Oki FAX 4580 User Manual
User’s Guide
Document Name
OKIFAX 4580 User’s Guide
P/N 59347801
Disclaimer
Every effort has been made to ensure that the information in
this document is complete, accurate, and up-to-date. Oki Data
assumes no responsibility for the results of errors or omissions
beyond its control. Oki Data also cannot guarantee that
changes in software and equipment made by other manufacturers and referred to in this document will not affect the applicability of the information in it. Mention of software products
manufactured by other companies does not necessarily
constitute endorsement by Oki Data.
Copyright Information
Copyright 2002 by Oki Data. All Rights Reserved
First Edition: November, 2002
Written and produced by the Oki Data Training and Publications
Department.
Contact Information
Please address any comments on this publication to:
Mailing Address
Oki Data Americas
Training and Publications Department
2000 Bishops Gate Boulevard
Mount Laurel, NJ 08054-4620
Trademark Information
OKI and OKI DATA are registered trademarks of Oki Electric
Industry Company, Ltd.
Adobe, ATM, PostScript and Type Manager are trademarks of
Adobe Systems, Inc. which may be registered in certain
jurisdictions.
Energy Star is a registered trademark of the United States
Environmental Protection Agency.
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and Telegraph.
Windows and Windows NT are either registered trademarks or
trademarks of Microsoft Corporation in the United States and/or
other countries
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Service
Emergency First Aid Information
Refer to the Material Safety Data Sheet.
e-Mail Address:
pubs@okidata.com
Web Site
Please visit Oki Data’s multilingual web site at: http://
www.okidata.com
2 OKIFAX 4580 Users Guide
Contents
Introduction ........................................................ 5
Features ...........................................................5
Handset Kit.......................................................5
Safety ..................................................................6
Component Identification ..................................8
What You Should Receive ................................8
Components 1 ..................................................9
Components 2 ..................................................9
Components 3 ................................................10
Control Panel Keys and Indicators ................. 11
The One-Touch Keypad .................................17
Using the One-Touch Keys for Dialing .......17
Using the One-Touch Keys for Selecting
Functions and Programming ....................17
Sounds Your Fax Machine Makes .................. 18
Installation ........................................................19
Getting Started ...............................................19
Where to Install Your Machine ................... 19
Unpacking ..................................................19
Setting Up Your Machine ................................20
Install the Paper Tray/Copy Stacker...........20
Install the Document Tray .......................... 20
Install the Toner Cartridge ..........................21
Connect to the Telephone Line ...................23
Connecting an External Telephone or
Answering Machine .................................23
Connect Power .......................................... 23
Loading Paper............................................24
Setting the Clock ............................................25
Setting the Answering Mode...........................26
Answering Mode Options ...........................26
Changing the Answering Mode .................. 27
Setting the Fax Identification .......................... 28
Setting Language ...........................................29
Connecting to a PBX ......................................30
Dial Directories ................................................. 31
Programming One-Touch Keys ...................... 31
Chain Dialing..............................................32
Programming Auto Dial Numbers ...................33
Programming Groups .....................................35
Basic Operations ..............................................36
Preparing Documents..................................... 36
Document Size ..........................................36
Multiple Page Documents .......................... 36
Loading Documents ....................................... 37
Sending a Fax to a Single Location ................38
Search Key Dialing ....................................38
Real-Time Dialing.......................................38
Redialing ....................................................38
Confirming Results..................................... 38
Stopping a Transmission............................38
Sending a Fax to Multiple Locations
(Broadcasting)..............................................39
Performing a Broadcast Operation ............. 39
To make corrections ...................................39
Faxing to a Group ..........................................40
Sending a Fax to a Group ..........................40
Receiving Faxes Manually .............................40
Receiving Faxes in Memory ...........................41
Memory Reception mode ...........................41
No Paper Reception................................... 41
No Toner Reception ...................................41
Canceling Messages Stored in Memory..... 41
Rejecting Unsolicited Fax Messages.............. 42
Power Failures and Memory ..........................42
Making Copies ...............................................43
Making Copies with the
Manual Paper Feeder ..............................43
Using Voice Request ......................................43
To Initiate a Voice Request......................... 43
To Answer a Voice Request .......................43
Advanced Operations ......................................44
Sending a Fax at a Later Date and Time ........44
Sending a Delayed Fax from the Document
Feeder .....................................................44
Sending a Delayed Fax From Memory....... 45
Canceling a Delayed Transmission ............45
Sending a Confidential Fax or Sub-address
Transmission................................................ 46
Receiving Confidential Faxes .........................46
Creating a Confidential Mailbox (Personal
Box) .........................................................47
Closing a Mailbox....................................... 47
To Change Your Password.........................48
Table of Contents 3
Printing Confidential Messages ......................48
To print a received
confidential fax message .........................48
Relay Broadcasting ........................................ 49
Relay Initiating Station ...............................49
Relay Key Station ...................................... 49
Relay Broadcast Report .............................49
Initiating a Relay Broadcast .......................49
Sending Documents Requested by Another Fax
Machine (Polling Transmission) ...................50
Setting Your Machine to be Polled ............. 50
Dialing Another Fax Machine to
Request Documents (Polling Reception)...... 50
Polling Documents from
Other Fax Machines ................................50
Dual Access ...................................................51
What You Can Do While Sending a Fax .....51
What You Can Do While Receiving a Fax: . 51
What You Can Do While Making Copies: ... 51
Programming ....................................................52
Customizing Features and Operations ...........52
Viewing Your Current Settings....................52
User Function Settings ...................................52
User Function Settings List ........................52
Changing Your User Function Settings ......56
Setting Your Machine’s Distinctive Ring ..... 56
Personal Box Programming (Polling) ......... 57
Personal Box Programming (Confidential) . 57
Personal Box Programming (Close) ........... 58
Forward No. Programming .........................58
Memory Password Programming (Register)59
Memory Password Programming (Delete) . 59
Dial Parameter Settings .................................59
Dial Parameter Settings List....................... 59
Changing Your Dial Parameter Settings .....60
Service Function Settings...............................61
Service Function Settings List ....................61
User Functions ...............................................61
Printing Reports .............................................65
Printing a Message Confirmation Report....65
Printing Other Reports ............................... 65
Codes Used in Reports ..................................66
Result Codes ............................................. 66
Communication Codes ...............................66
Problem Solving ...............................................67
Clearing a Document Jam .............................. 67
Clearing a Printing Paper Jam........................68
Replacing the Toner Cartridge
(OKI P/N 52111701) .....................................70
Replacing the Image Drum Unit
(OKI P/N 40709901).....................................72
Shipping the Machine .....................................74
Reading Your Print Counters ..........................74
Problem Checklist .......................................... 75
Display Panel Messages ................................77
Normal Display...........................................77
Error Messages .........................................77
Other Error Messages................................78
Specifications ...................................................79
Warranty, Regulatory, and
Safety Information........................................ 80
Limited Warranty: U.S. & Canada...................80
Overnight Exchange: U.S. & Canada .............81
Limited Warranty: Latin America .....................82
Material Safety Data Sheet ............................84
Emergency First Aid Procedures................ 85
Safety Information .......................................... 86
Regulatory Information ................................... 87
Index ..................................................................90
Reports ..............................................................63
Understanding Reports ..................................63
Active Memory Files Report .......................63
Activity Report ............................................ 63
Confidential Reception Report ...................64
Broadcast Confirmation Report ..................64
Broadcast Entry Report..............................64
Message Confirmation Report ...................64
Configuration Report ..................................64
Telephone Directory ...................................65
Power Outage Report ................................65
Protocol Dump ...........................................65
4 OKIFAX 4580 Users Guide
Introduction
Thank you for purchasing this OKIFAX 4580 fax
machine. This 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
Your facsimile machine includes the following
features:
10 One-Touch keys for automatic, single-key
dialing of pre-programmed telephone numbers.
100 Auto Dial numbers for automatic dialing of
additional pre-programmed telephone numbers.
10 Groups for transmitting a document to
multiple locations with a single selection.
A search feature for looking up pre-pro-
grammed telephone numbers by name.
Halftone transmission in up to 64 shades of
gray.
Fax communication at up to 33,600 bits per
second.
Automatic redial and page re-transmission
when a telephone number is busy or when
problems occur in communication.
Advanced transmission and reception fea-
tures, including delayed transmission, transmission to multiple locations, confidential,
relay broadcast initiate and polling.
Advanced memory transmission and recep-
tion features, including automatic reception
into memory.
Reports to help you keep track of your
machine’s operations and settings.
Answering modes for both manual and
automatic fax reception
Automatic switching between incoming voice
and fax messages
The ability to share the same telephone line
with an answering machine.
A closed network feature for limiting who can
send faxes to your machine. Closed network
can also limit both where faxes can be sent to
and received from.
The ability to make up to 50 sorted copies of
an original document (using standard-weight
20 lb. paper).
4 MB of built-in memory.
The ability to scan data into memory as the
machine begins dialing during transmissions.
This is called Instant Dialing. Instant Dialing
saves time because the machine does not
wait for a connection on the receiving end.
The ability to reduce the width of a transmitted
document by about 95% to bring data within
printable parameters.This avoids losing data
located outside of the printable area. This
feature is called Automatic Reduction. To use
it, set User Function Setting 27, WIDTH
REDUCTION to ON.
This function is also active during copying.
The ability to restrict operation of this device
to only those who know a programmed ID.
This feature is called Restrict ID. The Restrict
ID number is a 4-digit ID number programmed
into the machine. Users must enter the
Restrict ID into your machine to operate the
unit.
MFP Function (PC Printer Mode/PC Scanner
Mode/PC Fax Mode) Unimessage software
enables your machine to act as a PC printer
or scanner and enables the PC fax mode to
be used. For details, see the separate
booklet on this option.
Handset Kit
This optional handset connects directly to your
machine and works like a telephone. Order Number
70031801.
Introduction 5
Safety
Installation Hints
Install the machine in a dust-free location
away from direct sunlight.
Place the machine near an electrical outlet
that is easily accessible.
Do not plug the machine into a power source
shared by items that produce electric noise
(e.g., air conditioner, etc.).
The design of this machine requires electrical
grounding, and is thus supplied with a threewire grounded power cord. For your safety as
well as that of others who may operate the
machine, please do not attempt to alter the
power cord by modifying the grounding prong.
The Line jack is for connecting the machine to
a standard telephone line. To avoid damage
to telephone systems and/or the machine, do
not plug the machine into anything other than
a standard RJ-11C jack.
The TEL jacks on the back of the machine are
only suitable for two-wire devices. Some
standard telephones may not respond to
incoming signals when connected to an
extension socket.
The machine may not necessarily provide the
effective transfer of a call from a telephone
connected to the same line.
The operation of this machine on the same
line as that of a telephone or other device
equipped with an audible warning device or
automatic call detector may result in bell
vibration (sporadic ringing) or false tripping of
the call detector. If such a problem occurs,
the user is requested to NOT contact the
telephone company.
Adjustment of the electrical/electronic compo-
nents in the machine requires an authorized
service technician. Do not attempt to make
adjustments yourself. Any alterations made by
an individual other than an authorized service
technician may be cause for nullification of the
product warranty.
Operation and Maintenance
Aside from the instructions specifically stipu-
lated in this document, do not attempt to
disassemble or service this machine, including
the lubrication of moving parts. Please
contact an authorized service center for
assistance.
Use a soft dry cloth to clean the control panel
and main body of the unit. Do not apply any
cleanser to the cloth or surface of the machine.
Remove the power cord from the wall socket
before trying to recover any object(s) that may
have fallen into the machine.
If the machine is physically damaged, immedi-
ately disconnect it and arrange for its repair or
disposal.
When moving the machine, always disconnect
the telephone line before disconnecting the
power cord. Accordingly, reconnect the power
cord before reconnecting the telephone line.
This machine is not intended for use in parallel
with any other telephone devices.
6 OKIFAX 4580 Users Guide
Toner Cartridge and Image Drum Unit
Emergency First Aid
Warning: This OKI facsimile machine will not
operate if any toner cartridge or
image drum unit other than that
specified by OKI is installed. Please
be sure to read the labeling on the
toner package and image drum unit
package to ensure that you have
purchased the correct cartridge or
unit.
Leave unused toner cartridges and image
drum units sealed in their packaging until
needed. When replacing a toner cartridge or
image unit, re-use the packaging to dispose of
the old toner cartridge or image drum unit.
Do not expose interior components of the
machine to light for more than five minutes.
Never expose the green drum (located inside
the image drum unit) to direct sunlight.
Please be careful when handling the image
drum unit and only touch it at the ends (never
in the middle). Never touch the green drum
inside the image drum unit.
Please be careful when removing the toner
cartridge. Do not let it come in contact with
clothing or porous materials. (The toner
powder will cause permanent staining.)
Small amounts of toner that come in contact
with skin or clothing can be readily removed
with soap and cold water if attended to
immediately. The use of hot water will make
removal of the stain much more difficult.
IF TONER IS SWALLOWED: Dilute by having
the person drink two glasses of water and
induce vomiting by administering Syrup of
Ipecac (follow manufacturer’s instructions).
Seek medical attention immediately. Never
attempt to induce vomiting or give anything by
mouth to a person who is unconscious.
IF TONER IS INHALED: Take the person to
an open area for fresh air. Seek medical
attention immediately.
IF TONER GETS IN THE EYES: Flush eyes
with large quantities of cool water for 15
minutes, keeping eyelids open with fingers.
Seek medical attention immediately.
Safety Information 7
Component Identification
What You Should Receive
Document Tray
Fig04_02.eps
Paper Tray/Copy Stacker
Fig04_03.eps
Facsimile Unit
Fig04_01.eps
Telephone Cord
Fig04_05.eps
Toner Cartridge
Fig04_09.eps
Document Stacker
Fig04_06.eps
Power Cord
Fig04_04.eps
8 OKIFAX 4580 Users Guide
Image Drum Unit (Inside machine)
Fig04_07.eps
Components 1
Components 2
1 Paper Tray/Copy Stacker
Up to 100 sheets of paper can be loaded onto
this tray. Up to 30 sheets of finished copies or
received faxes can be stacked on top of this
tray.
2 Document Tray
Holds original documents that are to be faxed
or copied.
3 Document Guides
Adjust these guides to the page width of the
documents that are to be copied or faxed.
4 One-Touch Keypad
5 Control Panel
6 Manual Paper Feeder
Load paper into this slot when you want to use
a type of paper different from the paper in the
paper tray.
Fig04_10.eps
1
1 PC Connector
Plug the computer cable into this connector (if
you have installed the MFP Option Kit).
2 LINE Terminal
Terminal for connecting the unit to an outside
telephone line.
3 TEL Terminal
Terminal for connecting the machine to an
external telephone.
4 AC Power Inlet
Plug the AC power cord into this inlet.
5 Power Switch
Fig04_11.eps
2
42153
3
4
5
6
Components 9
Components 3
1 LED Print Head
This black bar is the part of your machine
which writes received or copied images onto
the image drum unit. You should clean this bar
each time you change your toner cartridge.
2 Image Drum Unit
The image drum unit contains the green
photosensitive drum which receives images
from the LED print head and transfers them to
the printing paper.
3 Toner Cartridge
This black cylinder, installed inside the image
drum unit, contains the black powder which is
your machine’s ink. You need to install a new
toner cartridge when the REPLACE TONER
CART message appears on the display.
Fig04_12.eps
1
2
3
10 OKIFAX 4580 Users Guide
Control Panel Keys and Indicators
1 LCD Display Panel: Refer to this display for
instructions and information while your machine
is performing operations or while you are
programming.
YES
2
Use this key to:
·
key / Transmit Resolution:
change the resolution used for transmitting
documents. Use
Fig04_13_a.eps
NO
3
key / Type of Original:
Use this key to
·
Select the document contrast after you
load a document for transmission. Use
LIGHT for originals that are too light,
NORMAL for documents with good con-
trast,
STD for standard originals,
FINE and EX.FINE for detailed or small
print originals, and
PHOTO for originals that include colors or
many shades of gray.
·
select
·
move your cursor to the left while program-
YES
when making selections
ming.
·
select the desired resolution when copying.
First press the COPY key, then press
YES
until the desired resolution indica-
tor is lit
DARK for originals that are too dark.
·
select
·
move your cursor while programming.
NO
when making selections
4 AUTO REC Key: Use this key to switch your
machine’s answering mode. The answering
mode controls how your machine answers
incoming calls and receives faxes. Your
machine’s display always indicates your
current selection. See Setting the Answering
Mode in the Installation section for more
information about the answering modes available in your machine.
Components 11
Control Panel Keys and Indicators (Continued)
Fig04_13.eps
5 e-mail Key: When the Internet Fax feature set
option is installed, press this key before entering an e-mail address directly from the OneTouch or 10-Key (Numeric) keypads.
6 SEARCH Key: The One-Touch keys and Auto
Dial numbers can be programmed to have a
name or location ID associated with their
telephone numbers. Using this key by itself or
in combination with the numeric keypad, you
can search for these numbers alphabetically.
You can also use the SEARCH key to search
for unassigned One-Touch keys and Auto Dial
numbers.
7 HOOK/V. REQUEST Key: Press this key to
open a telephone line for manual dialing. You
can hear the dialing through your machine’s
speaker. If you have an external telephone
connected to your machine, you can also use
this key to initiate or answer a request for voice
communication. During a fax communication,
press this key to tell the operator at the other
fax machine that you want to talk to him or her
at the end of your transmission or after reception of any page has been completed. To
answer a voice request, press this key after
lifting your telephone handset.
12 OKIFAX 4580 Users Guide
Control Panel Keys and Indicators (Continued)
Fig04_13_a.eps
8 REDIAL Key: Press this key to manually redial
the last number dialed on your machine.
9 AUTO DIAL Key: Auto Dial numbers are
abbreviated numbers for rapid dialing. Rather
than dialing the entire telephone number, you
can enter a 3-digit 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.
10 SELECT FUNCTION Key: Use this key to
activate your machine’s advanced transmission
and reception functions, to obtain reports and
for programming. To select a function, press
the SELECT FUNCTION key, and then press
the One-Touch key labeled with the function
you want to use. When programming or selecting other functions, pressing the SELECT
FUNCTION key a second time returns you to
the standby mode.
11 COPY Key: You may use this key to make
copies, obtain a Message Confirmation Report,
or to program a One-Touch key or an Auto Dial
Number.
After loading a document, press this key to
make a copy.
When no documents are loaded, press this key
once to obtain a Message Confirmation Report
about your last transmission on the LCD
Display Panel. Press this key a second time to
receive a printed report.
You can also use the Copy key as a shortcut
for programming One-Touch keys and Auto
Dial numbers. After you have loaded a document and manually dialed a telephone number,
press COPY to instantly program that number
into a One-Touch Key or Auto Dial number.
12 STOP Key: This key cancels the operation
currently in progress and turns off the Alarm
Indicator. After loading paper or installing a new
toner cartridge, press this key to cancel alarm
conditions after the condition has been corrected. When programming, pressing the
STOP key takes you back step-by-step through
the programming functions you have already
selected.
Components 13
Control Panel Keys and Indicators (Continued)
Fig04_13.eps
13 START Key: Press the START key to initiate
the operation indicated on the display or to
confirm information you have entered into the
display.
14 ALARM Indicator: When there is a problem,
this indicator lights (red) and an alarm sounds.
To turn the alarm indicator off, press the STOP
key and correct the problem.
15 1 / CAPS key (One-Touch key 1): Pressing
this key allows you to change from upper to
lower case text when programming or entering
character text into your machine.
16 5 / SPACE key (One-Touch key 5): Use this
key to enter spaces while programming information into your machine. Spaces are used to
make programmed entries easier to read.
Spaces have no effect on dialing. Use the
PAUSE key to insert pauses into the dialing
process.
17 6 / DELETE key (One-Touch key 6): Use this
key to delete characters or numbers while
programming information into your machine.
Pressing DELETE deletes the character the
cursor is sitting under and all characters to the
right of the cursor position are moved to the
left.
18 7 / PAUSE key (One-Touch key 7): Use this
key to enter automatic 3-second pauses in
dialing when programming telephone numbers.
Pauses in programmed telephone numbers are
indicated by a “P” symbol.
Example: Press PAUSE before the programmed telephone number. The machine will
“wait” for an outside or international line to
open before dialing the number.
14 OKIFAX 4580 Users Guide
Control Panel Keys and Indicators (Continued)
Fig04_13_a.eps
19 + [Plus] key (One-Touch key 8): Each fax
number you enter or program into your machine can be up to 40 digits long. If you need to
dial a number which is longer than 40 digits,
you can dial a number using any combination
of One-Touch keys, Auto Dial numbers or the
numeric keypad. This is called a chain dial
number (more than 40 digits long). When
programming a chain dial number into a OneTouch key or Auto Dial number, press the
+ [Plus] key at the end of the first part of the
number to indicate to the machine that this is a
chain dial number.
20 9 / Hyphen key (One-Touch key 9):
While programming, use this key to input a
hyphen (-). During transmission, a hyphen (-)
performs private-to-public or
domestic-to-overseas line switching of your fax
machine.
21 10 / UNIQUE Key (One-Touch key 10): When
programming the Sender ID, Location ID, etc.,
use this key to enter unique characters:
Umlaut characters: ä ß ñ ö ü
Norwegian characters: Æ Å Ø æ å ø
22 One-Touch Keypad: For a description of all
the functions of the One-Touch keypad, see the
next section, “The One-Touch Keypad.”
23 One-Touch Labels: After programming a
location into a One-Touch key, write the
location’s name on the One-Touch label. Lift off
the plastic cover above the One-Touch label,
use a pencil to write in the name, then replace
the cover.
Components 15
Control Panel Keys and Indicators (Continued)
Fig04_13_a.eps
24 # / GROUP Key: Once you have programmed
some One-Touch keys or Auto Dial numbers,
use this key to create groups to allow you to
send the same fax to multiple locations. After
you have loaded a document, use this key to
select the group you want to send your fax to.
25 0/UNIQUE Key:
When dialing, use this key to enter a “0.”
When programming your Sender ID or a
Location ID, you can use this key to enter a
variety of unique characters, including:
Number 0
Symbols ! # & ‘ ( ) * + , - . / : ; = ? ·
Internet Characters @ \ “ _ % - l
- l
The
functions as a tilde symbol.
Umlaut characters: ä ß ñ ö ü
Norwegian characters: Æ Å Ø æ å ø
26 Numeric Keypad: When dialing, these 12 keys
work just like the keypad on a telephone. Use
the keypad to enter numbers, letters and other
characters while programming. After pressing
the SEARCH key, you can also use the numeric keypad to alphabetically search for the
names of locations programmed into your
machine.
27 * / TONE Key: If your machine is set to pulse
dialing, this key allows you to switch the dialing
operation of your machine from pulse to tone
dialing during your current call. You can also
use this key while programming to create
numbers with mixed pulse-then-tone operation.
16 OKIFAX 4580 Users Guide
The One-Touch Keypad
The One-Touch keys are your machine’s most
important tool. Use them for quick, one-touch
dialing, and to access most of your machine’s
functions and programming options.
Using the One-Touch Keys for Dialing
To use a One-Touch key for dialing, just press the
appropriate One-Touch key. For each key, you may
program up to two telephone numbers: a primary
number, which is always dialed first, and an alternate number which is automatically dialed 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.
Using the One-Touch Keys for Selecting Functions and Programming
Use the One-Touch keys for selecting special
transmission and reception functions, for obtaining
reports and for programming.
To select a function from the One-Touch keypad,
press the SELECT FUNCTION key, and then press
the corresponding One-Touch key.
1/DELAYED TX Key: Use this key to send a fax
at a later time and date which you specify
(within three days).
2/PRINT OPERATION Key: Use this key to
print out a confidential received document
stored in memory using a single digit personal
box number.
5/POLLING Key: When a document is loaded
on the document table, use this key to set your
machine to wait for another fax machine to call
and request the document to be sent (polling
transmission). When no document is loaded on
the document table, use this key to call another
fax machine and ask it to send the documents
loaded into it (polling reception).
6/REPORT PRINT Key: Use this key to manually print reports from your machine.
7/COUNTER DISPLAY Key: Your machine
keeps track of the number of pages it has
printed in several ways. Use this key to check
your machine’s print counter and the scan
counter. It can also be used to reset your
machine’s drum counter after replacing the
image drum unit.
8/LOCATION PROG. Key: Use this key to
program your machine’s One-Touch keys, Auto
Dial numbers and groups.
9/USER PROG. Key: Use this key to program
your machine’s identification information, to set
your machine’s clock, to set up mailboxes for
confidential message reception, and to change
your machine’s function settings.
10/PRINTER CLEANING Key: Use this key to
print a cleaning page for clearing accumulated
toner from your machine’s image drum.
3/CONF. TX Key: Use this key to send a confidential document to a mail box (a memory
storage area) in the receiving fax machine.
4/RELAY INIT.-TX Key: Use this key to set up a
relayed fax transmission. During a relayed fax
transmission, your 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.
Components 17
Sounds Your Fax Machine Makes
Signal Tones
Your machine emits a number of sounds to inform
you of specific conditions.
One Short Beep
Key Select Tone: This is a short beep that is
generated each time you press a key.
End of Session Tone: At the end of every
successful fax session, your machine emits a
beep to inform you that there were no errors or
problems in the communication.
Three Short Beeps
Error Tones: If you press a wrong or inappropriate key, your machine emits three short
beeps.
Five Short Beeps
If your machine experiences a problem during
communications, it emits five long beeps. Press
the STOP key to turn the error tone off, then
print a Message Confirmation Report to check
the source of the problem (to do this, press the
COPY key twice with no documents loaded).
Warbling Sounds
Voice Request Tone: During a fax session,
either you or the person at the remote fax
machine may initiate a voice request. When the
person at the remote fax machine either initiates
or answers your voice request, your machine
emits a repetitive warbling sound.
Off-Hook Alarm Tone: If your machine is
equipped with a handset, and if the handset is
left off the hook, your machine emits an intermittent warbling sound. To turn off the sound, hang
up the handset or press the STOP key.
18 OKIFAX 4580 Users Guide
Installation
Getting Started
To install your new machine, follow the instructions
from Unpacking to Setting the Fax Identification.
You must complete these steps for your machine to
operate properly.
If you have purchased an option package for your
machine, refer to the documentation you received
with that option.
Where to Install Your Machine
- Install your machine in a dust-free location
away from direct sunlight.
- Allow several inches on each side of the
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.
Unpacking
Before you begin, be sure that all the items listed
below are included in your package. Remove the
contents from the carton and place them on a
sturdy surface.
- Facsimile Machine
- Toner cartridge
- Image drum unit (inside unit)
- Power cord
- Telephone line cord
- Paper tray/Copy stacker
- this document
- Document Tray
- Document Stacker
Refer to the illustrations in the Component Identification section.
Installation 19
Setting Up Your Machine
Install the Paper Tray/Copy Stacker
Slip the paper tray/copy stacker tabs into the rear
most slots in the top of the unit. You will feel them
lock into place.
Fig05_01.eps
Install the Document Tray
Insert the document tray into the long horizontal
slot on the top of the unit. You will feel it lock into
place.
Fig05_02.eps
20 OKIFAX 4580 Users Guide
Install the Toner Cartridge
1
Open the machine’s top cover.
2
Lift the image drum unit out and set it aside.
Fig05_03.eps
Keep it out of direct sunlight. Do not touch the
green surface of the drum.
Fig05_04.eps
4
Hold both ends of the protective cover that is
sandwiched in the manual paper feeder, and
gently pull out and detach.
5
Place the image drum unit back into your
Fig05_06.eps
machine. Ensure that the tabs on both sides of
the image drum are inserted correctly as
shown below. Then press down firmly on both
ends of the image drum until it snaps into
place.
Fig05_07.eps
3
Pull and detach the protective cover.
Fig05_05.eps
Warning: Never expose the image drum unit to
light for more than 5 minutes. Never
expose the image drum unit to direct
sunlight. Never touch the surface of
the green drum inside the image
drum unit.
Installation 21
6
Remove the protective plastic cover from the
toner well in the image drum unit.
Fig05_08.eps
8
With the ridged side facing up and the gray
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.
Fig05_10.eps
Warning: Be careful when handling the toner
cartridge. Do not let toner spill onto
your clothing or other porous materials. If you experience any problems
with toner, see the Safety section.
7
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.
Fig05_09.eps
Warning: Be careful not to insert the toner
cartridge backwards into the image
drum unit.
9
Once the toner cartridge is in place, push the
gray lever all the way forward to secure it and
release the toner.
10
Close the top cover of the machine.
Fig05_11.eps
Fig05_12.pes
22 OKIFAX 4580 Users Guide
Tip:
Ensure that the top cover is closed by
firmly pressing down on both sides of
the top cover.
Connect to the Telephone Line
1
Insert one end of the telephone cord into the
LINE terminal at the back of the machine.
2
Insert the other end of the cord into your wall
Fig05_13.eps
telephone jack.
Tip:
You may also connect either an external
telephone or the external handset option
for your machine. See the instructions
below.
Connecting an External Telephone or Answering Machine
Connect Power
Warning: Before connecting power, ensure
that the power switch is OFF (“O” is
pressed in)
1
Plug the power cord into the power inlet located
on the back of the unit.
2
Plug the unattached end of the power cord into
Fig05_15.eps
a grounded AC power outlet.
3
Turn the power switch to ON.
The time and current answering mode appears
on the display. Your machine is now in standby
mode, ready to send or receive faxes.
1
Insert one end of the telephone cord into the
TEL terminal on the back of the machine.
2
Insert the other end of the cord into the jack in
Fig05_14.eps
your external device.
Tip:
To connect both an answering machine
and a telephone, first connect your
answering machine to your machine,
then plug your external telephone’s cord
into the telephone jack on your answering machine.
Tip:
You need to have the TAD mode feature
turned on for an answering machine to
work with your machine. See Setting the
Answering Mode in this section.
Installation 23
Loading Paper
Your machine can hold up to 100 sheets of standard-weight (20 lb.) paper. For best results, use
paper specially made for laser printers or photocopiers. Available sizes are A4, letter size and legal
size.
Your machine automatically reduces the vertical
length of the page images it receives to fit on the
paper loaded in your machine (down to 75% of the
original length). For example, if you are sent a
document created originally on legal-size paper,
your machine can reduce the received pages to fit
on A4 or letter-size paper.
Tip:
Your machine is set at the factory to use
letter size paper. If you intend to use a
different paper size, change the PAPER
SIZE user function setting to match your
new paper size. See the Programming
chapter for instructions.
1
Adjust the paper guides to the width of your
paper.
Tip:
Adjust the paper guide on the right side
Fig05_16.eps
to the mark of the width of your paper.
After completing paper setting (Item 3),
the paper guide on the left side should
be aligned to the paper’s width.
2
Remove the paper from its wrapper (up to 100
sheets). Note the “print side” notice printed on
the label. Fan the paper.
3
Insert the paper into the paper tray, print side
down.
Fig05_17.eps
24 OKIFAX 4580 Users Guide
Tip:
Be sure to insert at least 11 sheets of
paper into the paper tray. Any less than
that brings up the “No-feed” response.
Caution: Be sure to grasp the paper tightly to
avoid slipping of the uppermost
sheet of paper.
Setting the Clock
Follow these instructions to set the time and date
on your machine.
Fig05_18c.eps
1
Press the SELECT FUNCTION key.
2
Press the 9/USER PROG. One-Touch key.
3
On the numeric keypad, press 3. The display
shows 3:CLOCK ADJUSTMENT.
4
Press
rently set date and time.
5
Using the numeric keypad, enter the new date
and time.
6
Press
7
Press the SELECT FUNCTION key to finish.
YES
. The display shows the cur-
YES
to confirm your entry.
Installation 25
Setting the Answering Mode
Your machine has a number of answering modes,
which determine how it handles incoming calls
(both fax and voice). The current answering mode
appears on your machine’s standby display.
Answering Mode Options
The answering mode that is best for you depends
on how you use your machine and what external
telephone devices are connected to it.
Read through the answering modes that are listed
here, then follow the instructions below.
Manual Receive Mode [TEL]: If you use the
same line for both fax and 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 machine rings like a telephone. You can
answer from an external telephone connected
to your machine. If you pick up the handset and
hear fax tones, press the START key to receive
the fax. If you do not answer the phone and
someone tries to send you a fax message, your
machine does not accept it.
Auto Receive Mode [FAX]: If your machine is
connected to a telephone line reserved only for
fax communications, use the Auto Receive
mode. Your machine assumes all incoming
calls are fax messages and automatically
receives all incoming fax messages.
Telephone/Fax Mode [T/F]: When incoming
calls are a mixture of fax and telephone calls,
your best choice is the Telephone/Fax mode. In
this mode, your machine detects whether the
incoming call is a fax or voice call. When the
call is from another fax machine, your machine
switches to fax mode and receives the message. When the call is a voice call, your machine rings like a telephone. If you do not
answer, your machine switches back to fax
mode to allow the calling party to manually
send a fax.
Telephone Answering Device Mode [TAD]:
Use this mode if you have connected an
answering machine to your machine. Like
Telephone/Fax mode, the Telephone Answering
Device mode detects whether an incoming call
is a fax or voice call. If the call is a fax call, your
machine receives the fax. Your answering
machine does not activate. If the incoming call
is a voice call, your machine rings just as it
does in Manual Receive mode. If no one
answers the call, your answering machine
activates, allowing the calling party to leave a
message. If the calling party decides to send a
fax, your machine automatically receives the
fax.
Tip:
In some countries, the Telephone
Answering Device mode is turned off. To
have it turned on, contact your dealer.
Memory Reception Mode [MEM]: The received data is not printed and is stored into
memory even if there is fax paper on which to
print.
Use the Print Operation function when you
want to print out data that was stored in
memory during the Memory Reception mode.
You can set a password for when you want to
disable the Memory Reception mode.
The password is set by USER PROGRAMMING under MEM. PASSWORD PRG.
PC Receive mode [PC]: Use this mode when
the MFP Option Kit is installed and your machine is connected to your PC. The call signal
from your exchange is sent directly to your PC.
Your machine does not respond to the signal.
Fax reception by your PC is enabled upon
receiving the call signal.
Tip:
You need to install a special driver into
your PC in order to use this function.
Forwarding Mode [FWD]: The forwarding
mode allows received facsimiles to be forwarded to another number. The forwarding
numbers are entered or registered in User
Programming under FORWARDING NO.
PRG.. Up to ten forwarding numbers can be
registered.
26 OKIFAX 4580 Users Guide
Changing the Answering Mode
Follow these instructions to change your machine’s
answering mode.
1
Press the AUTO REC key. Your machine
displays a description of your current selection.
2
Press the AUTO REC key again. Your machine
switches to the next setting.
3
Continue pressing the AUTO REC key until the
selection you want appears on the display.
After a short pause, your machine returns to
standby mode displaying the new answering
mode setting.
Tip:
If a password has been set in the
Memory Reception mode, you need to
enter the password in order to disable
the Memory Reception mode.
Installation 27
Setting the Fax Identification
Facsimile machines use the information you enter
here to identify themselves during communications.
In most countries programming this information into
your machine is a legal requirement. The information you enter here includes:
TSI/CSI: This is the telephone number of your
machine. This number is printed at the top of the
faxes you send, and appears on the displays
and reports of other fax machines you are
communicating with.
Sender ID: This is a descriptive title (usually the
location of your machine or the name of your
company or office). This description 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 are also be used as your Personal
ID, which may appear on the displays or reports
of other fax machines you are communicating
with.
Call Back Number: The Call Back Number is a
telephone number (not a fax number) which the
operator of the remote machine can use to reach
you. If you use the voice request function while
communicating with another fax machine and no
one is there to answer, your machine automatically sends 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.
Fig05_18c.eps
5
After the display clears, enter the full telephone
number of your machine using the numeric
keypad.
Tip:
Use the 8/+ key to enter a “+” character
before the number, and use the Space
One-Touch key to enter spaces.
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 keypad
Enter spaces 5/SPACE One-
Enter hyphens 9/HYPHEN One-
Enter alphabet characters Locate the character
Enter a unique character Press the 0/
Move the cursor to
make corrections.
(press once)
Touch key
Touch key
you want on the
numeric keypad.
Press that key
repeatedly until the
character appears.
UNIQUE key
repeatedly until the
character you want
appears.
The following
characters are
available: ! # & ‘ ( ) *
+ , - . / : ; = ? · @ \ “
_ % ~ ä ß ñ ö ü Æ Å
Ø æ å ø.
Note:
Some unique
characters can be
entered using
One-Touch keys.
YES
and
NO
.
1
Press the SELECT FUNCTION key.
2
Press the 9/USER PROG. One-Touch key.
3
On the numeric keypad, press 4. The display
shows 4:SYSTEM DATA PRG.
4
Press
YES
. The display shows NO=<TSI/
CSI>, ID=<SENDER ID>.
28 OKIFAX 4580 Users Guide
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 up to
20 characters.
Tip:
Use the HYPHEN key to enter a “+”
character before the number, and use
the SPACE One-Touch key to enter
spaces.
10
Press the START key to save your entry.
11
Press the SELECT FUNCTION key to finish.
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