Oki 4580 User Manual
Contents
I-Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Operation Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
To use Internet Fax ...........................................................2
What Your I-Fax Machine Can Do . . . . . . . . . . . . . . . . . . . 3
Installation Requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Machine Installation .........................................................3
Network Setup ..................................................................3
Customization ...................................................................3
LAN Topologies and Operating Systems ......................... 3
Lan 3
Internet Fax Protocols 4
Internet Fax Transmission . . . . . . . . . . . . . . . . . . . . . . . . . . 4
General Information 4
SMTP Server Address / Name..........................................4
DNS Server’s IP ADDRESS ............................................4
Email Address...................................................................4
Internet Fax Reception . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
General Information 4
POP Server Address / Name.............................................5
DNS Server’s IP Address .................................................5
POP Server User Name .................................................... 5
POP Server Password .......................................................5
Network Settings List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
List of Settings 5
Materials Provided . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
User’s Guide..................................................................... 6
Warranty Document ......................................................... 6
I-Fax Option Guide .......................................................... 6
Software Utilities CD-ROM ............................................ 6
TIFF Utility 6
Components of an Internet Fax . . . . . . . . . . . . . . . . . . . . . . 6
Header .............................................................................. 6
Email ................................................................................ 6
Attachment(s): TIFF or PDF............................................ 6
Helpful Hints (I-Fax) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
PSTN Faxing vs. Internet Faxing..................................... 7
Internet Fax ...................................................................... 7
Email Addresses vs. PSTN (Phone) Numbers ................. 7
Status of Server ................................................................ 7
Backup / Archive (Email Scanning)................................. 7
Network Set Up. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Identifying Current Settings on Fax Machine .................. 8
Print the Configuration Report 8
I-Fax NIC Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
I-Fax NIC Settings ........................................................... 9
Text Print 9
Header Print 10
Coding Mode 11
Ex.Fine Mode 11
Sender ID (Email) 11
i
Send File Format 11
Send Notification 11
I-Fax NIC Update 11
POP Interval...................................................................... 12
Daily 12
Network Settings ..............................................................12
IP Address 13
Subnetmask 13
Default Gateway 13
SMTP Server Name 13
POP Server Name 14
Pop User Id 15
Pop Password 15
DNS P.SRV Address 16
DNS S.SRV Address 16
FAX Email Address 16
I-Fax NIC Initialize........................................................... 16
Email Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Registering addresses........................................................17
Program OT Email Addresses 17
Program Group Email Addresses 18
User Interaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Sending Email . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Email Using Email Key....................................................19
19
Email Key Options 19
Email Using OT Key ........................................................20
Email Using Group Email Setting ....................................20
Email Using Broadcast Feature ........................................21
Receiving Email . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Manual Email Reception.................................................. 22
Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
SMTP Communication..................................................... 23
POP3 Communication...................................................... 23
Transmission troubleshooting .......................................... 24
Reception troubleshooting ............................................... 24
Authentication - Unable To Send Global E-mails ........... 25
Symptom 25
Cause 25
Resolution 26
Additional Info 26
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.
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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/IP SMTP
POP3 DNS
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.
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.
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