Oki 5400 User Manual

OKIFAX

5400

User’s Guide

Every effort has been made to ensure that the information in this docu ment is complete, accurate, and up-to-date. The manufacturer of this equipment assumes no responsibility for the results of errors beyond its control. The manufacturer of this equipment also cannot guarantee that changes in software and equipment made by other ma nufacturers and referred to in this guide will not affect the applicability of the information in it.

Mention of software products man ufactu red b y o th er co mpan ies d oes not necessarily constitute endorsement by the manufacturer of this equipment.

This user’s guide is subject to change without notification. This product complies with the requirements of the Council Directives 89/

336/EEC and 73/23/EEC on the approximation of the laws of the m ember states relating to electromagnetic compatibility an d low voltage.

Company, Ltd. Energy Star is a trademark of the United States Environmental Protection

Agency.

Preface i

ENERGY STAR

As an Energy Star Partner, Oki has determined that this product meets the Energy Star guidelines for energy efficiency.

ii User’s Guide

Table of Contents

Safety

General . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Installation hints . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Operation & maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Toner cartridge & image drum handling . . . . . . . . . . . . . . . . . . . . . . . 3

Emergency first aid . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Introduction

Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Product options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Memory expansion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Second paper cassette . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

PC interface board . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Component Identification

What you should receive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Control panel keys & indicators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

One touch keypad . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Using one touch keys for dialling . . . . . . . . . . . . . . . . . . . . . . . 16

Using one touch keys for selecting functions & programming . 17

Signal tones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Installation

Getting started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Where to install your fax machine . . . . . . . . . . . . . . . . . . . . . . . . . 19

Unpacking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Setting up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Installing document stacker . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Installing toner cartridge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Connecting telephone line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Installing external handset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Connecting external telephone or answering machine . . . . . . . . . 24

Connecting power . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Loading paper . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Setting time & date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Preface iii

Setting answering mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28

Answering mode options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28

Changing answering mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30

Fax machine identification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30

Setting fax machine identification . . . . . . . . . . . . . . . . . . . . . . . . . .31

Setting forwarding number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32

Setting language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33

Connecting to a PBX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33

Dial Directories

One touch keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35

Programming . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35

One touch parameters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37

Chain dialling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37

Auto dial numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38

Programming . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38

Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39

Programming . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39

Basic Operations

Preparing documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41

Document size . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41

Multiple page documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4 1

Loading documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42

Sending faxes to single location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43

Search key dialling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44

Real-time dialling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44

Redialling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44

Confirming results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .45

Stopping transmissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .45

Receiving faxes manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .45

Receiving faxes into memory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46

Memory reception . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46

No paper reception . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46

No toner reception . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46

Cancelling messages stored in memory . . . . . . . . . . . . . . . . . . . . .47

Rejecting unsolicited fax messages . . . . . . . . . . . . . . . . . . . . . . . . . . .47

Power failures & memory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48

Making copies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48

Making copies using manual paper feeder . . . . . . . . . . . . . . . . . . .49

Using voice request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50

Initiating voice request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51

iv User’s Guide

Answering voice request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Advanced Operations

Sending faxes to multiple locations . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Delayed sending of faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Sending delayed fax from document feeder . . . . . . . . . . . . . . . . . 54

Sending delayed fax from memory . . . . . . . . . . . . . . . . . . . . . . . . 55

Cancelling delayed transmissions . . . . . . . . . . . . . . . . . . . . . . . . . 56

Confidential faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Sending confidential faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Receiving confidential faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Creating confidential mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Changing password or closing mailbox . . . . . . . . . . . . . . . . . . . . . 59

Printing confidential faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Relay broadcasting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Relay initiating station . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Relay key station . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Relay broadcast report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Initiating relay broadcasts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Polling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Polling transmission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Polling reception . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Dual access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

While sending faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

While receiving faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

While making copies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

While printing reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Programming

Customising features & operations . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Viewing your current settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

User function settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

User function settings list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Changing user function settings . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Dial parameter settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Dial parameter settings list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Changing dial parameter settings . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Service function settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Service function settings list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Preface v

Reports

Uunderstanding reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .75

Activity report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .75

Broadcast confirmation report . . . . . . . . . . . . . . . . . . . . . . . . . . . . .76

Telephone directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .76

Configuration report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .77

Message confirmation report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .77

Confidential reception report . . . . . . . . . . . . . . . . . . . . . . . . . . . . .77

Broadcast entry report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .78

Power outage report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .78

Printing reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .78

Printing message confirmation report . . . . . . . . . . . . . . . . . . . . . . .78

Printing other reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .79

Codes used in reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .79

Result codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .79

Communication codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .79

Problem Solving

Clearing document jams . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .81

Clearing printer paper jams . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .82

Replacing toner cartridge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .85

Replacing image drum unit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .88

Reading print counters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .90

Problem checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .91

Specifications

vi User’s Guide

Safety

Your fax machine has been carefully designed to give you years of safe, reliable performance. As with all electrical equipment, however, there are a few basic precautions you should take to avoid hurting yourself or damaging the fax machine.

General

• Read this user's guide carefully and keep it in a safe but accessible place so that you can use it for future reference.

• Read and follow all warning and instruction labels on the fax machine itself.

• Disconnect the fax machine before yo u clean it. DO NO T u se liquid or aerosol cleaners to clean the fax machine.

• Place your fax machine on a f ir m, solid surf ace. If you place the fax machine on something unsteady, it may fall and become damaged or injure someone. If you place the fax machine on a soft surface, such as a rug, sofa, or bed, the vents may become blocked causing the fax machine to overheat.

• Do not use your fax machine near water, or spill liquid of any kind into it.

English

Installation hints

• Install your fax machine in a dust-free location away from direct sunlight.

• Do not connect your fax machine to a power source that is used by other equipment producing electrical noise (i.e., air conditioners, etc.).

• Leave electronic adjustments to authorized service personnel.

• The LINE terminal connects your fax machine to a standard telephone line. To avoid damage to your telephone system or to the

Safety 1

fax machine, do not connect your fax machine into anything other than a standard telephone socket.

• Your fax machine has an earthed, 3-pin plug as a safety feature and it will only connect to an earthed outlet. If you cannot connect this plug to your po wer o utl et , t hen it i s pos sib le that you have an older, non-earthed outlet. Contact an electrician to have y our po wer outlet replaced. Do not use an adapter to defeat the earthing.

• The electrical power outlet should be located near the fax machine and should be easily accessible.

• The TEL ports on the back of the fax machine are only suitable for 2 wire devices. Not all standard telephones will respond to incoming ringing when connected to an extension socket.

• This fax machine may not necessarily provide an effective handover of a call from a telephone connected to the same line.

• The operation of this fax machine on the same line as a telephon e or other equipment with audible warning devices or automatic ring detectors will rise to bell tinkle or noise and may cause false tripping of the ring detector. Should such problems occur, the user is not to contact the telephone company .

Operation & maintenance

• Use a dry cloth to clean the control panel and the main body of the unit.

• Aside from the instructions specifically mentioned in this user’s guide, your fax machine is not user serviceable. DO NOT attempt to service the machine or lubricate moving parts by yourself.

• Disconnect the power cable before trying to remo ve any ob jects that may have fallen into the machine.

• Immediately disconnect the fax machine if it becomes physically damaged and arrange for its repair or disposal.

• When relocating your fax machine, always disconnect the telephone line before disconnecting the power cable. When reconnecting your fax machine, connect the power cable first, then the telephone line.

• This fax machine is not intended to be used in parallel with any other telephone devices.

2 User’s Guide

Toner cartridge & image drum handling

• Leave unused toner cartridges and image drum units in their packages until needed. When replacing a toner cartridge or image unit, reuse the packaging to dispose of the old toner cartridge or image drum unit.

• Do not expose the to ner cartridges and image drum units to lig ht for more than five minutes. Never expose the green drum (inside the image drum unit) to direct sunlight.

• Always hold the image drum unit by the ends - never by the middle. Never touch the green drum inside the image drum unit.

• To avoid damage to the image drum unit, always use original Oki toner cartridges.

• Exercise care when removing the toner cartridge. Do not let it touch your clothing or porous ma terials. The toner powder causes permanent stains.

• Small amounts of toner spilled on skin or clo thing can be readily removed with soap and cold water. Using heated water will make removing the stain much more difficult.

Emergency first aid

•

IF TONER IS SWALLOWED:

attention. Never attempt to induce vomiting or give anything by mouth to a person who is unconscious.

•

IF TONER IS INHALED:

fresh air. Seek medical attention.

•

IF TONER GETS IN THE EYES:

quantities of cool, NOT cold, water for a minimum of 15 minutes keeping eyelids open with fingers. Seek medical attention.

Induce vomiting and seek med ical

Take the person to an open area for

Flush eyes with large

English

Safety 3

4 User’s Guide

Introduction

Thank you for purchasing this OKIFAX fax machine. This fax machine uses advanced Light Emitting Diode technology to transfer received and copied images to plain paper. It has been designed to make sending and receiving faxes a fast and trouble-free process.

Features

The OKIFAX 5400 includes all the following features:

• 30 One Touch keys for automatic, single-key dialling of pre-programmed telephone numbers.

• 99 Auto Dial numbers for automatic dialling of additional pre-programmed telephone numbers.

• Group programming (20 groups) allowing transmission of a document to multiple locations with a single selection.

• A search feature allowing you to look for pre-programmed telephone numbers by name.

• Halftone transmission in up to 64 shades of gray.

• High-speed fax transmission and reception at up to 28,800 bits per second.

• 16 mail boxes for confidential transmission and reception.

• Automatic redial and page re-transmission when a telephone number is busy or when problems occur in communication.

• Advanced transmission and reception features, including delayed transmission, transmission to multiple locatio ns, confidential transmission and reception, relay broadcast initiate and polling.

• Advanced memory transmission and reception features, including automatic reception into memory with or without password printing.

• Reports to help you keep track of your fax machine’s operations and settings.

English

Inroduction 5

• Automatic power save mode.

• Answering modes for manual and automatic fax reception, automatic switching between incoming voice and fax messages. Also allows an answering machine to be connected in series to the telephone line after the fax machine.

• A closed network feature to allow you to limit who can send faxes to your fax machine, or to limit both where f axes can be sent to and received from.

• Your fax machine can also make up to 99 sorted copies of an original document using standard weight (80 g/m

• 2.5 Mb of built-in memory.

• An advanced dual access feature which allows you to load and prepare multiple documents for transmission while your fax machine is sending or receiving another message.

• High-speed scanning of original documents.

• A manual paper tray to allow you to load a different type of paper while making copies. Paper size is dependent on 1st paper size setting.

• A fax forwarding feature to allow your fax machine to receive messages into memory and automatically forward the messages to another remote fax machine.

) paper.

Product options

A number of options are available to increase the usefulness and convenience of your fax machine.

Memory expansion

Installing additional memory allows the fax mach ine store to more pages of information in memory. If you are constantly seeing a MEMORY OVERFLOW message on your fax machine, you should consider purchasing additional memory. An optional 4 Mb memory expansion board is available.

The memory expansion board option includes a built-in backup battery. This feature protects memory operations and other communication settings for up to one hour in the event of a power failure.

6 User’s Guide

Second paper cassette

The second paper cassette option adds an additional 500 pages of paper capacity to your fax machine. When the main paper cassette runs out of paper, your fax machine automatically switches to the second paper cassette to continue printing received faxes or copies.

PC interface board

This allows your fax machine to communicate with a personal computer. Once the option is installed, you can:

• Use your fax machine as a local printer.

• Send fax messages directly from your computer.

• Receive and store fax messages on your computer.

• Scan pages from your fax machine into your computer.

• Program One T o uch Ke ys, Auto Dial Num bers and groups into yo ur fax machine from a personal computer.

English

Inroduction 7

8 User’s Guide

Component Identification

What you should receive

Power Cable

English

Document Stacker

Optional External

Handset

Telephone Cable

Fax Machine

Image Drum Unit

(inside fax machine)

Toner Cartridge

Component Identification 9

Components

1 One Touch Keypad 2 Document Table:

documents that are to be faxed or copied.

3 Document Table Extension:

that are to be faxed or copied.

4 Copy Stacker: 5 Front Panel:

access to the manual paper feeder. This allows you to bypass the paper cassette and feed paper directly into the machine. Use this feature when you want to use a different type of paper.

6 Copy Stacker Extension:

or received faxes.

7 Paper Cassette: 8 Paper Indicator:

cassette.

10 User’s Guide

Covers the copy stacker and hols original

Flips out t o support l onger document s

Holds copies or received faxes.

The panel on the front of the fax machine gives you

Slide this tray out to help support copies

Holds up to 250 sheets of paper.

Shows how much paper remains in the paper

English

9 Power Switch:

turn the fax machine OFF.

10 Document Guides:

documents that are to be faxed or copied.

11 Control Panel 12 Document Stacker:

been faxed or copied.

13 Paper Path Icon: 14 AC Power Socket:

machine into this socket.

15 Cable Run:

telephone cable through this cable run to TEL1 or TEL2 terminals.

16 TEL1/TEL2 Termi nals:

to the optional external handset or an external telephone.

17 LINE Terminal:

telephone line.

18 Expansion Slot Cover:

slots for the optional PC interface board and memory expansion boards.

19 Image Drum Unit:

photosensitive drum which receives images from the LED print head and transfers these images to the printing paper. You will need to change this image drum unit about every 11 000 pages, depending on usage.

20 Toner Cartridge:

drum unit, contains black powder which acts as the ink for your fax machine.

Press the I to turn the fax machine ON and the O to

Adjust these guides to the page width of teh

Holds your original documents after they have

Load documents face down here.

Connect the power cable suppli ed with your fax

When installing the optional external handset, feed the

Terminals for connecting the fax machine

Terminal for connecting the fax machine to a

Open this cover for access to expansion

The image drum unit contains the

This black cylinder, installed inside the image

Component Identification 11

21 LED Print Head:

which transfers received or copied images onto th e image drum unit. Clean this bar each time you change a toner cartridge.

This black bar is the part of your fax machine

Control panel keys & indicators

1 LCD Panel:

instructions and information while your fax machine is operating or while you are programming your fax machine.

2 Copy Key:

When no documents are loaded, press this key to obtain a Message Confirmation Report about your last transmission.

3 Hyphen Key:

telephone numbers, use this key to tell your fax machine to wait for the outside or international line to become available before it proceeds with dialling the rest of the telephone number. W hen programming the TSI/CSI or call back numbers into your fax machine, use this key to enter a “+” symbol.

4 Search Key:

programmed to have a name or lo cation ID associated wit h their telephon e numbers. Using this key by itself or in combination with the numeric keypad, you can search for these numbers alphabetically.

12 User’s Guide

Refer to this liquid crystal display (LCD) panel for

After loading a document, pr ess this key to make a cop y.

When programming One Touch keys and Auto Dial

One Touch keys and Auto Dial numbers can be

English

Component Identification 13

5 Auto Rec Key:

This key sets the answering mode of your fax machine. The answering mode controls how your fax machine answers incoming calls and receives faxes. The display of your fax machine will always indicate your current selection. See Setting Answering Mode in Installation for more information about the answering modes available in your fax machine.

6 Select Function Key:

Using this key activates the advanced transmission and reception functions, to obtains report and for programming. To select a function, press the Select Function key, then press the One Touch key labelled with the funct ion you want to use. While programming or selecting other functions, pressing the Select Function key a second time takes yo u directly back to the stand-by mode of you r fax machine.

7 Auto Dial Key:

Auto Dial numbers are abbreviated numbers for rapid dialling. Rather than dialling the entire telephone num ber, you can enter a 2-digit code number to Auto Dial number instead. You can also use the Location IDs (names) associated with Auto Dial numbers to search for these locations by name using the Search key.

8 Redial Key:

Pressing this key manually redials the last number

dialled on your fax machine.

9 Hook/V. Request Key:

Press the Hook/Voice Request key to open a telephone line for manual dialling. You will be able to hear the dial ling through the speaker of your fax machine.

If you have an optional telephone handset or external telephone connected to your fax machine, you can also use this key to initiate or answer a request for voice communication. During a fax communication, press the Hook/Voice Request key to tell the operator at the other fax machine that you want to talk at the end of your transmission or after reception of any page has been completed. To answer a voice request, press the Hook/ Voice Request key after lifting your telephone handset.

10 One Touch Keypad:

For a description of all the functions of the

One Touch k eypad, see “One touch keypad” on page 16.

11 One Touch La bels:

After programming a location into a One Touch key, write the name of the location on the One Touch label. Lift off the plastic cover and use a pencil to write in the name, then replace the cover.

12 Numeric Keypad:

When dialling, these twelve keys work like the keypad on a telephone. You will also use the keypad to enter numbers, letters and other characters while programming.

13 */Tone Key:

If your fax machine is set to pulse dialling, this key

allows you to switch the dialling operation of your fax machine from pulse

14 User’s Guide

to tone dialling during your current call. You can also use this key while programming to create numbers with mixed pulse-then-tone operation.

14 0/Unique Key:

programming your Sender ID or a Location ID, you can use this key to enter a variety of unique characters, e.g. ! # & ‘ ( ) * + , – . / : ; = ? _ ä ß ñ ö ü Æ Å Ø æ å ø.

15 Transmit Resolution/ YES key:

used for transmitting documents. Use STD for standard o r iginals, FINE and EX.FINE for detailed or small print originals, and PHOTO for originals that include colours or many shades of gray.

You will also use the YES key when making selectio ns or to move your cursor while programming.

16 Type of Original/NO key:

after loading a document for transmission. Use LIGHT for originals that are too light, NORMAL fo r documents wit h good contrast , and DARK for originals that are too dark.

You will also use the NO key when making selection s o r to m ove your cursor while programming.

17 Alarm Indicator:

notify you of any problem that occurs. To turn the alarm indicator off, press the Stop key and correct the problem.

18 Stop Key:

turns off the Alarm Indicator. During programming, pressing the Stop key takes you back step-by-step throu gh the program ming functi ons you have already selected.

19 Start Key:

the display or confirms information you have entered into the display.

20 Plus (+) Key (One Touch Key 13 and 28):

enter or program into y our fax m achine can be up to 3 2 dig its lon g. When a number is longer than 32 digits, it is possible to dial this number using combination of One Touch keys, Auto Dial numbers or the numeric keypad. When programming a ch ain dial number into a One Touch key or Auto Dial number, press the Plus key at the end of the first part of the number to indicate to the fax machine that this is a chain dial number.

21 Space Key (One Touch Key 14 and 29):

Touch Keypad to enter spaces while programming or to erase previously programmed information. Unlike the Pause key, spaces are used f or easier reading only and have no effect on dialling.

When dialling, use this key to enter a “0”. When

This key changes the resolution

This key selects the document contrast

This indicator glows red and an alarm sounds to

This key cancels any operation currently in progress and

Pressing the Start key initiates the operation indicated on

Each fax number you

Use this key on the One

English

Component Identification 15

22 Pause Key (One Touch Key 15 and 30):

Touch keypad to enter automatic 3-second pauses in dialling when programming telephon e numb ers . For example, you may want to use this key to tell your machine to wait for an outside or international line to open. Pauses in telephone numbers are marked by a “P” symbol.

Use this key on the One

One touch keypad

The One Touch keys are an important tool on your fax machine. You will use them for quick, one-touch dialling, and to access the functions and programming options of your fax machine.

Using one touch keys for dialling

To use a One Touch key for dialling, just press the appropriate One Touch key. For each key, you may program up to two telephone numbers: a primary number, which will always be dialled first, and an alternate number which will be automatically dialled if the first number is busy or if there is no answer.

You can also use the Location IDs (names) associated with One Touch keys to search for these locations by name using the Search key.

There are 30 One Touch Keys av ailable fo r programming. To access One Touch keys 16–30, gras p the One Tou ch keypad l atch and swi ng the main One Touch panel up and out of the way. When you are finished, close the One Touch keypad to continue with other options and programming.

16 User’s Guide

Using one touch keys for selecting functions & programming

You will also use One Touch keys 1 to 10 for selecting special transmission and reception functions, obtaining reports and programming.

To select a function from the One Touch keypad, press the Select Function key, then press the corresponding One Touch key.

1 Delayed TX Key:

which you can specify for up to three days later.

2 Broadcast Feeder TX Key:

locations.

3Confidential TX Key:

document to a personal mail bo x (a mem ory storage area) in the receiving fax machine.

4 Relay Initiate TX Key:

transmission. During a relayed fax transmission, your fax machine initiates the transmission by sending a document to a second fax machine, which then broadcasts the message to a number of other fax machines.

5 Polling Key:

this key to set your fax machine to wait for another fax machine to call and request the document to be sent (po lling transmission) . When no document is loaded on the document table, using this key calls another fax machine and requests it to send the documents it has loaded into memory (polling reception).

6 Report Print Key:

fax machine.

7 Counter Display K ey:

of pages it has printed and scanned. Using this key checks the print counters of your fax machine and resets the drum counter of your fax machine after replacing the image drum unit.

8 Location Program Key:

Auto Dial numbers and groups into your fax machine.

9 User Program Key:

identification informationof your fax machine, set the clock of your fax machine and to change the function settings of your fax machine.

10 Message Print From Memory Key:

to receive messages into memory and not print them when it runs low on toner. Using this key you can also force messages to prin t when toner is low, but print quality may be poor.

Use this key to send a fax at a later time and date

Use this key to send a fax to multiple

Using this key sends a confidential

Using this key sets up a relayed fax

When a document is loaded on the document table, use

Using this key manually prints reports from your

Your fax machine keeps track of the num ber

Using this key program s One Touch keys,

Using this key allows you to program

Your fax machine can be set

English

Component Identification 17

Using this key prints out confidential fax messages received into mail boxes in the memory of your fax machine after entering the correct password.

When no messages are in memory, using this key prints a cleaning page to clear accumulated toner from your fax machines image drum.

Signal tones

Your fax machine emits a number of sounds to inform you of specific conditions.

Key Select Tone:

key.

Error Tones:

will emit three short beeps. If your fax machine experiences a problem during communications, it will emit three long beeps. Press the Stop key to turn the error tone off, then print a Message Confirmation Re port to check the source of the problem by pressing the Copy key twice with no documents loaded.

Voice Request Tone:

remote fax machine may initiate a voice request. When the person at the remote fax machine either initiates or answers your voice request, your fax machine emits a repetitive warbling sound.

End of Session Tone:

machine emits a short beep to inform you that there were no errors or problems in the communication.

Off-Hook Alarm Tone:

and if the handset is left off the hook, your fax machine will emit an intermittent warbling sound. To turn off the sound, hang up the handset or press the Stop key.

This is a short beep that occurs each time you press a

If you press a wrong o r inappropriate key, y our fax machine

During a fax session, either you or the person at the

At the end of every successful fax session, your fax

If your fax machine is equipped with a handset,

18 User’s Guide

Installation

Getting started

To install your new fax machine, follow the instructions from Unpacking to Setting the Fax Identification. You m us t com plete these steps for your fax machine to operate properly.

If you have purchased an option package for your fax machine, refer to th e documentation you received with that option.

Where to install your fax machine

• Install your fax machine in a dust-free location away from direct sunlight.

• Allow sev eral centimetres on each sid e of the fax machine to ensure adequate ventilation.

• Make sure that both power and telephone outlets are available nearby.

• Choose a location where the relative humidity is between 20% and 80%, and where the temperature is between 10°C/50°F and 32°C/ 92°F.

English

Unpacking

Before you begin, be sure that all the items listed below are included in your package. Refer to the illustrations in Componen t Iden tification to identify the items. After removing the items from the carton, place them on a sturdy surface.

• Fax machine unit

• Toner cartridge

• Image drum unit (inside facsimile unit)

• Power cable

• Telephone line cable

Installation 19

• Paper tray/Copy stacker

• This user’s guide

Note:

A telephone handset, handset cradle and handset cable may also be included. If any items are missing, notify your dealer immediately for a replacement. Keep your packing materials and carton in c ase yo u ever need to ship or transport the machine.

Setting up

Installing document stacker

Slip the document stacker indents over the tabs on the rear of the unit. You will feel them lock into place.

Installing toner cartridge

1. Lift the document table into an upright position.

SELECT FUNCTION

AUTO REC

DEF

ABC

JKL

WXY

GHI

TUV

PRS

OQZ

20 User’s Guide

AUTO DIAL

REDIAL

STOP

ALARM

HYPHEN

HOOK V. REQUEST

STD

DARK

COPY

FINE

NORMAL

LIGHT

EX FINE

PHOTO

2. Push in the cover release buttons on the side of the copy stacker until you hear a click. Lift the copy stacker.

SELECT FUNCTION

AUTO REC

DEF

ABC

JKL

GHI

TUV

PRS

OQZ

T AR

AUTO DIAL

REDIAL

STOP

ALARM

HYPHEN

HOOK V. REQUEST

STD

DARK

COPY

FINE

NORMAL

LIGHT

EX FINE

PHOTO

WXY

3. Remove the protective foam cylinder from the toner well in the image drum unit.

SELECT FUNCTION

AUTO REC

DEF

ABC

JKL

GHI

TUV

PRS

OQZ

ART

AUTO DIAL

REDIAL

STOP

ALARM

HYPHEN

HOOK

V. REQUEST

STD

DARK

COPY

FINE

NORMAL

LIGHT

EX FINE

PHOTO

WXY

WARNING Be careful when handling the to ner cartridge. Do not let toner spill onto your clothing or other porous materials. If you experience any problems

with toner, refer to the safety instructions at the beginning of this user’s

guide.

English

4. Remove the toner cartridge from its package and gently shake it from side to side to distribute the toner. Then carefully peel the white plastic tape from the bottom of the toner cartridge.

Installation 21

5. Wit h the ridged side facing up and the colour ed lever on your right, insert the toner cartridge into the image drum unit. Slide the left end of the cartridge in first, then lower the right end into place.

SELECT FUNCTION

AUTO REC

DEF

ABC

JKL

WXY

GHI

TUV

PRS

OQZ

STAR

AUTO DIAL

REDIAL

STOP

ALARM

HYPHEN

HOOK V. REQUEST

STD

DARK

COPY

FINE

NORMAL

LIGHT

EX FINE

PHOTO

6. Once the toner cartridge is in place, push the coloured lever all the way forward to secure it and release the toner.

SELECT FUNCTION

AUTO REC

AUTO DIAL

START

REDIAL

STOP

ALARM

HYPHEN

HOOK V. REQUEST

STD

DARK

COPY

FINE

NORMAL

LIGHT

EX FINE

DEF

PHOTO

ABC

JKL

WXY

GHI

TUV

PRS

OQZ

7. Close the copy stacker and push down until you hear the copy stacker click into place. Be sure that the cover is latched on both sides.

8. Close the document table.

Connecting telephone line

1. Insert one end of the telephone cable into the LINE terminal at the back of the machine.

22 User’s Guide

2. Insert the other end of the telephone cable into your wall telephone socket.

Note:

Now, you can connect either an external telephone or the external handset option for your fax machine. See the instructions below.

Installing external handset

If you purchased an external handset option with your fax machine, follow these instructions to install it.

1. Using the supplied screw, connect the handset cradle to its base.

English

2. Position the handset cradle on the left side of the fax machine.

Installation 23

3. Plug one end of the handset cable into the handset. Then plug the other end of the handset cable into the socket located on the front of the cradle. Place the handset in the cradle.

4. Insert the supplied telephone cable into the socket located on the back of the cradle.

5. Feed the telephone cable from the back of the cradle through the cable run located on the back of the fax machine.

6. Insert the other end of the telephone cable into TEL1 or TEL2 sockets on the back of the fax machine.

Connecting external telephone or answering machine

1. Insert one end of the telephone cable into the TEL terminal on the back of the machine.

2. Insert the other end of the telephone cable into the socket in your external device.

Note 1:

To connect both an answering machine and a telephone, first connect your answering machine to your fax machine, then insert the cable of your external telephone into the telephone socket on your answering machine.

24 User’s Guide

Note 2:

You will need to have the TAD mode feature turned on for an answering machine to work with your fax machine. See Setting Answering Mode in Installation.

Connecting power

1. Make sure the power switch is in the OFF position (the 0 should be pressed down).

2. Insert the power cable into the power inlet socket located on the back of the fax machine.

English

3. Connect the unattached end of the power cable into an eathed AC power outlet.

4. Turn the power switch on (the I should be pressed down). Your fax machine will take a few moments to warm up.

5. The time and current answering mode will appear on the dis play. Your fax machine is now in standby mode, ready to send or receive faxes.

Installation 25

Loading paper

Your fax machine can hold up to 2 50 sheets o f st andard-wei ght (80 g/m2) paper. For best results, use paper specially made for laser printers or photocopiers. Available sizes are A4, letter size and legal size.

Your fax machine automatically reduces the vertical length of the page images it receives to fit on the paper loaded in your fax machin e (down to 75% of the original length). For ex ample, if a docu ment created originally on legal-size paper is received, your fax machine reduces the received pages to fit on A4 or letter-size paper.

Note: Your fax machine is set at the factory to use A4 paper. If you intend to use a different paper size, change the 1’ST PAPER SIZE user function setting to match your new paper size. See Programming later in this user’s guide.

1. Pull the paper cassette out of the fax machine.

2. Adjust the paper guides to the width of your paper.

3. If necessary, lift and adjust the vertical paper guide for the length of your paper.

26 User’s Guide

4. If you are using legal size paper, pull out the extension at the back of the paper cassette.

5. Remove the paper from its wrapper (up to 250 sheets). Note the “print side” notice printed on the label. Fan the paper.

6. Load the paper into the cassette, print side down.

English

Note:

Be sure the paper is under the tabs at the left and right edges of the cassette. Do not fill past the Paper Full marker. If necessary, readjus t the guides for a snug (but not tight) fit.

7. Return the tray to the slot. Push it forward until it locks.

Installation 27

Setting time & date

Follow these instructions to set the time and date on your fax machine.

1. Press the Select Function key.

2. Press the 9/User Program One Touch key.

3. On the numeric keypad, press 3. The display will show 3:CLOCK ADJUSTMENT.

4. Press the YES key. The display will show the currently set date and time.

5. Using the numeric keypad, enter the new date and time.

6. Press the YES key to confirm your entry.

7. Press the Select Function key to finish.

Setting answering mode

Your fax machine has a number of answer ing modes which determine ho w it handles incoming calls (both fax and voice). The current answering mode appears on the LCD panel of your fax machine.

Answering mode options

The answering mode which is best for you will vary depending on how you use your fax machine and what external telephone devices are connected to it. Read through the answering modes listed here, then follow the instructions below.

Auto Receive Mode [FAX]:

telephone line reserved only for fax communications, use the Auto Receive mode. Your fax machine will assume all incoming calls are fax messages and automatically receive all incoming fax messages.

Manual Receive Mode [TEL]:

telephone calls and the majority of your incoming calls are telephone calls, then the TEL answering mode is your best choice. Each time someone calls, your fax machine rings like a telepho ne. You can answer from either an external handset or from an external telephone connected to your fax machine. If you pick up the handset and hear fax machine ton es (normally a short peep every three seconds), press the Start key to receive the fax. If

28 User’s Guide

If your fax machine is connected to a

If you use the same line for both fax and

you do not answer the telephone and someone tries to send you a fax message, your machine will not accept it.

Telephone/Fax Auto Switch Mode [T/F]:

mixture of fax and teleph one cal ls , y our bes t cho i ce i s th e Telephone/Fax Auto SW mode. In this mode, your fax machine detects whether the incoming call is a fax or voice call. When the call is from another fax machine, your machine will switch to fax mode and receive the message. When the call is a voice call, your fax machine will ring like a telephone. If you do not answer, your fax machine will switch back to fax mode to allow the calling party to manually send a fax.

Telephone Answering Device Mode [TAD]:

connected an answering machine to your fax machine. When a call is received and is not answered, your answering machine activates and is ready to send out your recorded out going message. At t he same time, your fax machine monitors the incoming call to ch eck if the call is a fax or voice call. If the incoming call is a fax call, your fax machine will receive the fax and no voice message will be recorded on your answering machine. If teh incoming call is a voice call, then your faqx machine will not activate and the calling party will be able to leave a voice message on your answering machine.

Note:

In some countries, the Telephone Answering Device mode is normally turned off. To have it turned on , contact your dealer.

When incoming calls are a

Use this mode if you have

English

Memory Reception Mode [MEM]:

incoming faxes to be stored in the memory of your fax machine and not immediately printed. You can then use the print function to print out any messages that have been stored in memory.

Fax Forwarding Mode [FWD]:

machine receives all fax messages into memory, and then automatically re-sends the fax messages to the forwarding number programmed into your fax machine. For info rmation on setting the f orwarding number, ref er to Setting Forwarding Number in Installation.

PC Interface Mode [PC]:

Interface Board for your fax machine, this mode turns on the connection between your fax machine and a personal computer. Refer to the documentation you received with your PC Interface Board option for details.

Installation 29

If you have purchased the optional PC

Use this answering mode if you want

When set to this mode, your fax

Changing answering mode

Follow these instructions to change the answering mode on your fax machine.

1. Press the Auto Rec key. Your fax machine displays your current answering mode.

2. Press the Auto Rec key again. Your fax machine switches to the next answering mode.

3. Continue pressing the Auto Rec key until the answering mode you want appears on the display. After a short pause, your fax machine programs the new answering mode and returns to standby mode displaying the new answering mode setting.

Fax machine identification

Fax machines use the information you will enter here to identify themselves during communications. In most countries programming this information into your fax machine is a legal requirement. The information you will enter here includes:

TSI/CSI:

appears on displays and reports of other fax machines you are communicating with. This number may also be printed at the top of faxes you send to other fax machines.

Sender ID:

machine or the name of your company or off ice. The Send er ID is printed at the top of every fax you send. You can enter up to 32 characters. The first 16 characters of your Sender ID will also be used as your Personal ID, which may appear on the dis plays or repo rts of other f ax machines yo u are communicating with.

Call Back Number:

fax number) which the operator of the remote machine can use to reach you. If you use the voice request function while you are transmitting to another fax machine and no one is there to answer, your fax machine will automatically send a cover letter with a call back message. The call back message is printed in a separate sheet with the message “Please call back” and a telephone number where you can be reached. The call back number entered here is the number that appears on the call back message.

This is the telephone number of your fax machine. This number

This is a descriptive title and is usually the location of your fax

The Call Back Number is a teleph one num ber (not a

30 User’s Guide

Setting fax machine identification

1. Press the Select Function key.

2. Press the 9/User Program One Touc h key. The display shows 1:FUNC. PROGRAMMING.

3. On the numeric keypad, press 4. The displa y shows 4:SYSTEM DATA PRG.

4. Press the YES key. The display shows NO=<TSI/CSI>, ID=<SENDER ID>.

5. After the display clears, en ter t he full t eleph one numb er of you r f ax machine using the numeric keypad.

Note:

Use the Hyphen key to enter a “+” character before the number, which is the generally recognised method of indicating the international access code before the country dialling code. The Space One Touch key is used to enter spaces in a number.

6. Press the Start key to save your entry.

7. Enter your Sender ID. This is a descriptive title up to 32 characters long. Refer to the instructions below.

To Do This Use

Enter numbers Numeric keyp ad Enter spaces Space One Touch key Enter hyphens Hyphen key Enter alphabet characters Locate the character you want on the numeric keypad.

Press that key repeatedly until the character appears.

Enter a unique charact e r. Press the 0/Unique key repeatedl y unt il the character

you want appear s . The following characters are available: ! # & ‘ ( ) * + , - . / : ; = ? _ ä ¤ ñ ö ü Æ Å Ø æ å ø.

Enter next charact e r Press the NO key to move the cursor to the next

position for the next character.

Move the cursor to make corrections YES and NO keys.

English

8. Press the Start key to save your entry. The display shows NO=<CALL BACK NO.>.

9. After the display clears, use the numeric keypad to enter the telephone number you want to use for call back messages. Enter u p to 20 characters.

Installation 31

Note:

Use the Hyphen key to enter a “+” character before the number, which is the generally recognised method of indicating the international access co de before the country dialling code. The Space One Touch key is used to enter spaces in a number.

10. Press the Start key to save your entry.

11. Press the Select Function key to finish.

Setting forwarding number

When the answering mode of your fax machine is set to Fax Forwarding [FWD], it will receive fax messages into memory and then automatically resend the faxes to the number which you enter here.

1. Press the Select Function key.

2. Press the 9/User Program One Touch key. The display shows 1:FUNC. PROGRAMMING.

3. Using the numeric keypad, press 6. This display shows 6:FORWARDING NO. PRG.

4. Press the YES key. The display will show NO=<FORWARDING NO.>.

5. After the display clears, enter the fax number to which you want your messages forwarded.

To Do This Use

Enter numbers Numeric keypad Enter spaces Space One Touch key Enter hyphens Hyphen key Enter pauses (i.e., to wait for long

distance or out s id e lines) Add a switch from pulse to tone

dialling for part of the call Move the cursor to make corrections YES and NO keys.

Pause key

*/Tone key

6. Press the Start key to save your entry.

7. Press the Select Function key to finish.

32 User’s Guide

Setting language

Your fax machine comes with two languages installed, which appear on the display and in reports. Follow the instructions below to switch languages.

Note:

Your dealer may be able to provide you with additional languages.

1. Press the Select Function key.

2. Press the 9/User Program One Touc h key. The display shows 1:FUNC. PROGRAMMING.

3. Press the YES key. The display shows FUNCTION NO. [ ].

4. Using the numeric keypad, enter 15. The display shows 15:USER LANGUAGE.

5. Press the NO key to switch to the other installed language.

6. To accept the language change, press the YES key.

7. Press the Select Function key to finish.

Connecting to a PBX

A PBX (Private Branch Exchange) is a private telephone system used to route internal calls. If you have to dial a prefix (access) number to get an outside line, then your line is connected to a PBX.

If you are connecting your fax machine to a PBX, follow the instructions below. These setting changes allow your fax machine to identify the numbers of the prefix di g its req ui red to dial an outside line on your PBX. After it dials the prefix digits, your fax machine will wait until it sees that the outside line is available before dialling the rest of the number.

English

Note:

In some countries you may require service assistance to make these changes. Also, some PBX installations may require additional adjustments to your fax machine. If you continue to have difficulty with fax communication after following these steps, contact your dealer.

1. Press the Select Function key.

Installation 33

2. Press the 9/User Program One Touch key. The display shows 1:FUNC. PROGRAMMING.

3. On the numeric keypad, press 2. The display shows 2:DIAL PARAMETER.

4. Press the YES key until the display shows PBX LINE, [OFF].

5. Press the NO key. The display changes to PBX LINE, [ON].

6. Press the YES key until the display shows DIAL PREFIX, [OFF].

7. Press the NO key. The display changes to DIAL PREFIX, [ ] ENTER 4DIGITS.

8. Using the numeric keypad, enter the number you normally dial from your PBX to obtain an outside line.

9. Press the Space One Touch key until the display changes.

10. Press the YES key.

11. Press the Select Function key to finish.

Note 1:

The DIAL PREFIX number of your PBX LINE must be included in all outside telephone numbers you program into your fax machine or dial with the numeric keypad.

Note 2:

To later turn off the PBX LINE and DIAL PREFIX functions, follow Steps 1 - 7 above. At Step 8, press the Space key four times, then continue with Steps 10

- 11.

34 User’s Guide

Dial Directories

One touch keys

Programming

Your fax machine has 30 One Touch keys for rapi d dialling. You can stor e up to two fax numbers with 32 digits for each One Touch key, a main number and an alternate number. The alternate number is be used if the main number is busy. You can also enter a 15 character Location ID (name) for each One Touch key.

Note:

To program or use One Touch keys 16 to 30, grasp the One Touch keypad latch and swing the main One Touch panel out of the way. You can then select from One Touch keys 16 to 30. When you are finished, close the One Touch keypad to continue.

English

1. Press the Select Function key, then press the 8/Location Program One Touch key . Th e display shows LOCATION PROGRAMMING.

2. Press a One Touch key to program and the display briefly shows NO=<FAX NO.>, ID=<LOCATION ID> or a previously-programmed fax number and Location ID.

Dial Directories 35

3. Enter the main fax number as follows:

To Do This Use

Enter numbers Numeric keypad Enter spaces Space One Touch key Enter hyphens (i.e. to wait for dial

tone) Enter pauses (i.e., to wait for outside

lines) Add a switch from pulse to tone

dialling for part of the call Move the cursor to make corrections YES and NO keys.

Hyphen key

Pause key

*/Tone key

4. Press the Start key.

5. Enter the Location ID. This is a descriptive title up to 15 characters long. Refer to the instructions below.

To Do This Use

Enter numbers Numeric keypad Enter spaces Space One Touch key Enter hyphens Hyphen key Enter alphabet characters Locate t h e character you want on the numeric keypad.

Enter a unique character. Pres s the 0/Unique key repeatedly un til the character

Enter next charac ter Press the NO ke y to mo ve the cursor to the next

Move the cursor to make corrections YES and NO keys.

Press that key repeatedly until the cha racter appears.

you want appears. The following characters are available: ! # & ‘ ( ) * + , - . / : ; = ? _ ä ¤ ñ ö ü Æ Å Ø æ å ø.

position for the next cha racter.

6. Press the Start key. The display shows NO=<OR LOCATION>.

7. Enter the alternate fax number. Refer to the instructions following Step 3.

8. Press the Start key to finish programming the One Touch key. The display shows LOCATION PROGRAMMING.

9. To continue programming One Touch keys, go back to Step 2. If you are finished programming, press the Select Function key.

10. Lift off the plastic cov er abo ve the One Touch label. Using a pencil, write in the name for your newly-programmed One Touch key. Replace the cover.

36 User’s Guide

One touch parameters

If you are experiencing problems communicating with a remote location in a very noisy telephone area, set up a One Tou ch key for that location and try turning Echo Protection on for that One Touch key.

1. Press the Select Function key.

2. Press the 9/User Program One Touc h key. The display shows 1:FUNC. PROGRAMMING.

3. Press the YES key. The display shows FUNCTION NO. [ ].

4. Using the numeric keypad, enter 23. The display shows 23:ONE TOUCH PARAM.

5. Press the One Touch key for the locat ion whos e settings you w ant to change. The display shows ECHO PROTECTION, [OFF].

6. Press the NO key to switch Echo Protection on.

7. Press the YES key to confirm your selection.

8. Press the Select Function key to finish.

Note:

Should you later ch ang e t he lo cat i on th e One T ou ch key is used for, then remember to switch Echo Protection off.

Chain dialling

English

Each fax number that you enter or program into your fax machine can be up to 32 digits long. In the case that you need to dial a number which is longer than 32 digits, then you can use the chain dial feature.

To create a chain dial number, program the first 31 digits of the number into a One Touch key or Auto Dial nu mber. Then press the Plus One Touch key to make this is a chain dial number. Next, program the rest of the number into another One Touch key or Auto Dial number. You can, if so desired, leave teh second part of the number unprogrammed and enter it manually on the numeric keypad.

To use a chain dial number, select the One Touch key or Auto Dial n umber programmed with the first part of the chain dial number. The display will show PRESS OT/AD/SRCH KEY. Then select the One Touch key or Auto Dial number programmed with the second part of the chain dial number. If the second part of the chain dial number was not programmed, enter it

Dial Directories 37

manually on the numeri c keypad. Press the Start key to begin se ndi ng t he fax.

Auto dial numbers

Programming

Your fax machine has 99 Auto Dial numbers available for qu ick, two-digit selection and dialling. For each Auto Dial number, you can enter a fax number up to 32 digits long and a Location ID (name) up to 15 ch aracters long.

1. Press the Select Function key, then press the 8/Location Program One Touch key. The display shows LOCATION PROGRA MMING.

2. Press the Auto Dial key.

3. Using the numeric ke ypad , enter a 2- digit num ber for the Aut o Dial number (01 to 99) you want to program.

4. The display will briefly show NO=<FAX NO.>, ID=<LOCATION ID> or a previously-programmed fax number and location.

5. Enter the fax number. Refer to the instructions below.

To Do This Use

Enter numbers Numeric keypad Enter spaces Space One Touch key Enter hyphens (i.e. to wait for dial

tone) Enter pauses (i.e., to wait for outside

lines) Add a switch from pulse to tone

dialling for part of the call Move the cursor to make corrections YES and NO keys.

6. Press the Start key.

7. Enter the Location ID. This is a descriptive title up to 15 characters long. Refer to the instructions below.

To Do This Use

Enter numbers Numeric keypad Enter spaces Space One Touch key Enter hyphens Hyphen key Enter alphabet characters Locate t h e character you want on the numeric keypad.

Hyphen key

Pause key

*/Tone key

Press that key repeatedly until the cha racter appears.

38 User’s Guide

To Do This Use

Enter a unique charact e r. Press the 0/Unique key repeatedl y unt il the character

you want appear s . The following characters are available: ! # & ‘ ( ) * + , - . / : ; = ? _ ä ¤ ñ ö ü Æ Å Ø æ å ø.

Enter next charact e r Press the NO key to move the cursor to the next

position for the next character.

Move the cursor to make corrections YES and NO keys.

8. Press the Start key to finish programming the One Touch key. The display shows AUTO DIAL NO. [ ].

9. To continue programming Auto Dial numb e rs , g o ba ck t o St ep 3. If you are finished programming, press the Select Function key.

Note:

If you want to delete any programming for a Auto Dial key, follow Steps 1 - 4. At Step 5, press the Space key until the number is deleted, then continue with Steps 8 - 9.

Groups

Programming

English

Once you have programmed some One Touch keys or Aut o Dial numbers , you can then program th ese numbers into groups to allow you t o s end t he same fax to multiple locations.

1. Press the Select Function key, then press the 8/Location Program One Touch key . Th e display shows LOCATION PROGRAMMING.

2. On the numeric keypad, press the # key. The display shows GROUP SETTING.

3. Using the numeric keypad, enter the group number (01 - 20) you want to program.

4. The displa y shows 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 This Use

Add a One Touch location Press the One Touch key. Press YES to add it to the

group.

Dial Directories 39

To Do This Use

Add Auto Dial location Press Auto Dial. Enter the 2-digit Auto Dial number.

Delete One Touch location Press the One Touch key. Press NO to delete it from

Delete Auto D ia l location Press the Aut o D ia l key. Enter the 2-digit Auto Dial

Search for a location name to add or delete

Press YES to add it to the group.

the group.

number. Press NO to delete it from the group. Press the Search key continuously until by the location

you want appears. Press YES to add it to the group. Press NO to delete it.

5. After you ha ve completed your selection (b y pr ess i ng YES o r NO), the display again shows SELECT LOC. again. Continue to add or delete locations from your group. Each group can contain up to a maximum of all of the One Touch and Auto Dial locations available on your fax machine.

6. When you are fini shed pro gramming yo ur gr oup, pres s the NO ke y. The display shows LOCATION PROGRAMMING.

7. To program another group, go back to Step 2. If you are finished, press the Select Function key.

40 User’s Guide

Basic Operations

Preparing documents

• Try to use good quality documents for your transmissions. Documents that are typed or created in felt-tip black ink on white (or light) paper work best.

• Do not send documents which are not rectangular.

• Never use documents that have wet or sticky surfaces, wrinkles, staples or paper clips. However, your fax machine can transmit documents that have been subject to normal wear, such as documents with staple holes, letter folds and m inor corner folds.

• If you are not sure ho w a document wil l f ax, tr y making a cop y f irs t on your fax machine (load the document face down and press the Copy key).

• If your documents are extremely bent, creased or torn, make a copy on a photocopier and send the copy instead. You can also use a photocopier to enlarge or reduce documents before sending.

Document size

English

All documents must have a minimum width of 148 mm and a minimum length of 128 mm. Docu ments cannot be wider t han 216 mm or long er than 356 mm.

Multiple page documents

Your fax machine can scan paper with a base weight between 50 g/ m2 and 105 g/m photocopier paper) at the same time. If you use a heavier paper, you can load up to 15 sheets. For very heavy paper, load and send pages sheet-by-sheet.

Basic Operations 41

. You can load up to 20 sheets of standard 80 g/ m2 paper (e.g.

When loading multiple-page documents, do not load paper which is thinner than 0.08 mm or thic ker than 0.13 mm. For do cuments, do not load paper which is thinner than 0.06 mm or thicker than 0.15 mm.

Loading documents

To prevent paper jams and problems during scanning, neatly stack your documents, aligning thei r edges, before loading. Do not load documents of different sizes at the same time.

Note:

You can load and prepare to transmit a document while your fax machine is still sending or receiving another message (as long as the document feeder is clear). To do this, load the document, select your location and press the Start key. Your document will be sent when the current communication ends.

1. Adjust the document guides to t he widt h of t he pape r you are us ing.

2. Neatly stack your documents, then insert them face down into the document feeder. If necessary, readjust the document guides for a snug fit.

3. Your fax machine will grip the documents, and pull the bottom page into the machine.

42 User’s Guide

4. If necessary, use the Transmit Resolution/YES key to set the resolution of your document.

Document Type Resolution

Normal office documents STD (Standard) Documents with small typ e or other fine details FINE or EX. FINE Documents with photos or m a ny shades of gr ay PHOTO

5. If necessary, use the Type of Original/NO key to set the level of contrast in your document.

Document Type Contrast

Documents with normal contrast NORMAL Documents which are too light LIGHT Documents which are too dark DARK

6. Your documents are n ow ready for faxing or copying.

Sending faxes to single location

1. Load your documents.

2. Select a location. Refer to the instructions below.

To Dial Using Do This

One To uc h key Pre ss the One Touch key. Lift the main One Touch keypad to

access one Touch keys 16–30.

Auto Dial num b e r Press the Auto D ial key, then enter the two digit Auto Di al

number on the numeric keypad.

Numeric keypad Dial as you would on a normal telephone. If you make a mistake,

press the YES key to go back and re-enter th e number.

External telephone Pick up the handset of your external telephone and dial the

number of the machine you wish to transmit to. If the receiving fax machine is in automatic reception mode, you will hear a high pitched tone. If a person answers the phone, ask them to press the Start key on their fax machine.

3. If necessary, press the Start key to begin the transmission. Refer to the table below to understand some of the messages you may see during a typical fax transmission.

Message Explanation

(location) The Personal ID or TSI/C SI of the remote location. If this is not

prgrammed in the remote location, the Location ID or te lephone

number you ente red will identify th e location during tr ansmission. DIALLING Your fax machine is dialling the number. CALLING The line is ringing. SENDING Your fax machine is s ending the message.

English

Basic Operations 43

Message Explanation

RESULT = OK The fax was sent successfully. COMMUN. ERROR If you see this or another error message, a problem occurred during the

communication. Try resending the fax. Refer to Problem Solvi ng for assistance.

Search key dialling

If you are not sure whic h One Touch key or Aut o Dial number cont ains the location you want to communicate with, use the Search key to look through an alphabetical list of all of the Location IDs programme d into your fax machine.

1. When selecting locations, press the Search key. The display will show ENTER 1-ST CHAR.

2. Repeatedly press the Search key to look through the entire list of locations in alphabetical order, or locate the letter you want on the numeric keypad, and press that key repeatedly to look through Location IDs beginning with that letter.

Real-time dialling

Normally, your fax machine dials the entire number of the location you have selected at one time. Occasionally, it may be necessary to dial numbers in real time (one digit at a time).

If your fax machine is equipped with a handset, you can dial in real time by picking up the handset or press the Hook/V. Request key.

Note:

Real-time dialling with the use of the Hook/V. request key is not available in some countries.

Redialling

If the line is busy or if there is no answer, your fax machine waits and then automatically redials the number. Also, if your fax machine is transmitting from memory and a communication error occurs, it will automatically redial the number and try to send the fax again. You can redial a number manually at any time by pressing the Redial key.

44 User’s Guide

Confirming results

After transmission, press the Copy key once (w ith no documents loaded) to see a report confirming your transmission on your fax machine’s display. To print the repor t, press the Copy key a secon d time. See Reports for more information.

Stopping transmissions

To stop a transmission while it is in progress, fol low the instructions below.

1. Press the Stop key twice. The display will show STOPPED.

2. If documents are stuck part way through the document feeder, you may see the following message on the display RELOAD DOCUMENT. Press the STOP key again. Your fax machine feeds the document the rest of the way through the document feeder.

Note:

If your fax machine cannot feed your document through the document feeder, refer to Problem Solving.

Receiving faxes manually

English

Your fax machine receives faxes automatically unless the fax machine has been set to the manual receive [TEL] mode. If your fax machine is set to the manual receive [TEL] mode, follow the instructions below.

1. When your telephone or fax machine rings, pick up the telephone handset. If the call is a voice call, start speaking to the caller.

2. If the call is a fax call, or if a person wishes to fax you a document after having a conversation, press the Start key and hang up the handset.

3. After you receive the fax, a long beep will tell you that the transmission was successful.

Basic Operations 45

Receiving faxes into memory

Your fax machine automatically receives messages into memory and does not immediately print them in the following situations .

Memory reception

When your fax machine has been set to Mem ory Reception mode [MEM], any received faxes are stored in the memory of your fax machine and are not automatically printed. The display shows MSG. IN MEMORY if any faxes have been received during memory reception mode.

When you change the reception mode of your fax machine, any nonconfidential fax messages stored in memory are automatically printed.

No paper reception

When your fax machine has run out of paper, a MSG. IN MEMORY, REPLACE PAPER message appears on the display. Your fax machine continues to receive faxes into memory when it has run out of paper. Your fax machine automatically prints out any messages received in memory when the paper is replaced and the Stop key is pressed.

Note:

You can also print out these messages using the method described in No Toner Reception, below.

No toner reception

When your fax machine is running low on toner, it dis plays a TONER LOW, REPLACE TONER CART. message. Rather than risk printing an unreadable message, your fax machine automatically receives faxes into memory.

If your fax machine has received a message in memory because toner is low, MSG. IN MEMORY appears on the display. To print out a message stored in memory when toner is running low, follow th e instructions below.

1. Press the Select Function key.

2. Press the 10/Message Print From Memory One Touch key. The display shows 1:PRINT MEMORY MSG.?

46 User’s Guide

3. Press the YES key. The display shows FUNCTION NO. [ ].

Note:

Even if you see a TONER LOW message on your fax machine, you may be able to use the 10/Message Print From Memory One Touch key to continue printing faxes, but the print quality cannot be guaranteed. Replace yo ur toner cartridge as soo n as possible.

Cancelling messages stored in memory

It is also possible to erase messages received in memory without printing them.

1. After you have followed the instructions to print out messages stored in memory, the display shows MESSAGE IN MEMORY, PRINTING.

2. To erase the message instead of printing it, press the Stop key. The display shows CANCEL?

3. Press the YES key to erase the message from the memory of your fax machine.

Rejecting unsolicited fax messages

English

The closed network option allows you to limit the locations your fax machine can communicate with. Using this function, you can set your fax machine to refuse to receive any faxes from locations whose telephone numbers are not programmed into your One Touch keys or Auto Dial numbers. Use of this function allows you to reject any unsolicited faxes such as advertising.

Note:

In some countries, this function cannot be s e t by the user. Please contact your dealer for assistance.

You can also set your fax machine not to send faxes to locations whose telephone numbers are not programmed into your One Touch keys or Auto Dial numbers.

Basic Operations 47

The available settings are limit reception only (RX), limit both transmission and reception (T/R), and no limitation on transmission or reception (OFF). To use the closed network function, follow the instructions below.

1. Press the Select Function key.

2. Press the 9/User Program One Touch key. The display shows 1:FUNC. PROGRAMMING.

3. Press the YES key. The display shows FUNCTION NO. [ ].

4. Using the numeric keypad, enter 08. The display shows 08:CLOSED NETWORK, and the current setting of this function.

5. Press the NO key until the setting you want appears in the display.

6. Press the YES key to confirm the new setting.

7. Press the Select Function key to finish.

Power failures & memory

If power is interrupted to your fax machine, the following problems will occur:

• Any messages your fax machine has scanned into memory, but not yet transmitted, are lost.

• Any messages your fax machine has received into memory, but not yet printed, are lost.

• If you have loaded document s onto the docum ent feeder of your fax machine, any dialling or transmission settings are lost.

Your fax machine prints a power outage report to inform you of a power failure. Use this report to determine which received messages you may have lost and which transmissions you may have to resend. Refer to Reports for more information.

Making copies

Your fax machine can also be used to make copies. You can make up to 50 copies at one time. Your fax machine automatically makes all copies in FINE mode. EX.FINE and PHOTO mode can be selected manually by pressing the YES key.

1. Load your documents.

48 User’s Guide

2. Press the Copy key. The display shows PRG. NO . OF COPIES, [1SETS]. If you want to mak e jus t one cop y, you are finished. Your fax machine waits a moment, then begins copying.

3. To make multiple copie s, enter the number of copies you want to make on the numeric keypad. Then press the Copy key again. Your fax machine begins making the required number of copies.

Making copies using manual paper feeder

The manual paper feeder of your fax machine allows you to make copies on a different type of paper than what is normally kept in the paper tray of your fax machine. To make copies using the manual pap er feeder, follow the instructions below.

1. Load your documents.

2. Press in on the lower half of the front panel indents, just above the paper cassette.

English

3. Pull the manual paper feeder down until it is horizontal.

Basic Operations 49

4. Adjust the paper guides on the manual paper feeder.

5. Insert a sheet of paper face up, adjusting the guides again to ensure the paper is straight.

6. Press the COPY key.

Note:

It is recommended to make single copies only when using the manual paper feed slot. This will prevent any possible paper feed jams from occurring.

Using voice request

The voice request feature allows you to have a conversation with a person at a remote fax machine during a fax communication. Either the sender or receiver can initiate a voice request.

If you are sending a fax, you can answer a v oice request only after all pages have been transmitted. If you are receiving a fax, you can answer a voice request after reception of each page.

You will know if the person on the other fax machine has issued a voice request when you hear a warbling tone. If you do not respond in approximately six seconds, the voice request is automatically cancelled.

50 User’s Guide

Note:

You will need to have either an attached handset or an external telephone to use the voice request function.

Initiating voice request

1. During a fax communication, press the Hook/V. Request key.

2. When the other party answers your request, your fax machine will emit a repetitive warbling sound. The display shows LIFT HANDSET AND PRESS VOICE REQUEST.

3. Lift your handset and press the Hook/V. Request key.

Note 1:

If you press your Hook/V. Request key to initiate a voice request during transmission, but no one is there to answer, your fax machine automatically sends a call back message to the remote site giving a telephone number where you can be reached.

Note 2:

A call back message is only sent if you have programmed a call back number into your fax machine. Refer to Setting Fax Identification.

English

Note 3:

The voice request feature is not available if you have sent the fax message from memory.

Answering voice request

1. Lift the handset and press the Hook/V. Request key.

Basic Operations 51

52 User’s Guide

Advanced Operations

Sending faxes to multiple locations

If you want to send the same fax to more than one location, carry out the following steps:

1. Load your documents.

2. Press the Select Function key.

3. Press the 2/Broadcast Memory TX One Touch key. The display shows BROADCAST/MEMORY TX.

4. Select a location. Refer to the instructions below.

To Select Using Do This

One Touch key Press the One Touch key. Lift the main One Touch

keypad to access One Touch keys 16 to 30.

Auto Dial num ber Press the Auto Dial key, then enter the two digit

Auto Dial number on the num eric keypad.

A group Using the numeric keypad, press the # key, then

enter the number of the group youo want to use.

A number dialled on the num eri c keypad Dial as you would on a normal te lephone.

5. Press the YES key to confirm your selection.

6. Repeat Steps 4 and 5 as often as necessary to continue selecting locations.

7. When you are finished selecting locations, press the NO key at the SELECT LOCATION(S) message.

8. If you have selected multiple locations, your fax machine will ask if you want to confirm your selections with a printed report before proceeding. Press the YES key. After the report is printed, the display will show BEGIN SCANNING? If you want to make corrections, press the NO key and go back to Step 4. To remove a location, select the location in the same way, but press the NO key to delete it from your transmission.

English

Advanced Operations 53

9. When all of your selections are correct, press the Start key. Your fax machine will scan the documents into memory and begin transmitting the message.

Delayed sending of faxes

The delayed transmission feature allows you to send documents at a specified date and time, and frees you from th e need to manu ally start the transmission. You can program a delayed transmission to occur at any time on the day of your transmission, or at any time over the next three days.

You can send a delayed fax either from the document feeder or from memory. Refer to the table below to decide which method you want to use.

Delayed TX Features & Limitations From Feeder From Memory

Number of locations One Multiple Number of delayed faxes in your fax machine at any one

time Fax machine can be used for other tr ansm issions while

adelayed fax is waiting to be sent?

Sending delayed fax from document feeder

1. Load your documents.

2. Press the Select Function key.

3. Press the 1/Delayed TX One Touch key. The display shows DELAYED TX and today’s date.

4. If transmission is to occur today press YES key and go to step 7. If transmission is to occur at a later date press the NO key.

5. Using the numeric keypad, enter the date on which you wish the transmission to begin.

6. Press the YES key. The display shows PRG. START TIME.

7. Using the numeric keypad, enter the time on which you wish the transmission to begin.

One Up to twenty

No Yes

Note:

Enter the time using a 24-hour clock, i.e., 8:00 a.m. would be entered as 08:00 and 8:00 p.m. would be entered as 20: 00.

54 User’s Guide

8. Press the YES key and the display shows BROADCAST/ MEMOR YT/X or FEEDER TX depending o n the User Function 18 setting.

9. If display shows FEEDERTX go to step 10. If display shows BRO ADC AST/MEMORYTX press the NO key. The display shows FEEDERTX.

10. Select a location. Refer to the instructions below.

To Select Using Do This

One Touch key Press the One Touch key. Lift the main One Touch

keypad to access One Touch keys 16 to 30.

Auto Dial num ber Press the Auto Dial key, then enter the two digit

Auto Dial number on the num eric keypad.

A number dialled on the num eri c keypad Dial as you would on a normal te lephone.

11. Press the Start key. Your fax machine then waits for the time and date you have set before sending the fax.

Sending delayed fax from memory

1. Load your documents.

2. Press the Select Function key.

3. Press the 1/Delayed TX One Touch key. The display shows DELAYED TX and today’s date.

4. If transmission is to occur today press YES key and go to step 7. If transmission is to occur at a later date press the NO key.

5. Using the numeric keypad, enter the date on which you wish the transmission to begin.

6. Press the YES key. The display shows PRG. START TIME.

7. Using the numeric keypad, enter the time on which you wish the transmission to begin.

English

Note:

Enter the time using a 24-hour clock, i.e., 8:00 a.m. would be entered as 08:00 and 8:00 p.m. would be entered as 20:00.

8. Press the YES key and the display shows BROADCAST/ MEMOR YT/X or FEEDER TX depending o n the User Function 18 setting.

Advanced Operations 55

9. If display shows BROADCAST/MEMORYTX go to step 10. If display shows FEEDERTX press the NO key. The display will show BR OADCAST/MEMORYTX.

10. Select a location. Refer to the instructions below.

To Select Using Do This

One Touch key Press the One Touch key. Lift the main One Touch

Auto Dial number Press the Auto Dial key, then enter the two digit

A group Using the numeric keypad, press the # key, then

A number dialled on the numeric keypad Dial as you wo uld on a normal telephon e.

keypad to access One Touch keys 16 to 30.

Auto Dial number on the num e r ic keypad.

enter the number of the gr oup youo want to use.

11. Press the YES key to confirm your selection.

12. Repeat Steps 10 and 11 as often as necessary to continue selecting locations.

13. When you are finished selecting locations, press the NO key at the SELECT LOCATION(S) message.

14. If you have selected multiple locations, your fax machine asks if you want to confirm your selections with a printed report before proceeding. Press the YES key. After the report is printed, the display shows BEGIN SCANNING? If you want to make corrections, press the NO key and go back to Step 10. To remove a location, select the location in the same way, but press the NO key to delete it from your transmission.

15. When all of your selections are correct, press the Start key. Your fax machine scans the documents into memory and then waits for the time and date you have set before sending the fax. When scanning is completed, your fax machine becomes available for other transmission operations.

Cancelling delayed transmissions

To cancel a delayed transmission from the document feeder or from memory before it has been sent, follow the instructions below.

1. Press the Stop key. The display shows COMM UNICATION CANCEL.

2. Press the YES key. The display shows the Location ID or telephone number of the first delayed transmission currently loaded in your fax machine.

56 User’s Guide

3. Press the YES key to cancel the delayed transmission that is displayed. If more than one delayed transmission has been programmed into your fax machine, press th e N O key until the location of the delayed transmission you want to cancel appears, then press the YES key to cancel.

4. If the delayed transmission was a feeder transmission, press the Stop key again to remove the document from the document feeder.

Confidential faxes

Fax machines are often placed in public places where anyone can look through received faxes. To overcome this, use the confiden tial fax featu re when sending and/or receiving confidential faxes.

You can send and receive confidential faxes to/from other Okifax machines with personal mail boxes. However, the International Telecommunications Union (ITU) has now created a worldwide standard that uses ITU sub-addressing to allow fax machines or PC fax software from different manufacturers to send and receive confidential faxes.

When sending confidenti al faxes, you must know in advan ce the mail b ox number, or ITU sub-address, of the recipient you are sending the message to. Ask the person who is receiving the fax to tell you their mail box number, or ITU sub-address.

A receiving fax machine stores the message in a confidential mail box or ITU sub-address protected by a password and will not print any confidential faxes until the correct password is entered.

English

Sending confidential faxes

1. Load your documents.

2. Press the Select Function key.

3. Press the 3/Confidential TX One Touch key. The display will ask you to enter the number of a confidential mail box, or ITU subaddress, on the receiving fax machine.

4. Using the numeric keypad, enter the number of the confidential mail box you are transmitting to.

5. Press the YES key to confirm your entry. The display shows SELECT LOCATION.

Advanced Operations 57

6. Select your location as follows.

To Select Using Do This

One Touch key Press the One Touch key. Lift the main One Touch

keypad to access One Touch keys 16 to 30.

Auto Dial number Press the Auto Dial key, then enter the two digit

A number dialled on the numeric keypad Dial as you wo uld on a normal telephon e.

Auto Dial number on the num e r ic keypad.

Note:

You cannot send a confidential fax to a group or multiple individual location s.

7. Press the Start key and your fax machine will begin sending the fax.

Receiving confiden tial faxes

Before you can receive confidential faxes, you have to create a confidential or personal mailbox on your fax machine that is password protected (see below). You then have to tell the person sen ding the confidential fax your mailbox number

When your fax machine receives a confidential message, it will store the message unprinted in the mailbox (in memory) until you enter a password. Your fax machine can have a maximum of 16 mailboxes.

Creating confidential mailbox

Create a confidential or personal mailbox on your fax machine as follows:

1. Press the Select Function key.

2. Press the 9/User Program One Touch key. The display shows 1:FUNC. PROGRAMMING.

3. Using the numeric keypad, press 5. The display shows 5:MAIL PASSWORD PRG.

4. Press the YES key. The display shows MAIL BOX NO. [ ].

5. Using the numeric keypad, enter the two digit number of the mail box you want to use.

Note:

If the mail box has been previo usly programmed an d a message is currently stored in the mail box, the fax machine will not allow you to access the mail box. An

58 User’s Guide

ILLEGAL OPERATION message will appear. Print out any messages stored in the mail box before making changes to the mail box.

6. Using the numeric keypad, enter the 4-digit password yo u want to use with your mail box.

7. Press the YES key to confirm your entry.

8. Your fax machine will ask you to enter another mail box number. To continue programming mailboxes, go back to Step 5. If you are finished programming, press the S elect Function key.

Changing password or closing mailbox

If you want to chan ge the pass word of an exist ing mail box, or i f you want to close an existing mail box, follow the instructions below.

1. Press the Select Function key.

2. Press the 9/User Program One Touc h key. The display shows 1:FUNC. PROGRAMMING.

3. Using the numeric keypad, press 5. The display shows 5:MAIL PASSWORD PRG.

4. Press the YES key. The display shows MAIL BOX NO. [ ].

5. Using the numeric keypad, enter the two digit number of the mail box whose password you want to change, or which you want to close. The display shows PRG. PASSWORD.

6. Using the numeric keypad, enter the 4-digit password currently used with that mail box.

7. Press the NO key. The display shows PRG. PASSWORD again.

8. To create a new password, enter a new 4-digit number on the numeric keypad. To close a mailbox, press the Space One Touch key .

9. Press the YES key to accept the new password or close the mail box.

10. Your fax machine asks you to enter another mail box number. To continue programming mailboxes, go back to Step 5. If you have finished programming, press the S elect Function key.

English

Advanced Operations 59

Printing confidential faxes

Each time your fax machine receives a confidential fax, it automatically prints a confidential reception report telling you which mail box number received the message. To print a confidential fax after your fax machine has received it, follow the instructions below.

1. Press the Select Function key.

2. Press the 10/Message Print From Memory One Touch key. The display shows PRINT CONF. RX MSG.?

3. Press the YES key. The display shows MAIL BOX NO. [ ].

4. Using the numeric keypad, enter the two digit number of the mail box you want to print from. The display shows MAIL BOX NO. [ ] YES or NO. Press the YES key.

Note:

If no message is stored in that mail box, the display shows NO DATA IN MEMORY.

5. Using the numeric keypad, enter the 4-digit password for the mail box you want to print from.

6. Press the YES key. The message begins printing.

Note:

If you want to clear the mail box without waiting for printing, press the Stop key at this point. The display changes to CANCEL. Press the YES key to clear the mail box.

Relay broadcasting

Relay broadcasting is where one fax machine, which is the relay initiating station, sends a document to another fax machine. The receiving fax machine, which is the relay key station, then re-sends (broadcasts) the document to a number of other locations.

Relay initiating station

Your fax machine can act as the relay initiating station which starts the relay broadcast by sending the original documents. Before programming

60 User’s Guide

your fax machine to initiate a relay broadcast, you will need to obtain the following information from the operator of the fax machine you intend to use as a relay key station:

Relay Password:

into the relay key station.

Relay Group Numbers:

locations or groups of locations programmed into the relay key station.

This is the 4-digit relay key word which is programmed

These 2-digit numbers are the code numbers of

Relay key station

The relay key station is the fax machine which receives the original fax message and then automatically relays or broadcasts the message to other remote fax machines. For this feature to be available, the relay key station must be an OKIFAX OF-27, OKIFAX OF-38, or OKIFAX 2600 fax machine.

Relay broadcast report

After a relay broadcast is completed, it is possible for the relay key station to send a message back to your fax machine confirming the success of the relay broadcast. For this function to work, the telephone number of your fax machine must be programmed into the AUTO DIAL list of your fax machine with the AUTO DIAL code number 99.

English

Initiating relay broadcasts

1. Load your document.

2. Press the Select Function key.

3. Press the 4/Relay Initiate TX One Touch key. The display shows RELAY PASSWORD.

4. Press the NO key.

5. Using the numeric keypad, enter a 4-digit password which is the same as the rela y keyword programmed into the relay key statio n.

6. Press the YES key. The display shows REMOTE LIST NO.

7. Press the NO key.

8. Using the numeric keypad, enter a 2-digit number wh ich corresponds to a relay group programmed into the relay key station.

Advanced Operations 61

9. Press the YES key and the display changes to SELECT LOCATION.

10. Select the location of the relay key station as follows:.

To Select Using Do This

One Touch key Press the One Touch key. Lift the main One Touch

Auto Dial number Press the Auto Dial key, then enter the two digit

A number dialled on the numeric keypad Dial as you wo uld on a normal telephon e.

keypad to access One Touch keys 16 to 30.

Auto Dial code number on th e numeric keypad.

11. Press the Start key. Your fax machine will begin sending the fax.

Polling

When you normally send faxes, you load your document into your fax machine, select a location and, if required, press the Start key to begin sending the document. However, someti mes it is more us eful to be able to simply load your document into your fax machine and set it to wait for the another fax machine to call and collect the document. This is called setting your fax machine to be polled, or polling transmission. Calling another fax machine to receive documents someone else has loaded into their fax machine is called polling reception.

There are two standards for polling. Standard polling is to an old stand ard that is used by many, but not all manufacturers and ITU selective polling, which is the latest standard. Your Okifax machine supports both standards.

ITU selective polling allows you to retrieve documents from indivi dual mailboxes or ITU sub-addresses from a fax machine that meets the standard for ITU selective polling.

Polling transmission

1. Load your documents.

2. Press the Select Function key.

3. Press the 5/Polling One Touch Key. The display shows WAITING TO BE POLLED.

62 User’s Guide

Polling reception

When carrying out polling reception, the fax machine you are polling should be able to carry out standard polling transmission or ITU polling transmission.

1. With no documents loaded, press the Select Function key.

2. Press the 5/Polling One Touch key. The display shows POLLING RX, SELECT LOCATION.

3. Select the location of the fax machine you are polling as follows:

To Select Using Do This

One Touch key Press the One Touch key. Lift the main One Touch

keypad to access One Touch keys 16 to 30.

Auto Dial num ber Press the Auto Dial key, then enter the two digit

Auto Dial code number on the numeric keypad.

A number dialled on the num eri c keypad Dial as you would on a normal te lephone.

4. Press the Start key. Your fax machine will begin polling the remote fax machine.

Dual access

The advanced dual access feature of your fax machine allows you to load and prepare documents for transmission wh ile your fax machine is sending or receiving another message, or automatically printing reports. This feature increases your productivity and reduces the time you must spend waiting for other operations to finish.

If you load a document on the document table and the display shows SELECT LOCATION, then your fax machine is ready to allo w you to prepare for the next transmission.

English

While sending faxes

After your fax machine has finished scanning a document into memory (and while it is transmitting from memory), you can do the following:

• Load another document and prepare it for transmission.

• Continue to load documents as long as there is memory av ailable on your fax machine. When the first transmission is complete, the next fax is automatically sent.

• Make copies.

Advanced Operations 63

While receiving faxes

While your fax machine is receiving a fax, you can:

• Load another document and prepare it for transmission.

• Continue to load documents as long as there is memory available on your fax machine. When the first transmission is complete, the next fax is automatically sent.

• Continue to receive faxes while earlier messages are being printed if your fax machine has been set to memory reception mode.

While making copies

While your fax machine is making local copies, you can:

• Continue to receive f axes while copies are being printed if your fax machine has been set to memory reception mode.

While printing reports

While your fax machine is automatically printing reports, you can:

• Continue to receive faxes while reports are being automatically printed if your fax machine has enough memory available. When the report has finished printing, your received fax message is then printed.

• Continue to load documents as long as there is memory available on your fax machine. After the report is printed, your fax is automatically sent.

64 User’s Guide

Programming

Customising features & operations

Many features and functions of your fax machin e have settings which can be changed to customize the operations of your fax machine. Because each country has different regulations, you may not be able to access all of the settings listed below. If you have trouble changing a setting, contact your dealer for assistance.

Viewing your current settings

Follow these instructions to obtain a configuration report showing your fax machine’s current settings.

1. Press the Select Function key.

2. Press the 6/Report Print One Touch key. The display shows 1:ACTIVITY REPORT.

3. Using the numeric keypad, press 4. The display shows 4:CONFIGURATION.

4. Press the YES key and the report will begin printing.

5. Press the Select Function key to finish.

English

User function settings

User function settings allow you to customize the general operation of your fax machine. Refer to the list below to determine which settings you may need to change, then refer to Changing User Function Settings to make the change.

Programming 65

Note:

Depending on local telephone regulations, some of the following user function settings may not be available.

User function settings list

01:MCF (SINGLE- LOC.):

Message Confirmation Report after each single location transmission or polling transmission. Available settings are on and off.

02:MCF (MULTI-LOC.):

Confirmation Report after each multiple location transmission. Available settings are on and off.

03:ERR REPORT (MCF):

Confirmation Report each time an error occurs during a transmission or polling reception operation. Available settings are on and off.

04:IMAGE IN MCF:

automatically printed, this function adds a portion of the first page your fax machine transmitted. This is printed at the bottom of the m essage confirmation report. Available settings are on and off.

05:SENDER ID:

your fax machine on the faxes yo u send . When t urned on, yo ur Send er ID will be printed on each page slightly outside the image area of your document. When turned off, your Sender ID will not be printed.

06:MONITOR VOLUME:

machine uses for telephone line monitoring sounds during dialling. Available settings are low, high and off.

07:BUZZER VOLU ME:

beep and alarm tones your fax machine emit s during operations . Available settings are low, middle and high.

08:CLOSED NETWOR K:

machine to refuse to receive faxes from or transmit faxes to locations whose telephone numbers have no t been programmed into the One Touch keys or Auto Dial numbers of your fax machine. Using this function, you can set up a closed network of fax machines. If you do not want your fax machine to transmit faxes to or receive faxes from locations outside your network, select T/R. If you only want your fax machine to refuse to receiv e faxes from outside your network, select RX. Available settings are OFF, T/R and RX.

This function controls the printing of the Sender ID of

This function automati-cally prints a

This function automatically prints a Message

When a Message Confirmation Report is

This function sets the volume your fax

This function sets the volume of the various

This function allows you t o program your fax

66 User’s Guide

09:TX MODE DEFAULT:

type of original, transmit and copy resolution settings of your fax machine. Unless you select otherwise using the Transmit Resolution/YES or Type of Original/NO keys, your fax machine is set to use the STD and NORMAL settings. If you are constantly sending faxes which re quire some other combination of transmission modes, use this function setting to change the default transmission modes to any other combination of settings. While you are programming, the new default combinations will appear on the LEDs above the Transmit Resolution/YES or Type of Original/NO keys.

10:T/F TIMER PROG.:

your fax machine automatically distinguishes between incoming voice and fax calls. If the incoming call is a voice call, your fax machine will ring to tell you to pick up the handset. If you do not answer, your fax machine automatically switches back to facsimile mode to allo w the calling party to send a fax. The T/F TIMER function controls how long your fax machine waits before switching back to fax mode. Available settings are 20 seconds or 35 seconds.

11:RING RESPONSE:

machine waits before answering an incoming telephone call when your fax machine is set to auto receive or telephone/fax auto switch answering modes. The available settings are 1 ring, 5 seconds, 10 seconds, 15 seconds or 20 second s.

This function allows you to change default

When set to the telephone/ fax answering mode,

This function controls how long your fax

English

Note:

If your fax machine is set to telephone/fax auto switch answering mode, it is reco mmended that you set ring response to one ring.

12:RING PTRN. FOR FAX:

some telephone services that allow you to have different numbers on one line, each with its own distinctive ring. In this way, when you get an incoming call, you can identify what number is being called by the ring pattern. Your local telephone service can provide you with more information about this service and if it is available. If available, this service is usually offered as a monthly charge to your normal telephon e bill. Available settings are type 1, type 2 and off.

13:1’ST PAPER SIZE:

what size of paper you are using in the paper tray of your fax machine. Available settings are A4, letter, legal 13 and legal 14.

Programming 67

Distinctive ringing is a service offered by

This function allows you to tell your fax machine

15:USER LANGUAGE:

This function allows you to switch between the

two languages programmed into your fax machine.

16:INCOMING RING:

This function controls the telephone ringing sound your fax machine makes when a call comes in. Available settings are on and off.

17:REMOTE RECEIVE:

When you receive an incoming call, this function allows you to remotely tell your fax machine to switch from telephone to fax mode to receive an incoming fax. To use this function, use the keypad of a handset or an external telephone to enter the re mote receive number you have programmed into your fax machine. Available settings are off, 00, 11, 22, 33, 44, 55, 6 6, 77, 88, 99, ** and # #. This functio n only works if your telephone system is a tone dialling system.

18:MEM./FEEDER SW.:

This function controls how your fax machine normally transmits fax messages to one location. Either scanning the document into memory first and then start dialling, or by transmitting directly from the document feeder after dialling. Available settings are MEM. and FEED.

19:POWER SAVE MODE:

This function substantially reduces th e amount of power your fax machine consume s when it is not in us e. When this function is on, your fax machine automatically switches to power save mode after it has been idle for three minutes. When this occurs, your display shows: POWER SAVE MODE, PRESS“START” TO EXIT. While in this mode, your fax machine automatically switches back to full operation after you press the St art key, when t he telephone rings, when the telephone handset is lifted, or when a document is loaded. Available settings are on and off.

20:ECM FUNCTION:

The error correction mode fu nction helps your fax machine to improve communication in areas where telephone line conditions are poor. Available settings are on and off.

Note:

When using ECM, the transmitting fax machine automatically checks the data as it is sent. If the receiving fax machine cannot verify the transmission, the transmitting fax machine will retransmit as necessary. Using ECM also increases transmission time because the data is checked as it is transmitted.

68 User’s Guide

21:REMOTE DIAGNO S IS :

service person to remotely dial and service your fax machine. Available settings are on and off.

22:PC/FAXSWITCH:

Receive Mode and your optional MFP software is set to receive fax messages, all incoming calls are transferred directly to your PC. However, if you are experiencing a problem with your PC, you can tell your fax machine to receive and print faxes locally by setting this function to on. Available settings are on and off.

23:ONE TOUCH PARAM:

the communications settings for a specific One Touch key, without changing the normal communication settings used by your fax machine. For instructions on changing One Touch Parameters settings for a One Touch key, see One Touch parameters in Dial Directories.

The remote diagnostics feature allows a

When your fax machine is set to answer in PC

This function allows you to make chang es to

Changing user function settings

1. Press the Select Function key.

2. Press the 9/User Program One Touc h key. The display shows 1:FUNC. PROGRAMMING.

3. Press the YES key. The display shows FUNCTION NO. [ ].

4. Using the numeric keypad, enter the 2-digit number of the function you want to change. This display then shows the name of the selected function.

5. Press the NO key to cycle thro ugh the settings for the user fun ction, then press the YES key to confirm your selection. The name of the next user function appears in the display.

6. Press the Select Function key to finish.

English

Dial parameter settings

These functions allow you to control the way your fax machine dials telephone numbers. Refer to Dial Parameter Settings List to determine which settings you may need t o change , then ref er to Changin g Your Dial Parameter Settings to make the change.

Programming 69

Note:

Some settings are no t av ailab le in so me count ri es. If you have trouble accessing a dial parameter setting listed here, contact your dealer for assistance.

Dial parameter settings list

REDIAL TRIES:

machine automatically redials a number which is busy or which does not answer. Available settings are from 0 to 10 tries.

REDIAL INTERVAL:

waits between each automatic redial attempt. Available settings are from 1 to 6 minutes.

DIAL TONE DETECT:

for and detect a dial tone before proceeding with dialling. Available settings are on and off.

BUSY TONE D ETECT:

a busy tone when sending a fax. Available settings are on and off.

MF(TONE)/DP(PULSE):

machine uses for dialling. Two dialling methods are in common use. DP, or dial pulse dialling, uses mono tone pul ses to dial a n umber (like a r otary telephone). MF, or multi-frequency dialling (touch tone), uses different tones to dial a number. Available settings are MF and DP.

PULSE DIAL RATE:

function controls how quick ly you r fax machin e sends o ur diall ing pul ses (the dial pulse rate varies in different countries). Available settings are 10 pps, 16 pps and 20 pps.

PULSE MAKE RATIO: PULSE DIAL TYPE:

function controls the type of pulse dialling used (different types of pulse dialling are used in different count ries). Available settings are N, 10-N and N+1.

MF(TONE) DURATION:

function controls the duration of the tones used for dialling (the tone duration varies in different countries). Available settings are 75 ms, 85 ms, and 100 ms.

PBX LINE:

PBX. Once this function has been turned on and the dial prefix function has been programmed, your fax machine will recognize the dial prefix

This function controls how many times your fax

The function controls how long your fax machine

This function allows your fax machine to wait

This function allows your fax machine to detect

This function controls what meth od your fax

If your fax machine is set to pulse dialling, this

Available settings are 33% and 39%.

If your fax machine is set to pulse dialling, this

If your fax machine is set to tone dialling, this

Turn this function on if your fax machine is connected to a

70 User’s Guide

number you use in your PBX to get an outs ide line. After i t dials your dial prefix number, your fax machine paus es to wait for an outsi de line befor e dialling the rest of the telephone number. Available settings are on and off. See Connecting to a PBX in Installation for instructions on changing this setting.

FLASH/EARTH/NORMAL:

this function tells your fax machine about the ty pe of PBX line your fax machine if connected to. Available settings are normal (N), flash (F) and earth (E).

AUTO START:

automatically begin dialling as soon as you have selected a location by pressing a One Touch key or entering an Auto Dial code. You do not h ave to press the Start key. Available settings are on and off.

DIAL PREFIX:

function to tell your fax machine what access numb er is u sed to ob tain an outside line from your P BX. You can en ter up to 4 di gits . See Conn ectin g to a PBX in Installation for instructions on changing this setting.

IT2 DETECT:

Available settings are on and off.

When this function is turned on, your fax machine will

If your fax machine is connected to a PBX, use this

This is another type of dial tone detection (France only ).

If your fax machine is connected to a PBX,

Changing dial parameter settings

1. Press the Select Function key.

2. Press the 9/User Program One Touc h key. The display shows: 1:FUNC. PROGRAMMING.

3. On the numeric keypad, press 2. The displa y shows 2:DIAL PARAMETER.

4. Press the YES key until the display shows the dial parameter you want to change.

5. Repeatedly press the NO key until the setting you want appears in the display.

6. Press the YES key to confirm your selection. The name of the next dial parameter setting will appear in the display.

7. Press the Select Function key to finish.

English

Programming 71

Service function settings

Service function settings in many cases greatly change the way your fax machine operates. To change any of these settings, contact your dealer.

Service function settings list

LONG DOC. STX:

longer than 360 mm. When this function is on, your fax machine will scan and transmit documents of any length for up to one h our.

MDY/DMY:

prints the date (month / day / year or day / month / year).

TIME/DATE PRINT:

printed on the fax messages which you transmit. Your fax machin e can be set to not print the time and date, to print it at the top the first page only, or to print it at the top of every page.

TSI PRINT:

machine sending you a fax message is printed at the top of each page of the message.

NO TONER MEM. RX:

machine automatically receives messages in memory when it is low on toner.

TAD MODE:

the same line as your fax machine.

TEL/FAX SW.:

answering mode is available, which allows your fax machine to automatically distinguish between incoming voice and fax telephone calls.

MONITOR CONT.:

you hear while your fax machine is dialling and all fax communication sounds. Available settings are on and off.

REAL TIME DIAL:

numbers on your fax machine. Normally, your fax machine waits for you to enter an entire telephone number and press Start bef ore d iallin g. When this function is set to type 1, you can dial immed iately (digit by digit) whenever you pick up the handset . When this functi on is set to typ e 2, you can dial immediately whenever you pick up the handset or press the Hook key. Available settings are off, type 1 and type 2.

Normally, your fax machine will not scan documents

This function controls how your fax machine displays and

This function controls how the time and date are

When this function is on, the telephone number of the fax

When this function is turned on, your fax

This function allows an answering machine to operate on

When this function is on, the telephone/fax [T/F]

This function controls the line monitoring soun ds

This function controls how you can dial telephone

72 User’s Guide

TONE FOR ECHO:

conditions. Available settings are on and off.

MH ONLY:

fax machine uses during communicati on. Adjust ing may als o help in poor line conditions. Available settings are on and off.

H/MODEM RATE:

your fax machine’s modem uses at the begin ning of a fax communication . Available settings are 28.8K,14.4K, 9.6K and 4.8K.

This function control s th e type of compr essi on method yo ur

This function compensates for poor overseas line

This function controls the communications speed

English

Programming 73

74 User’s Guide

Reports

Understanding reports

Your fax machine provides a variety of useful reports which help you understand the current settings, programming and operations of your fax machine. Refer to the reports listing below to determine which reports you may want to print, then refer to Printing Reports for instructions on printing a report.

Activity report

The activity report provides a communication record of your fax machine. Information provided on this report includes:

• The total amount of time your fax machine spent sending faxe s and the total amount of time spent receiving faxes.

• The date, time and duration (S,R-TIME) of each transmission or reception.

• The name or telephone number of the fax machine you were communicating with (DISTANT STATION ID). If you were sending a fax, the Personal ID or telephone number of the remote fax machine that received the document will be printed. If the remote fax ma chine does not have a Personal ID or telephoned number programmed, the Location ID or telephone number you entered will be printed. If you were receiving a fax, the Personal ID or telephone number of the remote fax machine that sent the document will be printed. If you were receiving a fax and the remote fax ma chine does not have a Personal ID or telephone number programmed, no data is printed.

• The communication mode used for each transmission or reception.

• The number of pages sent or received.

• The result of each communication.

• Service codes.

English

Reports 75

Note:

This report does not contain the results of fax messages which were received without errors and printed immediately, i.e. only transmiss ions, receptions with errors amd memory receptions are recorded.

Broadcast confirmation report

Use this report to confirm the results of a multiple-location transmission (or broadcast). Information provided on this report inclu des :

• The date and time at which the broadcast started.

• The total amount of time used to complete the broadcast.

• For each location, the Location ID or telephone number , the n umber of pages sent and the result of the communication.

Note:

If there have been no transmissions to multiple locations (broadcast) then this report cannot be printed

Telephone directory

This report provides a complete listing of all of the telephone numbers programmed for the One Tou ch keys, Aut o Dial codes an d groups of your fax machine. The information includes:

• The Location ID and main fax number (TEL NO) for each One Touch key and Auto Dial code.

• The alternate number (OR) for each One Touch key.

• The One Touch Parameter settings (PRM. ECHO) and transmission speed (RATE) for each One Touch key.

• The Location ID and fax number (TEL NO) for each Auto Dial code.

• A listing of all of the One Touch keys and Auto Dial codes included in each group.

76 User’s Guide

Configuration report

The configuration report provides a list of the current operational settings of your fax machine that can be set by you. The information includes:

• The current settings of all your fax machine’ s user functions (except for One Touch Parameter settings, which app ear in the telephone directory).

• The Sender ID (ID=), fax number (TEL NO.) and call back number (CALL BACK NO.) currently programmed into your fax machine.

• The current setting of dial parameters for your fax machine.

Message confirmation report

This report provides information about your last single-location fax transmission or polling transmission. Information in this report includes:

• The date of the communication.

• The total amount of time your fax machine spent sending or receiving (S,R-TIME).

• The Personal ID or telephone number of the fax machine you were sending a fax to (DISTANT STATION ID). If the remote fax machine does not have a Personal ID or telephone number programmed, the Location ID or telephone number you entered is printed.

• The communication mode used.

• The number of pages sent or received.

• The result of the communication.

• Service codes.

• Depending on the settings of your fax machine, a portion of the page will be printed after the report (see 04:IMAGE IN MCF. in Programming)

English

Confidential reception report

This report is automatically printed each time yo ur fax m achine receives a confidential message into a mail box. Information in this rep ort includes:

• The date the message was received.

• The total amount of time your fax machine spent receiving the message (S,R-TIME).

Reports 77

• The Personal ID or telephone number of the fax machine you were communicating with (DISTANT STATION ID). If the Personal ID or telephone number has not been programmed by the sending fax machine, no DISTANT STATION ID is recorded.

• The number of the mail box into which the message was received.

• The number of pages sent or received.

• The result of the communication.

• Service Codes

Broadcast entry report

Each time you program a multiple-location transmission (or broadcast), your fax machine will give you the option of printing this report to confirm your entries. Information in this report includes:

• The Location ID of the One Touch keys and Auto Dial codes you have selected.

• Telephone numbers you have manually entered using the numeric keypad.

Power outage report

If the electrical power to your fax machine has been interupted and your fax machine had delayed transmissions or messages received into memory, your fax machine automatically prints a power outage report to alert you that fax messages have been lost.

If your fax machine has a memory expansion board installed and power has been interrupted for more than one hour, then the power failure may have interfered with delayed transmissions, messages received into memory or other communications. In this case, your fax machine automatically prints a power outage report to alert you.

Printing reports

Printing message confirmation report

After transmission, press the Copy key once (with no documents loaded) to see a report confirming your transmission on the display of your fax machine. To print the report, press the Copy key a second time.

78 User’s Guide

Printing other reports

1. Press the Select Function key.

2. Press the 6/Report Print One Touch key. The display shows 1:ACTIVITY REPORT.

3. Press the NO key repeatedly until the report you want to print appears on the display.

4. Press the YES key. The report will begin printing.

5. Press the Select Function key to finish.

Codes used in reports

Result codes

The following codes indicate the results of communications.

Code Description

BUSY The other machine’s line was busy or there was no answer. COMP. A multiple-location transmission was completed. COVER The fax machine’s cover was opened during the communication. NO The transmission or reception failed due to a communication error. OK The communication was completed successfully. PAPER The communica ti on fail ed because the receiving machi ne ran out of paper. PUNIT This error code indicates a problem with the printing unit. Contact your dealer. R_JAM A paper jam occ urred in your fax machine while it was receiving a fax, and your

fax machine wa s un a b le to receive the entire me s s age in memory S_JAM A document jam occurred in the sending fax machine. STOP The Stop key was pressed, ending the communication session.

English

Communication codes

The following codes indicate the communication mode used for a communication.

Code Description

B.C. Multiple-locatio n transmission (broadcast). BOX Reception into a personal mail box. CALLING A communication initiated by your fax machine. CALLED A communication initiated by a remote fax machine.

Reports 79

80 User’s Guide

Problem Solving

Clearing document jams

When a document jam occurs, your fax machine beeps and an error message appears in the display. If the jammed document looks like it is positioned straight in your feeder, press the Stop k ey to try to feed the document the rest of the way through the feeder. If this fails, follow the instructions below.

1. Grasp the control panel. Pull up and toward you until it releases. Swing the control panel out o f the way.

English

2. Pull out the jammed document.

3. Push the control panel back down until it locks.

Problem Solving 81

Clearing printer paper jams

If your fax machine displays PAPER JAM or NO PAPER when the paper cassette still contains paper, there may be one or more sheets of paper jammed in the machine. To clear a paper jam, follow the instructions below.

Note:

If you are experiencing many paper jams, it may be due to the type of paper you are using. For best results, select a paper which has been developed specifically for photocopying or laser printing. Be sure to fan the paper before loa ding it into your paper tray.

1. Turn the power switch off (the O should be pressed down).

2. Lift the document table and swing it out of the way.

SELECT FUNCTION

AUTO REC

DEF

ABC

JKL

GHI

TUV

PRS

OQZ

T AR ST

AUTO DIAL

REDIAL

STOP

ALARM

HYPHEN

HOOK

V. REQUEST

STD

DARK

COPY

FINE

NORMAL

LIGHT

EX FINE

PHOTO

WXY

3. Check for paper jammed in the slot where received faxes or copies exit onto the document stacker. If you see paper jammed in the exit slot, lift the blue bar out of the way and pull the pa per out.

SELECT FUNCTION

R TO AU

IAL

STAR

SEAR

EDIAL

STO

ALAR K O

HYPH

EST

V. R

STD

DAR

M R

FIN

O N

LIG

EX FIN

DEF

PHO

ABC

JKL

WXY

GHI

TUV

PRS

OQZ

82 User’s Guide

4. Push the buttons on the side of the copy stacker until you hear a

HYP

OOK

EST

click. Lift the copy stacker out of the way.

SELECT FUNCTION

AUTO REC

DEF

ABC

JKL

WXY

GHI

TUV

PRS

OQZ

T AR ST

AUTO DIAL

REDIAL

STOP

ALARM

HYPHEN

HOOK V. REQUEST

STD

DARK

COPY

FINE

NORMAL

LIGHT

EX FINE

PHOTO

CAUTION:

Never expose the image drum unit to light for more than 5 minutes. Never expose the image drum unit to direct sunlight. Always hold the image drum unit by the ends. Never touch the surface of the green drum inside the image drum unit.

5. Lift the image drum unit out and set it aside. Keep it out of direct sunlight and DO NOT touch the green surface of the drum.

H V. REQU

STD

DARK

COPY

FINE

NORMAL

LIGHT

EX FINE

DEF

PHOTO

ABC

JKL

WXY

GHI

TUV

PRS

OQZ

PUSH

English

PUSH

6. Carefully pull out any paper you see jammed inside the machine.

SELECT FUNCTION

AUTO REC

AUTO DIAL

START

REDIAL

STOP

ALARM

HYPHEN

HOOK

V. REQUEST

STD

DARK

COPY

FINE

NORMAL

LIGHT

EX FINE

DEF

PHOTO

ABC

JKL

WXY

GHI

TUV

PRS

OQZ

Problem Solving 83

7. Pull out the paper cassette. If any of the paper in the paper cassette

is damaged, remove and replace it.

8. Push the paper down until it is under the plastic tabs.

9. Slide the paper cassette all the way back into your fax machine.

10. Place the image drum unit back into your fax machine. To ensure that the image drum is positioned correctly, press down firmly on both of the locations on the image drum marked “PUSH”.

SELEC FUNCTION

AUTO REC

DEF

ABC

JKL

GHI

TUV

PRS

OQZ

84 User’s Guide

ART

AUTO DIAL

REDIAL

STOP

ALARM

HYPHEN

HOOK V. REQUEST

STD

DARK

COPY

FINE

NORMAL

LIGHT

EX FINE

PHOTO

WXY

PUSH

11. Close the copy stacker and push down on it until you hear a click. Be sure both slides are latched.

SELECT FUNCTION

AUTO REC

DEF

ABC

JKL

WXY

GHI

TUV

PRS

OQZ

AUTO DIAL

STAR

REDIAL

STOP

ALARM

HYPHEN

HOOK

V. REQUEST

STD

DARK

COPY

FINE

NORMAL

LIGHT

EX FINE

PHOTO

12. Close the document table.

SELECT FUNCTION

AUTO REC

DEF

ABC

JKL

GHI

TUV

PRS

OQZ

T AR

AUTO DIAL

REDIAL

STOP

ALARM

HYPHEN

HOOK V. REQUEST

STD

DARK

COPY

FINE

NORMAL

LIGHT

EX FINE

PHOTO

WXY

13. Turn the power switch back on (the I should be pressed down).

English

Replacing toner cartridge

The number of pages you can print with one toner cartridge varies depending on the type of documents you usually receive or copy. A toner cartridge will print about 2500 pages/A4 size of standard business communications at a typical print coverage of 4% (equivalent of CCITT No. 1 test chart). The first toner cartridge installed in a new image drum unit will have a decreased yield because the image drum unit itself has to be filled.

If your fax machine displays TONER LOW or REPLACE TONER CART., replace the toner cartridge with a new one. However, if the print density is high enough, you can cont inue to use the toner cartrid ge without replacing it until the print density becom e s too low.

Problem Solving 85

If the print density becomes low even before your fax machine displays TONER LOW or REPLACE TONER CART., gently wipe the lens surface of the LED array (see Step 8 ). If the print density does not improve, replace the toner cartridge. When your fax machine’s display shows CHANGE DRUM, replace the image drum unit.

WARNING

Be careful when handling the to ner cartridge. Do not let toner spill on

your clothing or other porous materials. See Safety at the beginning of this

user’s guide.

1. Turn the power switch off.

2. Lift the document table into an upright position.

SELECT FUNCTION

AUTO REC

DEF

ABC

JKL

WXY

GHI

TUV

PRS

OQZ

AUTO DIAL

REDIAL

STOP

ALARM

HYPHEN

HOOK V. REQUEST

STD

DARK

COPY

FINE

NORMAL

LIGHT

EX FINE

PHOTO

3. Push in the cover release buttons on the side of the copy stacker until you hear a click. Lift the copy stacker.

SELECT FUNCTION

AUTO REC

DEF

ABC

JKL

GHI

TUV

PRS

OQZ

T AR ST

AUTO DIAL

REDIAL

STOP

ALARM

HYPHEN

HOOK

V. REQUEST

STD

DARK

COPY

FINE

NORMAL

LIGHT

EX FINE

PHOTO

WXY

4. Pull the coloured lever on the old toner cartridge all the way toward you. Carefully pull the old toner cartridge out of the image drum unit. Dispose of it in the plastic bag you received with your new toner cartridge.

86 User’s Guide

DEF

EX FIN

LIGH

RCH

PHOTO

ABC

JKL

WXY

GHI

TUV

PRS

OQZ

5. Remove the new toner cartridge from its package and gently shake it from side to side to distribute the toner. Then carefully peel the white plastic tape from the bottom of the toner cartridge.

CAUTION:

Be careful not to insert the toner cartridge ba ckwards into the image drum unit.

6. With the ridged side facing up and the coloured lever on your r ight, insert the toner cartridge into the image drum unit. Slide the left end of the cartridge in first, then lower the right end into place.

SEA

REDIAL

STOP

ALARM

HYPHEN

HOOK V. REQUEST

STD

DARK

COPY

FINE

NORMAL

LIGHT

EX FINE

DEF

PHOTO

ABC

JKL

WXY

GHI

TUV

PRS

OQZ

English

7. Once the toner cartridge is in place, push the coloured lever all the way forward to secure it and release the toner.

Problem Solving 87

SELECT FUNCTION

AUTO REC

DEF

ABC

JKL

WXY

GHI

TUV

PRS

OQZ

AUTO DIAL

STAR

REDIAL

STOP

ALARM

HYPHEN

HOOK

V. REQUEST

STD

DARK

COPY

FINE

NORMAL

LIGHT

EX FINE

PHOTO

8. Using the cleaning wipe provided in the package with your new toner cartridge, gently wipe back and forth across the full length of the LED array.

9. Close the copy stacker and push down until you hear the copy stacker click into place. Be sure that the cover latches on both sides.

10. Close the document tabl e.

11. Turn the power switch back on (the I should be pressed down).

CAUTION:

Please abide by the disposal laws of your country when disposing of replaced toner cartridges.

Replacing image drum unit

If the faxes you receive are light or have vertical streaks in them and you are not out of toner, or if your fax machine displays a CHANGE DRUM message, your fax machine needs a new image drum unit. Contact your dealer to order one.

The life of an image drum depends on a number of factors, including temperature and humidity, the type of paper you use, and the number of pages per job. The image drum cartridge should last about 10,000 pages for continuous printing, up to 8,000 pages at 3 pages per job, and about 4,500 pages at 1 page per job.

88 User’s Guide

CAUTION:

1. Turn the power switch off (the O should be pressed down).

2. Lift the document table into an upright position .

SELECT FUNCTION

AUTO REC

DEF

ABC

JKL

WXY

GHI

TUV

PRS

OQZ

T AR ST

AUTO DIAL

REDIAL

STOP

ALARM

HYPHEN

HOOK

V. REQUEST

STD

DARK

COPY

FINE

NORMAL

LIGHT

EX FINE

PHOTO

3. Push in the cover release buttons on the side of the copy stacker until you hear a click. Lift the copy stacker.

SELECT FUNCTION

AUTO REC

DEF

ABC

JKL

WXY

GHI

TUV

PRS

OQZ

T AR ST

AUTO DIAL

REDIAL

STOP

ALARM

HYPHEN

HOOK V. REQUEST

STD

DARK

COPY

FINE

NORMAL

LIGHT

EX FINE

PHOTO

English

4. Remove the old image drum unit (with its toner cartridge), wrap it in the packaging materials from your new image drum unit, and throw it away.

ALAR

HYPHEN

HOOK V. REQUEST

STD

DARK

COPY

FINE

NORMAL

LIGHT

EX FINE

DEF

PHOTO

ABC

JKL

WXY

GHI

TUV

PRS

OQZ

Problem Solving 89

PUSH

5. Take the new image drum unit out of its package and insert it into

NCTIO

your fax machine. To ensure that the image drum is positioned correctly, press down firmly on both of the location s o n the im age drum marked “PUSH”.

AUTO REC

AUTO DIAL

START

REDIAL

STOP

ALARM

HYPHEN

HOOK

V. REQUEST

STD

DARK

COPY

FINE

NORMAL

LIGHT

EX FINE

DEF

PHOTO

ABC

JKL

WXY

GHI

TUV

PRS

OQZ

6. Install a new toner cartridge. Follow Steps 5-10 in Replacing the Toner Cartridge.

7. With the copy stacker and document table closed, turn the power switch back on (the I should be pressed do wn).

8. W ait until the time, date and answering mode appear on the display. Then press the Select Function key.

9. Press the 7/Counter Display One Touch key. The display shows DRUM COUNT.

10. Press the YES key to clear the image drum unit counter.

11. Press the Select Function key to finish.

CAUTION:

Please abide by the disposal laws of your country when disposing of replaced Image Drum Units.

Reading print counters

The print counters of your fax machine cou nt the number of pages your fax machine has printed or scanned in its lifetime. If you are experiencing a problem, a service person may ask you to check these counters.

90 User’s Guide

Note:

If the image drum unit has reached the end of its life, you will also use this function to reset the drum counter. Refer to Repl acing Image Drum Un it above for more information.

1. Press the Select Function key.

2. Press the 7/Counter Display One Touch key. The display shows DRUM COUNT.

3. Press the NO key. The display shows the PRINT COUNT.

4. Press the NO key again. The display shows the SCAN COUNT.

5. Press the Select Function key to finish.

Problem checklist

Your fax machine is a complex machine with many features and f unctions which allow it to operate in different ways. Many prob lems you experience may be due to improper programming. If you are experienci ng a problem, read through the list of problems and solu t ions before call ing your dealer.

Your telephone does not ring if your fax machine is set tel/fax answering mode and the incoming call is a voice call.

the tel/fax answering mode, your fax machine answers the incoming call and detects if the call is a voice call or a fax call. If the call is a voice call, your fax machine will ring, but your telephone will remain silent. It is recommended that you only use te l/fax answerin g mode if your t elephone is located near the fax machine.

The display is blank.

cord to make sure that it is firmly plugged in. Check your wall outlet to make sure that it has power.

Nothing happens when you press the control panel keys.

machine off, wait 10 seconds, then turn it on again.

The display tells you to replace paper even though there is paper in the paper cassette.

is firmly stacked in the tray. Push the paper firmly under the plastic tabs on the edge of the tray. Check for a paper jam in the fax machine.

Your documents jam.

damage. Make sure there are no stap les or paper clips and th at the paper is clean and dry. Make sure the document is not wider th an your fax machine

Check that the power switch is on. Check the power

Take the paper cassette out and make sure that the paper

Check the document for wrinkles, tears or other

This is normal. In

Turn the fax

English

Problem Solving 91

can load. Try making a copy of the document on a p hotocopier and fa xing the copy.

Your fax machine will not dial.

Check the power cable and wall outlet. Make sure that your telephone line (not your external telephone or handset) is connected to the LINE outlet on the back of your fax machine. If you have an external telephone connected , lift the handset and check for a dial tone. If you do not have an external telephone connected, press the Hokk/V. Request key and check for a dial tone. If you do not hear one, there may be a problem with your telephone l ine. If you do hear a dial tone, your fax machine may be using the wrong dialling method (pulse or tone) for your area. If you hear chan ging tones instea d of dialling pul ses and you know that your area uses pulse dialling, refer to the MF(TONE)/ DP(PULSE) dial parameter setting in Programming. If your fax machine is connected to a PBX, make sure you have programmed to work with a PBX (see Connecting to a PBX in Installation).

The display shows a communication error.

This alarm indicates any of a number of problems. You may be trying to communicate with an incompatible fax machine (your machine can only communicate with ITU-T Group 3 fax machines). The remote machine may not be able to perform the function that you want, such as polling or confidential messages. The remote machine may also be out of paper or experiencing a paper jam. Bad telephone line conditions can also cause communication errors. Try sending the fax again and check to make sure you are dialling the correct telephone number. If you have to dial an access digit to get an outside line, or if you are dialling internationally, you may need to enter a pause (using the Pause One Touch key) after the access digit or international dialling code to tell your machine to w ait for a dial ton e . If you have frequent problems communicating with a particular remote fax machine, try programming the number into one of your One Touch keys and then changing the One Touch Parameters for that One Touch key (see Dial Directories). Lastly, either your fax machine or the remote fax machine may need servicing. Try sending a fax to another location to check your machine.

You sent a fax but the image the remote fax machine received was very poor.

If your document had a lot of small type, complex illustrations, photos, or was very light or very dark, try changing your Transmit Resolution and Type of Original settings (see Loading Documents in Basic Operations). Copy the document on your fax machine to see how it will transmit. The problem may be caused by telephone line interference. Try sending the document again later.

92 User’s Guide

Oki 5400 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Safety

General

Installation hints

Operation & maintenance

Toner cartridge & image drum handling

Emergency first aid

Introduction

Features

Product options

Memory expansion

Second paper cassette

PC interface board

Component Identification

What you should receive

Components

Control panel keys & indicators

One touch keypad

Using one touch keys for dialling

Using one touch keys for selecting functions & programming

Signal tones

Installation

Getting started

Where to install your fax machine

Unpacking

Setting up

Installing document stacker

Installing toner cartridge

Connecting telephone line

Installing external handset

Connecting external telephone or answering machine

Connecting power

Loading paper

Setting time & date

Setting answering mode

Answering mode options

Changing answering mode

Fax machine identification

Setting fax machine identification

Setting forwarding number

Setting language

Connecting to a PBX

Dial Directories

One touch keys

Programming

One touch parameters

Chain dialling

Auto dial numbers

Programming

Groups

Programming

Basic Operations

Preparing documents

Document size

Multiple page documents

Loading documents

Sending faxes to single location

Search key dialling

Redialling

Confirming results

Stopping transmissions

Receiving faxes manually

Receiving faxes into memory

Memory reception

No paper reception

No toner reception

Cancelling messages stored in memory

Rejecting unsolicited fax messages

Power failures & memory

Making copies

Making copies using manual paper feeder

Using voice request

Initiating voice request

Answering voice request

Advanced Operations

Sending faxes to multiple locations

Delayed sending of faxes