Oki CX4545 MFP, ES9160 MFP, ES9170 MFP, ES9460 MFP, ES9470 MFP Owner's Manual

MULTIFUNCTIONAL DIGITAL COLOR SYSTEMS/

ES9160 MFP/ES9170 MFP
ES9460 MFP/ES9470 MFP
CX3535 MFP/CX4545 MFP

MULTIFUNCTIONAL DIGITAL SYSTEMS

Operator’s Manual
for FAX Unit

©2012 Oki Data Corporation All rights reserved
Under the copyright laws, this manual cannot be reproduced in any form without prior written permission of Oki Data.

Preface

Thank you for purchasing the Oki FAX Unit GD-1250/GD-1260.

This Operator's Manual describes how to use the fax functions, troubleshooting and its maintenance, etc.
Before using the fax functions, thoroughly read and understand this Operator's Manual. To ensure that the fax functions
are used in optimum working conditions, keep this Operator's Manual in a handy place for future reference.

Preface 1

Before Reading This Manual

 How to read this manual

 Symbols in this manual

In this manual, some important items are described with the symbols shown below. Be sure to read these items before
using this equipment.

Indicates a potentially hazardous situation which, if not avoided, could result in death, serious
injury, or serious damage, or fire in the equipment or surrounding objects.

Indicates a potentially hazardous situation which, if not avoided, may result in minor or moderate
injury, partial damage to the equipment or surrounding objects, or loss of data.

Indicates information to which you should pay attention when operating the equipment.

Other than the above, this manual also describes information that may be useful for the operation of this equipment with
the following signage:

Describes handy information that is useful to know when operating the equipment.

Pages describing items related to what you are currently doing. See these pages as required.

 Explanation for control panel and touch panel

 The details on the touch panel menus may differ depending on the operating environment such as whether options are

installed.

 The illustration screens used in this manual are for paper in the A/B format. If you use paper in the LT format, the

display or the order of buttons in the illustrations may differ from that of your equipment.

 Description of original/paper direction

Paper or originals of A4, B5 or LT size can be placed either in a portrait direction or in a landscape direction. In this
manual, “-R” is added to this paper size when this size of paper or original is placed in a landscape direction.

Example: A4 size original on the original glass

Placed in a portrait direction: A4 Placed in a landscape direction: A4-R

Paper or originals of A3, B4, LD or LG can only be placed in a landscape direction, therefore “-R” is not added to these
sizes.

 Trademarks

The company names and product names in this manual are the trademarks of their respective companies.

 Accessories

Accessories Provided for GD-1250

 Modular cable: 1
 Operator's Manual: 1

2 Before Reading This Manual

General Precautions

 Disclaimer notice

The following notice sets out the exclusions and limitations of liability of Oki Data Corporation (including its employees,
agents and sub-contractors) to any purchaser or user (hereafter “User”) of the ES9160 MFP/ES9170 MFP/ES9460 MFP/
ES9470 MFP/CX3535 MFP/CX4545 MFP, including its accessories, options and bundled software (hereafter “Product”).

1. The exclusion and limitations of liability referred to in this notice shall be effective to the fullest extent permissible at
law. For the avoidance of doubt, nothing in this notice shall be taken to exclude or limit Oki Data Corporation’s liability
for death or personal injury caused by Oki Data Corporation’s negligence or Oki Data Corporation’s fraudulent
misrepresentation.

2. All warranties, conditions and other terms implied by law are, to the fullest extent permitted by law, excluded and no
such implied warranties are given or apply in relation to the Products.

3. Oki Data Corporation shall not be liable for any loss, cost, expense, claim or damage whatsoever caused by any of the
following:

- use of handling of the Product otherwise than in accordance with the manuals, including but not limited to the
Operator’s Manual, User’s Guide, and/or incorrect or careless handling or use of the Product;

- any cause which prevents the Product from operating or functioning correctly which arises from or is attributable to
either acts, omissions, events or accidents beyond the reasonable control of Oki Data Corporation including
without limitation acts of God, war, riot, civil commotion, malicious or deliberate damage, fire, flood, or storm,
natural calamity, earthquakes, abnormal voltage or other disasters;

- additions, modifications, disassembly, transportation, or repairs by any person other than service technicians
authorized by Oki Data Corporation; or

- use of paper, supplies or parts other than those recommended by Oki Data Corporation.

4. Subject to paragraph 1, Oki Data Corporation shall not be liable to Customer for:

- loss of profits, loss of sales or turnover; loss of or damage to reputation; loss of production; loss of anticipated
savings; loss of goodwill or business opportunities; loss of customers; loss of, or loss of use of, any software or
data; loss under or in relation to any contract; or

- any special, incidental, consequential or indirect loss or damage, costs, expenses, financial loss or claims for
consequential compensation;

whatsoever and howsoever caused which arise out of or in connection with the Product or the use of handling of the
Product even if Oki Data Corporation is advised of the possibility of such damages.
Oki Data Corporation shall not be liable for any loss, cost, expense, claim or damage caused by any inability to use
(including, but not limited to failure, malfunction, hang-up, virus infection or other problems) which arises from use of the
Product with hardware, goods or software which Oki Data Corporation has not directly or indirectly supplied.

General Precautions 3

4 General Precautions

CONTENTS

Preface....................................................................................................................................... 1

Before Reading This Manual ................................................................................................... 2

General Precautions................................................................................................................. 3

Chapter 1 BEFORE USING FAX

Description of Each Component............................................................................................. 8

Control panel ......................................................................................................................... 8

Touch panel......................................................................................................................... 10

Options ................................................................................................................................ 11

Connecting Cables ................................................................................................................. 12

Chapter 2 SENDING/RECEIVING A FAX

Sending a Fax ......................................................................................................................... 14

Basic procedures................................................................................................................. 14

Handling an original............................................................................................................. 17

Setting the transmission conditions..................................................................................... 21

Specifying the recipient ....................................................................................................... 25

Other transmissions.............................................................................................................32

Receiving a Fax ...................................................................................................................... 35

Reception mode ..................................................................................................................35

Originals and paper .............................................................................................................37

Chapter 3 CHECKING AND CANCELING THE COMMUNICATIONS

Checking Communications ................................................................................................... 42

Checking reserved transmissions........................................................................................ 42

Checking communication status (log).................................................................................. 43

Canceling the Transmission.................................................................................................. 45

Canceling the memory transmission ................................................................................... 45

Canceling direct transmissions............................................................................................ 47

Canceling reserved transmissions....................................................................................... 48

Chapter 4 ADVANCED FUNCTIONS

Transmitting 2-Sided Originals ............................................................................................. 50

Priority Transmission............................................................................................................. 52

Polling Communication ......................................................................................................... 53

Polling transmission............................................................................................................. 53

Polling reception.................................................................................................................. 54

Mailbox Transmission............................................................................................................55

Registering/printing/deleting an original .............................................................................. 56

Sending/retrieving an original .............................................................................................. 60

Creating/modifying/deleting a mailbox................................................................................. 63

Chain Dial Communication.................................................................................................... 68

Delayed Transmission Reservation...................................................................................... 69

Recovery Transmission ......................................................................................................... 70

CONTENTS 5

Onramp Gateway .................................................................................................................... 71

Offramp Gateway.................................................................................................................... 72

Save as File ............................................................................................................................. 73

Printing SECURE RECEIVE fax jobs..................................................................................... 75

Chapter 5 PRINTING LISTS AND REPORTS

Printing Lists & Reports Manually ........................................................................................ 78

Journal (transmission journal/reception journal).................................................................. 78

Reservation list .................................................................................................................... 79

Mailbox/relay box report ...................................................................................................... 80

Printing Lists & Reports Automatically ................................................................................ 81

Lists/Reports Samples...........................................................................................................82

Transmission journal ........................................................................................................... 82

Reception journal................................................................................................................. 83

Reservation list .................................................................................................................... 83

Mailbox/relay box report ...................................................................................................... 84

Memory transmission report ................................................................................................ 85

Transmission report.............................................................................................................86

Multi transmission report ..................................................................................................... 86

Multi polling report ............................................................................................................... 87

Relay TX orig. terminal report.............................................................................................. 87

Relay TX relay station report ............................................................................................... 88

Relay TX end terminal report............................................................................................... 88

Relay station report ............................................................................................................. 89

Mailbox reception report ...................................................................................................... 89

Chapter 6 SETTING ITEMS

User Settings .......................................................................................................................... 92

Fax settings ......................................................................................................................... 92

Administrator Settings........................................................................................................... 95

Registering the terminal ID.................................................................................................. 97

Setting the initial setup ........................................................................................................ 98

Setting RX printing............................................................................................................. 100

Setting recovery transmission ........................................................................................... 102

Setting 2nd Line for FAX Unit ............................................................................................ 103

SECURE RECEIVE........................................................................................................... 104

Chapter 7 TROUBLESHOOTING AND SPECIFICATIONS

Troubleshooting ................................................................................................................... 108

Error codes........................................................................................................................ 108

Error messages ................................................................................................................. 108

Transmission/reception trouble ......................................................................................... 109

Specifications of GD-1250 ................................................................................................... 110

INDEX ................................................................................................................................................................... 111

6 CONTENTS

1.BEFORE USING FAX

This chapter describes the basics of this equipment you should learn before you start using it.

Description of Each Component.............................................................................................8

Control panel ..........................................................................................................................................................8

Touch panel ..........................................................................................................................................................10

Options .................................................................................................................................................................11

Connecting Cables................................................................................................................. 12

1 BEFORE USING FAX

Description of Each Component

 Control panel

This section describes the buttons on the control panel used for the fax functions. For any details of the control panel not
covered in this document, refer to the Quick Start Guide.

1 2

12

3

4

5

6

13

1. [FAX] button

Use this button to display the fax screen when you use the fax function.

When you use the Internet Fax function, you also press this button. For details of the Internet Fax function, refer to
the Scanning Guide.

2. [USER FUNCTIONS] button

Use this button when you register/make settings such as initial setting for the fax function.

3. Digital keys

Use these keys to enter fax numbers, etc.

4. [FUNCTION CLEAR] button

Use this button to clear all current selected functions and return to the default settings.

5. [STOP] button

Use this button to stop any scanning in progress.

6. [START] button

Use this button to start scanning a document for fax transmission.

7. [CLEAR] button

Use this button to cancel entered numbers.

7810 911

8. Alarm lamp

This lamp lights when an error occurs and this equipment needs some actions to be taken.

9. MEMORY RX

This lamp lights when there is a received fax which is not printed yet and its data are still in the memory.

10. LINE

This lamp lights when a telephone line is busy.

11. Touch panel

 P.10 “Touch panel”

12. [PRINT] button

Use this button to print a SECURE RECEIVE fax job.

8 Description of Each Component

1.BEFORE USING FAX

13. PRINT DATA lamp

This lamp lights when there is a received SECURE RECEIVE fax job.

This lamp does not light when the equipment is in the Super Sleep mode.

1 BEFORE USING FAX

Description of Each Component 9

1 BEFORE USING FAX

 Touch panel

This section describes the fax screen on the touch panel. For any details of the touch panel not covered in this document,
refer to the Quick Start Guide.

1

2

3

456

1. Header area

The name of the currently selected function and buttons related to the current status of this equipment are shown here.

2. Message area

Various messages such as the status of this equipment and operating instructions are shown here.

3. Operation object area

Operation-related buttons and text boxes are shown here.

4. Alert message area

Messages are shown here to inform you of various alerts such as the replacement time of toner cartridges and waste
toner boxes, or the existence of a received SECURE RECEIVE fax job.

5. Date and time

The current date and time are shown here.

6. [JOB STATUS] button

Use this button to view the job status or its history.

When this equipment is managed under the department management or user management, key in user
information such as the department code, user name and password to display the operation screen. For details of
the operation, refer to the Quick Start Guide.

10 Description of Each Component

1.BEFORE USING FAX

 Options

This section describes the options related to the fax function.

 FAX Unit (GD-1250)

This unit enables the use of the fax function.

 2nd Line for FAX Unit (GD-1260)

This board enables the use of 2 lines for sending and receiving faxes.

1 BEFORE USING FAX

Description of Each Component 11

1 BEFORE USING FAX

Connecting Cables

Be sure that the power of this equipment is turned OFF before connecting the cables.

ES9460 MFP/ES9470 MFP/CX3535 MFP/CX4545 MFP (GD-1250)

1

2

3

Be sure that the power of this equipment is turned OFF before connecting the cables.

ES9160 MFP/ES9170 MFP (GD-1250)

3

2

1

1. LINE2

Connect a telephone line when the 2nd Line for FAX Unit (optional) is installed.

2. LINE

Connect a telephone line.

3. TEL

Connect an external telephone.

 Do not connect this equipment and the external telephone to a telephone connector in parallel.
 Use the external telephone without an answerphone (or with the function off) to be connected with the TEL.

12 Connecting Cables

2.SENDING/RECEIVING A FAX

This chapter describes how to send and receive a fax.

Sending a Fax.........................................................................................................................14

Basic procedures..................................................................................................................................................14

Handling an original..............................................................................................................................................17

Setting the transmission conditions......................................................................................................................21

Specifying the recipient ........................................................................................................................................25

Other transmissions .............................................................................................................................................32

Receiving a Fax ...................................................................................................................... 35

Reception mode ...................................................................................................................................................35

Originals and paper ..............................................................................................................................................37

2 SENDING/RECEIVING A FAX

Sending a Fax

 Basic procedures

This section describes the basic procedures to send a fax. For details of in-depth operations, see the page under each
procedure as required.
Besides the basic sending functions described in this page, there are various useful ways to send a fax. These procedures
are described in the following pages.

 P.32 “Other transmissions”
 P.49 “ADVANCED FUNCTIONS”

Place the original(s).

1

Check the original size and scanning range, etc. Place the original(s) on the original glass or RADF (Reversing
Automatic Document Feeder) in the correct direction. (The illustration above shows the original placed on the
original glass.)
 P.17 “Handling an original”

Press the [FAX] button on the control panel.

2

The fax screen is displayed. If you leave the screen unattended for the period of the auto clear setting time (45 sec
by manufacture default), the screen returns to the default one automatically.

Press [OPTION] and set the transmission conditions.

3

The transmission condition setting screen is displayed. Set the transmission conditions such as resolution, original
mode, exposure and transmission mode, as required.
 P.21 “Setting the transmission conditions”

14 Sending a Fax

2.SENDING/RECEIVING A FAX

Specify the recipient.

4

To specify the recipient, dial the number using the digital keys on the control panel or use the address book.
 P.25 “Specifying the recipient”

To display the preview screen, press [PREVIEW].

5

2 SENDING/RECEIVING A FAX

 P.33 “Displaying the preview”

Press [SEND].

6

The fax is sent or reserved.

 Alternatively, you can press the [START] button on the control panel.
 In the memory transmission mode, the original is scanned into memory. Once a connection has been made,

this equipment automatically starts sending the scanned document. In the direct transmission mode, the fax
number is dialed immediately, and the scanned document will be sent. (Transmission conditions can be set
in the transmission condition setting screen.)

 If memory becomes full during scanning in the memory transmission mode, that original will not be stored in

memory. When that happens, reduce the number of originals you are sending, or try sending them in the
direct transmission mode.

 You can check the status of the current sending. You can also cancel the transmission (deletes the job).

 P.41 “CHECKING AND CANCELING THE COMMUNICATIONS”

Sending a Fax 15

2 SENDING/RECEIVING A FAX

Redial function

In the memory transmission mode, if the fax cannot be sent due to a busy-line, the fax number is redialed automatically to
send the fax. By default, this equipment redials 3 times at 1-minute intervals.

Batch transmission function

If there are multiple transmission jobs to the same recipient in memory, you can send them at once using this function,
resulting in reduction of communication costs. However, if their recipients are the same but their transmission conditions
vary or if users or departments are different when this equipment is managed under the department management or user
management, this function is not applied to those reserved jobs.

Sending the next original

If an original is placed on the original glass and its scanning is completed, the confirmation screen for the next original is
displayed. If you want to continue scanning of the next original, place it on the original glass, and then press the [START]
button on the control panel. Once all the originals are scanned, press [JOB FINISH]. If you place an original on the RADF
(Reversing Automatic Document Feeder) and press the [CONTINUE] button during scanning, the confirmation screen for
the next original can be displayed after the scanning is completed.

 If you leave the screen unattended for a period of the auto clearance setting time (45 sec. by manufacturer default), a

copy of the scanned originals is sent.

 To cancel the transmission in the memory transmission mode, press [JOB CANCEL].

 P.45 “Canceling the memory transmission”

 To change the transmission conditions for each page, press [OPTION].

 P.24 “Changing the settings for each page”

16 Sending a Fax

2 SENDING/RECEIVING A FAX

12

5 mm
(0.2 inch)

5 mm
(0.2 inch)

5 mm
(0.2 inch)

5 mm
(0.2 inch)

5 mm
(0.2 inch)

5 mm
(0.2 inch)

5 mm
(0.2 inch)

5 mm
(0.2 inch)

2.SENDING/RECEIVING A FAX

 Handling an original

 Originals that can be sent

This equipment can send a fax of the following originals.
You can place 1-sided or 2-sided originals of the media types, such as standard paper, recycled paper and paper having
holes (2, 3 or 4 holes) for filing, on the RADF (Reversing Automatic Document Feeder). On the original glass, you can
place 1-sided originals of the above media types as well as OHP film, tracing paper, booklets and three-dimensional
objects.

Location Maximum size Paper weight Original size

Original glass Length: 297 mm (11.69")

Width: 432 mm (17.01")

RADF* Length: 297 mm (11.69")

Width: 432 mm (17.01")

1-sided originals

35 - 157 g/m

2-sided originals

50 - 157 g/m

− North American format:
LD, LG, LT, LT-R, ST, ST-R,
COMP

A/B format:

A3, A4, A4-R, A5, A5-R, B4,
B5, B5-R, FOLIO

2

(9.3 - 41.8 lb.)

2

(13.3 - 41.8 lb.)

North American format:

LD, LG, LT, LT-R, ST-R,
COMP

A/B format:

A3, A4, A4-R, A5-R, B4, B5,
B5-R, FOLIO

(ST/A5 is not available)

* RADF is an option.

 Do not place any heavy objects (4 kg/9 lb. or over) on the original glass and do not press on it with force.
 If the original is any of the following sizes, it is automatically rotated and sent as described below.

A4 → A4-R
A5-R → A5
B5-R → B5
LT → LT-R
ST-R → ST

 Original scanning range

The following figures show the original scanning area. Any information in the shaded area is not printed on the paper.

1. LD, LG, LT-R, ST-R, COMP, A3, A4-R, A5-R, B4, B5-R, FOLIO

2. LT, ST, A4, A5, B5

Sending a Fax 17

2 SENDING/RECEIVING A FAX

 Placing the original(s) on the original glass

This section describes how to set an original on the original glass. Originals are sent in the order they are placed on the
original glass.

Do not place any heavy objects (4 kg/9 lb. or over) on the original glass and do not press on it with force.

Breaking the glass could injure you.

Raise the Original Cover or RADF (Reversing Automatic Document Feeder), and place

1

the original with its face down on the glass.

Raise it 60 degrees or more for the detection of the original.

Align the original against the left inner corner of the glass.

2

A

 Different size originals can also be sent in one transmission.
 When an original of any size other than LT/A4 is placed in the direction shown in the above left figure,

transmission to a recipient is carried out so that the pre-entered sender information is printed in position A in the
figure.

 When an original of LT/A4 size is placed in the direction shown in the above right figure, transmission to a

recipient is carried out so that the pre-entered sender information is printed in position B in the figure.

 The pre-entered sender information shows what is registered in the Terminal ID.

 P.97 “Registering the terminal ID”

Lower the Original Cover or RADF slowly.

3

B

18 Sending a Fax

2 SENDING/RECEIVING A FAX

2.SENDING/RECEIVING A FAX

 Placing the original(s) on the RADF

This section describes how to set the original(s) on the RADF (Reversing Automatic Document Feeder, optional). When
the originals are placed on the RADF, the uppermost page is the first to be scanned and sent.

After aligning the originals, place them with their face up and slide the guides to rest

1

against the edges of the originals.

 Regardless of their sizes, originals are acceptable up to 100 sheets (35 to 80 g/m2 (9.3 to 20 lb.)) or 16 mm

(0.62") in height.

 2-sided originals can be set and sent.

 P.50 “Transmitting 2-Sided Originals”

A

 When an original of any size other than LT/A4 is placed in the direction shown in the above left figure,

transmission to a recipient is carried out so that the pre-entered sender information is printed in position A in the
figure.

 When an original of LT/A4 size is placed in the direction shown in the above right figure, transmission to a

recipient is carried out so that the pre-entered sender information is printed in position B in the figure.

 The pre-entered sender information shows what is registered in the Terminal ID.

 P.97 “Registering the terminal ID”

B

Sending a Fax 19

2 SENDING/RECEIVING A FAX

(1) Badly wrinkled or folded originals. In

particular, originals whose leading edge
are curled may fail to be fed.

(4) Clipped or stapled originals

(2) Originals with carbon paper (5) Originals with holes or torn originals

(3) Taped, pasted or clipped (cut out)

originals

(6) Damp originals (7) OHP film originals

(1) Folded or curled originals should be smoothed out

before being used.

(2) Originals sticking to each other, or originals that are

surface-treated may fail to separate properly.

Sending different width originals

To set different width originals, adjust the side guides to the widest original size, and then align the original against the
front side. Available combinations of the original size are as follows.

 A/B format: A3, A4, B4, B5, A4-R, FOLIO
 North American format: LD, LT, COMP, LG, LT-R

To send different width originals, you need to enable “DIFFERENT WIDTH” as a transmission condition.
 P.21 “Setting the transmission conditions”

Precautions for using the RADF

Do not use the following originals as they may misfeed or become damaged:

The following originals should be handled carefully:

20 Sending a Fax

2 SENDING/RECEIVING A FAX

2.SENDING/RECEIVING A FAX

 Setting the transmission conditions

You can set the fax transmission conditions.

 The transmission conditions are only applied to the current transmission. They return to the default settings after

the transmission.

 Each default setting of resolution, original mode, exposure, transmission mode and ECM is adjustable.

 P.92 “Fax settings”

 Making settings

Pressing [OPTION] on the fax screen will display the transmission condition setting screen as shown below. Set each
setting item, and then press [OK].

 Press or to switch the pages.
 To cancel the operation and return to the previous screen, press [RESET].

Sending a Fax 21

2 SENDING/RECEIVING A FAX

RESOLUTION

Set the resolution based on the fineness of the original.

STANDARD: This is suitable for an original with regular size text.

FINE: This is suitable for an original with small size text and fine illustrations.

U-FINE: This is suitable for an original with ultra-fine illustrations.

If the recipient’s fax machine is not capable of receiving originals at the same resolution, the resolution is automatically
converted before being sent to the recipient. The higher the resolution is, the longer it takes to send an original.

TX TYPE

Set the fax transmission mode.

MEMORY TX: Send the original after the scanned data are saved in the memory. Up to 100 transmissions can be

reserved. Up to 1000 pages can be sent in one transmission.

DIRECT TX: Send the original directly as it is being scanned. Once a page has been scanned and sent, the next

page is scanned and sent. Therefore, it takes longer to scan and send all pages. However, you can
confirm on the fly that each page is sent to the recipient.

ORIGINAL MODE

Set the scanning mode based on the type of the original.

TEXT: This is suitable for an original with text and line drawings.

TEXT/PHOTO: This is suitable for an original with a mixture of text and photos.

PHOTO: This is suitable for an original with photos.

In the TEXT/PHOTO mode or PHOTO mode, transmission time may be longer than that in the TEXT mode.

ORIGINAL SIZE

Set the scan size of the original.

AUTO: The size of the original is automatically determined before the original is scanned.

DIFFERENT WIDTH: Select this function to load the originals with different width into the RADF (Reversing

Automatic Document Feeder).

Specified size: The original is scanned at the preset size regardless of its actual size.

If the recipient’s fax machine is not capable of receiving originals of B5/B5-R size, this equipment may reduce that size
before sending it. To avoid this, when the original to be set is B5 and B5-R size, specify A4 and A4-R size respectively.

EXPOSURE

Set the density at which the original is to be scanned.

AUTO: This equipment automatically detects the contrast of the original, and scans it with the optimum density.

Manual:

22 Sending a Fax

Press or to set the desired contrast.

2 SENDING/RECEIVING A FAX

2.SENDING/RECEIVING A FAX

ECM

Switch the ECM (Error Correction Mode) communication ON or OFF. ECM is an internationally standardized
communication mode that automatically corrects errors that occur during fax transmissions. With this setting option ON,
even when the transmitted data have been affected by noise during communication, this mode allows good
communication without image distortion by automatically resending the parts that have been affected.

 Both the sender and the receiver must have the ECM function to make ECM communication available.
 When affected by noise during communication, communication time is slightly longer than usual. Even when the

ECM communication is used, an error may occur depending on the line status.

 The ECM communication is not available for voice communication.

QUALITY TX

Switch Quality TX ON or OFF. When this mode is set to ON, originals are sent at a slower speed than usual and the
chances of errors occurring decrease.

MAIL BOX COMMUNICATION

For the communication compatible with ITU-T (International Telecommunications Union-Telecommunications) standards,
specify a subaddress or password to be sent to the recipient's fax machine. (Up to 20 digits can be entered.)

SUB (Subaddress): Information to send data of the original to the fax machine.

SEP (Selective Polling): Information to retrieve data of the original from the fax machine.

SID (Sender Identification): Password for SUB.

PWD (Password): Password for SEP.

To use this function, the recipient’s fax machine must be capable of setting an ITU-T compatible subaddress or
password.

INTERNET FAX

SUBJECT: The subject of the Internet Fax

BODY: The body of the Internet Fax

This is not used for sending a standard fax.

LINE SELECT

Specify the line to be used for sending a fax when the 2nd Line for FAX Unit (optional) is installed.
 P.103 “Setting 2nd Line for FAX Unit”

AUTO: The line is switched automatically.

LINE 1: The 1st line is used.

LINE 2: The 2nd line is used.

Sending a Fax 23

2 SENDING/RECEIVING A FAX

 Changing the settings for each page

You can change the scanning conditions (RESOLUTION, MODE, EXPOSURE and ORIGINAL) for each page.

Specify the recipients and press [SEND] to start scanning a document. When the

1

scanning of the original is completed, the confirmation screen for the next original is
displayed. Press [OPTION].

The illustration above shows the original placed on the original glass. If you place an original on the RADF
(Reversing Automatic Document Feeder) and press the [CONTINUE] button during scanning, the confirmation
screen for the next original is displayed after the scanning is completed. If you press the [STOP] button during
scanning, the scanning halts and the confirmation screen for the next original can be displayed.

The setting screen for the scanning conditions is displayed. Change the setting, and

2

then press [OK].

 P.21 “Making settings”

24 Sending a Fax

2 SENDING/RECEIVING A FAX

2.SENDING/RECEIVING A FAX

 Specifying the recipient

There are various ways to specify the recipient, such as Direct entry with the control panel and Address book entry.

To use the address book, you need to register recipients’ fax numbers to the book in advance. For details of the
operation, refer to the MFP Management Guide or TopAccess Guide.

 Direct entry with digital keys

You can specify the recipient by entering its fax number on the control panel.

Press [INPUT FAX No].

1

Key in the recipient's fax number and press [OK].

2

 You can also enter the recipient's address with the digital key on the control panel.
 To delete the entered fax number one number at a time, press [BACK SPACE].
 To delete the entire entered fax number in one go, press the [CLEAR] button.

Sending a Fax 25

2 SENDING/RECEIVING A FAX

Confirm the fax number displayed on the fax screen.

3

 To delete each entered value, press [BACK SPACE].
 To delete all the entered values at once, press the [CLEAR] button on the control panel.
 In the memory transmission mode, you can send the same document to multiple recipients (up to 400

recipients) at once. Press [MULTI], and then enter the recipient's fax number. Repeat this operation until you
specify all the recipients. You can also specify up to a total of 400 recipients' fax numbers by combining with
other entry methods.

 To confirm all the selected recipients or delete unnecessary recipients, press [DESTINATION].

 P.31 “Confirming the recipients”

 Specifying the recipient in the address book

In the address book, you can specify the recipient.

Press [SINGLE] tab to display the list of the addresses, and then press the recipient’s

1

FAX icon ( ).

 Press or to switch the pages.
 Alternatively, you can select the recipient by pressing the address name box. In such case, if a fax number and

an E-mail address have been registered to the recipient's address, both of them are selected.

 To cancel the selected recipient, press it again.
 In the memory transmission mode, you can send the same document to multiple recipients (up to 400

recipients) at once. Repeat this selection until you select all the recipients. For the multi-address transmission,
you can also specify the recipients (up to a total of 400 recipients) by combining with other entry methods.

 To confirm all the selected recipients or delete unnecessary recipients, press [DESTINATION].

 P.31 “Confirming the recipients”
 To refine your search only for items including specified characters, press the pull-up menu.
 A list of recipients can be displayed using 11 to 15 characters per name.

26 Sending a Fax

2.SENDING/RECEIVING A FAX

 Group entry

In the address book, you can specify the group to which you want to send a fax.

Press [GROUP] tab to display the list of the groups, and then press the group name.

1

 Press or to switch the pages.
 To cancel the selected group, press it again.

 To confirm the addresses registered in that group, press [CONTENTS].
 In the memory transmission mode, you can specify multiple groups (up to 200 groups, up to a total of 400

recipients) to send the same document at once. Repeat this selection until you select all the recipients. For the

multi-address transmission, you can also specify the recipients (up to a total of 400 recipients) by combining

with other entry methods.

 To confirm all the selected recipients or delete unnecessary recipients, press [DESTINATION].

 P.31 “Confirming the recipients”
 To refine your search only for items including specified characters, press the pull-up menu.

2 SENDING/RECEIVING A FAX

 Searching by ID number

You can search for a specific recipient from the address book using the ID number.

Press [KNOWN ID].

1

Sending a Fax 27

2 SENDING/RECEIVING A FAX

Key in the desired ID number (1 to 1000) using the digital keys on the control panel, and

2

then press [OK].

The ID number is the one shown in the destination name box. The number ranges from 001 to 1000.

The page including the entered ID number is displayed. Press the FAX icon ( ).

3

 Press or to switch the pages.
 Alternatively, you can select the recipient by pressing the address name box. In such case, if a fax number and

an E-mail address have been registered to the recipient's address, both of them are selected.

 To cancel the selected recipient, press it again.
 In the memory transmission mode, you can send the same document to multiple recipients (up to 400

recipients) at once. Repeat this selection until you select all the recipients. For the multi-address transmission,

you can also specify the recipients (up to a total of 400 recipients) by combining with other entry methods.

 To confirm all the selected recipients or delete unnecessary recipients, press [DESTINATION].

 P.31 “Confirming the recipients”

28 Sending a Fax

2.SENDING/RECEIVING A FAX

 Searching for the recipient's fax number

You can search for the recipient's fax number from the address book and LDAP server.

To search for the recipient's fax number from the LDAP (Lightweight Directory Access Protocol) server, the name of
the LDAP server to be connected is required to be registered to this equipment in advance. For details of the LDAP
server, ask your network administrator.

Press [SEARCH].

1

2 SENDING/RECEIVING A FAX

 To display the recipient search menu, press [SEARCH] while the address list is displayed. Perform this

operation when you want to search the LDAP server.
 To display the group search menu, press [SEARCH] while the group list is displayed.

Press the button of the keyword category you want to search. Enter the keyword. Press

2

[SEARCH].

 For details of the operation to enter characters, refer to the Quick Start Guide.
 To cancel the entered keyword, press [CLEAR].
 You can search for the desired recipient's fax number by specifying multiple keywords.

Sending a Fax 29

2 SENDING/RECEIVING A FAX

Selecting the LDAP server

To search for the recipient's fax number in the LDAP server, press the pull-down menu in the recipient search
menu. The list of the LDAP servers is displayed. Press the LDAP server name you want to search, and then press
[OK].

The search result is displayed. Press the desired FAX icon ( ), and then press [OK].

3

 Press or to switch the pages.
 Alternatively, you can select the recipient by pressing the address name box. In such case, if a fax number and

an E-mail address have been registered to the recipient's address, both of them are selected.

 To cancel the selected recipient, press it again.
 In the memory transmission mode, you can send the same document to multiple recipients (up to 400

recipients) at once. Repeat this selection until you select all the recipients. For the multi-address transmission,

you can also specify the recipients (up to a total of 400 recipients) by combining with other entry methods.

 To confirm all the selected recipients or delete unnecessary recipients, press [DESTINATION].

 P.31 “Confirming the recipients”

30 Sending a Fax

2.SENDING/RECEIVING A FAX

 Confirming the recipients

You can confirm the recipients which you specified or delete unnecessary recipients.

Press [DESTINATION].

1

The recipient list screen is displayed. Select the recipient you want to delete, and then

2

press [DELETE].

2 SENDING/RECEIVING A FAX

 Press or to switch the pages.
 Press [CLOSE] to return to the previous screen.

Sending a Fax 31

2 SENDING/RECEIVING A FAX

 Other transmissions

 On-hook transmission

In this mode, you can dial and perform direct fax transmission without picking up the handset of the external telephone.

On-hook Transmission is available when on the upper right of the screen is OFF.

Place the original(s).

1

 P.17 “Handling an original”

Press the [FAX] button on the control panel.

2

 P.14 “Basic procedures”

Press [OPTION] and set the transmission conditions.

3

 P.21 “Setting the transmission conditions”

Press [MONITOR].

4

 Make sure that you hear the dial tone from the built-in speaker.
 To cancel the operation, press [MONITOR] again.

To use the [SEARCH] to specify the recipients, you must specify the recipient in advance by following the

procedures below. Specify the recipients, and then press [MONITOR].

Specify the recipients.

5

 P.25 “Specifying the recipient”

 For direct entry, each press of a digital key on the control panel dials a number. If you make a mistake when

dialing the fax number, press [MONITOR] to cut the line, and then press it again to redial.

 If you specified the recipient with the [SEARCH], press [MONITOR], and then [DIAL].

When you hear the answer tone (short high-pitched tone) through the built-in speaker

6

indicating the connection has been made with the recipient’s machine, press [SEND].

 P.14 “Basic procedures”

When you hear the other party’s voice answering the call before pressing [SEND], pick up the handset of the

external telephone. Then ask him/her to perform operation of the fax reception.

32 Sending a Fax

2 SENDING/RECEIVING A FAX

2.SENDING/RECEIVING A FAX

 Off-hook transmission

In this mode, you can pick up the handset of the external telephone to dial and perform direct fax transmission. Off-hook

Transmission is available when on the upper right of the screen is OFF.

Place the original(s).

1

 P.17 “Handling an original”

Press the [FAX] button on the control panel.

2

 P.14 “Basic procedures”

Press [OPTION] and set the transmission conditions.

3

 P.21 “Setting the transmission conditions”

Pick up the handset of the external telephone.

4

Use the external telephone to dial the fax number.

5

 P.25 “Specifying the recipient”

When you use the external telephone to dial, the machine dials each number you enter. If you make a mistake

when dialing the fax number, replace the handset to cut the line, and then pick up the handset again to redial.

When you hear the answer tone (short high-pitched tone) through the built-in speaker

6

indicating the connection has been made with the recipient’s machine, press [SEND].

 P.14 “Basic procedures”

When you hear the other party’s voice answering the call before pressing [SEND], ask him/her to perform

operation of the fax reception.

Replace the handset of the external telephone.

7

 Displaying the preview

Before sending a fax, you can check the image on the touch panel with this preview function.

Press [PREVIEW] on the fax menu.

1

 To use the preview function, specify the recipient and then press [PREVIEW].

Sending a Fax 33

2 SENDING/RECEIVING A FAX

Press [SEND].

2

Check the fax image after the preview is displayed. Press [OK] if you send it without

3

any change. The fax will then be sent.

 To send another original, place it on the original glass or RADF (Reversing Automatic Document Feeder), and

then press the [START] button on the control panel.

 To delete the page being previewed, press [DELETE PAGE].
 To replace the page being previewed with another page, press [REPLACE PAGE].
 To insert another scan before the page being previewed, press [INSERT PAGE].
 Press [OPTION] to change the setting.

 P.21 “Setting the transmission conditions”

34 Sending a Fax

2 SENDING/RECEIVING A FAX

Receiving a Fax

 Reception mode

This section describes how to receive a fax. Refer to the appropriate section for your current reception mode. The
reception mode can be set on the ADMIN menu. For details of the current setting, ask your administrator. Besides the
receiving methods described in this page, there are various useful ways to receive a fax. These procedures are described
in the following pages.

 P.53 “Polling Communication”
 P.55 “Mailbox Transmission”

 AUTO reception

Faxes are automatically received during an incoming call. Users do not have to do anything when receiving a fax.

When the 2nd Line for FAX Unit (optional) is installed, the reception mode of the 2nd line is limited to “AUTO
reception”.

 MANUAL reception

Faxes are manually received by using an external telephone when you have an incoming call.

Pick up the handset of the external telephone when you have an incoming call.

1

If the incoming call is a telephone call, you can start talking.

If you hear a tone (fax signal) through the handset of the external telephone, press the

2

[FAX] button on the control panel.

 P.14 “Basic procedures”

Press the [ADVANCED] tab, and then press [MANUAL RECEIVE].

3

When a message appears indicating that you can send a fax, press the [START] button

4

on the control panel and replace the handset of the external telephone.

Receiving a Fax 35

2 SENDING/RECEIVING A FAX

 Memory reception

In the following conditions, faxes cannot be printed. If this happens, received fax data are stored in the memory, and
printing is resumed as soon as this equipment is ready. As the memory reception function is always enabled, you do not
need to make any setting.

 During copying or printing
 During printing of received copy of the originals
 During printing of lists and reports
 When paper has run out
 When a paper jam occurs
 When toner has run out

36 Receiving a Fax

2 SENDING/RECEIVING A FAX

5 mm
(0.2 inch)

5 mm
(0.2 inch)

5 mm
(0.2 inch)

5 mm
(0.2 inch)

5 mm
(0.2 inch)

5 mm
(0.2 inch)

5 mm
(0.2 inch)

5 mm
(0.2 inch)

2.SENDING/RECEIVING A FAX

 Originals and paper

 Acceptable size of paper

A3, B4, A4, B5, A5, FOLIO, LD, LG, LT, ST and COMP sized paper are available.
The printing range of each size of paper is as follows: As shown in the figures below, if an original document contains any
information in the shaded area, it is not printed on the paper.

 Set the paper in the drawers or the Large Capacity Feeder (optional). The bypass tray is not available.
 Regardless of whether or not the Finisher (optional) is installed, paper exits on the receiving tray.
 Drawers can be set for fax use only. For details of the operation, refer to the Copying Guide.

 Default setting for RX printing

To print the received fax, the paper with the same width as the original is used. Depending on the length of the original,
“RX reduction printing” or “Discard printing” (both of them are set to ON by manufacture default) are applied.
 P.100 “Setting RX printing”

When an original is shorter or the same as the paper printing area

It is printed in the original size.

When an original is longer than the paper printing area

It is printed according to the following priority:

 When an original is up to 10 mm (0.4 inch) longer than the printing area: the part of the originals that exceeds the

paper printing area is discarded.

 When an original exceeds the printing area by more than 10 mm (0.4 inch): the original image is reduced to 75 %

(reduction printing). If the image still cannot be fitted into the printing area, paper larger than the original is selected. In
case there is no larger paper available, the original is printed with the image divided.

Receiving a Fax 37

2 SENDING/RECEIVING A FAX

 Paper priority when there is no same size paper

When both “RX reduction printing” and “Discard printing” are set to ON, paper is selected according to the following
priority:

1. Paper of the same size and the same orientation as the original

2. Paper of the same size but with a different orientation to the original

3. Paper of the same orientation but larger than the original

North American format

Size of Original
being Received

Priority

Ledger Legal Letter Letter Statement COMP

1

Ledger Legal Letter Letter Statement COMP

2

Letter

Reduced to 75%

Letter Letter Letter

Ledger

3

Letter

Reduced to 75%

Ledger

Legal

Letter

4

COMP

Legal

COMP

Legal

5

Ledger

COMP

Ledger

COMP

 When the corresponding paper size is not available, in most cases, the scanned original is printed on paper of a

larger size. However, the sender’s fax machine may reduce the scanned original to fit the paper size available in
the recipient’s fax machine (this equipment). (Ex. LD → LT)

 The paper priority varies according to the “RX reduction printing” and “Discard printing” settings. For details,

contact your service technician.

38 Receiving a Fax

6

Ledger

2.SENDING/RECEIVING A FAX

A/B format

Size of Original
being Received

2 SENDING/RECEIVING A FAX

Priority

1

2

3

4

5

A3 B4 A4 A5

A3 B4

A4 A4 B5

A4 A4

A3

B4 A4

A4 B5

A4

B4

A3

B5A3

B4

A4

A5

A4

B5

B5

FOLIO

FOLIO

B4

A3

A4

Reduced to 75%

A4

Reduced to 75%

6

A3

B4

7

A3

 When the corresponding paper size is not available, in most cases, the scanned original is printed on paper of a

larger size. However, the sender’s fax machine may reduce the scanned original to fit the paper size available in
the recipient’s fax machine (this equipment). (Ex. A3 → A4)

 The paper priority varies according to the “RX reduction printing” and “Discard printing” settings. For details,

contact your service technician.

Receiving a Fax 39

3.CHECKING AND CANCELING THE

COMMUNICATIONS

This chapter describes how to check and cancel fax communications.

Checking Communications................................................................................................... 42

Checking reserved transmissions ........................................................................................................................42

Checking communication status (log)...................................................................................................................43

Canceling the Transmission..................................................................................................45

Canceling the memory transmission ....................................................................................................................45

Canceling direct transmissions.............................................................................................................................47

Canceling reserved transmissions .......................................................................................................................48

3 CHECKING AND CANCELING THE COMMUNICATIONS

Checking Communications

 Checking reserved transmissions

You can check reserved fax transmissions.

Press [JOB STATUS].

1

Select [FAX].

2

 Reserved transmission jobs are listed in the reversed chronological order from top to bottom.

 Press or to switch the pages.
 To print the list of the reserved transmissions jobs, press [RESERVATION LIST].

 In the “Status” column, the status of each job is indicated as follows:

Line1: Sending on the 1st line.

Line2: Sending on the 2nd line.

Network: Reserved for sending via Internet Fax.

Delayed: Reserved with the time to send specified.

Wait: Communication is in the standby queue.

Invalid: Under standby due to an invalid department code (Network Fax). For details of Network Fax

function, refer to the Network Fax Guide.

42 Checking Communications

3.CHECKING AND CANCELING THE COMMUNICATIONS

 Checking communication status (log)

You can check the log of fax transmissions and receptions.

Press [JOB STATUS].

1

3 CHECKING AND CANCELING THE COMMUNICATIONS

Select the [LOG] tab, and then press [SEND] or [RECEIVE].

2

Checking Communications 43

3 CHECKING AND CANCELING THE COMMUNICATIONS

The list of the communication status is displayed.

3

 Transmissions or receptions are listed in the reversed chronological order from top to bottom.

 Press or to switch the pages.
 Up to the latest 40 or 120 transmission/reception records can be listed on the log. The maximum number can

be set on the ADMIN menu. For details of the operation, refer to the MFP Management Guide.

 To print the log of transmissions or receptions, press [JOURNAL].

 P.78 “Journal (transmission journal/reception journal)”
 In the “Status” column, the status is indicated as follows:

OK: Transmission or reception succeeded.

4-digit error code: Transmission or reception failed.

 P.108 “Error codes”

Registering recipients’ fax numbers to the address book

To register recipient's fax numbers in the address book from the send/receive log screen, select a record in the
send or receive log, and then press [ENTRY]. For details of the registration to the address book, refer to the MFP
Management Guide.

 Fax and E-mail transmissions whose recipients are specified with direct entry or entry using the LDAP

server can be registered to the address book from the Send log.

 Polling and E-mail receptions whose recipients are specified with direct entry or entry using the LDAP

server can be registered to the address book from the Receive log.

44 Checking Communications

3 CHECKING AND CANCELING THE COMMUNICATIONS

Canceling the Transmission

 Canceling the memory transmission

You can cancel the memory transmission during scanning.

 When using the original glass

This section describes how to cancel the memory transmission when an original is placed on the original glass.

When scanning is completed, the confirmation screen for the next original is displayed.

1

Press [JOB CANCEL].

If you leave the screen unattended for a period of the auto clearance setting time (45 sec. by manufacturer default)
after the confirmation screen for the next original is displayed, a copy of the scanned originals is sent.

The confirmation screen for the deletion is displayed. Press [YES].

2

Canceling the Transmission 45

3 CHECKING AND CANCELING THE COMMUNICATIONS

 When using the RADF (Reversing Automatic Document Feeder)

This section describes how to cancel the memory transmission when an original is placed on the RADF.

Press the [STOP] button on the control panel while the originals are being scanned.

1

Scanning is paused.

The confirmation screen for the next original is displayed. Press [JOB CANCEL].

2

 If you press [JOB FINISH], the scanned originals are sent.
 If you leave the screen for the next original unattended for the period of the auto clear setting time (45 sec. by

manufacture default) after it appears, the memory transmission is canceled.

The confirmation screen for the deletion is displayed. Press [YES].

3

46 Canceling the Transmission

3.CHECKING AND CANCELING THE COMMUNICATIONS

 Canceling direct transmissions

You can cancel the direct transmission during scanning.

Even if you cancel transmission in the direct TX mode, the part of the original that was scanned before transmission is
canceled has been sent.

Press the [STOP] button on the control panel while the original is being scanned.

1

3 CHECKING AND CANCELING THE COMMUNICATIONS

The scanning and transmission are stopped.

Canceling the Transmission 47

3 CHECKING AND CANCELING THE COMMUNICATIONS

 Canceling reserved transmissions

You can display the list of the reserved transmissions, and cancel the reserved transmissions that are in the queue or in
progress.

Press [JOB STATUS], and then select the [FAX] tab.

1

The list of the reserved transmissions is displayed. This step is the same as that for checking the reserved
transmission.
 P.42 “Checking reserved transmissions”

Select the reserved transmission you want to delete, and then press [DELETE].

2

More than one job can be selected.

In the “Status” column, you can check the status of the reservation. “Wait” indicates that the data are waiting to be
sent. “Line1” or “Line2” indicates that the data are being sent. Delayed transmission reservation and polling
transmission/reception can be canceled.

The confirmation screen for the deletion is displayed. Press [DELETE].

3

48 Canceling the Transmission

4.ADVANCED FUNCTIONS

This chapter describes useful functions of this equipment.

Transmitting 2-Sided Originals .............................................................................................50

Priority Transmission............................................................................................................. 52

Polling Communication .........................................................................................................53

Polling transmission .............................................................................................................................................53

Polling reception...................................................................................................................................................54

Mailbox Transmission............................................................................................................55

Registering/printing/deleting an original ...............................................................................................................56

Sending/retrieving an original ...............................................................................................................................60

Creating/modifying/deleting a mailbox .................................................................................................................63

Chain Dial Communication....................................................................................................68

Delayed Transmission Reservation...................................................................................... 69

Recovery Transmission......................................................................................................... 70

Onramp Gateway.................................................................................................................... 71

Offramp Gateway.................................................................................................................... 72

Save as File............................................................................................................................. 73

Printing SECURE RECEIVE fax jobs ....................................................................................75

4 ADVANCED FUNCTIONS

Transmitting 2-Sided Originals

You can send a copy of 2-sided originals by fax using the RADF (Reversing Automatic Document Feeder).

Note that each setting will automatically return to its default setting when transmission is completed.

Place the original(s) on the RADF.

1

 P.17 “Handling an original”

When you place a 2-sided original of the LT/A4 size, change the direction of the original depending on its bound
position as follows:

1. Right-to-left (book-type) original

2. Top-to-bottom (tablet-type) original

1 2

Press the [FAX] button on the control panel.

2

 P.14 “Basic procedures”

Press [OPTION] and set the transmission conditions.

3

 P.21 “Setting the transmission conditions”

Select the [ADVANCED] tab, and then press [2-SIDED SCAN].

4

Press [BOOK] or [TABLET] depending on the bound position of the original(s), and

5

then press [OK].

50 Transmitting 2-Sided Originals

4.ADVANCED FUNCTIONS

Specify the recipient’s fax number.

6

 P.25 “Specifying the recipient”

Press [SEND].

7

 P.14 “Basic procedures”

4 ADVANCED FUNCTIONS

Transmitting 2-Sided Originals 51

4 ADVANCED FUNCTIONS

Priority Transmission

You can send a fax prior to other reserved transmissions (including redial standby).

Note that each setting will automatically return to its default setting when transmission is completed.

Place the original(s).

1

 P.17 “Handling an original”

Press the [FAX] button on the control panel.

2

 P.14 “Basic procedures”

Press [OPTION] and set the transmission conditions.

3

 P.21 “Setting the transmission conditions”

Press the [ADVANCED] tab, and then press [PRIORITY RESERVE].

4

Press [OK].

5

Specify the recipient’s fax number.

6

 P.25 “Specifying the recipient”

In the priority transmission mode, you cannot specify multiple recipients’ fax numbers.

Press [SEND].

7

 P.14 “Basic procedures”

52 Priority Transmission

4 ADVANCED FUNCTIONS

Polling Communication

The polling communication function allows you to receive pending originals in the sender's fax machine by manually
operating the receiving fax machine. In this document, the operation in which this equipment is used as the sender's fax
machine is called “polling transmission” while that in which it is used as the recipient's fax machine is called as “polling
reception”.

 Polling transmission

Upon request of a recipient's fax machine, this equipment sends an original document stored into the memory to the
recipient. By setting a password and/or a recipient's fax number to an original stored into the memory, you can permit
specific recipients to receive the original using the polling transmission.

To use the polling communication function with the password verification applied, the fax machines of both the sender
and recipient have to be Oki Fax machines (MFP).

Place the original(s).

1

 P.17 “Handling an original”

Press the [FAX] button on the control panel.

2

 P.14 “Basic procedures”

Press [OPTION] and set the transmission conditions.

3

 P.21 “Setting the transmission conditions”

Press the [ADVANCED] tab, and then press [POLLING RESERVE].

4

To set the password and/or fax number (the recipient’s telephone number), press the

5

[PASSWORD] and/or [FAX NUMBER] button. On the entry screen that appears, key in
the password (4 digits) and/or fax number (a maximum of 20 digits), and then press
[OK].

 You do not have to set both the password and the fax number.
 If you have to set neither a password nor a fax number, leave both blank and press [OK].

Polling Communication 53

4 ADVANCED FUNCTIONS

Press the [START] button on the control panel.

6

 Upon request of the recipient's fax machine, the data of the original stored into memory are sent automatically.

Once they are sent, they are deleted from memory.

 You can delete the data of the original from memory by canceling the polling transmission.

 P.48 “Canceling reserved transmissions”

 Polling reception

This equipment requests the sender's fax machine to send the data of the original.

Press the [FAX] button on the control panel.

1

 P.14 “Basic procedures”

Press the [ADVANCED] tab, and then press [POLLING].

2

If the password is set to the data of the original in the sender’s fax machine, press

3

[PASSWORD] to display the entry screen. Key in the password, and then press [OK].

If you do not have to key in the password, leave this entry box blank, and then press [OK].

Specify the sender’s fax number.

4

 P.25 “Specifying the recipient”

This equipment supports two types of receptions: Individual polling reception in which you specify a recipient’s

fax number and Multi-polling reception in which you specify multiple recipients’ fax numbers.

Press [SEND].

5

 P.14 “Basic procedures”

With the delayed transmission reservation, you can perform the polling reception on a specific date and time. To

do that, set the date and time before pressing [SEND].

 P.69 “Delayed Transmission Reservation”

54 Polling Communication

4 ADVANCED FUNCTIONS

Mailbox Transmission

This function is used to communicate between fax machines compatible with a mailbox function (ITU-T compatible). The
owners of these fax machines can input or retrieve the data of the originals in the mailbox.
There are 3 types of mailbox: confidential mailbox, bulletin board mailbox and relay station mailbox. To perform mailbox
communication, the mailboxes must be created in advance. An individual password for each box can be set for security
protection.
 P.63 “Creating/modifying/deleting a mailbox”

Confidential mailbox

Once data of an original are retrieved from this mailbox, these data will be deleted. This mailbox is suitable for registering
an original you want to send to a specific recipient. If a new original is registered in this mailbox in which another original
exists, the mailbox will contain both of the originals.

Bulletin board mailbox

No matter how many times an original is retrieved from this mailbox, the original will not be deleted. This mailbox is
suitable for registering an original you want to send to multiple recipients. If a new original is registered in this mailbox in
which another original exists, the existing original will be replaced with the new original and the new one will be stored in
the mailbox.

Relay station mailbox

Using this mailbox, an original sent from a fax machine is relayed to pre-registered multiple recipients. To inform a user of
the result of the relay, a report called RELAY TX END TERMINAL REPORT can be sent to a specific recipient. A copy of
the original can be printed out (regularly or when an error occurs).

<Example of how to use the relay station mailbox>
If you want to send a copy of an original from an office in Los Angels to multiple offices in New York, you first send it from
the one in Los Angels to one of the offices in New York where the relay station mailbox is set up, so that it is relayed to the
other offices in New York. This will reduce communication costs.

VIA RELAY MAILBOX

LA office

(

)

213

NY office A

(

Relay Mailbox

NY office B

(

local

(relay mailbox) and 3 local calls between
the NY office A (relay mailbox) and each
office.

)

NY office C

(

local

(

212

)

)

)

NY office D

(

local

)

NY office A

(

)

212

NORMAL

LA office

(

)

213

NY office B

(

212

* 4 long-distance calls

)

NY office C

(

212

)

NY office D

(

)

212

Relay Originator

Relay Station

Relay
Destination

* 1 long-distance call to the NY office A

If you create a forward mailbox whose number is the fax number of the sender, you can use the TSI function. Using
this function, this equipment forwards the original sent from the sender whose fax number is set to the mailbox
number, based on the pre-set agent (Save as file / Email / Store to e-Filing). This can be set from TopAccess. For
details of the operation, refer to the TopAccess Guide.

Mailbox Transmission 55

4 ADVANCED FUNCTIONS

 Registering/printing/deleting an original

This section describes the operations of the mailbox in this equipment.

 Registering an original

You can register an original to the confidential or bulletin board mailbox in this equipment.

To register the originals to confidential or bulletin board mailbox, the confidential or bulletin board mailbox must be
created in advance.
 P.63 “Creating/modifying/deleting a mailbox”

Place the original(s).

1

 P.17 “Handling an original”

Press the [FAX] button on the control panel.

2

 P.14 “Basic procedures”

Press [OPTION] and set the transmission conditions.

3

 P.21 “Setting the transmission conditions”

Press the [ADVANCED] tab, and then press [ITU MAILBOX].

4

In the “BOX TYPE” group, press [CONFIDENTIAL] or [BULLETIN BD]. In the “MODE”

5

group, press [INPUT], and then [OK].

If the selected mailbox has not been set, an error message is displayed and you are unable to proceed.

56 Mailbox Transmission

4.ADVANCED FUNCTIONS

Press [BOX NUMBER] to display the entry screen. Key in the box number, and then

6

press [OK].

 If a password has been set to the selected bulletin board mailbox, key in the password in the same way as the

box number. If you have selected the confidential mailbox, it is not necessary to key in a password since it is not

verified.
 If the box number or password is incorrect, an error message is displayed and you are unable to proceed.

4 ADVANCED FUNCTIONS

Press the [START] button on the control panel.

7

When you cancel the registration, press the [STOP] button on the control panel, and then [JOB CANCEL] on the
touch panel.

Mailbox Transmission 57

4 ADVANCED FUNCTIONS

 Printing an original

You can print the original registered in the confidential or bulletin board mailbox in this equipment.

Press the [FAX] button on the control panel.

1

 P.14 “Basic procedures”

Press the [ADVANCED] tab, and then press [ITU MAILBOX].

2

This screen is the same as the one you see when you register the original.
 P.56 “Registering an original”

In the “BOX TYPE” group, press [CONFIDENTIAL] or [BULLETIN BD]. In the “MODE”

3

group, press [PRINT], and then [OK].

If the selected mailbox has not been set, an error message is displayed and you are unable to proceed.

Press [BOX NUMBER] to display the entry screen and key in the box number.

4

If a password has been set to the selected confidential mailbox, key in the password in the same way as the box
number. If you have selected the bulletin board mailbox, it is not necessary to key in a password since it is not
verified.

Press the [START] button on the control panel.

5

If the box number or password is incorrect, an error message is displayed and you are unable to proceed.

58 Mailbox Transmission

4.ADVANCED FUNCTIONS

 Deleting an original

You can delete the original registered in the confidential or bulletin board mailbox in this equipment.

Press the [FAX] button on the control panel.

1

 P.14 “Basic procedures”

Press the [ADVANCED] tab, and then press [ITU MAILBOX].

2

This screen is the same as the one you see when you register the original.
 P.56 “Registering an original”

In the “BOX TYPE” group, press [CONFIDENTIAL] or [BULLETIN BD]. In the “MODE”

3

group, press [CANCEL], and then [OK].

4 ADVANCED FUNCTIONS

If the selected mailbox has not been set, an error message is displayed and you are unable to proceed.

Press [BOX NUMBER] to display the entry screen. Key in the box number, and then

4

press [OK].

If a password has been set to the selected mailbox, key in the password in the same way as the box number.

The confirmation screen for the deletion is displayed. Press [YES].

5

If the box number or password is incorrect, an error message is displayed and you are unable to proceed.

Mailbox Transmission 59

4 ADVANCED FUNCTIONS

 Sending/retrieving an original

This section describes the operations of the mailbox in the recipient's fax machine.

 Sending an original

You can send an original to the confidential/bulletin board/relay station mailbox in this equipment.

Place the original(s).

1

 P.17 “Handling an original”

Press the [FAX] button on the control panel.

2

 P.14 “Basic procedures”

Press [OPTION] and set the transmission conditions.

3

 P.21 “Setting the transmission conditions”

Press the [ADVANCED] tab, and then press [ITU MAILBOX].

4

In the “BOX TYPE” group, press [CONFIDENTIAL], [BULLETIN BD] or [RELAY]. In the

5

“MODE” group, press [TRANSMIT], and then [OK].

60 Mailbox Transmission

4.ADVANCED FUNCTIONS

Press [BOX NUMBER] to display the entry screen. Key in the box number, and then

6

press [OK].

If a password has been set to the selected mailbox, key in the password in the same way as the box number.

The box number and the password you specified here are sent to the recipient’s fax machine as SUD (box

number) and SID (password) of the command compatible with the ITU-T standards.

4 ADVANCED FUNCTIONS

Specify the recipient’s fax number.

7

 P.25 “Specifying the recipient”

Press [SEND].

8

 P.14 “Basic procedures”

You can cancel the transmission of the original.

 P.45 “Canceling the Transmission”

 Retrieving an original

You can retrieve an original from the confidential or bulletin board mailbox in the recipient's fax machine.

Press the [FAX] button on the control panel.

1

 P.14 “Basic procedures”

Press the [ADVANCED] tab, and then press [ITU MAILBOX].

2

This screen is the same as the one you see when you send the original.
 P.60 “Sending an original”

In the “BOX TYPE” group, press [CONFIDENTIAL] or [BULLETIN BD]. In the “MODE”

3

group, press [POLLING], and then [OK].

Mailbox Transmission 61

4 ADVANCED FUNCTIONS

Press [BOX NUMBER] to display the entry screen. Key in the box number, and then

4

press [OK].

If a password has been set to the selected mailbox, key in the password in the same way as the box number.

The box number and the password you specified here are sent to the recipient’s fax machine as SUD (box

number) and SID (password) of the command compatible with the ITU-T standards.

Specify the recipient's fax number.

5

 P.25 “Specifying the recipient”

Press [SEND].

6

 P.14 “Basic procedures”

62 Mailbox Transmission

4.ADVANCED FUNCTIONS

 Creating/modifying/deleting a mailbox

This section describes how to manage the mailbox in this equipment.

In the list, you can view the status of the mailbox registered to this equipment.

 P.80 “Mailbox/relay box report”

 Creating the confidential or bulletin board mailbox

You can create the confidential or bulletin board mailbox in this equipment.

Press the [FAX] button on the control panel.

1

 P.14 “Basic procedures”

Press the [ADVANCED] tab, and then press [ITU MAILBOX].

2

4 ADVANCED FUNCTIONS

In the “BOX TYPE” group, press [CONFIDENTIAL] or [BULLETIN BD]. In the “MODE”

3

group, press [BOX SETUP], and then [OK].

Mailbox Transmission 63

4 ADVANCED FUNCTIONS

Press [BOX NUMBER] to display the entry screen, key in the box number(s) (a

4

maximum of 20 digits), and then press [OK].

 If you want to set a password (a maximum of 20 digits), key in the password in the same way as the box

number.
 If the box number or password keyed in has already been registered, an error message is displayed and you

are unable to proceed.

 Creating/modifying a relay station mailbox

You can create or modify the relay station mailbox.

Press the [FAX] button on the control panel.

1

 P.14 “Basic procedures”

Press the [ADVANCED] tab, and then press [ITU MAILBOX].

2

This screen is the same as the one you see when you create the confidential/bulletin board mailbox.
 P.63 “Creating the confidential or bulletin board mailbox”

In the “BOX TYPE” group, press [RELAY]. In the “MODE” group, press [BOX SETUP] or

3

[MODIFY], and then [OK].

If the selected mailbox is not set at the time of modification, an error message is displayed and you are unable to
proceed.

64 Mailbox Transmission

4.ADVANCED FUNCTIONS

Press [BOX NUMBER] to display the entry screen. Key in the box number(s) (a

4

maximum of 20 digits), and then press [OK].

 If you want to set a password (a maximum of 20 digits), key in the password in the same way as the box

number.
 If the box number or password is incorrect, an error message is displayed and you are unable to proceed.

Specify the recipient to be registered, and then press [OK].

5

 P.25 “Specifying the recipient”

4 ADVANCED FUNCTIONS

Specify the recipient from the address book because this cannot be done with direct dialing.

The confirmation screen for sending a relay transmission report is displayed. If you

6

want to send the report, select [YES]. If not, select [NO].

By default, the relay transmission end terminal report is sent when a communication error occurs. On the

ADMIN menu, you can make setting so that the report can be sent automatically. For details of the operation,

refer to the MFP Management Guide.

Mailbox Transmission 65

4 ADVANCED FUNCTIONS

Specify the recipient to which you want to send the report, and then press [OK].

7

 P.25 “Specifying the recipient”

Only one recipient can be specified.

The confirmation screen for printing the received copy of the original is displayed. If

8

you want to print it out whenever a copy of the original is delivered, press [ALWAYS]. If
you want to print it out only when an error occurs, press the [ON ERROR].

 Deleting a mailbox

You can delete the confidential/bulletin board/relay station mailbox registered in this equipment.

The confidential and bulletin board mailbox in which the original is registered cannot be deleted. To delete the mailbox,
delete the original in advance.
 P.59 “Deleting an original”

Press the [FAX] button on the control panel.

1

 P.14 “Basic procedures”

Press the [ADVANCED] tab, and then press [ITU MAILBOX].

2

This screen is the same as the one you see when you create the confidential/bulletin board mailbox.
 P.63 “Creating the confidential or bulletin board mailbox”

66 Mailbox Transmission

4.ADVANCED FUNCTIONS

In the “BOX TYPE” group, press [CONFIDENTIAL], [BULLETIN BD] or [RELAY]. In the

3

“MODE” group, press [BOX DELETE], and then [OK].

If the selected mailbox has not been set, an error message is displayed and you are unable to proceed.

Press [BOX NUMBER] to display the entry screen. Key in the box number, and then

4

press [OK].

4 ADVANCED FUNCTIONS

If a password has been set to the selected mailbox, key in the password in the same way as the box number.

The confirmation screen for the deletion is displayed. Press [YES].

5

If the box number or password is incorrect, an error message is displayed and you are unable to proceed.

Mailbox Transmission 67

4 ADVANCED FUNCTIONS

Chain Dial Communication

You can chain pre-registered sets of numbers to form a dialing string. For example, you can form the desired number by
specifying sets of numbers registered in the address book sequentially such as region code, area code and fax numbers.

Place the original(s).

1

 P.17 “Handling an original”

Press the [FAX] button on the control panel.

2

 P.14 “Basic procedures”

Press [OPTION] and set the transmission conditions.

3

 P.21 “Setting the transmission conditions”

Press the [ADVANCED] tab, and then press [CHAIN DIAL COMM.].

4

Repeat this operation until the desired number is formed.

5

 P.25 “Specifying the recipient”

You can form the dialing number which is up to 128 digits in length. The numbers are chained in the order you
specify them.

Press [SEND].

6

 P.14 “Basic procedures”

68 Chain Dial Communication

4 ADVANCED FUNCTIONS

Delayed Transmission Reservation

You can send a fax at a specified date and time. It is useful when you want to make use of off-peak discounts (e.g.
nighttime) or you want to send a fax to a country which has a time difference.

Place the original(s).

1

 P.17 “Handling an original”

Press the [FAX] button on the control panel.

2

 P.14 “Basic procedures”

Press [OPTION] and set the transmission conditions.

3

 P.21 “Setting the transmission conditions”

Press the [ADVANCED] tab, and then press [DELAYED TX RESERVE].

4

Key in the date, hour, and minute using the digital keys on the control panel, and then

5

press [OK].

 The acceptable range of reservation is up to one month later.
 Press and to move the cursor.

 Specify the time on a 24-hour basis.
 To correct the entry, press the [FUNCTION CLEAR] button on the control panel, and then key in the correct

number.

Specify the recipient’s fax number.

6

 P.25 “Specifying the recipient”

Press [SEND].

7

 P.14 “Basic procedures”

Canceling delayed transmission reservation

You can cancel the delayed transmission reservation and send a fax in a normal manner. On the reserved
transmission confirmation screen, select the transmissions job, and then press [SEND].
 P.42 “Checking reserved transmissions”

Delayed Transmission Reservation 69

4 ADVANCED FUNCTIONS

Recovery Transmission

You can save the data of originals, which were not sent after redialing a specified number of times, in the memory and
resend them without placing the originals. Enabling or disabling this function or a period of time for the data to be retained
can be set on the ADMIN menu. For the details of the current setting, ask your administrator.
 P.102 “Setting recovery transmission”

Press the [FAX] button on the control panel.

1

 P.14 “Basic procedures”

Press [OPTION] and set the transmission conditions.

2

 P.21 “Setting the transmission conditions”

Press the [ADVANCED] tab, and then press [RECOVERY TX].

3

Select the transmission job, and then press [SEND].

4

 You can change the fax number which is specified with the direct entry method.
 To delete the selected transmission job, press [JOB CANCEL].

70 Recovery Transmission

4 ADVANCED FUNCTIONS

ITU-T Compatible
G3 Fax machine

Internet
Intranet

OKI MFP

Relay Box

Internet Fax
machine

Client Computer

Mail ServerMail Server

Mail Server

2. The fax is converted to an E-mail
and sent to the E-mail address
registered in the Relay Box.

3. The E-mail (Internet Fax) is received
through the Network.

3. The E-mail is received through the
Network.

1. A fax is sent to the Relay Box
of the equipment through the
public telephone line.

Onramp Gateway

The onramp gateway function allows for an original sent from another mailbox-supported fax machine to be converted into
E-mail data, which will be sent to a pre-registered E-mail address, via the mailbox (relay station) in this equipment.

Fax numbers and E-mail addresses can be registered to the mailbox used for an onramp gateway transmission. That
mailbox is the same as the one used for the mailbox transmission. For details of how to create/modify/delete a relay
station mailbox, see the following section.
 P.63 “Creating/modifying/deleting a mailbox”

To use the onramp gateway, you need to set an E-mail address and Internet Fax to this equipment. For details of the
operation, refer to the TopAccess Guide.

Onramp Gateway 71

4 ADVANCED FUNCTIONS

OKI MFP

Subaddress
Destination

Mail Server
(SMTP)

1. The domain name of this equipment
and the fax number of the final
recipient are specified and an Internet
Fax is sent.

2. The E-mail and the Internet
Fax in which the domain name
of this equipment is specified
are received, and are sent to
this equipment.

3. The received E-mail and the Internet
Fax are converted to the standard
fax, and are sent to the final
recipient's fax machine.

1. The domain name of this equipment
and the fax number of the final
recipient are specified and an E-mail
is sent.

4. If a subaddress is specified in the recipient of the
received fax, the fax is sent to the subaddress
destination.

G3 Fax machine

Internet
Intranet

Internet Fax
machine

Client Computer

Mail Server

Mail Server

Offramp Gateway

The offramp gateway function allows for E-mail or Internet Fax sent from another device to be converted into standard fax
data via this equipment, which will be sent to the recipient specified by the sender via a public telephone line. This is useful
in reducing communication costs by using a combination of both the Internet and public telephone lines. For example,
when sending documents long distances, such as overseas, the Internet can be used to send the document to a machine
in the country of destination and then it will be forwarded to a target fax machine as fax data via a public telephone line.

Specifying an E-mail address

When you want to use this equipment as a relay station to perform an offramp gateway transmission, ask the sender to
specify an E-mail address as follows.

 FAX=xxxxxxxx@FQDN

The fax number of the final recipient is specified in “xxxxxxxx”.
e.g.: In case that the fax number is “1234567890” and the domain name of this equipment (FQDN) is
“host1.okiifax.com”, the fax should be sent to
[email protected]

Sending to a subaddress

 FAX=xxxxxxxx/T33S=yyyy@FQDN

The fax number of the final recipient is specified in “xxxxxxxx” and the subaddress in “yyyy”.
e.g.: In case that the fax number is “1234567890”, the subaddress is “1234”, and the domain name of this equipment
(FQDN) is “host1.okiifax.com”, the fax should be sent to
FAX=1234567890/[email protected]

Setting up the SMTP server

SMTP is a server protocol for sending and receiving E-mails. To use the offramp gateway function, you need to set up the
SMTP server so that this equipment can receive E-mails and Internet Fax using SMTP. For details of the operation, refer
to the TopAccess Guide.

72 Offramp Gateway

4 ADVANCED FUNCTIONS

Save as File

While sending a fax, you can save the fax as a file to a shared folder in this equipment or in a client computer. That file can
be accessed from client computers on a network. To save a fax as a file into a shared folder in a client computer, you must
make the “Save as file” setting of this equipment in advance. For details of the operation, refer to the TopAccess Guide.

 Be sure to back up the files in the shared folder to protect them from unexpected data loss events.
 If the forced encryption function for PDF security* is enabled, this function is not available. For the details of the

security settings, refer to the MFP Management Guide.

* The PDF security may not be available depending on the equipment.

Place the original(s).

1

 P.17 “Handling an original”

Press the [FAX] button on the control panel.

2

 P.14 “Basic procedures”

Press [STORAGE].

3

Press [FILE NAME], and then enter the file name (a maximum of 45 characters).

4

If you press [FILE NAME], the on-screen keyboard appears. For details of the operation to enter characters, refer
to the Quick Start Guide.

Save as File 73

4 ADVANCED FUNCTIONS

Select the location where you want to save the file and the file format, and then press

5

[OK].

 When PDF-MULTI, TIFF-MULTI, or XPS-MULTI is selected, the file should be saved as a multiple-page file.

When PDF-SINGLE, TIFF-SINGLE, or XPS-SINGLE is selected, the file should be saved as a single-page file.

 Select the file format in the [FILE FORMAT] box.

When a file is saved in the shared folder of the hard disk in this equipment, it is saved in the “TXFAX” folder
under the “FILE_SHARE” folder. When PDF-SINGLE, TIFF-SINGLE, or XPS-SINGLE is selected, another
folder with the same file name is automatically created in the “TXFAX” folder in which the file is saved.

Specify the recipient's fax number.

6

 P.25 “Specifying the recipient”

Press [SEND].

7

 P.14 “Basic procedures”

When fax transmission is completed, storing of the data of the original is also completed. However, if a fax
cannot be sent after redialing a specified number of times, only the storing of the data of the original is
completed.

74 Save as File

Printing SECURE RECEIVE fax jobs

When the PRINT DATA lamp on the control panel is lit, there is a received SECURE RECEIVE fax job.
You can print the fax data by entering your PRINT PASSWORD.

This lamp does not light when the equipment is in the Super Sleep mode.

Press the [PRINT] button on the control panel.

1

4 ADVANCED FUNCTIONS

 The print screen is displayed. If you leave the screen unattended for the auto clear setting time (45 sec by

manufacture default), the screen returns to the default one automatically.

Select [SECURE RX (LINE 1)] or [SECURE RX (LINE 2)] in the pull-down menu.

2

 If the equipment is running in the High Security mode, [SECURE RX (LINE 1)] and [SECURE RX (LINE 2)] are

not displayed.

Select the desired fax job on the touch panel, and then press [PRINT].

3

 You can select and print multiple fax jobs at once.

Printing SECURE RECEIVE fax jobs 75

4 ADVANCED FUNCTIONS

Press [PASSWORD].

4

Enter the password for printing a received SECURE RECEIVE fax, and then press [OK]

5

to start printing.

 Use the password set by your administrator for each line.

76 Printing SECURE RECEIVE fax jobs

5.PRINTING LISTS AND REPORTS

This chapter explains how to print lists and reports.

Printing Lists & Reports Manually ........................................................................................ 78

Journal (transmission journal/reception journal)...................................................................................................78

Reservation list.....................................................................................................................................................79

Mailbox/relay box report .......................................................................................................................................80

Printing Lists & Reports Automatically................................................................................ 81

Lists/Reports Samples...........................................................................................................82

Transmission journal ............................................................................................................................................82

Reception journal .................................................................................................................................................83

Reservation list.....................................................................................................................................................83

Mailbox/relay box report .......................................................................................................................................84

Memory transmission report.................................................................................................................................85

Transmission report..............................................................................................................................................86

Multi transmission report ......................................................................................................................................86

Multi polling report ................................................................................................................................................87

Relay TX orig. terminal report ..............................................................................................................................87

Relay TX relay station report................................................................................................................................88

Relay TX end terminal report ...............................................................................................................................88

Relay station report ..............................................................................................................................................89

Mailbox reception report.......................................................................................................................................89

5 PRINTING LISTS AND REPORTS

Printing Lists & Reports Manually

You can print lists and reports (journals) manually. For samples of lists and reports, see the following section.

 P.82 “Lists/Reports Samples”

 Lists and reports are printed on LT/A4-size paper. If this equipment has run out of LT/A4-size paper, lists and

reports will be printed on larger sized paper.

 In addition to the lists described in this section, the following lists can be printed manually: For details of the

operation, refer to the MFP Management Guide.

ADDRESS BOOK INFORMATION: List of recipients registered in the address book.

GROUP NUMBER INFORMATION: List of recipients registered in the address book as a group.

FUNCTION LIST: List of the user settings.

 Journal (transmission journal/reception journal)

You can print a list of transmissions and receptions.

This equipment logs up to the latest 40 or 120 transmission/reception records. This number can be set on the ADMIN
menu. For details of the operation, refer to the MFP Management Guide.

Press [JOB STATUS].

1

Select the [LOG] tab, and then press [SEND] or [RECEIVE].

2

78 Printing Lists & Reports Manually

5.PRINTING LISTS AND REPORTS

Press [JOURNAL].

3

If [JOURNAL] is pressed with the transmission/reception records selected, the journal of the selected file is printed.

 Reservation list

You can print a list of the reserved transmissions.

5 PRINTING LISTS AND REPORTS

Press [JOB STATUS].

1

Press the [FAX], and then press [RESERVATION LIST].

2

Printing Lists & Reports Manually 79

5 PRINTING LISTS AND REPORTS

 Mailbox/relay box report

You can print a list of the current status of the mailboxes registered to this equipment.

Press the [FAX] button on the control panel.

1

 P.14 “Basic procedures”

Press the [ADVANCED] tab, and then press [ITU MAILBOX LIST].

2

80 Printing Lists & Reports Manually

5 PRINTING LISTS AND REPORTS

Printing Lists & Reports Automatically

You can print lists and reports automatically. For samples of lists and reports, see the following section.
 P.82 “Lists/Reports Samples”

Lists and reports are automatically printed according to the settings that the administrator made, so no user operation
is required. For details of the setting operation, refer to the MFP Management Guide.

The available lists/reports to be printed automatically are as follows:

TRANSMISSION JOURNAL

When this equipment completes 40 or 120 transmission jobs, the transmission journal is printed.

RECEPTION JOURNAL

When this equipment completes 40 or 120 reception jobs, the reception journal is printed.

MEMORY TRANSMISSION REPORT

When the memory transmission is completed, the report is printed. (You have an option to add a reduced image of the
transmitted document.)

TRANSMISSION REPORT

When the direct transmission is completed, the report is printed.

MULTI TRANSMISSION REPORT

When the multi-address transmission is completed, the report is printed. (You have an option to add a reduced image of
the transmitted document.)

MULTI POLLING REPORT

When a multi-polling RX is completed, the report is printed.

RELAY TX ORIG. TERMINAL REPORT

When the document transmission from an originator terminal to a relay station is completed during the mailbox
transmissions, the report is printed. (You have an option to add a reduced image of the transmitted document.)

RELAY TX RELAY STATION REPORT

When a document transmission from a relay station to an end terminal is completed during the mailbox transmissions, the
report is printed. (You have an option to add a reduced image of the transmitted document.)

RELAY TX END TERMINAL REPORT

When the document transmission from a relay station to an end terminal is completed during the mailbox transmissions,
the report is sent to an originator terminal. (You have an option to add a reduced image of the transmitted document.)

RELAY STATION REPORT

When a relay station in this equipment receives an original during the mailbox transmissions, the report is printed.

MAILBOX RECEPTION REPORT

When the confidential or bulletin board mailbox in this equipment receives an original during the mailbox receptions, the
report is printed.

Printing Lists & Reports Automatically 81

5 PRINTING LISTS AND REPORTS

NO. FILE NO. DATE TIME DURATION PGS TO DEPT MODE STATUS

001 002 05.10 16:59 00:23 1 Redfield HS EC 603 OK
002 010 05.10 17:33 00:00 0 2123456789 P 00B5

TRANSMISSION JOURNAL

XXXXXXXXXXX XXXX-XXX

TIME : 05-10-2011 17:55

FAX NO.1 : 2131234567

FAX NO.2 : 2131235678

NAME : Aaabbb L.A.

Serial number
for communication

File number of
communication

Communication
result and
error code
OK: Succeeded
4-digit error code: Failed

Special communication mode
P: Polling communication
SB: Mailbox communication
SR,R: Relay mailbox communication
SF,F: Forward mailbox communication
ML: Internet Fax communication
I: Fax communication
O: Offramp Gateway communication

The number of
pages for the
communication

Fax name or
telephone number

Date and time
when starting
communication

Communicating
period of time

Communication mode
EC: ECM communication
G3: G3 communication
ML: Email communication

Journal (or list)
outputting date and time

Sender’s Fax number
(Line1)

Sender’s Fax number
(Line2: Optional)

Terminal ID

ROM version

Department code
(blank if not
controlled with
department code)

0
1
2
3
4
5
6
8
B

D

1

st

(bps)

2,400
4,800
7,200
9,600
12,000
14,400
V.34

2

nd

(Resolution)

8 x 3.85
8 x 7.7
8 x 15.4

16 x 15.4

300 dpi
600 dpi
150 dpi

3

rd

(Mode)

MH

MR
MMR
JBIG

Lists/Reports Samples

 Transmission journal

 The mark in the “TO” column indicates that the 2ND FAX registered in the address book is used.
 The mark in the “MODE” column indicates that the 2nd line is used.

 For error codes in the “STATUS” column, see the following section.

 P.108 “Error codes”

82 Lists/Reports Samples

5.PRINTING LISTS AND REPORTS

TX / RX
FILE NO. DATE TIME FUNCTION PGS TO DELAY TIME
017 05.10 18:41 MULTI TX 1 G ABC EXPRESS

RESERVATION LIST

TIME : 05-10-2011 18:41

FAX NO.1 : 2131234567

FAX NO.2 : 2131235678

NAME : Aaabbb L.A.

RECOVERY TX
FILE NO. DATE TIME FUNCTION PGS TO
013 05.10 18:01 MULTI TX 1

2153334444

PC JOB
FILE NO. DATE TIME FUNCTION PGS TO DELAY TIME
003 05.10 17:40 MULTI TX 2 Cccddd CORPORATION

 Reception journal

5 PRINTING LISTS AND REPORTS

NO. FILE NO. DATE TIME DURATION PGS FROM DEPT MODE STATUS

001 003 05.10 14:23 00:00 0 Aaabbb USA HQ NG 00B1
002 007 05.10 17:20 00:32 1 3109998888 EC 603 OK

 What is included in this journal is the same as in the transmission journal.
 For error codes in the “STATUS” column, see the following section.

 P.108 “Error codes”

 Reservation list

RECEPTION JOURNAL

XXXXXXXXXXX XXXX-XXX

TIME : 05-10-2011 17:55

FAX NO.1 : 2131234567

FAX NO.2 : 2131235678

NAME : Aaabbb L.A.

 The mark in the “TO” column indicates that the recipient is specified with the direct entry method.
 The mark G in the “TO” column indicates that the recipient is specified with the group entry method.

Lists/Reports Samples 83

5 PRINTING LISTS AND REPORTS

MAIL BOX
BOX NO. BOX TYPE PGS FILE NO. DATE TIME FROM
11222 BULLETIN BD
11231 CONFIDENTIAL 1 008 05.10 17:24 LOCAL

MAILBOX/RELAY BOX REPORT

TIME : 05-10-2011 18:00

FAX NO.1 : 2131234567

FAX NO.2 : 2131235678

NAME : Aaabbb L.A.

RELAY
BOX NO. END STATION REPLY TO NUMBER
12345 ADDRESS 001 002 003 004 005 12345
GROUP 001 002

FORWARD/INBOUND FAX(TSI)
BOX NO. AGENT DESTINATION
22222 E-MAIL To: ADDRESS: 001
GROUP : 001
Cc: ADDRESS: 002 003
GROUP : 002

 Mailbox/relay box report

"END STATION" field indicates an E-mail address by a 4-digit number and the ID of a group by a 3-digit number.

84 Lists/Reports Samples

5.PRINTING LISTS AND REPORTS

FILE NO. : 004
DATE : 05.10 17:11
TO : ABC EXPRESS
DOCUMENT PAGES : 1
START TIME : 05.10 17:13
END TIME : 05.10 17:14 (STORED TIME : 05.10 23:14)
PAGES SENT : 0
STATUS : 0050

MEMORY TRANSMISSION REPORT

TIME : 05-10-2011 17:48

FAX NO.1 : 2131234567

FAX NO.2 : 2131235678

NAME : Aaabbb L.A.

*** TX FAILURE NOTICE ***

FILE NO. : 005 (ITU MAILBOX : 12345 )
DATE : 05.10 17:25
TO : 2221234555
DOCUMENT PAGES : 1
START TIME : 05.10 17:30
END TIME : 05.10 17:31 (STORED TIME : 05.10 23:31)
PAGES SENT : 1
STATUS : OK

 Memory transmission report

5 PRINTING LISTS AND REPORTS

 The mark in the “TO” column indicates that the 2ND FAX registered in the address book is used.
 The mark in the “TO” column indicates that the recipient is specified with the direct entry method.
 For error codes in the “STATUS” column, see the following section.

 P.108 “Error codes”

Lists/Reports Samples 85

5 PRINTING LISTS AND REPORTS

NO. FILE NO. DATE TIME DURATION PGS TO DEPT MODE STATUS

002 007 05.10 17:20 00:32 1 3109998888 EC 603 OK

TRANSMISSION REPORT

XXXXXXXXXXX XXXX-XXX

TIME : 05-10-2011 17:55

FAX NO.1 : 2131234567

FAX NO.2 : 2131235678

NAME : Aaabbb L.A.

FILE NO. : 013
DATE : 05.10 18:01
DOCUMENT PAGES : 1
START TIME : 05.10 18:01
END TIME : 05.10 18:17 (STORED TIME : 05.11 00:17)
SUCCESSFUL
ADDRESS BOOK
001 Aaabbb ADMIN

UNSUCCESSFUL

FAX NUMBER PAGES SENT
3109998888 0

MULTI TRANSMISSION REPORT

TIME : 05-10-2011 18:17

FAX NO.1 : 2131234567

FAX NO.2 : 2131235678

NAME : Aaabbb L.A.

 Transmission report

For the error codes displayed in the “STATUS” column, see the following section.
 P.108 “Error codes”

 Multi transmission report

 The mark in the “ADDRESS BOOK” column indicates that the 2ND FAX registered in the address book is used.
 The mark in the “FAX NUMBER” column indicates that the recipient is specified with the direct entry method.

86 Lists/Reports Samples

5.PRINTING LISTS AND REPORTS

FILE NO. : 014
DATE : 05.10 18:02
START TIME : 05.10 18:17
END TIME : 05.10 18:18
SUCCESSFUL
ADDRESS BOOK
001 Cccddd ADMIN

UNSUCCESSFUL
FAX NUMBER

2139998888

MULTI POLLING REPORT

TIME : 05-10-2011 18:18

FAX NO.1 : 2131234567

FAX NO.2 : 2131235678

NAME : Aaabbb L.A.

FILE NO. : 016
DATE : 05.10 18:22
TO : 2139998888
RELAY BOX : 12345
DOCUMENT PAGES : 1
START TIME : 05.10 18:22
END TIME : 05.10 18:22
PAGES SENT : 1
STATUS : OK

RELAY TX ORIG. TERMINAL REPORT

TIME : 05-10-2011 18:22

FAX NO.1 : 2131234567

FAX NO.2 : 2131235678

NAME : Aaabbb L.A.

 Multi polling report

5 PRINTING LISTS AND REPORTS

The mark in the “FAX NUMBER” column indicates that the recipient is specified with the direct entry method.

 Relay TX orig. terminal report

The mark in the “TO” column indicates that the recipient is specified with the direct entry method.

Lists/Reports Samples 87

5 PRINTING LISTS AND REPORTS

FILE NO. : 013
DATE : 05.10 14:45
DOCUMENT PAGES : 3
FROM : 7141234567
START TIME : 05.10 14:45
END TIME : 05.10 14:46
RELAY BOX : 12345
SUCCESSFUL
GROUP NUMBER
002 USA 1 ADDRESS BOOK 001
005 ASIA 1

UNSUCCESSFUL
ADDRESS BOOK PAGE SENT
001 Cccddd ADMIN 0

RELAY TX RELAY STATION REPORT

TIME : 05-10-2011 14:46

FAX NO.1 : 2131234567

FAX NO.2 : 2131235678

NAME : Aaabbb L.A.

FILE NO. : 013
DATE : 05.10 14:45
DOCUMENT PAGES : 3
FROM : 7141234567
START TIME : 05.10 14:45
END TIME : 05.10 14:46
RELAY BOX : 12345
SUCCESSFUL
ADDRESS BOOK
005 XYZ CORPORATION

UNSUCCESSFUL
ADDRESS BOOK PAGES SENT
001 Cccddd ADMIN 0

RELAY TX END TERMINAL REPORT

TIME : 05-10-2011 14:46

FAX NO.1 : 2131234567

FAX NO.2 : 2131235678

NAME : Aaabbb L.A.

 Relay TX relay station report

The mark in the “ADDRESS BOOK” column is appended when the 2ND FAX registered in the address book is
used for transmission.

 Relay TX end terminal report

88 Lists/Reports Samples

5.PRINTING LISTS AND REPORTS

 Relay station report

RELAY STATION REPORT

FILE NO. : 734
DATE : 05.10 13:33
RELAY BOX : 777
DOCUMENT PAGES : 1
FROM : 214

 Mailbox reception report

5 PRINTING LISTS AND REPORTS

TIME : 05-10-2011 13:33

FAX NO.1 : 2131234567

NAME : Aaabbb L.A.

MAILBOX RECEPTION REPORT

FILE NO. : 016
DATE : 05.10 18:22
BOX NUMBER : 12345
BOX TYPE : CONFIDENTIAL
DOCUMENT PAGES : 1 (TOTAL 2 )
FROM : LOCAL

TIME : 05-10-2011 18:22

FAX NO.1 : 2131234567

FAX NO.2 : 2131235678

NAME : Aaabbb L.A.

Lists/Reports Samples 89

6.SETTING ITEMS

This chapter describes the user and administrator settings related to the fax function.

User Settings .......................................................................................................................... 92

Fax settings ..........................................................................................................................................................92

Administrator Settings........................................................................................................... 95

Registering the terminal ID...................................................................................................................................97

Setting the initial setup .........................................................................................................................................98

Setting RX printing .............................................................................................................................................100

Setting recovery transmission ............................................................................................................................102

Setting 2nd Line for FAX Unit.............................................................................................................................103

SECURE RECEIVE............................................................................................................................................104

6 SETTING ITEMS

User Settings

 Fax settings

Set the initial settings for the fax transmission functions.

Press the [USER FUNCTIONS] button on the control panel.

1

Press [FAX].

2

92 User Settings

6.SETTING ITEMS

Set each setting item, and then press [OK].

3

6 SETTING ITEMS

Press or to switch the pages.

RESOLUTION

Set the resolution based on the fineness of the original.

STANDARD: This is suitable for an original with regular size text.

FINE: This is suitable for an original with small size text and detailed illustrations.

U-FINE: This is suitable for an original with ultra-detailed illustrations.

If the recipient’s fax machine is not capable of receiving originals at the same resolution, the resolution is
automatically converted before being sent it to the recipient. The higher the resolution is, the longer it takes to
send an original.

ORIGINAL MODE

Set the scanning mode based on the type of the original.

TEXT: This is suitable for an original with text and line drawings.

TEXT/PHOTO: This is suitable for an original with a mixture of text and photos.

PHOTO: This is suitable for an original with photos.

In the TEXT/PHOTO mode or PHOTO mode, transmission time may be longer than in the TEXT mode.

TX TYPE

Set the fax transmission mode.

MEMORY TX: Send the original after the scanned data are saved in the memory. Up to 100 transmissions can

be reserved. Up to 1000 pages can be sent in one transmission.

DIRECT TX: Send the original directly as it is being scanned. Once a page has been scanned and sent, the

next page is scanned and sent. Therefore, it takes longer to scan and send all pages. However,
you can confirm on the fly that each page is sent to the recipient.

User Settings 93

6 SETTING ITEMS

EXPOSURE

Set the density at which the original is to be scanned.

AUTO: This equipment automatically detects the contrast of the original, and scans it with the optimum

MANUAL: Press or to set the desired contrast.

TTI

Switch the TTI recording ON or OFF. To enable this feature, the Terminal ID must be registered to this equipment in
advance.
 P.97 “Registering the terminal ID”

RTI

Switch the RTI recording ON or OFF. To enable this feature, the Terminal ID must be registered to this equipment in
advance.
 P.97 “Registering the terminal ID”

contrast.

Setting this item may not be required since it may not be displayed on the screen (it depends on your country or
region).

ECM

Switch the ECM (Error Correction Mode) communication ON or OFF.
ECM is an internationally standardized communication mode that automatically corrects errors that occur during
fax transmissions. With this setting option ON, even when the transmitted data have been affected by noise during
communication, this mode allows good communication without image distortion by automatically resending the part
that have been affected.

 Both the sender and the receiver must have the ECM function to make ECM communication available.
 When affected by noise during communication, communication time is slightly longer than usual. Even

when the ECM communication is used, an error may occur depending on the line status.

 The ECM communication is not available for voice communication.

PREVIEW SETTING (ES9460 MFP/ES9470 MFP/CX3535 MFP/CX4545 MFP)

Switch the preview setting ON or OFF.

INITIAL PREVIEW TYPE (ES9460 MFP/ES9470 MFP/CX3535 MFP/CX4545 MFP)

Set the preview type to be displayed as an initial

SECURE RECEIVE FORCED SETTING(ES9460 MFP/ES9470 MFP/CX3535 MFP/CX4545 MFP)

You can enable or disable the SECURE RECEIVE function.
This is available only when the WEEKLY SCHEDULE function is set.
ON: This enables the SECURE RECEIVE function.

It becomes disabled at the time set by WEEKLY SCHEDULE.

OFF: This disables the SECURE RECEIVE function.

 It becomes enabled at the time set by WEEKLY SCHEDULE.
 An administrator password is required.

94 User Settings

Administrator Settings

This section describes the FAX menu managed by the administrator.
Follow the procedures below to display the menu you want to operate.

Press the [USER FUNCTIONS] button on the control panel.

1

Press [ADMIN] tab, and then press [PASSWORD].

2

6 SETTING ITEMS

Enter the administrator password, and then press [OK].

3

Administrator Settings 95

6 SETTING ITEMS

Press [FAX].

4

The FAX menu is displayed.

The following section describes each menu.

96 Administrator Settings

6 SETTING ITEMS

6.SETTING ITEMS

 Registering the terminal ID

This section describes how to register the terminal ID of this equipment. If the terminal ID is registered in advance, sender
information can be printed on the leading edge on the transmitted original, and receiver information on the trailing edge on
the received fax.
 P.92 “Fax settings”

Press [TERMINAL ID].

1

Set each setting option, and then press [OK].

2

 You can enter up to 20 characters in the ID NAME, but whether they can all be displayed or not depends on

their size.

 When you add an international code, press [+]. To enter a pause “ - ”, press [Pause].
 [LINE2 NUMBER] is displayed only when the 2nd Line for FAX Unit (optional) is installed.

Administrator Settings 97

6 SETTING ITEMS

05-10-2011 15:08 FROM-Aaabbb 1234567890 T-069 P0001/0001 F-049

Date sent

(automatically attached)

Sender's ID name

Number of pages
Pages sent/Total pages

Communication
number

File number

Sender’s ID (Fax) number

Example of how sender information is printed on paper

Sender information is printed about 5 mm (0.2 inch) from the top edge of the transmitted copy of the original.

Example of how receiver information is printed on originals you receive

Receiver information is printed about 5 mm (0.2 inch) from the bottom edge of the received copy of the original.

RECEIVED 05-10-2011 15:08 FROM-Cccddd TO-Aaabbb P0001/0001

Date received

(automatically attached)

 Setting the initial setup

You can set the initial settings for the fax functions.

Press [INITIAL SETUP].

1

Remote Fax ID information

Receiver’s
ID name

Number of pages

Pages sent

98 Administrator Settings