Olympus DS-4000 User Manual

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DIGITAL VOICE

RECORDER

DS-4000

INSTRUCTIONS

INSTRUCTIONS MODE D’EMPLOI

BEDIENUNGSANLEITUNG

Thank you for purchasing an Olympus

Please read these instructions for information

about using the product correctly and safely.

Keep the instructions handy for future reference.

Digital Voice Recorder.

To ensure successful recordings, we recommend that

you test the record function and volume before use.

Table of Contents

Table of Contents ...................................... 2

Safe and Proper Usage .............................4

General Precautions .................................. 5

1 Getting Started

Main Features ............................................ 9

xD-Picture Card ....................................... 10

Identification of Parts ............................... 11

Installing Batteries ................................... 13

Charging Battery ...................................... 14

Information Regarding Rechargeable

Batteries ............................................ 15

Turning ON the Recorder ........................ 16

Power Save Mode ................................... 16

Setting Time/Date (TIME&DATE)............ 17

Inserting and Ejecting a Card .................. 19

2 Basic operations

Recording ................................................ 21

Playing ..................................................... 25

Erasing ..................................................... 27

3 Other functions

Menu List ................................................. 31

Learning to Use the Menu ....................... 32

Setting Priority Levels ............................. 33

Setting Job Data ...................................... 34

Formatting the Card (FORMAT).............. 36

4 Managing Files on Your PC

DSS Player Software ............................... 38

Installing DSS Player Software ............... 40

Uninstalling DSS Player Software ........... 41

Using Online Help ................................... 42

Connecting Recorder to PC .................... 43

Running DSS Player ............................... 45

Window Names ....................................... 47

Downloading from Recorder to PC .............. 48

Playing a Dictation File ............................ 50

Changing User ID (Author ID) ................. 51

Sending Dictation Files/Receiving

Document Files ................................. 52

5 Other Information

Alarm Message List ................................. 56

Troubleshooting ....................................... 57

Accessories (Optional) ............................ 58

Specifications .......................................... 59

Technical Assistance and Support .......... 60

Using the Online Manual

When you install the DSS Player Pro on your PC from the CD-ROM, you can use an online expanded version of this instruction manual, allowing you to learn more about the digital voice recorder. If the DSS Player is installed, click the [start] button, select [All Programs], then [ OLYMPUS DSS Player Pro], then click [DS-4000 Instructions]. You can read more about the items listed below.

Dealer Option Items ................................ 18

A, B Programmable Buttons .................... 18

Using the Variable Control

Voice Actuator (VCVA) ...................... 27

Hands-free Recording ............................. 28

Recording Monitor ................................... 28

Locking Files (LOCK) .............................. 37

Index Marks ............................................. 38

LCD Display Information ......................... 39

Setting Option Item .................................. 45

Uploading from PC to Recorder .............. 61

Direct Recording/Editing on PC ...............

Changing a Folder Name ........................ 64

Editing File Comments ............................ 64

Using Voice Recognition

Software (Optional) ............................. 65

USB Microphone/USB

Speaker (USB AUDIO) ........................ 69

Setting E-mail/FTP Service ..................... 75

Using the Recorder as a

Reader/Writer ...................................... 82

Safe and Proper Usage

Before using your new recorder, read this manual carefully to ensure that you know how to operate it safely and correctly. Keep this manual in an easily accessible location for future reference.

Important Safety Precautions

Certain symbols are used in the user’s manual and on this product to help protect users, their surroundings, and their property from possible injury or damage. Please familiarize yourself with the following definitions and meanings for each symbol before reading the precautions.

Signifies danger which may result in serious

Danger

Warning

Caution

injury or death.

Indicates items or actions which may cause serious injury or death.

Indicates items or actions which may result in damage or personal injury.

Symbols prohibiting a specific action

Prohibited

Do not disassemble

Symbols requiring a specific action

Mandatory

Unplug from power outlet

Convention Used In this Manual

• The word “card” is used to refer to the xDpicture Card.

• The word “DSS Player” is used to refer to the DSS Player Pro Dictation Module in Windows environment and DSS Player for Mac in Apple Macintosh environment.

• The Notes at the bottom of a page are used for additional information, exceptions, or related events.

• Words in uppercase form such as PLAY or REC are used to describe a function, button, or switch position on the recorder.

General Precautions

● Do not leave the recorder in hot, humid locations such as inside a closed automobile under direct sunlight or on the beach in the summer.

● Do not store the recorder in places exposed to excessive moisture or dust.

● Do not use organic solvents such as alcohol and lacquer thinner to clean the unit.

● Do not place the recorder on top of or near electric appliances such as TVs or refrigerators.

● Avoid recording or playing back near cellular phones or other wireless equipment, as they may cause interference and noise. If you experience noise, move to another place, or move the recorder further away from such equipment.

● Avoid sand or dirt. These can cause irreparable damage.

● Avoid strong vibrations or shocks.

● Do not disassemble, repair or modify

the unit yourself.

● Do not operate the unit while operating a vehicle (such as a bicycle, motorcycle, or go-cart).

● Keep the unit out of the reach of children.

Recorded content in memory may be destroyed or erased by operating mistakes, unit malfunction, or during repair work.

It is recommended to back up and save important content to other media such as a computer hard disk.

Batteries/Rechargeable Battery Pack (BR402)

Danger

• Do not solder lead wires or terminals directly onto a battery or modify it.

• Do not connect the and terminals together. This may cause fire, overheating or electric shock.

• When carrying or storing the battery (BR402), be sure to put it in the provided case to protect its terminals. Do not carry or store the battery with any metal objects (such as key rings). If this warning is not followed, fire, overheating or electric shock may occur.

• Do not connect the batteries directly to a power outlet or a cigarette lighter of an automobile.

• Do not insert the batteries with their and terminals reversed.

• If any liquid from a battery gets into your eyes, promptly wash it off with clean water and consult your doctor at once.

• There is a hole from which gas escapes on the terminal. Do not cover or block it (BR402).

Warning

• Batteries should never be exposed to flame, heated, short-circuited or disassembled.

• Do not attempt to recharge alkaline, lithium or any other non-rechargeable batteries.

• Never use any battery with a torn or cracked outer cover.

General Precautions

• Keep batteries out of the reach of children.

• If you notice anything unusual when using this product such as abnormal noise, heat, smoke, or a burning odor:

1 remove the batteries immediately while

being careful not to burn yourself, and;

2 call your dealer or local Olympus

representative for service.

• Do not expose the rechargeable batteries to water. Do not allow water to contact the terminals.

• Do not remove or damage the battery insulating sheet.

• Do not use the batteries if you find something wrong with them such as leakage, color change or deformity.

• Unplug the charger if the charging is still incomplete after the specified time it should take.

• Should any battery liquid get on skin or clothing, promptly wash it off with clean water.

• Keep batteries away from fire.

Caution

• BR402 rechargeable batteries are exclusively for use with Olympus digital voice recorder DS-4000. Do not use them in combination with other equipment.

• Do not subject batteries to strong shocks.

• Do not use with other types of batteries, or with batteries that have different voltages or brand names.

• When using more than two batteries, charge them at the same time.

• When using new batteries, or batteries which have not been used for a long time, be sure to recharge them even if they were only used for a short period of time.

Battery Charger (Cradle)

Danger

• Do not attempt to use this charger with anything other than Olympus Ni-MH batteries. Using it in combination with other batteries may cause fire, explosion, leakage or overheating.

•

Do not put the charger in water. Using it when wet or in a humid area (such as a bathroom) may cause fire, overheating or electric shock.

• Do not use the charger with batteries that have been inserted with their and terminals reversed. This may cause fire, explosion, leakage, overheating or damage to batteries.

• Never modify or disassemble the charger. This may cause

Do not disassemble

Warning

fire, overheating, electric shock or injury.

• Do not use the batteries if you find something wrong with them such as deformity or leakage. This may cause explosion or overheating.

• Do not insert metal wires or similar objects. This may cause fire, overheating or electric shock.

• Keep out of the reach of children. Do not let children use this product without adult supervision.

Caution

• Do not charge continuously for more than 3 hours. This may cause explosion, fire, leakage or overheating of batteries.

•

Be sure to charge batteries within the temperature range of 0°C - 40°C/32°F

- 104°F. If not, there may be explosion, fire, leakage or damage to batteries.

•

Do not put anything heavy on the charger or leave it in an unstable position or in a humid place. This may cause explosion, fire, leakage, overheating, electric shock or injury.

•

Do not touch the charger for too long when using it. This may cause a serious low-temperature burn.

•

If charging does not finish (or if the charge indicator light does not go off) after three hours, the charger may break. If this occurs, disconnect the power plug and consult your nearest Olympus dealer or customer support center.

•

Do not use or store the charger in/

on an unstable place, such as a television set, etc. If it falls, it may cause injury or break.

AC Adapter

Danger

• Be sure to use the charger with the proper voltage (AC 100 - 240 V). Using it with other voltage levels may cause fire, explosion, overheating, electric shock or injury.

•

For safety, be sure to unplug the charger from the outlet before

Unplug from power outlet

Warning

• Do not attempt to disassemble, repair or modify the AC adapter in any way.

• Keep foreign objects including water, metal, or flammable substances from getting inside the product.

• Do not moisten the AC adapter or touch it with a wet hand.

• Do not use the AC adapter in the vicinity of flammable gas (including gasoline, benzine and lacquer thinner).

In case

• ... the internal parts of the AC adapter are exposed because it has been dropped or otherwise damaged:

• ... the AC adapter is dropped in water, or if water, metal flammable substances or other foreign objects get inside it:

• ... you notice anything unusual when using the AC adapter such as abnormal noise, heat, smoke, or a burning odor:

performing maintenance or cleaning. Also, never plug in or disconnect the power plug with a wet hand. This may cause electric shock or injury.

General Precautions

1 do not touch any of the exposed parts; 2 immediately disconnect the power

supply plug from the power outlet, and;

3 call your dealer or local Olympus

representative for servicing. Continued use of the AC adapter under these circumstances could result in electric shock, fire or injury.

Caution

• Do not use the charger if the power plug is damaged or the plug is not completely connected to the outlet. This may cause fire, overheating, electric shock, short circuit or damage.

•

Unplug the AC Adapter from AC outlet when not using. If this

Unplug from power outlet

precaution is not followed, fire, overheating or electric shock may occur.

•

Make sure to hold the plug when removing the power plug from the outlet. Do not bend the cord excessively or put a heavy object on it. This may cause fire, overheating, electric shock or damage.

•

If something appears to be wrong with the charger, unplug the charger from the outlet and consult your nearest service center. Using the charger may cause fire, overheating, electric shock or injury.

•

Do not use or keep the charger in very hot places, such as in direct sunlight, in a closed car on a sunny day, near a heater, on an electric carpet, etc. Do not use the charger if something is covering it (such as a blanket). This may cause fire, explosion, leakage or overheating.

Main Features

● Slide switch operation for ease of use and

fast response.

● Dual function cradle, docking station, for

recharging of Ni-MH Rechargeable Battery Pack (BR402) (☞ P.13)*1 and for downloading data from the recorder to a PC (☞ P.48).

● Two Programmable buttons A and B.

● Recording and storing voice in DSS format.

● Two recording modes, SP (Standard

Playback) mode or LP (Long Playback) mode (☞ P.31).

● Five folders and up to 199 files/folder, for

a maximum of 995 recordings (☞ P.21).

● Built-in Variable Control Voice Actuator

(VCVA) function.

● USB Audio Device, recorder can be used

as a USB microphone or USB speaker when connected to a PC.*

● Large LCD screen with backlight.

● Multi-level priority setting (☞ P.33).

● DSS Player software included (☞ P.38).

● Hands-free recording function when used with

the optional foot switch (RS25/26).

*1Available only with the supplied Ni-MH Rechargeable

Battery Pack (BR402).

Do not use with Windows 98 as computer operation may

become unstable.

IBM and PC/AT are the trademarks or registered trademarks of International Business Machines Corporation.

Microsoft and Windows are registered trademarks of Microsoft Corporation.

Apple, Macintosh, iMac, eMac, Mac, and PowerMac are trademarks or registered trademarks of Apple Computer, Inc.

Intel and Pentium are registered trademarks of Intel Corporation.

Adobe and Acrobat Reader are registered trademarks of Adobe Systems Incorporated.

Other product and brand names mentioned herein may be the trademarks or registered trademarks of their respective owners.

Main Features

xD-Picture Card

The xD-Picture Card is a removable recording media.

xD-Picture Card

Compatible Cards

The removable card can be used to store different kind of data. Since the card has larger memory capacity than a diskette, it can be used to transfer data between different PCs. The recorder supports cards with memory capacity between 16 to 512 MB.

1 Index area

You can write down the card’s contents.

2 Contact area

Comes into contact with the recorder’s signal read contacts.

Memory Sizes of Cards and Approximate Recording Times*

Memory Size SP Mode LP Mode

16MB 2 hr. 35 min. 5 hr. 30 min.

32MB 5 hr. 10 min. 11 hr. 05 min.

64MB 10 hr. 25 min. 22 hr. 20 min.

128MB 20 hr. 55 min. 44 hr. 45 min.

256MB 42 hr. 00 min. 89 hr. 40 min.

512MB 84 hr. 05 min. 179 hr. 30 min.*

.................................................................................................................................................................

*1: Available recording time for one continuous file.

Available recording time may be shorter if many short recordings are made.

*2: Total recording time of two files. The maximum

recording time per file is 99 hours.

Notes

• When initializing (formatting) a card, confirm that no necessary data is stored on the card beforehand. Initialization completely erases the existing data on the card.

• Cards used in a recorder must be formatted in the same recorder first unless formatted with a CAMEDIA series Olympus digital camera. Card may not perform as expected when formatted by a different device.

• The card has a service life. When reaching the end of its life, writing or erasing data on the card will be disabled. In this case, replace the card.

• If you use a PC card adapter compatible with the card to save or delete some data on the card, the maximum recording time on the card may be decreased. To recover the original recording time, initialize/format the card in the recorder.

• Olympus will not be held liable for any data corruption or loss due to misuse of the media card.

Identification of Parts

@ !

0 9

6 7

)

(

Identification of Parts

1 EAR jack 2 MIC jack 3 Built-in microphone 4 NEW button 5

Slide (REC/STOP/PLAY/REV) switch

6 FF (Fast Forward) button 7 REW (Rewind) button 8 Built-in speaker 9 MENU button 0 B button (Programmable) ! A button (Programmable)

@ ERASE button # Display (LCD panel) $ Record/Play indicator lamp % POWER (ON/OFF) switch ^ VOLUME (+) button & VOLUME (–) button * Card cover lock ( Card cover ) Battery cover

- PC (USB) terminal/Cradle attachment

point

Identification of Parts

Display (LCD Panel)

Identification of Parts

0 9 8

1 Battery indicator 2 Folder 3 Priority indicator 4 Current file number 5 Total number of recorded files in

the folder

6 Erase lock indicator 7 Character Information display 8 Microphone sensitivity display 9 VCVA (Variable Control Voice

Actuator) indicator

0 Record mode indicator

3 4 5 6

Installing Batteries

Ni-MH Rechargeable Battery Pack (BR402)

Lightly press down on the arrow and slide the battery cover open.

Insert Ni-MH Rechargeable Battery Pack, observing the correct polarity.

Close the battery cover completely.

.................................................................................................................................................................

Notes

• Removing the battery pack while the recorder is in use may corrupt the file. If you are recording into a file and the battery run out, you will lose your currently recorded file since the file header will not be written. It is crucial to charge the batteries once you see only one hash mark in the battery icon.

• Remove the battery pack if you are not going to use the recorder for an extended period of time.

The battery needs to be charged when you use the recorder for the first time after purchase (☞P.14).

Recharging batteries

The battery indicator on the display changes as the batteries lose power.

→ → →

When appears on the display, charge the batteries as soon as possible. When the battery is too weak, the recorder shuts down and “BATTERY LOW” appears on the display.

Installing Batteries

Charging Battery

You can charge the Ni-MH Rechargeable Battery Pack in the recorder when you set the recorder in the cradle. The battery is usually shipped partially charged. You need to charge the battery before first use.

Charging Battery

AC adapter

AC cable

AC connector

The plug type varies depending on the country where sold.

CHARGE indicator lamp

.................................................................................................................................................................

Notes

• Charge the battery often for first few uses. Battery performs better after several full charge/discharge cycles.

• Batteries other than the supplied battery cannot be charged.

• If you charge the battery right after charging is complete, it will take only few minutes to charge the battery.

• The PC must be ON when charging battery via the USB cable connection.

• Charging battery via the USB cable connection may not be successful depending on the power supply

capacity of your PC. Use the AC adapter instead.

•

If you change the recorder to AUDIO device while charging battery only via the USB cable connection, charging may stop.

• Do not set or remove the recorder from the cradle while it is in operation.

• You can charge the battery while the recorder is in operation.

Connect the AC adapter or USB cable to the cradle.

For connection procedures, see P.44.

When using the adapter for charging, connect the power plug to the charger’s AC connector.

Turn ON the recorder and, remaining the slide switch at the STOP position, set it vertically in

the cradle.

CHARGE indicator lamp glows red and the charging starts. The lamp goes out when the charging is complete.

Information Regarding Rechargeable Batteries

These batteries are exclusively for use with Olympus voice recorder DS-4000. Never use them in combination with other equipment.

Discharging

Batteries self-discharge while they are not in use. Be sure to charge them regularly before use.

Battery life

Charging and discharging are possible for approximately 500 times depending on usage.

Operating temperature

Batteries are chemical products. Battery efficiency may change even when operating within the recommended temperature range, but this is not a malfunction.

Recommended temperature range for use

Discharging (when using appliance): 0°C - 50°C/32°F - 122°F Charging: 0°C - 40°C/32°F - 104°F Storage: –20°C - 30°C/–4°F - 86°F

Using the batteries outside the above temperature range may result in declining efficiency and shorter battery life. In order to prevent battery leakage or rust, remove the batteries from the products when you will not be using them for a long time, and store them separately.

.................................................................................................................................................................

Notes

This charger is designed to fully charge batteries regardless of their energy level. However, for best results when charging newly purchased batteries or batteries that have not been used for a long time (more than one month), It is recommended to fully charge the batteries, then discharge them. Repeat two or three times.

• When you dispose dead batteries always observe the laws and regulations regarding the disposing of such items.

• If Ni-MH rechargeable batteries are not fully discharged, protect against short-circuiting (e.g. by taping the contacts) before disposing.

Information Regarding Rechargeable Batteries

For customers in Germany

Olympus has a contract with the GRS (Joint Battery Disposal Association) in Germany to ensure environmentally friendly disposal.

Turning ON the Recorder

With the battery charged in the recorder and the card

Turning ON the Recorder/ Power Save Mode

POWER

ON OFF

inserted properly, the recorder is ready to work. While the power switch on the back of the recorder is in the OFF position, none of the buttons or switch on the recorder will be active. Slide the power switch to the ON position to activate the recorder.

Power Save Mode

When the recorder is ON but not in use for 10 minutes, by default, it will switch to power save mode automatically. To reactivate the recorder again, press any of the buttons on the recorder.

Setting Time/Date (TIME&DATE)

Setting the correct time and date on the recorder is very important since every file recorded on the recorder will have the date and time information as part of the file header. This will simplify the file management aspects later on.

The hour indicator will flash automatically when you load batteries before using the recorder for the first time, or after the recorder hasn’t been used for a long time.

Set the hour.

1 Press the FF button or REW button to

set the hour.

2 Press the MENU button to accept the hour.

• You can choose between 12 and 24 hour display by pressing the A button while setting the hour and minute.

A button

(switching the data displayed)

FF/REW button

(alters a choice)

MENU button

(accepts a choice and moves on to the next item)

Example: 5:45 P.M.

5:45 PM ←→ 17:45

(Initial setting)

Set the minute.

1 Press the FF button or REW button to

set the minute.

2 Press the MENU button to accept the minute.

Set the year.

1 Press the FF button or REW button to

set the year.

2 Press the MENU button to accept the year.

• You can choose a different date format by pressing the A button while setting the date.

Setting Time/Date (TIME&DATE)

Example: March 14, 2004

Setting Time/Date (TIME&DATE)

3M 14D 2004Y (Initial setting)

↓

14D 3M 2004Y

↓

2004Y 3M 14D

Set the month.

1 Press the FF button or REW button to

set the month.

2 Press the MENU button to accept the

month.

Changing the Time/Date

1,3,4

Set the day.

1 Press the FF button or REW button to

set the day.

2 Press the MENU button to accept the

day’s date.

..........................................................................

Notes

• If you move the slide switch to a position other

than STOP mode, the recorder will save the items that were set to that point.

• You can set the time and date from your PC using DSS

Player software (☞ P.38).

Press the MENU button.

The menu appears (☞ P.31).

Press the FF or REW button until “TIME&DATE” flashes on the display.

Press the MENU button.

Time/Date screen appears. The hour

indicator flashes, indicating the start of the

Time/Date setup process. Follow the same steps starting at step 1 in “Setting Time/Date” (☞ P.17).

Press and hold the MENU button for 1 second or longer to close the

menu.

Inserting and Ejecting a Card

Inserting a Card

Slide the card cover lock in the direction indicated by the arrow.

The card cover is unlocked and the message “CARD COVER IS OPEN” appears on the display. When this message appears, the power is switched off automatically.

Face the card the correct way and insert it into the card slot as shown in the diagram.

• Insert the card keeping it straight.

• The card stops with a click when it is inserted all the

way.

• Inserting the card the wrong way or at an angle could damage the contact area or cause the card to jam.

• If the card is not inserted all the way, data may not be written to the card.

Close the card cover securely.

Card inserted fully into the slot

The recorder sounds beeps* and the message “PLEASE WAIT” on the display flashes for seconds.

Card not inserted fully into the slot

When the card cover is closed, the message “INSERT CARD” on the display flashes for a few seconds. Pressing any button will sound beeps* and flash the message “INSERT CARD” again.

* When the system sounds are enabled.

................................................................................................

Notes

• If an unformatted card is inserted, the recorder automatically displays the menu to menu format option (☞ P.36).

• Never use any card in the recorder unless it has been formatted on this unit or on a CAMEDIA series Olympus digital camera (☞ P.36).

Inserting and Ejecting a Card

Ejecting a Card

Inserting and Ejecting a Card

Slide the card cover lock in the direction indicated by the arrow.

The card cover is unlocked and the message “CARD COVER IS OPEN” appears on the display. The power is switched off automatically.

Push the card inward to unlock it, and let it eject partially.

The card is visibly out of the slot and can be removed safely.

Hold the card straight and pull it out.

................................................................................................

Note

Releasing your finger quickly after pushing the card inward may cause it to eject forcefully out of the slot.

Recording

4H33M12S

REMA I N :

NEW F I LE

AUTHOR A

a b

By default, the recorder has five folders, A, B, C, D, E and you can select folder by pressing the A button. These five folders can be selectively used to distinguish the kind of recording; for example, Folder A might be used to store private information, while Folder B might be dedicated to holding business information. You can use your DSS player to change a folder name. Up to 199 messages can be recorded per folder.

All recordings made in any of the folders will be in Digital Speech Standard (DSS) format. By default, the RECORD function is configured to record at the current position (overwrite). However, that can be changed to any of the following settings:

• Append: Appends the recording to the end of the current file.

• Insert: Inserts the recording at the current position in the file.

• Overwrite: Overwrites the recording starting at the current position in the file.

New Recording

Create a new file to record in.

Press the NEW button to create a new

1,4

file.

a Current recording mode b New file number c Selected Author ID

2,3

Move the slide switch to the REC position to start recording.

The record/play indicator lamp glows red. Aim the microphone at the sound source.

d Current recording time e Remaining recording time

AUTHOR A

d e

00M05S

4H33M07S

Recording

Move the slide switch to the STOP position to stop recording.

If you want to append additional recordings to the same file, move the slide switch to the REC position again.

Press the NEW button to close the file.

Recording

Notes

• A beep will sound when the remaining recording time reaches 60 seconds, 30 seconds, and 10 seconds while recording.

•“MEMORY FULL” or “FOLDER FULL” will be displayed when the memory or folder capacity is full. Delete any unnecessary files before recording any further (☞ P.27) or transfer dictation files to your computer

using DSS Player Software (☞ P.45).

Recording

• You cannot select a different recording mode (SP or LP) than that of the original file when appending recording.

Review Recording

Move the slide switch to the REV position while recording, then move the slide switch to the PLAY position when you want to start playback. The recorder plays up to the end of file, then stops. You can overwrite or append additional recordings in the same file from that point.

Overwrite Recording

14M00S

AUTHOR A

10M25S

You can overwrite a previously recorded file from any point within the file. Note that the overwritten recordings will be erased.

Select and play the file you want to overwrite.

Stop playback at the starting point of overwrite.

1,2,3

Move the slide switch to the REC position to start overwriting.

The record/play indicator lamp glows red.

Move the slide switch to the STOP position to stop overwriting.

.........................................................................................................

Note

You cannot select a different recording mode (SP, LP) than that of the original file before overwrite recording.

Recording

AUTHOR A

00M10S

02M25S

INSERT ?

Recording

Insert Recording

Additional recording can be inserted into previously recorded file.

Recording

1,3,4

Select and play the file you want to insert an additional recording into.

While playing the file, press the MENU button to insert an additional

recording.

“INSERT ?” appears on the display.

Move the slide switch to the REC position to start inserting an

additional recording.

The record/play indicator lamp glows red. “INSERT REC” and the remaining recording time will alternate on the display.

Move the slide switch to the STOP position to stop inserting the

additional recording.

.........................................................................................................

Notes

• If you place the slide switch in the STOP position for more than two seconds while moving the slide switch from the PLAY position to the REC position, the Insert recording will be canceled.

• The recording time and date of the file is updated to the time and date of the inserted recording.

• You cannot select a different recording mode (SP, LP) than that of the original file before inserting.

AUTHOR A

00M11S

4H33M06S

AUTHOR A

00M12S

I NSERT REC

Playing

You can start playing a file at any point.

Select the file, then move the slide switch to the PLAY position to start

playback.

The record/play indicator lamp glows green.

1,3

a Current playback time b Total recording time of the file being

Press the VOLUME (+) or VOLUME (–) button to adjust the volume.

The display shows the volume level. You can choose between 0 to 30.

Move the slide switch to the STOP position at any point you want to

stop the playback.

played

FOLDER A

LENGTH :

00M05S

27M58S

Playing

Playback

Operation

How to Cancel

functions

Fast Forward (FF)

Rewind

Playing

(REW)

Cue (CUE)

Review (REV)

• If you press the FF button once while fast-forwarding or twice while stopped, the recorder will stop at the end of the file (F.SKIP).

• If you press the REW button once while rewinding or twice while stopped, the recorder will stop at the beginning of the file (B.SKIP). If the REW button is pressed within 2 seconds, the recorder skips to the beginning of the previous file.

Press the FF button once while stopped.

Press the REW button once while stopped.

Hold the FF button while stopped or playing a file.

Hold the REW button while stopped or playing a file.

Move the slide switch to the REV position.

Move the slide switch to a position other than the STOP position. ➥ The recorder starts the operation of

the set position.

Release the button.

Release the slide switch.

Erasing

FOLDER A

F I LE

ERASE ?

FOLDER A

F I LE

ERASE !

Erasing a File

Erasing or deleting a file from any of the folder on the recorder is a very simple process.

2,3

Select the file you want to erase.

Press the ERASE button.

“FILE ERASE ?” flashes on the display for

approximately 8 seconds.

Press the ERASE button once more while “FILE ERASE ?” is flashing.

The display changes to “FILE ERASE !” and erasing will start.

{

“ERASE DONE” is displayed when the file is erased. File numbers will be reassigned automatically.

.........................................................................................................

Notes

• If the ERASE button is not pressed within the 8 seconds after “FILE ERASE?” starts flashing, the recorder will revert to the stop status.

• An erased file cannot be restored.

• Locked files cannot be erased.

FOLDER A

ERASE

DONE

Erasing

Erasing All Files in a Folder

All files in a folder can be erased simultaneously, except for locked files.

Erasing

1,2

Select any file in the folder, then press and hold the ERASE button for

3 seconds or longer.

“ALL ERASE ?” flashes on the display for approximately 8 seconds.

Press the ERASE button once more while “ALL ERASE ?” is flashing.

The display changes to “ALL ERASE !” and erasing will start.

“ERASE DONE” is displayed when the files are erased. Any locked files in the folder will be reassigned new file numbers in ascending order.

.........................................................................................................

Notes

• If the ERASE button is not pressed within the 8 seconds after “ALL ERASE ?” starts flashing, the recorder will revert to the stop status.

• The erasing process may take up to 10 seconds. Do not interrupt this process! Data will be destroyed.

FOLDER A

ERASE ?

ALL

FOLDER A

ALL

ERASE !

{

FOLDER A

ERASE

DONE

Partially Erasing a File

You can erase a selected file in part.

2,3

Start playback the file you want to erase partially.

Press the ERASE button at the point to start erasing.

While playback continues, “PARTIAL ERASE” and the file length will alternate on the display.

Press the ERASE button at the point to end erasing.

The erase starting point (time) set in step 2 and the ending point (time) set in this step will alternate on the display for 8 seconds.

AUTHOR A

45M00S

LENGTH :

1H55M25S

AUTHOR A

45M02S

PART I AL

ERASE

AUTHOR A

START

ERASE

AUTHOR A

45M32S

ERASE

Erasing

5M01S

END

Erasing

Press the ERASE button to confirm erase.

The display changes to “PARTIAL ERASE!” and erasing will start.

When “ERASE DONE” appears on the display, partial erase is complete.

.........................................................................................................

Notes

• If the ERASE button is not pressed within the 8 seconds after “START” or “END” starts flashing, the recorder will revert to the stop status.

• An erased file cannot be restored.

• Locked files cannot be partially erased.

AUTHOR A

5M01S

PART I AL

ERASE !

{

AUTHOR A

5M01S

DONE

ERASE

Menu List

Press the MENU button.

REC MODE

MIC SENSE

SUB MENU

VCVA

SUB MENU

LOCK

BEEP

EXIT

Select SP or LP mode.

Microphone sensitivity setting. Select between CONFERENCE (high-sensitivity mode) or DICTATION (low-sensitivity mode).

Exit MENU and return to STOP mode.

Switches to the SUB MENU.

VCVA setting. Select ON (enabled) or OFF (disabled).

Locking files setting. Select ON (locked) or OFF (unlocked).

System sounds setting. Select ON (enabled) or OFF (disabled).

Menu List

FORMAT

EXIT

CONTRAST

USB CHARG.

BACKLIGHT

TIME&DATE

Recorder formatting (☞P.36).

Returns to the MENU.

LCD contrast adjustment. Select the level from 1 to 12.

USB charge setting. Select ON (enabled) or OFF (disabled).

Backlight setting. Select ON (enabled) or OFF (disabled).

Time/Date setting. Hour, minute, year, month and day (☞P.17).

Press the FF button or REW button.

Press the

button.

Notes

• If you press the NEW button or hold the MENU button for 1 second or longer, during a menu setup operation, the recorder will stop and apply the items that were set to that point.

• The recorder will stop if you leave it idle for 3 minutes during a menu setup operation, when a selected item is not applied.

• You can set the time and date on the recorder from your PC using DSS Player software (☞ P.38 ).

Learning to Use the Menu

To navigate through the different options in the MENU, use the MENU List flow chart (☞ P.35) and the following steps to modify or change any settings.

Press the MENU button.

The menu appears (☞ P.31).

Learning to Use the Menu

1,3 5,6

2,4

Press the FF or REW button to highlight a menu item you want to modify/change.

Press the MENU button to select that menu item.

The possible options for the menu item will be in view.

Press the FF or REW button to highlight an option or setting.

Press the MENU button.

The highlighted option will be selected and the new setting

saved.

Press and hold the MENU button for 1 second or longer to close the menu.

Setting Priority Levels

By default, B button is programmed with PRIORITY function. You can set a priority level on each file recorded. You can choose between “HIGH” and “NORMAL.” The default is NORMAL.

To Set a Priority Level on an Existing File

Select the file.

Press the PRIORITY button to choose between “HIGH” and

To Set a Priority on a New File

“NORMAL”.

Press the NEW button.

A new file is created.

Press the PRIORITY button to choose between “HIGH” and

“NORMAL”.

..............................................................................................................

Note

Priority level cannot be changed on a locked filed.

AUTHOR A

00M00S

LENGTH :

27M58S

AUTHOR A

00M00S

LENGTH :

27M58S

AUTHOR A

NEW F I LE

REMA I N:

2H33M12S

AUTHOR A

NEW F I LE

REMA I N:

2H33M12S

Setting Priority Levels

Setting Job Data

ID 1

ID 2

ID 3

ID10

Every file recorded on the recorder will include the Author ID and Work Type as part of its header information. To create multiple Author IDs and Work Types on the recorder, use the bundled DSS Player software to create and upload a Job Data list (list of Author IDs and Work Types) to the recorder. By default the Author ID is set to “DS4000”.

Setting an Author ID

Setting Job Data

Turn ON the recorder.

When more than one Author ID exist on

the recorder, the ID list will be displayed.

Press the FF or REW button to select the Author ID that you want

to assign to the recorder from the ID list.

Press the MENU button to set the ID.

All recordings made by the author during the session will include the set ID as part of the header information.

ID List

AUTHOR A

AUTHOR B AUTHOR C AUTHOR D

Setting a Work Type

Type 1

Type 2

Type 3

Type 10

Press the NEW button while in STOP mode.

When more than one Work Type ID exist on the recorder, the Work Type ID list will display.

Press the FF or REW button to highlight a Work Type from the

Work Type ID list.

Press the MENU button to select the Work Type.

All recordings made with the new Work Type ID will have the new Work Type as part of the header information.

WORKTYPE A

WORKTYPE B WORKTYPE C WORKTYPE D

Type List

Setting Job Data

Formatting the Card (FORMAT)

Cards that have been used on non-Olympus devices, or cards that are not recognized by the recorder, must be formatted before they can be used with the recorder. The Olympus xD-Picture Card included with the recorder is preformatted and ready for use. To familiarize yourself with the formatting process, read the steps below.

Press the MENU button.

The menu appears (☞ P.31).

Formatting the Card (FORMAT)

Press the FF or REW button until “FORMAT” in SUB MENU flashes on

the display.

FORMAT

EX I T CONTRAST

1,3,5

2,4

Press the MENU button to select “FORMAT”.

The formatting process is selected.

Press the FF or REW button to highlight the “START” option.

Press the MENU button to confirm “START” selection.

“DATA WILL BE CLEARED” appears for approximately 2 seconds.

CANCEL

START

DATA W I LL

BE CLEARED

Press the FF or REW button again to highlight the “START” option.

SURE?

CANCEL

START

Press the MENU button again to initiate the formatting process.

Formatting begins and “FORMAT!” flashes on the display.

“FORMAT DONE” displays when formatting ends.

.......................................................................................................

Notes

• The time required to format cards differs depending on the capacity of cards. For example, formatting may take about 1 minute for 512 MB card. Do not interrupt the formatting process by opening the card cover or the battery cover. Doing so will damage the data or card.

• When the recorder is formatted, all the stored data, including locked files, are erased.

• If an unformatted card is inserted, the recorder automatically displays the format option in the menu.

FORMAT!

{

FORMAT

DONE

Formatting the Card (FORMAT)

DSS Player Software

The DSS Player is a fully featured software tool that provides a simple to use but sophisticated method of managing your recordings. Some of the features of the DSS Player are:

• Automatic download and backup of recordings from the recorder to a PC.

• Automatic distribution of recordings by e-mail or FTP to transcriptionists or other users.

• Automatic retrieval of typed documents, via e-mail or FTP, linking the document to the recording.

• Allows you to manage and change settings on your recorder.

• Allows you to play and edit recordings on your PC.

• When used with the recorder connected to a PC, direct recording on the PC is possible.

Make sure that your computer meets the minimum requirements listed below. Please check with your system administrator or your Olympus Professional Dealer.

DSS Player Software

Minimum Requirement

Windows

PC:

Operating System:

CPU:

RAM:

Hard drive space:

Drive:

Sound card:

Browser:

Display:

USB port:

Audio I/O terminals:

IBM PC/AT compatible PC

Microsoft Windows 98/ 98SE/ Me/ 2000 Professional/ XP Professional, Home Edition

Intel Pentium II class 333 MHz processor or faster (Processor 500 MHz or faster is recommended)

64 MB or more (128 MB or more is recommended)

50 MB or more

2x or faster CD-ROM, CD-R, CD-RW, DVD-ROM drive

Creative Labs Sound Blaster 16 or 100% compatible sound card

Microsoft Internet Explorer 4.01 or later

800 x 600 pixels or more, 256 colors or more

One or more free ports

Microphone input and earphone output or speaker

3838

Macintosh

PC:

Operating System:

RAM:

Hard drive space:

Drive:

Display:

USB port:

Audio I/O terminals:

.................................................................................................................................................................

Notes

• Do not use the recorder as a USB Microphone/Speaker on Windows 98 as computer operation may become unstable. (Use only with Windows 98SE or later versions of the OS.)

• To use the voice recognition function with the recorder, use Windows 98SE or later versions of the OS.

• Macintosh version does not support voice recognition software.

Power Mac G3 233 MHz class processor or faster iMac/ iBook/ eMac/ Power Mac/ PowerBook (The computer must support a standard USB port.)

Mac OS 9.0-9.2.2/ 10.1-10.3

64 MB or more (128 MB or more is recommended)

50 MB or more

2x or faster CD-ROM, CD-R, CD-RW, DVD-ROM drive

800 x 600 pixels or more, 256 colors or more

One or more free ports

Earphone output or speakers

DSS Player Software

3939

Installing DSS Player Software

Before you connect your recorder to your PC, you must first install the DSS Player software. Make sure to exit all running applications, eject the floppy disk if you are using one, and logon as administrator if you are running Windows 2000/XP (Professional only) or Mac OS X on the network.

Windows

Insert Olympus DSS Player CD into the CD-ROM drive.

The installation program will start automatically.

If the installation program does not start automatically, browse your CD-ROM drive

Installing DSS Player Software

and execute “setup.exe”.

The installation Language Selection dialog box appears.

Select the desired language.

Enter your name, company name, and

license ID number (serial number). The license ID number is printed on the license ID card included inside the recorder package. Click the [Next] button. When a confirmation dialog box appears, click the [Yes] button.

Proceed with the installation according to the instructions on the

screen.

.................................................................................................................................................................

Note

Never install DSS Player in Mac OS 9.x system, when using DSS Player with Mac OS X. The device connected when using the classic environment may not be recognized.

Macintosh

Insert Olympus DSS Player CD into the CD-ROM drive.

Double-click the CD icon.

Select the folders named “Mac OS 9.x” and

“Mac OS X” and start up your OS.

Double-click the following icon.

Select the folder of which the language is

to be installed, and execute the installation program in the folder.

Proceed with the installation according to the instructions on the

screen.

4040

Uninstalling DSS Player Software

Windows

Exit DSS Player program.

Click the [start] button on the taskbar.

Select [Add/Remove programs] from the [Control Panel].

A list of installed applications is displayed.

Select [Olympus DSS Player Pro], then click the [Change/Remove]

button.

Proceed with the installation according to the instructions on

the screen.

.................................................................................................................................................................

Note

Uninstallation does not erase the stored dictation files.

Macintosh

Exit DSS Player.

Delete the Preferences file.

Delete the [DSS Preference] file in the

following location. (OS X) Macintosh HD : User : Library : Preferences (OS 9.x) Macintosh HD : System Folder : Preferences

Delete the Executable file.

Delete the [DSS Player for Mac] file in the

location where you installed the file. For OS X users, uninstalling has been completed. For OS 9.x users, proceed to step 4.

Delete the Driver file.

Delete the following files in the following

location. System folder : Function Enhancement

[DSS 10USB Driver] [DSS 10USB Shim] [DSS 1USB Driver] [DSS 1USB Shim] [DSS FSUSB Driver] [DSS FSUSB Shim] [DSS USB Driver] [DSS USB Shim]

Delete the Help file.

Delete the [DSS Player for Mac Help] file

in the following location. System folder : Help

Uninstalling DSS Player Software

4141

Using Online Help

For information on the DSS Player usage and features, refer to the online Help.

To start online Help:

Windows

• Click the [start] button, then select [All Programs], [Olympus DSS Player], [Dictation Help].

• While DSS Player is running, select the [Help] menu, [Contents].

• While DSS Player is running, press F1 on the keyboard.

Using Online Help

Macintosh

• While DSS Player is running, select [DSS Player for Mac Help] from the [Help] menu.

.................................................................................................................................................................

Note

Online Help is available after the DSS Player is installed.

4242

Connecting Recorder to PC

REMOTEREMOTE

Be sure to install the DSS Player software before connecting the recorder to a PC. However, if you do connect the recorder before or during the software installation, the “Add New Hardware Wizard” appears. In this case, cancel the wizard by pressing the [Cancel] button in the wizard screen and then install or continue the installation of DSS Player software. You can directly connect the recorder’s USB terminal to your PC, or use the cradle included in the package (desktop holder).

Connecting to Your PC Using the USB Cable

Turn ON the recorder (☞ P.16).

Insert end A of the USB cable to your PC’s USB port or USB hub.

Make sure the recorder is in STOP mode before attaching end b of the

USB cable to the terminal port of the recorder.

If “REMOTE” is displayed on the recorder, it indicates proper connections.

Once you connect the recorder to your PC, the recorder will be powered through the USB cable. The batteries and/or AC adapter will not be in use.

.................................................................................................................................................................

Notes

• NEVER remove the card or disconnect the USB cable while the record/play indicator lamp is flashing. If you do, the data on the card will get destroyed.

• Some PCs and USB hubs may not supply sufficient power and the recorder fails to connect. Refer to your PC User’s Manual regarding the USB port or USB hub on your PC.

• When using a USB hub to connect the recorder, always use a self-powered (AC adapter) USB hub.

• Make sure to push the cable connector all the way in. Otherwise, the recorder may not operate properly.

Connecting Recorder to PC

4343

Connecting Recorder to PC

Connecting to Your PC Using the Cradle

Place the recorder in the cradle

Insert end A of the USB cable to your PC’s USB port or USB hub.

Connect end b of the USB cable to the cradle.

Turn ON the recorder, then set the recorder in the cradle.

If “REMOTE” is displayed on recorder, it indicates proper connection.

Disconnecting Recorder from PC

To avoid data corruption or loss, make sure that the recorder’s record/play indicator lamp isn’t flashing, before removing the recorder from the cradle or disconnect the cable from the recorder terminal.

........................................................................................................

Notes

• Never touch the contact points at the bottom of the cradle, as that may cause bad connection.

• With a PC connected, the recorder cannot be operated with the foot switch (RS25/26). When connecting the recorder to a PC via the cradle, remove the foot switch.

4444

Running DSS Player

Windows

By default, connecting the recorder to your PC, will start the application automatically.

Disabling automatic start

Right-click the Device Detector icon in the System Tray in the lower righthand corner of the screen, then select “Settings startup application”.

Click [DSS Player Pro].

The check mark on [DSS Player Pro] disappears.

Manual start

Start Windows.

Click the [start] button, then select [All Programs].

All program menu will be displayed.

Select [Olympus DSS Player Pro], then click [Dictation Module].

......................................................................................

Note

If you connect the recorder before installing DSS Player, the “Add New Hardware Wizard” dialog box will open. If this happens, click [Cancel] to exit the wizard, then install the DSS Player software.

2 3

Running DSS Player

4545

Running DSS Player

Macintosh

Start your Macintosh.

Connect the recorder to your PC.

For cable connection instructions, see

“Connecting to Your PC Using the USB Cable” (☞ P.43).

Double-click the [DSS Player for Mac] folder.

Running DSS Player

The DSS Player for Mac folder opens.

Double-click DSS Player.

DSS Player for Mac launches.

................................................................................................................................................................

Note

DSS Player for Mac does not have the automatic start function.

4646

Window Names

*Main screen is displayed

when DSS Player is started

Windows

1 Playback Control Bar

Provides the control buttons to play and stop dictation files.

2 Dictation Tree View

Displays the directory structure of the DSS, WAVE (Windows only) and AIFF (Macintosh only)-format files stored on your PC’s hard disk.

Window Names

Macintosh

3 Device Tree View

Displays the directory structure of the folders in the recorder.

4 Dictation List View

Displays the dictation files in the folder selected in 2 and 3.

4747

Downloading from Recorder to PC

There are 3 download options to transfer dictation files from the recorder to the PC:

• Download Selected Files

Download one or several dictation files to your PC.

• Download Folder X (X is any of the seven folders A to G)

Download all the dictation files in one folder.

• Download All

Download all the dictation files stored on the recorder to your PC.

The following is an explanation of “Download Selected Files”. For explanations of “Download Folders” and “Download All”, refer to Online Help.

Downloading from Recorder to PC

Download Selected Files

Select the folder.

From the Device Tree View, select the folder that

contains the dictation file you would like to download. The illustration shows that Folder A is selected.

Select the dictation file.

Select the dictation file you would like to

download from the Dictation List View. To select more than one file, hold either the [Ctrl] or [Shift] key and select desired files. The illustration shows that one dictation file is selected.

4848

Download the dictation file.

From the [Download] menu, click

[Download Selected Files].

Download complete.

Do not disconnect the USB cable while

the record/play indicator lamp on the recorder is flashing. Disconnecting the USB cable when the recorder indicator lamp is flashing will result in data loss or corruption.

You can change the download destination folder by changing the folder properties in the Download Tray. Right-click the folder and make the necessary changes under [Properties]. To change the download options and filename format, check the [Tools] menu, [Options].

................................................................................................................................................................

Notes

• NEVER remove the card or disconnect the USB cable while the record/play indicator lamp is flashing. If you do, the data on the card will get destroyed.

• Depending on the size of the dictation file and your PC, it may take some time to download the files.

• The downloaded files will be stored in the download tray folder that corresponds to the folder in the recorder.

(Example: A dictation file downloaded from Folder A will be stored in download tray A on your PC.)

• If a dictation file already exists on your PC with the same name, date and time recorded, the new file will not be downloaded.

Downloading from Recorder to PC

4949

Playing a Dictation File

Select the folder.

Select the folder where the dictation

file resides.

Select the dictation file.

Select the dictation file to play from

the Dictation List View.

Play the dictation file.

Click the (play) button in the

Playback Control Bar or double-click the file.

Playing a Dictation File

Other playback control bar such as Rewind, Fast Forward, Stop, Speed Control, Volume Control, Time Axis and Index Skip are also available on the Playback Control Bar. The DSS Player can playback voice through the recorder speaker. The recorder must be connected to the PC, and the USB Audio feature must be enabled on the recorder.

File Name Format

File names are assigned in the following manner.

DS40 0001.dss

Extension

File number ...... A serial number automatically assigned by the recorder.

Author ID...The ID that has been set on the recorder. The default ID is “DS4000”. The Author ID

can be modified with DSS Player (☞ P.51).

5050

Changing User ID (Author ID)

User ID can be uploaded to the recorder using the DSS Player. Up to 10 IDs can be uploaded to the recorder.

From the main window, click the [Download] menu, then select [Create &

Send Job Data]. The [Create & Send Job Data] window appears.

Enter your user ID in the field indicated by the arrow.

Changing User ID (Author ID)

Click the [Transfer] button.

The new user ID will be transferred to the

recorder.

Windows

1 2

Macintosh

.................................................................................................................................................................

Note

NEVER remove the card or disconnect the USB cable while the record/play indicator lamp is flashing. If you do, the data on the card will get destroyed.

5151

Sending Dictation Files/Receiving Document Files

Windows

DSS Player software can send dictation files to a third party by e-mail or FTP. This process can be automated by configuring the DSS Player with the recipients profile information and the sending method.

Setting the E-mail/FTP Service

E-mail/FTP service needs to be set to send/receive files. Set the E-mail/FTP service in reference to the online manual.

Sending Dictation Files/Receiving Document Files

Setting the Auto-Sending Function

To send downloaded dictation files automatically, follow these steps to set the auto-sending function. This function can be individually set for the folders in the Dictation Tree View.

From the [Tools] menu, select [Options],

then click the [Send] tab in the Option

dialog box.

Check [Enable auto-sending function].

Select a folder to set the auto-sending function, and check the check box.

Select the sending method.

Click the [E-mail] button for selecting an E-mail

address. Click the [FTP] button for selecting an FTP profile.

5252

Setting the Document File Retrieve Function

From the [Tools] menu, select [Options], then click the [Receive] tab in the Option dialog box.

Check the [Use collect back documents functions] check box.

Select a protocol to be used for receiving a document file.

If the transmission profile setting is not configured configure the setting in reference to the online manual.

When using E-mail to receive a document file, the application (software) receives the attached file if it is in the registered file format.

When using FTP to receive a document file, the application (software) receives the attached file stored in the folder of destination server if it is in the registered file format.

Any document file associated with a dictation file sent from a transcriptionist using the DSS Player Pro Transcription Module Release 4 or later is received regardless of this setting.

Sending Dictation Files/Receiving Document Files

5353

Sending Dictation Files/Receiving Document Files

Sending Dictation Files

Windows

Sending Dictation Files Manually

Receiving Document Files Manually

Select the dictation file you want to send from the Dictation List View.

To select more than one file, press and hold either the [Ctrl] or [Shift] key and

make your selection.

Sending Dictation Files/Receiving Document Files

Right-click the dictation file, and select [Send File].

Select E-mail or FTP for the sending method.

Confirm the contents of the transmission template, and click

the [Send] button.

In the toolbar, click the [Send/Receive files] icon

According to the profile set, the application establishes a connection to the server and receives document files. The received document files are saved to the Documents folder in the Dictation Tree View.

Clicking the [Display Dictations & Documents] icon in the toolbar displays dictation files and document files at the same time. By dragging and dropping a document file to a dictation file, the document file can be associated with the dictation file. The document file sent as a reply from a user (transcriptionist) who uses the DSS Player Pro Transcription Module Release 4 or later will be automatically associated with the dictation file you originally sent to the user.

5454

Sending/receiving Automatically

You can set the application to make a connection to the server at the certain interval for sending dictation files and/or receiving document files.

From the [Tools] menu, select [Options], then click the [General] tab in the Option dialog box.

Check [Auto-send/receive], and enter the time interval of automatic attempts of sending and receiving.

Set the auto-sending function and the document file retrieve function according to the instructions on P.52-53 respectively.

Macintosh

Dictation files are stored in the Message folder on the hard disk. If you want to send a dictation file by attaching it to e-mail, select the file from the Message folder.

The Message folder location can be found by selecting [Options] from the [Download] menu.

Playing Received DSS Files

When sending DSS files to a user who does not have the DSS Player software, the user will not be able to play the received DSS file. A free DSS Player from Olympus, DSS Player Lite, can be downloaded from the Olympus website at:

http://www.olympusamerica.com/cpg_section/cpg_downloads.asp http://cf.olympus-europa.com/consumer/voice/downloads/downloads.cfm

Sending Dictation Files/Receiving Document Files

5555

Alarm Message List

Message

BATTERY LOW

FILE IS LOCKED

INDEX FULL

FOLDER FULL

MEMORY

ERROR

Alarm Message List

MEMORY FULL

FORMAT ERROR

SYSTEM ERROR

INSERT CARD

CARD COVER IS OPEN

Meaning

Low battery power

Erase-locked

Index full

Folder full

Maximum number

Incompatible card

Zero remaining memory

Formatting error

System error

No card

Card cover is opened.

Explanation

Battery power is getting low.

Attempt to delete a locked file.

The file is full of index marks (maximum of 16 marks).

The folder is full of files (maximum of 199 files).

The destination folder already has the maximum number of files (199).

An incompatible card was inserted.

The card has no remaining memory.

There was an error while formatting the card.

System error detected in the recorder.

There is no card inserted.

The card cover is not closed.

Action

Charge the batteries or replace with new batteries (P.13-14).

Unlock the file.

Erase index marks that are no longer required.

Erase unnecessary files (☞ P.27).

Insert a compatible card.

Erase files that are no longer required or insert another card.

Reformat the card (☞ P.36).

This is a malfunction. Contact the place of purchase or Olympus Service Center for repair.

Insert a card (☞ P.19).

Close the card cover securely until it click (☞ P.19).

Troubleshooting

Symptom

Nothing appears on the display

Won’t start

Unable to record

No playback tone heard

Unable to erase

Noise heard during playback

Recording level too low

Unable to set index marks

Cannot find the recorded voice

Cannot connect to PC

Cannot connect to a PC using a cradle

Probable cause

The batteries are not loaded properly.

The batteries are dead.

The recorder is in power off mode.

The batteries are dead.

The card does not have enough memory.

The card is unformatted.

The maximum number of files has been reached.

The earphone is connected.

The VOLUME button is set to 0.

The file is locked.

The recorder was shaken during recording.

The recorder was placed near a cell phone or fluorescent lamp while recording or during playback.

The microphone sensitivity is too low.

The maximum number of index marks (16) has been reached.

The file is locked.

Wrong folder.

Some PCs and USB hubs may not provide sufficient power.

Sometimes a connection cannot be made with some PCs running Windows XP.

Action

Verify polarity is correct (☞ P.13).

Replace with new batteries.

Turn the recorder ON (☞ P.16).

Replace with new batteries.

Erase unnecessary files or insert another card (☞ P.10, 27).

Format the card (☞ P.36).

Check another folder.

Unplug the earphones to use the internal speaker.

Adjust the VOLUME button.

Unlock the file.

Move the recorder.

Set the microphone sensitivity to CONFERENCE mode and try again (☞ P.31).

Erase unnecessary index marks.

Unlock the file.

Switch to the right folder.

Turn the USB CHARG. “OFF” in the recorder’s menu settings (☞ P.31).

You need to change the PC’s USB settings. See DSS Player online help for details (☞ P.42).

Troubleshooting

Accessories (Optional)

xD-Picture cards of 16, 32, 64, 128, 256 and 512 MB: M-XD16/32/64/128/256/512

Olympus CAMEDIA digital camera series xD-Picture Cards can be used.

Headset: E102

Stereo headset for your PC. A helpful tool for PC based transcription.

Monaural binaural earphone: E20

Noise-Cancellation microphone: ME12 (Dictation microphone)

Used to get crisp recordings of your own voice by reducing the effects of ambient noise. Recommended to improve the accuracy when using voice-recognition software.

External microphone: ME15

A lavalier omnidirectional microphone that clips to clothing. Used to record your own voice or people near you.

PC Transcription kit: AS-4000

The AS-4000 transcription kit (sold separately) provides you with a PC-footswitch, a headset and DSS

Accessories (Optional)

Player Pro Transcription Module for easy transcription of DSS recordings.

Foot switch: RS25/26

Connect to the serial or USB port of your PC for hands-free transcription convenience.

USB Reader/Writer: MAUSB-10 (Dual-Slot xD-Picture Card & SmartMedia)

Allows data to be transferred to and from a PC.

USB Reader/Writer: MAUSB-100 (xD-Picture Card)

Allows data to be transferred to and from a PC.

PC Card adapter: MAPC-10 (xD-Picture Card/SmartMedia)

Allows data to be transferred to and from a PC that has a PC card slot.

Connecting cord: KA333

Use to connect the microphone jack of this unit to a radio or other sound source.

Specifications

Recording format

DSS (Digital Speech Standard)

Recording media

xD-Picture Card: 16 to 512 MB

Input level –70 dBv Sampling frequency

SP mode: 12 kHz LP mode: 8 kHz

Overall frequency response

SP mode: 300 to 5,000 Hz LP mode: 300 to 3,000 Hz

Recording time (32 MB Card)

SP mode: 5 hours 10 minutes LP mode: 11 hours 5 minutes

Alkaline battery life

Recording: Approx. 20 hours Playback: Approx. 12 hours

Ni-MH Rechargeable Battery life

Recording: Approx. 15 hours Playback: Approx. 10 hours

Speaker

Built-in ø28 mm round dynamic speaker

MIC/EAR jack

ø3.5 mm mini-jack, impedance MIC 2 kΩ, EAR 8 Ω or more

Maximum working output (3 V DC)

180 mW or more (8 Ω speaker)

Input power requirement

Rated voltage: 3 V Batteries:

Ni-MH Rechargeable Battery Pack (BR402) or Two AAA batteries (LR03 or R03) or Two Ni-MH rechargeable batteries (BR401)

External dimensions

110.2 x 50.0 x 16.9 mm (without protrusions)

Weight

103 g Including Ni-MH rechargeable battery pack (BR402).

* Specifications and design are subject to

change without notice.

* Battery life is measured by Olympus. It

varies greatly according to the type of batteries used and the conditions of use.

Specifications

Technical Assistance and Support

DS-4000 is part of the Olympus Professional Dictation System. Your dealer is trained to troubleshoot and fix many common problems that you may be having with this system. If you encounter problems using your DS-4000, we recommend that you contact your Olympus Professional Dealer that sold you the system. If your dealer cannot fix your problem, please call our technical hotline number or send an E-mail.

◆ For customers in the U.S. and Canada Phone: 1-888-553-4448 E-mail: distec@olympus.com

◆ For customers in Europe E-mail : dss.support@olympus-europa.com

Technical Assistance and Support

Olympus DS-4000 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual