available on your fax machine.
6. When you are finished programming, press . The
display will show
LOCATION PROGRAMMING.
NO
7. To program another group, return to Step 3. If you are
finished, press the
Select Function key.
18
User Interaction
1. Sending Email
Sending emails can be accomplished in the following ways:
1. Manually entering an email with the Email key.
2. Using a preprogrammed One-Touch key.
3. Using the Group Email setting.
4. Using Broadcast feature.
Email Using Email Key
A document can be sent to an email address by manually entering the address using the numeric keypad.
1. Place a document in the machine.
2. Press the
3. Either begin entering an email
address directly using the numeric
keypad, or press the
again to setup the options for this
email.
Email key.
Email key
Email Key Options
SettingDescription
1: ToThe email address you are sending to.
2: FromThe email address you would like to appear as the return
address. The default is the fax machine’s own
programmed email.
3: SubjectEnter the subject of the email. If not subject is enter, then
it will appear “Internet FAX Message from [Sender ID]”.
4: Send File FormatTIFF or PDF encoding. Normally TIFF is best.
5: Sender IDYes, to have the Sender ID appear on the email.
6: Confirm ReportPrints a report on the email addresses entered.
7: Display (To):Displays the email address entered.
8: Display (From):Displays the email address entered.
4. Press the number key for the setting desired from the choices
listed above. Press to enter the setting; press
NO
to advance in the list. Enter the information
YES
required.
5. Depending upon the setting, press either or the
Start key to save and exit.
the
YES
19
6. Select another email setting (1-8) or press the Start
key again to email the document.
7. Press the
document, press
Stop key to exit without emailing the
Stop key again to remove the
document.
Email Using OT Key
A document can be sent to an email address (or several email
addresses) by pressing pre-programmed one-touch keys, but cannot be sent to recipients with telephone numbers registered on
one-touch keys.
1. Place a document in the
machine.
2. Press the One-Touch key at
which the recipient’s email
address is assigned and press
Start key.
the
3. After storing the document’s
image data in memory, the
machine will establish a server
connection and a
SENDING
message will display. At the end of the transmission, the
result will be displayed on the LCD and a buzzer will sound.
Notes:
• To type in the full email addresses, select the
Email key to
enter each email addresses individually. Refer to “Email
Using Email Key” on page 19 for further details.
• To stop transmission, press the
Stop key. The
transmission will be terminated at once without asking for
confirmation. Press the
Stop key again to remove the
document.
• Internet Fax data is scanned into memory before
transmission.If the document is too large for the memory
capacity, make two or more transmissions.
Email Using Group Email Setting
A document can be sent to several email addresses by selecting
the appropriate Group setting. If the same email address is
selected twice, the document will be sent only once. This feature
requires email addresses and/or fax numbers already programmed to a Group location. Refer to “Program Group Email
Addresses” on page 18 for further details.
If both an email address and a fax number are grouped together,
the machine will first send the document to the email address and
then the fax number.
20
1. Place a document in the
machine.
2. Press the
then the
3. Using the numeric keypad,
enter the Group location
desired, 1-10, and press the
Start key. Example: To
enter location 2, press 02.
4. ENTRY IS OK? will appear.
Press the Start key again to email the document.
Auto Dial key and
# key.
1. Place a document in the
machine.
2. Press the one-touch keys
desired quickly in succession.
For example, pressing OT1 and
OT3 will tell the machine to
email/fax to those programmed
numbers.
3. Press the
the document will be scanned
and sent.
Start key and
2. Receiving Email
Email Using Broadcast Feature
A document can be broadcast to email addresses and fax numbers by quickly selecting preprogrammed one-touch keys. Refer
to “Program Group Email Addresses” on page 18 for further
details.
This fax machine automatically connects to the server to receive
mail according to the setting “POP Interval” on page 12. If there
is mail on the server, reception will start automatically. If there is
more than one mail message, it will receive all the messages and
print them out automatically.
If automatic reception takes place and there is no mail, no record
of the transaction will be made. In the case of manual reception,
service code F941 will be recorded if there is no mail.
The machine cannot print out any other format than TIFF or Text
(*.tif and *.txt). If it receives a file other than those, a communication error will occur and an error report will be printed.
21
Manual Email Reception
Requesting a manual reception of email is accomplished using
the following procedure.
SELECT
FUNCTION
PRESS START TO RX
9/HYPEN
USER
PROG.
INTERN
INTERNET RX
WXYZ
9
Start
9:INTERNET RX
YES ( ) NO( /1-9)
RECEIVING
YES
messages. If there is not, reception of a message may be
terminated before reception is completed.
• The size of TIFF that can be received with Internet Fax is
approximately half the size of the memory capacity. A
memory full message may appear when receiving a largesized original. If this occurs, have the original sent in
sections.
1. Press
2. Press for the Fax machine to poll the email
Select Function → 9/USER PROG → numeric
keypad
9 for INTERNET RX.
YES
server for email. If email is present, several screens will
appear and the email will print. If not, no record of the
transaction will be made.
3. If there is a connection problem, the following screen will
appear:
COMMUN.ERROR
Recheck the connections and try again.
Notes:
• Internet Fax receives mail in memory. Check to make sure
that there is a sufficient free memory space to receive fax
22
Troubleshooting
If a communication error occurs, check the service code shown
on the Activity Report.
SMTP Communication
The service code for a SMTP communication is prefixed with the
letter E.
Error Description
0000 Normal Shutdown
9080 Press stop key
E058 Failed SMTP connection
E074 Cable not connected
E081 DNS cannot resolve SMTP server name
E082 No response from SMTP server
E083 Error generated in SMTP command sequence
E108 Transmission attempted when destination was not set
E109 Transmission attempted when mail address of own device not set
E110 Transmission attempted when SMTP server not set
E401 communication was attempted when the IP address of the own device was
not set.
E942 Command timeout
E990 Other error
EF00 Option board I/F error
Note: For service codes E001 and E002, the number of pages in
the report will be left blank.
POP3 Communication
The service code for a POP communication is prefixed with the
letter F.
Error Description
0000 Normal Shutdown
F001 Normal shutdown (only text received)
F002 Normal shutdown (only text received but cannot print)
F059 Failed in POP connection
F074 Cable not connected
F076 DNS cannot resolve POP server name
F077 No response from POP server
F078 Incorrect POP user name/password
F079 Error generated in POP command sequence
F105 Reception attempted when POP server was not set
F106 Reception attempted when POP user name was not set
F107 Reception attempted when POP password was not set
F113 Failed in updating NIC firmware ... firmware before updating remains
F401 IP address not set
F931 Unreceivable email (TIFF NG)
F932 Unreceivable email (other than TIFF NG)
23
Error Description
F940 Memory full
F941 When mail does not exist in server upon manual reception
F942 Command timeout
F990 Other error
FF00 Option board I/F error
Note: For service codes F001 and F002, the number of pages in
the report will be left blank.
Transmission troubleshooting
Transmission fails; a communication error occurs.
• Are the IP ADDRESS, SubNet Mask and Default Gateway
settings correct?
• Has the SMTP server been configured correctly?
• If using DNS, is the DNS server address correct?
• Check to make sure that the server is not down.
• If DNS is ON, some servers may cause an error.
When one-touch key is pressed with an email address assigned, a
warning message appears on the LCD.
• Has an email address been assigned on this machine?
LCD shows message “OPTION BOARD ERROR”.
• A network card I/F error has occurred - turn the power off
and on again to recover.
The TIFF file sent cannot be printed out on the receiver.
• Is the file sent at EX-FINE resolution or in coding mode
other than MH? I-Fax simple mode Internet Fax products
support only the STD and FINE resolution settings and MH
coding mode.
The Sender ID is added to the subject when transmitted?
• The Sender ID (Email) setting is ON and the subject is not
entered. Either enter a Subject when sending an email or
turn off the “Sender ID (Email)” on page 11.
I want to send it by PDF.
• TIFF or PDF transmission file formats are available. You
can also specify the format using the Email key with every
transmission. You can change the default transmission
format here, “Send File Format” on page 11.
Reception troubleshooting
Reception fails; a communication error occurs.
• Are the IP ADDRESS, SubNetMask and Default Gateway
settings correct?
• Has the POP server been configured correctly?
• If using DNS, is the DNS server address correct?
• Is the USER ID correct as registered on the POP server?
• Is the password correct as registered on the POP server?
24
Reception does not start.
• Has the POP interval been set to OFF? Check “POP
Interval” on page 12.
• Is there a sufficient free memory space? Images have to be
first stored in memory and cannot be received if there is not
enough space. Have the message resent in smaller pieces if
possible.
When receiving data manually, a warning message appears on
the LCD.
• Are the POP server or USER ID registered?
The LCD shows message OPTION BOARD ERROR.
• A network card I/F error has occurred - turn the power off
and on again to recover.
A communication error occurs during reception and a report is
printed out.
• The received file is not of a format supported by this
machine.
Data is sent from an email client on a PC to the Fax machine, but
the reception has failed.
• Is the TIFF format used supported by this Internet Fax?
• If only a text has been sent, it will not be printed out unless
the TEXT PRINT setting is ON.
• Some email clients send email using unusual formats which
this fax machine cannot receive.
The fax machine prints out a large number of meaningless characters.
• It may be printing out a file format that the machine cannot
decode. If this occurs, ask the sender to resend the fax using
TEXT only format.
Communication errors occur, and service code F078 is given
each time.
• The POP server password or user ID may be wrong, causing
the server to return authentication errors.
Can PDF files be received?
• PDF files can be sent but cannot be received.
Authentication - Unable To Send Global E-mails
Symptom
The machine can receive emails from both inside a local network, and globally from outside a local network. It can send
emails to anyone on the local network, but it cannot send emails
to anyone outside the local network.
Cause
If all of the parameters on the T.37 have been configured properly, the problem may be that the mail server requires “authentication” as most mail servers can be configured to require
authentication. If this is enabled on the mail server, it will prevent the machine from sending any global email, since the Oki
T.37 card does not currently support this feature.
25
Resolution
Any changes to allow the machine to send global emails would
have to be made at the mail server itself. The network administrator needs to configure the mail server not to require authentication from the IP address the machine has been assigned. The
administrator may not want to do this for security reasons, but it
is the only method available that allows the machine to send
emails outside of the local LAN.
Additional Info
Many networks today use Microsoft Exchange as their mail
server, with authentication enabled. Microsoft does have a
white paper (Q255125) on their web site that explains how to
exempt one IP address from requiring authentication. It can be
found by doing a search of Microsoft's Knowledge Base at
http:\\www.microsoft.com.
26
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