OKI OKIOFFICE 84 User Guide
OKIOFFICE
84
User’ s Guide
Every effort has been made to ensure that the information in
this document is complete, accurate, and up-to-date. The
manufacturer of this equipment assumes no responsibility for
the results of errors beyond its control. The manufacturer of this
equipment also cannot guarantee that changes in software and
equipment made by other manufacturers and referred to in this
guide will not affect the applicability of the information in it.
Mention of software products manufactured by other companies
does not necessarily constitute endorsement by the manufacturer
of this equipment.
This user’s guide is subject to change without notification.
This product complies with the requirements of the Council
Directives 89/336/EEC and 73/23/EEC on the approximation
of the laws of the member states relating to electromagnetic
compatibility and low voltage.
Copyright 1998 by Oki. All rights reserved.
Written and produced by Oki Europe Ltd.
OKI and OKIOFFICE are registered trademarks of Oki Electric
Industry Company, Ltd.
Energy Star is a trademark of the United States Environmental
Protection Agency.
Symbols in this Book
This symbol marks a ‘note’. Notes are hints or tips which
offer additional information to help you.
This symbol marks a ‘caution’. Cautions are special
notices which you should read and follow carefully to
avoid possible damage to your equipment.
This symbol marks a ‘warning’. Warnings are special
notices which you should read and follow carefully to
avoid potential danger to yourself or others.
Energy Star
As an ENERGY STAR Partner, Oki has
determined that this product meets the
Energy Star guidelines for energy
efficiency.
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OKIOFFICE 84
Contents
Symbols in this Book .........................................................2
Energy Star ......................................................................... 2
SAFETY................................................................................... 6
General................................................................................ 6
Installation Hints ................................................................ 6
Operation & Maintenance.................................................. 7
Toner Cartridge & Image Drum Unit Handling ................. 7
Emergency First Aid........................................................... 8
INTRODUCTION ....................................................................9
Features............................................................................... 9
Multi Function ................................................................. 1 0
COMPONENT IDENTIFICA TION........................................ 11
What You Should Receive ........................................... 1 1
Components ................................................................ 1 2
Components ................................................................ 1 3
Control Panel ............................................................... 1 4
Control Panel Keys & Indicators .....................................15
One Touch Keypad........................................................... 1 7
Using One Touch Keys for Dialling ............................ 17
Using One Touch Keys for Selecting Functions &
Programming ...............................................................1 8
Signal Tones .....................................................................1 9
INSTALLATION .................................................................... 2 0
Getting Started .................................................................2 0
Where to Install Your Fax Machine ............................ 20
Unpacking ........................................................................20
Setting Up Your Fax Machine..........................................21
Installing Paper Trays & Stackers ...............................21
Installing Toner Cartridge ...........................................21
Connecting Te lephone Line ....................................... 2 3
Connecting Telephone, Handset or Answering Machine24
Connecting Power Cable.............................................2 4
Loading Paper ..................................................................24
Setting the Clock ............................................................. 2 5
Setting the Answering Mode ...........................................2 5
Answering Mode Options ........................................... 26
Changing Answering Mode ........................................27
Fax Machine Identification ............................................. 2 7
Setting Fax Machine Identification ............................ 28
Setting Language ............................................................. 29
Connecting to a PBX ....................................................... 29
MFP Function ................................................................... 3 0
DIAL DIRECTORIES............................................................ 31
Programming One Touch Keys ........................................31
One T ouch Parameters ................................................. 32
Chain Dialling ............................................................. 33
Programming AU TO DIAL Numbers................................33
Programming Groups ....................................................... 34
User’ s Guide 3
BASIC OPERATIONS ........................................................... 36
Preparing Documents .......................................................36
Document Size.............................................................36
Multiple Page Documents ...........................................36
Loading Documents ......................................................... 3 6
Sending Fax to Single Location ...................................... 3 7
Search Key Dialling .................................................... 38
Real-Time Dialling......................................................3 8
Redialling .................................................................... 38
Confirming Results .....................................................3 8
Stopping a Transmission .............................................3 9
Receiving Faxes Manually .............................................. 39
Receiving Faxes in Memory............................................3 9
Memory Reception ...................................................... 3 9
No Paper Reception..................................................... 40
No Toner Reception ....................................................40
Cancelling Messages Stored in Memory .................... 4 0
Rejecting Unsolicited Fax Messages ............................... 4 1
Power Failures & Memory................................................41
Making Copies ................................................................. 4 2
Making Copies Using Manual Paper Feeder .............. 42
Using Voice Request ......................................................... 42
Initiating Voice Request .............................................. 43
Answering V oice Request ............................................ 43
4
ADVANCED OPERATIONS .................................................. 44
Sending Faxes to Multiple Locations and/or Groups ..... 4 4
Delayed Sending of Faxes................................................4 6
Sending Delayed Faxes to Single Locations..............4 6
Sending Delayed Faxes to Groups and/or Multiple
Individual Locations ................................................... 4 7
Cancelling Delayed Transmission ..............................5 0
Confidential Faxes ........................................................... 5 1
Sending Confidential Faxes ........................................ 5 1
Receiving Confidential Faxes .................................... 52
Creating Confidential Mailbox .................................. 52
Closing Confidential Mailbox ................................... 5 3
Changing Mailbox Password......................................5 3
Printing Confidential Faxes ........................................ 5 4
Relay Broadcasting .......................................................... 55
Relay Initiating Station............................................... 5 5
Relay Key Station ....................................................... 5 5
Relay Broadcast Report .............................................. 55
Initiating Relay Broadcast .......................................... 5 5
Polling .............................................................................. 56
Polling Transmission...................................................5 6
Polling Reception ....................................................... 5 8
Cancelling Polling Transmission ............................... 5 8
Printing Bulletin Messages......................................... 5 9
Dual Access ...................................................................... 59
While Sending Faxes...................................................5 9
While Receiving Faxes ...............................................6 0
While Making Copies ................................................. 6 0
While Printing Reports................................................6 0
OKIOFFICE 84
PROGRAMMING..................................................................61
Customizing Features & Operations................................6 1
Vie wing Your Current Settings....................................61
User Function Settings ..................................................... 61
User Function Settings List......................................... 61
Changing User Function Settings ............................... 65
Setting Distinctive Ring ..............................................6 6
Personal Mailboxes .......................................................... 67
Creating Personal Mailbox (Polling)..........................6 7
Closing Personal Mailbox (Polling) ...........................6 7
Memory Password ............................................................68
Creating Memory Password ........................................ 68
Changing Memory Password ......................................68
Deleting Memory Password ........................................ 69
Restricted Access.............................................................. 69
Creating Restricted ID Password.................................69
Changing Restricted ID............................................... 7 0
Closing Restricted ID .................................................. 71
Dial Parameter Settings .................................................... 71
Dial Parameter Settings List ........................................ 71
Changing Dial Parameter Settings ..............................7 2
REPORTS ..............................................................................7 4
Understanding Reports .................................................... 74
Activity Report ............................................................ 7 4
Broadcast Confirmation Report .................................. 74
Active Memory Files Report.......................................7 5
Tele phone Directory .................................................... 75
Configuration Report .................................................. 7 5
Message Confirmation Report ....................................7 6
Confidential Reception Report .................................. 76
Broadcast Entry Report ............................................... 76
Power Outage Report...................................................77
Printing Reports ...............................................................7 7
Printing Message Confirmation Report ...................... 77
Printing Other Reports.................................................77
Codes Used in Reports ..................................................... 77
Result Codes ................................................................ 7 7
Communication Codes ................................................ 7 8
PROBLEM SOLVING ........................................................... 79
Clearing Document Jams ................................................. 79
Clearing Printing Paper Jams ...........................................79
Replacing Toner Cartridge .............................................. 8 1
Replacing Image Drum Unit ............................................ 83
Reading Print Counters ....................................................84
Shipping the Fax Machine............................................... 8 5
Problem Checklist ............................................................8 5
Display Panel Messages ...................................................88
Normal Display............................................................88
Error Messages.............................................................88
SPECIFICA TIONS.................................................................90
Index......................................................................................91
User’ s Guide 5
SAFETY
Installation Hints
Your machine has been carefully designed to give you years of
safe, reliable performance. As with all electrical equipment,
however, there are a few basic precautions you should take to
avoid hurting yourself or damaging the machine.
General
• Read this user's guide carefully and keep it in a safe but
accessible place so that you can use it for future reference.
• Read and follow all warning and instruction labels on the
machine itself.
• Disconnect the machine before you clean it. DO NOT use
liquid or aerosol cleaners to clean the machine.
• Place your machine on a firm, solid surface. If you place
the machine on something unsteady, it may fall and become
damaged or injure someone. If you place the machine on a
soft surface, such as a rug, sofa, or bed, the vents may
become blocked causing the machine to overheat.
• Do not use your machine near water, or spill liquid of any
kind into it.
• Install your machine in a dust-free location away from direct
sunlight.
• Do not connect your machine to a power source that is
used by other equipment producing electrical noise (i.e.,
air conditioners, etc.).
• Leave electronic adjustments to authorized service
personnel.
• The LINE terminal connects your machine to a standard
telephone line. To avoid damage to your telephone system
or to the machine, do not connect your machine into
anything other than a standard telephone socket.
• Your machine has an earthed, 3-pin plug as a safety feature
and it will only connect to an earthed outlet. If you cannot
connect this plug to your power outlet, then it is possible
that you have an older, non-earthed outlet. Contact an
electrician to have your power outlet replaced. Do not use
an adapter to defeat the earthing.
• The electrical power outlet should be located near the
machine and should be easily accessible.
• The two TEL ports on the back of the machine are only
suitable for 2 wire devices. Not all standard telephones
will respond to incoming ringing when connected to an
extension socket.
6
OKIOFFICE 84
• This machine may not necessarily provide an effective
hand-over of a call from a telephone connected to the same
line.
• The operation of this machine on the same line as a
telephone or other equipment with audible warning devices
or automatic ring detectors will rise to bell tinkle or noise
and may cause false tripping of the ring detector. Should
such problems occur, the user is not to contact the telephone
company.
Operation & Maintenance
• Use a dry cloth to clean the control panel and the main
body of the unit.
• Aside from the instructions specifically mentioned in this
user’s guide, your machine is not user serviceable. DO NOT
attempt to service the machine or lubricate moving parts
by yourself.
• Disconnect the power cable before trying to remove any
objects that may have fallen into the machine.
• Immediately disconnect the machine if it becomes
physically damaged and arrange for its repair or disposal.
• When relocating your machine, always disconnect the
telephone line before disconnecting the power cable. When
reconnecting your machine, connect the power cable first,
then the telephone line.
• This machine is not intended to be used in parallel with
any other telephone devices.
Toner Cartridge & Image Drum Unit Handling
• Leave unused toner cartridges and image drum units in
their packages until needed. When replacing a toner
cartridge or image unit, reuse the packaging to dispose of
the old toner cartridge or image drum unit.
• Do not expose the toner cartridges and image drum units
to light for more than five minutes. Never expose the green
drum (inside the image drum unit) to direct sunlight.
• Always hold the image drum unit by the ends - never by
the middle. Never touch the green drum inside the image
drum unit.
• To avoid damage to the image drum unit, always use
original Oki toner cartridges.
• Exercise care when removing the toner cartridge. Do not
let it touch your clothing or porous materials. The toner
powder causes permanent stains.
• Small amounts of toner spilled on skin or clothing can be
readily removed with soap and COLD water. Using heated
water will make removing the stain much more difficult.
User’ s Guide 7
Emergency First Aid
• IF TONER IS SWALLOWED: Induce vomiting and seek
medical attention. Never attempt to induce vomiting or
give anything by mouth to a person who is unconscious.
• IF TONER IS INHALED: Take the person to an open area
for fresh air. Seek medical attention.
• IF TONER GETS IN THE EYES: Flush eyes with large
quantities of cool, NOT cold, water for a minimum of 15
minutes keeping eyelids open with fingers. Seek medical
attention.
8
OKIOFFICE 84
INTRODUCTION
Thank you for purchasing this OKIOFFICE machine. This
machine uses advanced Light Emitting Diode (LED)
technology to transfer received and copied images to plain
paper. It is designed to make the sending and receiving faxes a
fast and trouble free process.
Features
The OKIOFFICE 84 includes the following features:
• 10 One Touch keys for automatic, single-key dialling of
preprogrammed telephone numbers.
• 70 AUTO DIAL numbers for automatic dialling of
additional preprogrammed telephone numbers.
• 5 Groups can be programmed to allow you to transmit a
document to multiple locations with a single selection.
• A search feature to allow you to look for preprogrammed
telephone numbers by name.
• Halftone transmission in up to 64 shades of grey.
• Fax communication at up to 14,400 bits per second.
• Automatic redial and page re-transmission when a
telephone number is busy or when problems occur in
communication.
• Advanced transmission and reception features, including
up to 5 delayed transmissions, transmission to multiple
locations, confidential transmission and reception, relay
broadcast initiate and polling.
• Advanced memory transmission and reception features,
including automatic reception into memory with or
without password printing.
• Reports to help you keep track of the operations and settings
of your machine.
• Automatic power save mode.
• Answering modes for manual and automatic fax reception,
automatic switching between incoming voice and fax
messages, and allows an answering machine to be
connected in series to the telephone line after the machine.
• A closed network feature to allow you to limit who can
send faxes to your machine, or to limit both where faxes
can be sent to and received from.
• Your machine can also make 50 copies of an original
document using standard weight (80 gsm) paper.
• 1 MB of built-in memory.
• Advanced dual access feature allowing you to load and
prepare documents for transmission while your machine is
sending or receiving another message.
• High speed scanning of original documents.
User’ s Guide 9
• Automatic width reduction to 95% to bring data within
printable parameters if the data on received faxes is wider
than the printing area of your machine. This function is
also active during copying.
• Restricted operation of your machine by using a four digit
password.
Multi Function
Multi function peripheral (MFP) software supplied with this
machine allows your machine to communicate with a computer .
Once this software has been installed on your computer, you
can:
• Use your machine as a local printer.
• Send fax messages directly from your computer.
• Receive and store fax messages directly into your computer.
• Scan pages from your machine into your computer.
• Carry out Optical Character Recognition (OCR) on received
faxes or scanned pages.
• Easily program dial directories on your machine.
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OKIOFFICE 84
COMPONENT IDENTIFICATION
What You Should Receive
Paper Tray/
Copy Stacker
Toner Car tridge
Image Drum Unit
(Inside fax machine)
Document Tray
Power Cable
Facsimile Unit
Telephone Cable
Document Stacker
MFP Software
User’ s Guide 11
Components
Paper Tray/Copy Stacker
Load up to 100 sheets of paper
into this tray. Up to 30 sheets of
received faxes or finished
copies are stacked on top of this
tray.
Control Panel
Document Stacker
Supports documents that have
been faxed or copied.
Document Tray
Holds original documents that are
to be faxed or copied.
Document Guides
Adjust these guides to the page
width of the documents that are
to be faxed or copied.
One Touch Keypad
Manual Paper Feeder
Load paper into this slot when you
want to use a type of paper different
from the paper in the paper tray.
12
OKIOFFICE 84
Components
PC Connector
Connect the computer
cable into this connector.
LINE Terminal
Terminal for connecting the unit to a telephone line.
TEL Terminals
Terminals for connecting the fax machine to an
external telephone.
Power Switch
AC Power Inlet
Connect the AC power cable, supplied with
your fax machine, into this inlet.
This black bar is the part of
your fax machine which writes
received or copied images
onto the image drum unit. You
should clean this bar each
time you change your toner
The image drum unit contains the
green photosensitive drum which
receives images from the LED print
head and transfers them to the
LED Print Head
cartridge.
Image Drum Unit
printing paper.
Toner Cartr idge
This black cylinder, installed inside the
image drum unit, contains the black
powder which is the ink for your fax
machine. You will need to install a new
toner cartridge when the REPLACE
TONER CART message appears on the
display.
User’ s Guide 13
Control Panel
14
OKIOFFICE 84
Control Panel Keys & Indicators
1 LCD Panel: Refer to this liquid crystal display (LCD) panel
for instructions and information while your machine is
operating or while you are programming your machine.
2 Transmit Resolution/ô YES Key: This key changes the
resolution used for transmitting documents. Use STD for
standard originals, FINE and EX.FINE for detailed or small
print originals, and PHOTO for originals that include
colours or many shades of grey.
You will also use this key as the ô YES key when making
selections or to move your cursor while programming.
3 Type of Original/NO õ Key: This key selects document
contrast after loading a document for transmission. Use
LIGHT for originals that are too light, NORMAL for
documents with good contrast, and DARK for originals
that are too dark.
You will also use this key as the NO õ key when making
selections or to move your cursor while programming.
4 AUTO REC Key: This key sets the answering mode of
your machine. The answering mode controls how your
machine answers incoming calls and receives faxes. The
display of your machine always indicates your current
selection. See Setting the Answering Mode later in this
user’s guide for more information about the answering
modes available in your machine.
5 HYPHEN Key: When programming One Touch keys and
AUTO DIAL telephone numbers, use this key to tell your
machine to wait for the dial tone of an outside or
international line before it continues dialling the rest of
the telephone number. When programming the TSI/CSI
and call back numbers into your machine, this key can
also be used to enter a “+” symbol (see Plus (+) Key).
6 SEARCH Key: The One Touch keys and AUTO DIAL
numbers can be programmed to have a name or location ID
associated with their telephone numbers. Using this key
by itself or in combination with the numeric keypad, you
can search for these numbers alphabetically. You can also
use the SEARCH key to search for unassigned One Touch
keys and AUTO DIAL numbers.
7 HOOK/V. REQUEST Key: During a fax communication,
pressing this key tells the operator at the other fax machine
that you want to talk at the end of your transmission or
after reception of any page has been completed. To use
this feature both fax machines must have an external
telephone connected. To answer a voice request, press this
key after lifting your telephone handset. When no fax
communication is taking place, pressing this key opens
the telephone line for manual dialling (not available in
some countries). You will hear the dialling tone through
the speaker of your machine.
8 REDIAL Key: Pressing this key manually redials the last
number dialled on your machine.
User’ s Guide 15
Note: If your machine has been set to enter power save
mode (after the machine has been inactive for three
minutes), the manual redial function does not work.
9 AUTO DIAL Key: AUTO DIAL numbers are abbreviated
numbers for rapid dialling. Rather than dialling the entire
telephone number, you can enter a 2-digit code to AUTO
DIAL number instead. You can also use the Location IDs
(names) associated with AUTO DIAL numbers to search
for these locations by name using the SEARCH key. This
key is also used in combination with the #/Group Key to
select preprogrammed groups when sending faxes to
multiple locations.
10 SELECT FUNCTION Key: Using this key activates the
advanced transmission and reception functions of your
machine to obtain reports and for programming. To select
a function, press the SELECT FUNCTION key, then press
the One Touch key labelled with the function you want to
use. While programming or selecting other functions,
pressing the SELECT FUNCTION key a second time takes
you directly back to the stand-by mode of your machine.
11 COPY Key: After loading a document, press this key to
make a copy. When no documents are loaded, press this
key once to obtain a Message Confirmation Report about
your last transmission on the LCD Display Panel and a
second time to receive a printed report. You can also use
the COPY key as a short-cut for programming One Touch
keys and AUTO DIAL numbers. After you have loaded a
document and manually dialled a telephone number, press
16
COPY so you can instantly program that number into an
unassigned One Touch Key or AUTO DIAL number.
12 STOP Key: This key cancels any operation currently in
progress and turns off the ALARM indicator. After loading
paper, press this key to cancel alarm conditions after the
condition has been corrected. During programming,
pressing the STOP key takes you back step-by-step through
the programming functions you have already selected.
13 START Key: Pressing the START key initiates the
operation indicated on the display or confirms information
you have entered into the display. While the machine is in
power save mode, press the START key to exit power save
mode.
14 ALARM Indicator: This indicator glows red and an alarm
sounds notifies you of any problem that occurs. To turn
the alarm indicator off, press the STOP key and correct the
problem.
15 Plus (+) Key (One Touch Key 8): Each fax number you
enter or program into your machine can be up to 32 digits
long. When a number is longer than 32 digits, it is possible
to dial this number using combinations of One Touch keys,
AUTO DIAL numbers or the numeric keypad. When
programming a chain dial number into a One Touch key or
AUTO DIAL number, press the Plus key at the end of the
first part of the number to indicate to the machine that this
is a chain dial number.
OKIOFFICE 84
When programming TSI/CSI and call back numbers into
your machine, this key is used to enter a “+” symbol.
16 PAUSE Key (One Touch Key 10): Use this key on the
One Touch keypad to enter automatic three second pauses
in dialling when programming telephone numbers. For
example, you may want to use this key to tell your machine
to wait for an outside or international line to open. Pauses
in telephone numbers are marked by a “P” symbol.
17 SPACE Key (One Touch Key 9): Use this key on the One
Touch Keypad to enter spaces while programming or to
erase previously programmed information. Unlike the
PAUSE key, spaces are used for easier reading only and
have no effect on dialling.
18 One Touch Keypad: For a description of all the functions
of the One Touch keypad, see the following section, One
Touch Keypad.
19 One Touch Labels: After programming a location into a
One Touch key, write the name of the location on the One
Touch label. Lift off the plastic cover and use a pencil to
write in the name, then replace the cover.
20 #/Group Key: Once you have programmed some One
Touch keys or AUTO DIAL numbers, use this key to create
groups to allow you to send the same fax to multiple
locations. After you have loaded a document, press the
AUTO DIAL key and use this key to select the group you
want to send your fax to.
21 0/UNIQUE Key: When dialling, use this key to enter a
“0”. When programming your Sender ID or a Location ID,
you can use this key to enter a variety of unique characters,
e.g. ! # & ’ ( ) * + , - . / : ; = ? · ä ß ñ ö ü Æ Å Ø æ å ø
22 Numeric Keypad: When dialling, these twelve keys work
like the keypad on a telephone. You will also use the
keypad to enter numbers, letters and other characters while
programming. After pressing the SEARCH key, you can
also use the numeric keypad to alphabetically search for
the names of locations programmed into your machine.
23 */Tone Key: If your machine is set to pulse dialling, this
key allows you to switch the dialling operation of your
machine from pulse to tone dialling during your current
call. You can also use this key while programming to create
numbers with mixed pulse-then-tone operation.
Note: This function is not available in some countries.
One T ouch Keypad
The One Touch keys are an important tool on your machine.
You will use them for quick, one-touch dialling, and to access
the functions and programming options of your machine.
Using One Touch Keys f or Dialling
To use a One Touch ke y for dialling, press the appropriate One
Touch key. For each key, you can program up to two telephone
numbers: a primary number, w hich will alw ays be dialled f irst,
User’ s Guide 17
and an alternate number which will be automatically dialled if
the first number is busy or if there is no answer . Y ou can also use
the Location IDs (names) associated with One Touch keys to
search for these locations by name using the SEARCH key.
Using One Touch Keys for Selecting Functions & Programming
You will also use One Touch keys for selecting special
transmission and reception functions, obtaining reports and
programming. To select a function from the One T ouch keypad,
press the SELECT FUNCTION key, then press the
corresponding One Touch key.
1 DELAYED TX Key: Using this key sends a fax at a later
time and date, which you can specify for up to three days
later.
2 PRINT OPERATION Key: Using this key prints out a
confidential received document stored in the memory of
your confidential personal box number after entering your
4-digit password.
If memory reception mode is set on your machine, use this
key to print faxes that have been received in memory. Also,
use this key to print any bulletin polling messages that
have been stored in memory.
Note: Changing the answering mode of your machine
automatically prints out any non-confidential faxes that
have been received into memory.
3 CONF TX Key: Using this key sends a confidential
document to a personal mailbox (a memory storage area)
in the receiving machine.
4 RELAY INIT TX Key: Using this key sets up a relayed fax
transmission. During a relayed fax transmission, your
machine initiates the transmission by sending a document
to a second fax machine, which then broadcasts the message
to a number of other fax machines.
5 POLLING Key: Using this key sets your machine to scan
and store documents in memory, then wait for another fax
machine to call and request a document to be sent (polling
transmission).
When no document is loaded on the document table, using
this key calls another fax machine and requests it to send
the documents it has loaded into memory (polling
reception).
6 REPORT PRINT Key: Using this key manually prints
reports from your machine.
7 COUNTER DISPLAY Key: Your machine keeps track of
18
OKIOFFICE 84
the number of pages it has printed and scanned. Using this
key checks the print counters of your machine and resets
the drum counter of your machine after replacing the image
drum unit.
8 LOCATION PROG Key: Using this key programs One
Touch keys, AUTO DIAL numbers and groups into your
machine.
9 USER PROG Key: Using this key allows you to
program identification information of your machine; set
the clock of your machine; set up mail boxes for
confidential message reception; change your fax the
function settings and dial parameters; program passwords
for printing messages stored in memory and to restrict the
use of your machine.
10 PRINTER CLEANING Key: Using this key prints a
cleaning page for clearing any accumulated toner from the
image drum of your machine.
Signal T ones
Y our machine emits a n umber of sounds to inform you of specific
conditions.
Key Select Tone: This is a short beep that occurs each time you
press a key.
Error Tones: If you press a wrong or inappropriate key, your
machine will emit three short beeps. If your machine experiences
a problem during communications, it will emit three long beeps.
Press the STOP key to turn the error tone off, then print a
Message Confirmation Report to check the source of the
problem by pressing the COPY key twice with no documents
loaded.
Voice Request Tone: During a fax session, either you or the
person at the remote fax machine can initiate a voice request.
When the person at the remote fax machine either initiates or
answers your voice request, your machine emits a repetitive
warbling sound.
End of Session Tone: At the end of e very successful fax session,
your machine emits a short beep to inform you that there were
no errors or problems in the communication.
Off-Hook Alarm Tone: If your machine is equipped with a
handset and if the handset is left off the hook, your machine
will emit an intermittent warbling sound. To turn off the sound,
hang up the handset or press the STOP key.
User’ s Guide 19
INSTALLATION
Getting Started
To install your new machine, follow the instructions from
Unpacking to Setting the Fax Identification. Y ou m ust complete
these steps for your machine to operate properly.
If you have purchased an option package for your machine,
refer to the documentation you received with that option.
Where to Install Your Machine
1. Install your machine in a dust-free location away from direct
sunlight.
2. Allow several centimetres on each side of the machine to
ensure adequate ventilation.
3. Make sure that both power and telephone outlets are
available nearby.
4. Choose a location where the relative humidity is between
20% and 80%, and where the temperature is between 10 °C
and 32 °C.
Unpacking
Component Identification and remove the contents from the
carton placing them on a sturdy surface.
1. Fax machine unit
2. Toner cartridge
3. Image drum unit (inside facsimile unit)
4. Power cable
5. Telephone line cable
6. Paper tray/Copy stacker
7. Document tray
8. Document stacker
9. MFP software on CD-ROM disk
10. This Instruction manual
Note: A telephone handset, handset cradle and handset
cable may also be included. If any items are missing, notify
your dealer immediately for a replacement. Keep your
packing materials and carton in case you ever need to
ship or transport the machine.
Caution: Do not ship the machine with the image drum
unit and toner cartridge installed. Refer to Shipping the
Machine later in this user’s guide.
Before you begin, make sure that all items listed below are
included in your package. Refer to the illustrations in
20
OKIOFFICE 84
Setting Up Your Machine
Installing Paper Trays & Stackers
1. Slot the tabs of the paper tray/copy stacker into the rearmost
slots in the top of the machine until the tabs lock into
place.
2. Insert the document tray into the long horizontal slot on
the top of the unit until it locks into place.
3. Slot the tabs of the document stacker into the slots at the
front of the machine until the tabs lock into place.
Installing T oner Cartridge
1. Carefully remove the protective sheet from the document
feeder.
2. Open the top cover.
3. Grasp the control panel. Pull upward and toward you until
the control panel releases, then swing it out of the way.
Caution: Never expose the image drum unit to light for
more than 5 minutes. Never expose the image drum unit
to direct sunlight. Always hold the image drum unit by
the ends. Never touch the surface of the green drum inside
the image drum unit.
User’ s Guide 21
4. Lift the image drum unit out and keeping the image drum
unit out of direct sunlight. DO NOT touch the green surface
of the drum.
5. Carefully remove the protective sheet from the image drum
unit.
6. Place the image drum unit back into your machine. Ensure
that the tabs on both sides of the image drum are inserted
correctly as shown. Then press down firmly on both ends
of the image drum until it snaps into place.
7. Remove the protective plastic cover from the toner well in
the image drum unit.
W arning: Be careful when handling the toner cartridge.
Do not let toner spill onto your clothing or other porous
materials. If you experience any problems with toner,
refer to the safety instructions at the beginning of this
User's Guide.
8. Remove the toner cartridge from its package and gently
shake it from side to side to distribute the toner. Then
carefully peel the white plastic tape from the bottom of the
toner cartridge.
22
OKIOFFICE 84
Caution: Be careful not to insert the toner cartridge
backwards into the image drum unit.
9. With the ridged sides facing up and the coloured lever on
your right, insert the toner cartridge into the image drum
unit. Slide the left end of the cartridge in first, then lower
the right end into place.
10. Once the toner cartridge is in place, push the coloured
lever all the way forward to secure it and release the toner.
12. Close the control panel by pressing down until the cover
snaps into place.
Connecting Po wer Cable
Caution: Before connecting power , ensure that the power
switch is OFF (“0” is in depressed position)
1. Insert the power cable into the power inlet socket located
on the back of the machine.
11. Close the top cover of the machine until it snaps into place.
User’ s Guide 23
2. Connect the unattached end of the power cable into an
earthed AC power outlet.
Connecting T elephone Line
1. Insert one end of the telephone cable into the LINE terminal
at the back of the machine.
2. Insert the other end of the telephone cable into your wall
telephone socket.
3. Switch your machine on using the power switch. The time
and current answering mode will appear on the display.
Your machine is now in stand-by mode, ready to send or
receive faxes.
Note: Now, you can connect either an external telephone
or the external handset option for your machine. See the
instructions below.
Connecting T elephone , Handset or Answering Machine
1. Insert one end of the telephone cable into one of the two
TEL terminals on the back of the machine.
2. Insert the other end of the telephone cable into the socket
in your telephone, handset or answering machine.
Note: To connect both an answering machine and a
telephone, first connect your answering machine to your
machine and then insert your telephone’s cable into the
telephone socket on your answering machine.
Note: You will need to have the TAD mode feature turned
on for an answering machine to work with your machine.
See Setting the Answ ering Mode later in this user’s guide.
Loading Paper
Your machine can hold up to 100 sheets of standard weight (80
gsm) paper. For best results, use pa per specially made for laser
printers or photocopiers.
Your machine automatically reduces the vertical length of the
page images it receives to fit on the paper loaded in your machine
(down to 75% of the original length). For example, if a document
24
OKIOFFICE 84
created originally on legal-size paper is received, your machine
Setting the Clock
reduces the received pages to fit on A4 or letter-size paper.
Note: Your machine is set at the factory to use A4 paper . If
you intend to use a different paper size, change the 1’ST
PAPER SIZE user function setting to match your new
paper size. See Programming later in this user’s guide for
instructions.
1. Adjust the right paper guide to the width size of your paper.
Follow these instructions to set the time and date on your
machine.
1. Press the SELECT FUNCTION key.
2. Press the USER PROG One Touch key.
3. On the numeric keypad, press 3. The display will show
3:CLOCK ADJUSTMENT3:CLOCK ADJUSTMENT
3:CLOCK ADJUSTMENT
3:CLOCK ADJUSTMENT3:CLOCK ADJUSTMENT
YES (YES (
YES (
YES (YES (
ßß
) NO () NO (
ß
) NO (
ßß
) NO () NO (
àà
/1-7)/1-7)
à
/1-7)
àà
/1-7)/1-7)
4. Press the ô YES key. The display will show the currently
set date and time.
5. Using the numeric keypad, enter the new date and time.
6. Press the ô YES key to confirm your entry.
2. Remove the paper from its wrapper (up to 100 sheets). Note
7. Press the SELECT FUNCTION key to finish.
the “print side” notice printed on the label. Fan the paper.
3. Insert sheets of paper into the paper tray, print side down.
Setting the Answering Mode
Y our machine has a number of answering modes which determine
how it handles incoming calls (both fax and voice). The current
answering mode appears on your machine’s stand-by display.
Answering Mode Options
4. Adjust the left paper guide so that it is aligned to the paper
width.
Caution: Be sure to grasp the paper tightly to avoid
slipping of the uppermost sheet of paper.
User’ s Guide 25
The answering mode which is best for you will vary depending
on how you use your machine and what external telephone
devices are connected to it. Read through the answering modes
listed here, then follow the instructions below.
Auto Receive Mode [
FAXFAX
FAX]: If your machine is connected to a
FAXFAX
telephone line reserved only for fax communications, use the
Auto Receive mode. Your machine will assume all incoming
calls are fax messages and automatically receive all incoming
fax messages.
Manual Receive Mode [
TELTEL
TEL]: If you use the same line for both
TELTEL
fax and telephone calls and the majority of your incoming calls
are telephone calls, then the TEL answering mode is your best
choice. Each time someone calls, your machine rings like a
telephone. You can answer from either an external handset or
from an external telephone connected to your machine. If you
pick up the handset and hear fax machine tones (normally a
short peep every three seconds), press the START key to receiv e
the fax. If you do not answer the phone and someone tries to
send you a fax message, your machine will not accept it.
Note: Some older types of fax machines do not send CNG
tones and the line may be silent when you answer a call
in TEL answering mode.
If you answer a call using a telephone connected to the same
telephone line, but not connected directly to your machine,
you can remotely tell your machine to start fax reception by
entering a two digit remote receive number using the telephone
keypad. See Remote Receiv e in Programming later in this user’s
guide.
T elephone/F ax A uto Switch Mode [
T/FT/F
T/F]: When incoming calls
T/FT/F
are a mixture of fax and telephone calls, your best choice is the
Telephone/Fax Auto SW mode. In this mode, your machine
26
detects whether the incoming call is a fax or voice call. When
the call is from another fax machine, your machine will switch
to fax mode and receive the message. When the call is a voice
call, your machine will ring like a telephone. If you do not
answer, your machine will switch back to fax mode to allo w the
calling party to manually send a fax.
Note: Only use this mode if the telephone is located close
to your machine. After the initial ring, the telephone falls
silent, but the machine continues ringing.
Telephone Answering Device Mode [
TADTAD
TAD]: Use this mode if
TADTAD
you have connected an answering machine to your fax machine.
When a call is received and is not answered, your answering
machine activates and is ready to send out your recorded
outgoing message. At the same time, your machine monitors
the incoming call to check if the call is a fax or voice call. If the
incoming call is a fax call, your machine will receive the fax
and no voice message will be recorded on your answering
machine. If the incoming call is a voice call, then your machine
will not activate and the calling party will be able to leave a
voice message on your answering machine.
Note: In some countries, the T elephone Answering De vice
mode is normally turned off. To have it turned on, contact
your dealer.
Memory Reception Mode [
MEMMEM
MEM]: Use this answering mode if
MEMMEM
you want incoming faxes to be stored in the memory of your
machine and not immediately printed. You can then use the
PRINT OPERATION function to print out any messages that
have been stored in the memory.
OKIOFFICE 84
To prevent any data received from being printed while your
machine is in Memory Reception Mode, you can program a
password into your machine. See Creating Memory Password
in Programming later in this user’s guide.
PC Receive Mode [
connected to your computer and you have the MFP software
installed on your computer, which allows your machine to act
as a fax modem. Any incoming fax messages would then be
sent directly to your computer for storage and not be printed by
your machine or stored in the memory of your machine.
Changing Answering Mode
Follow these instructions to change the answering mode of
your machine.
1. Press the AUTO REC key. Your machine displays your
current answering mode.
2. Press the AUTO REC key again. Your machine switches
to the next answering mode.
3. Continue pressing the AUTO REC key until the answering
mode you want appears on the display. After a short pause,
your machine programs the new answering mode and
returns to stand-by mode displaying the new answering
mode setting.
PCPC
PC]: Use this mode when your machine is
PCPC
Machine Identification
The machine uses the information you enter here to identify
itself during communications. In most countries programming
this information into your machine is a legal requirement. The
information you will enter here includes:
TSI/CSI: This is the telephone number of your machine. This
number appears on displays and reports of other machines you
are communicating with. This number may also be printed at
the top of faxes you send to other fax machines.
Sender ID: This is a descriptive title and is usually the location
of your machine or the name of your company or office. The
Sender ID is printed at the top of every fax you send. You can
enter up to 32 characters. The first 16 characters of your Sender
ID is also used as your Personal ID, which may appear on
displays or reports of other fax machines you are communicating
with.
Note: Some fax machines do not print your TSI/CSI on
their received pages. To make sure that your TSI/CSI is
always printed, you can include your fax number as part
of your Sender ID.
Call Back Number: The Call Back Number is a telephone number
(not a fax number) which the operator of the remote machine can
use to reach you. If you use the voice request function while you
are transmitting to another fax machine and no one is there to
answer, your machine will automatically send a co ver letter with a
call back message. The call back message is printed on a separate
User’ s Guide 27
sheet with the message “Please call back” and a telephone number
where you can be reached. The call back number entered here is
the number that appears on the call back message.
Setting Machine Identification
1. Press the SELECT FUNCTION key.
2. Press the USER PROG One Touch key. The display shows:
1:FUNC. PROGRAMMING1:FUNC. PROGRAMMING
1:FUNC. PROGRAMMING
1:FUNC. PROGRAMMING1:FUNC. PROGRAMMING
YES (YES (
YES (
YES (YES (
ßß
) NO () NO (
ß
) NO (
ßß
) NO () NO (
àà
/1-7)/1-7)
à
/1-7)
àà
/1-7)/1-7)
3. On the numeric keypad, press 4. The display shows:
4:SYSTEM DATA PRG4:SYSTEM DATA PRG
4:SYSTEM DATA PRG
4:SYSTEM DATA PRG4:SYSTEM DATA PRG
YES (YES (
YES (
YES (YES (
ßß
) NO () NO (
ß
) NO (
ßß
) NO () NO (
àà
/1-7)/1-7)
à
/1-7)
àà
/1-7)/1-7)
4. Press the ô YES key. The display shows:
NO=<TSI/CSI>NO=<TSI/CSI>
NO=<TSI/CSI>
NO=<TSI/CSI>NO=<TSI/CSI>
ID=<SENDER ID>ID=<SENDER ID>
ID=<SENDER ID>
ID=<SENDER ID>ID=<SENDER ID>
5. After the display clears, enter the full telephone number of
your machine using the numeric keypad up to twenty
characters.
Note: Use the HYPHEN or 8/+ One Touch key to enter a
“+” character before the number, which is a generally
recognised method of indicating the international access
code before the country dialling code. The 9/SPACE One
Touch key is used to enter spaces in a number.
6. Press the START key to save your entry.
7. Enter your Sender ID. This is a descriptive title up to 32
characters long. Refer to the instructions below.
28
To Do This Use
Enter numbers Numeric keypad. Press once for each
Enter spaces SPACE One Touch key
Enter hyphens HYPHEN key
Enter alpha characters Locate the character you want on the
Enter a unique Press the 0/UNIQUE key repeatedly until
character the character you want appears. The
Enter next character. Press the NO õ key to move the cursor to
Move the cursor to
make corrections.
number required.
numeric keypad. Press that key
repeatedly until the character appears.
following characters are available: ! # & ’ ( )
* + , - . / : ; = ? · ä ß ñ ö ü Æ Å Ø æ å ø
the next position for the next character.
ô
YES and NO õ keys.
8. Press the START key to save your entry. The display shows:
NO=<CALL BACK NO.>NO=<CALL BACK NO.>
NO=<CALL BACK NO.>
NO=<CALL BACK NO.>NO=<CALL BACK NO.>
9. After the display clears, use the numeric keypad to enter
the telephone number you want to use for call back
messages. Enter up to 20 characters.
Note: Use the HYPHEN or 8/+ One Touch key to enter a
“+” character before the number, which is a generally
recognised method of indicating the international access
code before the country dialling code. The 9/SPACE One
Touch key is used to enter spaces in a number.
10. Press the START key to save your entry.
11. Press the SELECT FUNCTION key to finish.
OKIOFFICE 84
Setting Language
Connecting to a PBX
Your machine comes with two languages installed, which appear
on the display and in reports. Follow the instructions below to
switch languages.
Note: Your dealer may be able to provide you with
additional languages.
1. Press the SELECT FUNCTION key.
2. Press the USER PROG One Touch key. The display shows:
1:FUNC. PROGRAMMING1:FUNC. PROGRAMMING
1:FUNC. PROGRAMMING
1:FUNC. PROGRAMMING1:FUNC. PROGRAMMING
YES (YES (
YES (
YES (YES (
ßß
) NO () NO (
ß
) NO (
ßß
) NO () NO (
àà
/1-7)/1-7)
à
/1-7)
àà
/1-7)/1-7)
3. Press the ô YES key. The display shows:
FUNCTION NO.[ ]FUNCTION NO.[ ]
FUNCTION NO.[ ]
FUNCTION NO.[ ]FUNCTION NO.[ ]
ENTER 01-28ENTER 01-28
ENTER 01-28
ENTER 01-28ENTER 01-28
4. Using the numeric keypad, enter 14. This display shows:
14:USER LANGUAGE14:USER LANGUAGE
14:USER LANGUAGE
14:USER LANGUAGE14:USER LANGUAGE
[****] YES ([****] YES (
[****] YES (
[****] YES ([****] YES (
ßß
) NO () NO (
ß
) NO (
ßß
) NO () NO (
àà
à
àà
))
)
))
Note: [****] indicates which language your machine is
already using.
5. Press the NO õ key to switch to the other installed language.
6. To accept the language change, press the ô YES key.
7. Press the SELECT FUNCTION key to finish.
A PBX (Private Branch Exchange) is a private telephone system
used to route internal calls. If you have to dial a prefix (access)
number to get an outside line, then your line is connected to a
PBX.
If you are connecting your machine to a PBX, follow the
instructions below. These setting changes allow your machine
to identify your PBX’s outside line dial prefix digits in the
numbers that you program or dial in your machine. After it dials
the prefix digits, your machine will wait until it sees that an
outside line is available before dialling the rest of the number.
Caution: In some countries you may require service
assistance to make these changes. Also, some PBX
installations may require additional adjustments to your
machine. If you continue to have difficulty with fax
communication after following these steps, contact your
dealer.
1. Press the SELECT FUNCTION key.
2. Press the USER PROG One Touch key. The display shows:
1:FUNC. PROGRAMMING1:FUNC. PROGRAMMING
1:FUNC. PROGRAMMING
1:FUNC. PROGRAMMING1:FUNC. PROGRAMMING
YES (YES (
YES (
YES (YES (
ßß
) NO () NO (
ß
) NO (
ßß
) NO () NO (
àà
/1-7)/1-7)
à
/1-7)
àà
/1-7)/1-7)
3. On the numeric keypad, press 2. The display shows:
2:DIAL PARAMETER2:DIAL PARAMETER
2:DIAL PARAMETER
2:DIAL PARAMETER2:DIAL PARAMETER
YES (YES (
YES (
YES (YES (
ßß
) NO () NO (
ß
) NO (
ßß
) NO () NO (
àà
/1-7)/1-7)
à
/1-7)
àà
/1-7)/1-7)
4. Press the ô YES key until the display shows:
User’ s Guide 29
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