Olympus DS-4000 User Manual

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.

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