Panasonic KX-F780 User Manual

Telephone Answering System

with Facsimile

Model No. KX-F780

OPERATING

INSTRUCTIONS

Please read these Operating Instructions
before using the unit and save for future
reference.

¡This product is designed for use in the United

States of America, and may not operate in other
countries. (See page 76 for more details.)

¡Este producto ha sido diseñado para su uso en los

Estados Unidos de América, y puede no funcionar
correctamente en otros países. (Consulte la página
76 para tener más detalles.)

FOR OPERATION ASSISTANCE,
CALL 1-800-HELP-FAX [phone])

Contents

Installation and ConnectionRR p. 6
Initial Preparation RRRRRR p. 11
Basic OperationsRRRRRRR p. 17
Advanced Operations RRRR p. 32
Troubleshooting and

Routine CareRRRRRRRRR p. 65
General Information RRRRR p. 72

For your future reference

Date of purchase Serial No.

(found on the bottom of the unit)

Dealer’s name and address
Dealer’s telephone number

2

Thank you for purchasing the Panasonic Telephone Answering System with Facsimile.

Things you should keep records of

Attach your sales receipt here

Caution:

The Telephone Protection Act of 1991 requires the following information to be clearly stated either at the top or
bottom margin of the first message page when transmitting messages via telephone facsimile;
—Date and time of transmission,
—Identification of the business, entity or person(s) sending the facsimile, and
—Telephone number of the business, entity or person(s).
To program this information into your facsimile machine, complete all the instructions on pages 11 through 13.

Copyright:

This manual is copyrighted by Kyushu Matsushita Electric Co., Ltd. (KME) and its licensee. Under the
copyright laws, this manual may not be reproduced in any form, in whole or part, without the prior written
consent of KME and its licensee.

j Kyushu Matsushita Electric Co., Ltd. 1996

Included accessories (To order, call toll free 1-800-332-5368.)

PQJA200Z PQJA59V PQJA212NPFJXE0108Z

PFYAF780M PQUS10136Z

—See page 75 for replacement

of the recording paper.

¡If any items are missing, check with place of purchase.
¡The part numbers listed above are subject to change without notice.
¡Save the original carton and packaging.

Power cord RRR 1 pc.

(p. 10)

Telephone line
cord RRRRRR 1 pc.

(p. 10)

HandsetRRRRR 1 pc.

(p. 8)

Handset cord RR 1 pc.

(p. 8)

Handset cradle RR 1 pc.

(p. 8)

Paper stacker RR 1 pc.

(p. 9)

Recording paper RRRR 1 pc.

(p. 9)

3

Important safety instructions

When using this product, basic safety precautions
should always be followed to reduce the risk of fire,
electric shock, and injury to persons, including the
following:

1. Read and understand all instructions.

2. Follow all warnings and instructions marked on
this product.

3. Unplug this product from wall outlets before
cleaning. Do not use liquid or aerosol cleaners.
Use a damp cloth for cleaning.

4. Do not use this product near water, for
example, near a bath tub, wash bowl, kitchen
sink, or laundry tub, in a wet basement, or near
a swimming pool.

5. Do not place this product on an unstable cart,
stand or table. The product may fall, causing
serious damage to the product or personal
injury.

6. Slots and openings in the cabinet and the back
or bottom are provided for ventilation, to protect
it from overheating. These openings must not
be blocked or covered. The openings should
never be blocked by placing the product on the
bed, sofa rug, or other similar surface. This
product should never be placed near or over a
radiator or heat register. This product should
not be placed in a built-in installation unless
proper ventilation is provided.

7. This product should be operated only from the
type of power source indicated on the marking
label. If you are not sure of the type of power
supplied to your home, consult your dealer or
local power company.

8. This product is equipped with a three wire
grounding type plug, a plug having a third
(grounding) pin. This plug will only fit into a
grounding type power outlet. This is a safety
feature. If you are unable to insert the plug into
the outlet, contact your electrician to replace
your obsolete outlet. Do not defeat the safety
purpose of the grounding type plug.

9. Do not allow anything to rest on the power cord.
Do not locate this product where the cord could
be damaged by people walking on it.

10. Do not overload wall outlets and extension
cords as this can result in the risk of fire or
electric shock.

11. Never push objects of any kind into this product
through cabinet slots as they may touch
dangerous voltage points or short out parts that
could result in a risk of fire or electric shock.
Never spill liquid of any kind on the product.

12. To reduce the risk of electric shock, do not
disassemble this product, but take it to an
authorized servicenter when some service or
repair work is required. Opening or removing
covers may expose you to dangerous voltages
or other risks. Incorrect reassembly can cause
electric shock when the appliance is
subsequently used.

13. Unplug this product from the wall outlet and
refer servicing to an authorized servicenter
under the following conditions:

12. A. When the power supply cord or plug is

damaged or frayed.

12. B. If liquid has been spilled into the product.

12. C. If the product has been exposed to rain or

water.

12. D. If the product does not work normally by

following the operating instructions. Adjust
only those controls, that are covered by the
operating instructions because improper
adjustment of other controls may result in
damage and will often require extensive
work by an authorized technician to restore
the product to normal operation.

12. E. If the product has been dropped or the

cabinet has been damaged.

12. F. If the product exhibits a distinct change in

performance.

14. Avoid using a telephone (other than a cordless
type) during an electrical storm. There may be a
remote risk of electric shock from lightning.

15. Do not use the telephone to report a gas leak in
the vicinity of the leak.

SAVE THESE
INSTRUCTIONS

INSTALLATION:

1. Never install telephone wiring during a lightning

storm.

2. Never install telephone jacks in wet locations

unless the jack is specifically designed for wet
locations.

3. Never touch uninsulated telephone wires or

terminals unless the telephone line has been
disconnected at the network interface.

4. Use caution when installing or modifying

telephone lines.

WARNING:

To prevent the risk of fire or electrical shock, do not
expose this product to rain or any type of moisture.

OTHER INFORMATION

¡Keep the unit away from electrical noise-

generating devices, such as fluorescent lamps and
motors.

¡The unit should be kept free from dust, moisture,

high temperature, and vibration.

¡The unit should not be exposed to direct sunlight.
¡Do not place heavy objects on top of this unit.
¡Do not damage the power cord.
¡Do not touch the plug with wet hands.
¡Do not use benzine, thinner, or any abrasive

powder, to clean the cabinet. Wipe it with a soft
cloth.

4

Location of controls RRRRRRRRRRRRRRRRRRRRRRRRR 6
Installing your unit RRRRRRRRRRRRRRRRRRRRRRRRRR 8
Connections RRRRRRRRRRRRRRRRRRRRRRRRRRRR 10

Table of Contents

Installation and Connection

Initial Preparation

Setting the date, time, logo and facsimile telephone number RRRRRRR 11
Selecting the receive mode RRRRRRRRRRRRRRRRRRRRRR 14
Adjusting volumesRRRRRRRRRRRRRRRRRRRRRRRRRR 16

Making voice callsRRRRRRRRRRRRRRRRRRRRRRRRRR 17
Answering voice calls RRRRRRRRRRRRRRRRRRRRRRRR 17
Transmitting documents RRRRRRRRRRRRRRRRRRRRRRR 18
Receiving documents RRRRRRRRRRRRRRRRRRRRRRRR 21
Making a copy RRRRRRRRRRRRRRRRRRRRRRRRRRR 28
Operating the answering device RRRRRRRRRRRRRRRRRRRR 29

Basic Operations

Advanced Operations

Automatic dialing

Storing phone numbers for automatic dialing RRRRRRRRRRRRRR 32
Making voice calls using automatic dialing RRRRRRRRRRRRRRR 33
Transmitting documents using automatic dialingRRRRRRRRRRRRR 33
Electronic telephone directoryRRRRRRRRRRRRRRRRRRRRR 34

Telephone

Voice contact (talking to the caller during or after fax reception or transmission) R 35
TONE, FLASH and REDIAL/PAUSE buttons RRRRRRRRRRRRRR 36

Facsimile

Polling (retrieving fax documents) RRRRRRRRRRRRRRRRRRRR 37
Delayed transmission

(sending a fax at a later time) RRRRRRRRRRRR 38

Sending documents overseasRRRRRRRRRRRRRRRRRRRRR 39
Remote fax receiving

(using an extension to receive a fax message) RRRRR 40

Junk mail prohibitor

(preventing the reception of unwanted fax documents) RRR 41

Receiving with distinctive ring service RRRRRRRRRRRRRRRRR 42
Signaling your pager that you have received a fax document RRRRRRR 43

5

Installation and

Connection

Answering system

Voice mailbox (how callers can leave you private messages) RRRRRRRRR 44
Transferring incoming calls RRRRRRRRRRRRRRRRRRRRRR 47
Operating the answering device from a remote phone RRRRRRRRRR 49
Recording your own greeting messages RRRRRRRRRRRRRRRR 54

Special settings

Changing the caller’s recording time RRRRRRRRRRRRRRRRRR 56
Setting the message alert RRRRRRRRRRRRRRRRRRRRRR 56
Setting the recording time alert RRRRRRRRRRRRRRRRRRRR 57
Changing the recording time for the ANS/FAX greeting message RRRRR 57
Changing the logo print positionRRRRRRRRRRRRRRRRRRRR 58
Changing the display contrastRRRRRRRRRRRRRRRRRRRRR 58
Setting the friendly reception RRRRRRRRRRRRRRRRRRRRR 59
Setting the fax voice guidance RRRRRRRRRRRRRRRRRRRR 59
Setting the handset switch RRRRRRRRRRRRRRRRRRRRRR 60
Resetting the advanced features RRRRRRRRRRRRRRRRRRR 60

Others

Summary of user programmable featuresRRRRRRRRRRRRRRRR 61
Printing reports and lists RRRRRRRRRRRRRRRRRRRRRRR 62

Error messages on the display RRRRRRRRRRRRRRRRRRRR 65
Before requesting help RRRRRRRRRRRRRRRRRRRRRRRR 66
Clearing a recording paper jam RRRRRRRRRRRRRRRRRRRR 68
Clearing a document jamRRRRRRRRRRRRRRRRRRRRRRR 69
Adjusting the feeder pressure RRRRRRRRRRRRRRRRRRRRR 70
Removing the handset cradle RRRRRRRRRRRRRRRRRRRRR 70
Cleaning the inside of the unit RRRRRRRRRRRRRRRRRRRRR 71

FCC informationRRRRRRRRRRRRRRRRRRRRRRRRRRR 72
Limited warranty RRRRRRRRRRRRRRRRRRRRRRRRRR 73
Service center directory RRRRRRRRRRRRRRRRRRRRRRR 74
Information for usersRRRRRRRRRRRRRRRRRRRRRRRRR 75
Accessory order information RRRRRRRRRRRRRRRRRRRRR 75
SpecificationsRRRRRRRRRRRRRRRRRRRRRRRRRRRR 76
Speed dialer listRRRRRRRRRRRRRRRRRRRRRRRRRRR 77
Index RRRRRRRRRRRRRRRRRRRRRRRRRRRRRRR 79

Troubleshooting and Routine Care

General Information

Initial Preparation Basic Operations

Advanced

Operations

Troubleshooting

and Routine Care

General

Information

6

Location of controls

Front view

Paper stacker (p. 9)

Document feeder tray

(p. 18)

Document guide(s) (p. 18)

Front lid open button (p. 8, 69)

Document exit

Document entrance

Microphone (p. 17, 54)

Speaker

7

Installation and

Connection

NEW MSGS

D

PLAY BACK

MAIL BOX ERASE

1 2 3

SELECT REC CHECK

GREETING

REPEAT SKIP MEMO/

2WAY REC

2 3

4 5 6
7 8 9

0

TONE

REDIAL/PAUSEFLASH

QUICK

1

MUTE

SLOW

ABC DEF

GHI JKL MNO

PRS TUV WXY

OPER

MIC

DIGITALDIGITAL
SP-PHONESP-PHONE

HELP DIRECTORY

MENU RESOLUTION

AUTO RECEIVE

FAX/MSG.SYS.

CALLS

4 5

6 7 8

9 10

LOWER

VOLUME

STOP START/COPY/

SET

NEW MSGS.
PLAY BACK

MAIL BOX ERASE

1 2 3

RIN GER
HANDSET
SPEAKER

OPEN

1 2 3

Control panel

Answering control buttons

Dial keypad

HELP (p. 10)

Display panel

RESOLUTION (p. 18)

Direct call stations

LOWER (p. 32, 33)

TONE (p.36)

FLASH (p. 36)
QUICK (p. 30)

AUTO RECEIVE

(p. 14)

MUTE (p. 17)
SLOW (p. 30)

MAIL BOX

(p. 45)

START/COPY/SET

STOP

NEW MSGS. PLAY BACK

(p. 29)

VOLUME (p. 16)

DIGITAL
SP-PHONE

(p. 17, 35)

ERASE

(p. 29)

DIRECTORY

(p. 33, 34)

MENU

REDIAL/PAUSE

(p. 36)

SELECT (p. 54)

REC (p. 54)

CHECK (p. 55)

SKIP (p. 30)

MEMO/2WAY REC

(p. 30, 31)

REPEAT (p. 30)

8

Installing your unit

Installing the handset cradle

If you want to use this unit with a handset, install the handset and handset cradle.
¡To save space or to use the unit mainly for faxes, you may remove the handset cradle.

Even if the handset and handset cradle are not installed, you can make or answer calls using the
SP-PHONE button. When you don’t use the handset and handset cradle, see pages 60 and 70.

3

Insert the handset cradle by matching the
triangles.

Hooks

2

A Open the front lid by pressing the front lid open

button.

B Open the back lid by lifting up the tabs located

on both sides.

4

Press down on the marked on the handset
cradle until it clicks into place.

¡Make sure the two hooks lock the handset

cradle firmly.

1

Connect the handset cord.

Triangles

A

B

Front lid open
button

Tab

Handset

Handset cord

5

Place the handset on the handset cradle and close
the lids securely.
¡If the following message is displayed when the

unit is turned on, the handset cradle is not
installed correctly.

Check step 4 again.

CHECK CRADLE

Triangles

9

Installation and

Connection

Installing the recording paper

1

A Open the back lid by lifting up the tabs located

on both sides.

B Install a recording paper roll in the unit.

¡Make sure that the shiny side of the paper is

facing down and there is no slack, tape, or
glue residue on the paper roll.

Note:

¡Only use the included roll of paper or specified recording paper, or else the print quality may be affected

and/or excessive thermal head wear may occur.

¡The beginning of some recording paper rolls are secured with glue or tape.

Cut approximately 150 mm (6 inches) from the new roll of paper prior to installation.

¡To order recording paper, see page 75.

A

B

Paper stacker

2

Insert the leading edge of the recording paper
between the recording paper roller and the silver
plate.

3

Close the back lid by gently pressing down on both
ends.

Install the paper stacker.

correct

incorrect

Recording paper roller

Silver plate

Installing the paper stacker

Tab

10

Note:

¡For additional equipment protection, we recommend the use of a surge protector. The following types are

available; TELESPIKE BLOK MODEL TSB (TRIPPE MFG. CO.), SPIKE BLOK MODEL SK6-0 (TRIPPE
MFG. CO.), SUPER MAX (PANAMAX) or MP1 (ITW LINX).

¡When you operate this product, the power outlet should be near the product and easily accessible.

Connections

Dialing mode switch:

Set to TONE.
¡If you cannot dial,

set to PULSE.

Power outlet
(120 V, 60 Hz)

Single telephone line
(RJ11C)

Power cord

Telephone line cord

TONE

DIALING MODE

PULSE

Helpful hint:

¡If assistance is needed, press (HELP). The unit will print a quick reference.

Power surge
protector

Line surge
protector

(

)

( )

(HELP)

11

Initial Preparation

23
456
789

0

1

Setting the date, time, logo and facsimile
telephone number

Before using your unit, program the correct date and time, your logo and your facsimile telephone
number.

This information will be printed on the top of each page transmitted from your unit.
To change the print position, see page 58.

Setting the date and time

1

Press (MENU).

2

Press K, then @A.

3

Press (START/COPY/SET).

4

Enter the correct month/day/year/hour/minute by
selecting each 2 digits.
Then press J for AM or K for PM.
Example: Aug. 10 1996, 3:00PM

Press @H A@ IF @C @@,
then press K for PM.

5

Press (START/COPY/SET).

6

Press (MENU).

SET DATE & TIME

SYSTEM SET UP

Note:

¡If you make a mistake while programming, press

(STOP) then make corrections.

¡The accuracy of the clock will be approximately L60

seconds a month.

(MENU)

(STOP)

(START/COPY/SET)

Dial keypad

2 3
4 5 6
7 8 9

0

1

2 3
4 5 6
7 8 9

0

1

12

Setting your logo

Usually the logo is a company, division or personal name in an abbreviated form.

1

Press (MENU).

2

Press K, then @ B.

3

Press (START/COPY/SET).

4

Enter your logo up to 30 characters.
¡Refer to the instructions on page 13.

5

Press (START/COPY/SET).

6

Press (MENU).

LOGO=

YOUR LOGO

SYSTEM SET UP

(START/COPY/SET)

(MENU)

Dial keypad

Setting your facsimile telephone number

1

Press (MENU).

2

Press K, then @ C.

3

Press (START/COPY/SET).

4

Enter your facsimile telephone number up to
20 digits.
¡The K button inserts a space and the J button

a “+”.

¡If you make a mistake, press (STOP) to delete

the wrong number to the left of the cursor.

5

Press (START/COPY/SET).

6

Press (MENU).

NO.=

YOUR TEL NO.

SYSTEM SET UP

(MENU)

(START/COPY/SET)

Dial keypad

13

Initial Preparation

How to enter characters and symbols

The dial keypad and the direct call stations can be used as character input keys and command keys. Pressing
0–9 and direct call station 1 will alternately select a character as shown below.

Keys

INSERT key (Used to insert one character or one space.)
SPACE key (Used to replace one character with a space.)
DELETE key (Used to delete one character.)

¤ key (Used to move the cursor to the right.)
⁄ key (Used to move the cursor to the left.)

13

'

12

_

¥

11

.

&

10

,

%

9

=

7

9
$

¢

8

/

s

z
#

’

7

–
2
3
4
5
6

r
8
y

"
^

6

+
c

f
i

l
o
q
v
x

!

@

5

}
b
e
h
k
n
p
u

w

>

U

4

{
a
d
g

j

m
S

t
Z
<

|

3

]

C

F

I

L
O
R
V
Y

)

?

2

[
B
E

H
K
N
Q
U
X

(

;

1

1

A
D
G

J
M
P
T

W

0

:

Number of times

2

3

4

2
7

1
6

0

9

8

7

6

5

5

10

For example, when entering “Mike” as your logo:

To correct a mistake while
programming

Use K and J to move the cursor to the incorrect
character, then make the correction.
or
Press (STOP) to delete the character to the left of
the cursor.

To see the layout of the direct call
station keys

Remove the directory card cover with a pencil or
similar object and turn the directory card over.

1

4
9

Note:

¡If you use the same number key continuously to enter the next character, press K to move the cursor.

1

Press F.

2

Press D six times.

LOGO=Mi

LOGO=M

3

Press E five times.

4

Press C five times.

LOGO=Mike

LOGO=Mik

14

AUTO RECEIVE

FAX/MSG.SYS.

Selecting the receive mode

The unit combines the functions of facsimile, telephone and answering system.
This unit has two types of receive modes; AUTO RECEIVE and MANUAL RECEIVE.
—When you are unable to answer, set the AUTO RECEIVE mode.
—When you are available, set the MANUAL RECEIVE mode.

Press (AUTO\RECEIVE) to switch to the desired mode.

» AUTO RECEIVE mode

The FAX/MSG.SYS. indicator light goes on.

» MANUAL RECEIVE mode

The FAX/MSG.SYS. indicator light goes off.

AUTO RECEIVE

FAX/MSG.SYS.

AUTO RECEIVE

FAX/MSG.SYS.

ANS/FAX mode: (pre-selected setting)
Select this mode when you want the unit to
record voice messages and/or receive fax
messages (see pages 22 and 23).

Display:

ANS/FAX MODE

¡You can select the TEL/FAX mode instead of the

TEL mode as a MANUAL RECEIVE mode
(page 15).

FAX mode:

Select this mode when you use the unit solely
as a fax machine (see page 24).

Display:

FAX MODE

TEL/FAX mode:

Select this mode when you are near the unit
and do not want to hear the unit ring when
faxes are received but wish to answer voice
calls (see pages 25, 26 and 27).

Display:

TEL/FAX MODE

Note:

¡Regardless of the mode you select, you can always

place calls and faxes.

TEL mode: (pre-selected setting)
Select this mode when you wish to answer all
calls manually.

Display:

¡You can change to the ANS/FAX mode from a

remote location. Call your unit from a touch
tone phone and wait for 15 rings. The
answering system will temporarily answer the
line. Then enter the remote operation ID (page

50) during the greeting message. The unit will
switch to the ANS/FAX mode.

TEL MODE

¡You can select the FAX mode instead of the

ANS/FAX mode as an AUTO RECEIVE mode
(page 15).

2 3
4 5 6
7 8 9

0

1

2 3
4 5 6
7 8 9

0

1

15

Initial Preparation

Changing the setting of the AUTO RECEIVE mode

You can select either ANS/FAX mode (pre-selected setting) or FAX mode in the AUTO RECEIVE mode.
If you want to change the setting, follow the steps below.

1

Press (MENU).

2

Press K, then @ E.

3

Press (START/COPY/SET).

4

Press (‹) or (›) to select the desired setting.

5

Press (START/COPY/SET).

6

Press (MENU)

MODE=ANS/FAX[LM]

AUTO RECEIVE

SYSTEM SET UP

Dial keypad

(‹) (›) (START/COPY/SET)

(MENU)

Changing the setting of the MANUAL RECEIVE mode

You can select either TEL mode (pre-selected setting) or TEL/FAX mode in the MANUAL RECEIVE mode.
If you want to change the setting, follow the steps below.

1

Press (MENU).

2

Press K, then @ H.

3

Press (START/COPY/SET).

4

Press (‹) or (›) to select the desired setting.

5

Press (START/COPY/SET).

6

Press (MENU)

MODE=TEL [LM]

MANUAL RECEIVE

SYSTEM SET UP

Dial keypad

(‹) (›)

(START/COPY/SET)

(MENU)

16

Adjusting volumes

»»

Ringer volume

»»

Press (VOLUME) (Z/Y) while the unit is idle.
¡3 levels (high/low/off) are available.

»»

To turn the ringer off:

1. Press (VOLUME) (Z) repeatedly.
¡The following message will be shown.

»»

2. Press (START/COPY/SET).

»»

While the ringer volume is set to off:

The display will show the following message and the
unit will not ring when receiving a call.

»»

Handset volume

»»

Press (VOLUME) (Z/Y) while using the handset.
¡3 levels (high/middle/low) are available.

»»

Speaker volume

»»

Press (VOLUME) (Z/Y) while using the
speakerphone.

¡8 levels (high to low) are available.

»»

Answering device volume

»»

Press (VOLUME) (Z/Y) while listening to recorded
messages.

¡9 levels (high to off) are available.

»»

Fax voice guidance volume

»»

Press (VOLUME) (Z/Y) while listening to the voice
guidance.
¡9 levels (high to off) are available.

RINGER OFF

RINGER OFF= OK?

(VOLUME)

(START/COPY/SET)

17

Basic Operations

Making voice calls

1

Press (DIGITAL\SP-PHONE) or lift the handset.

2

Dial a phone number.
¡If you misdial, hang up and dial again.

3

When the other party answers, speak into the
microphone or handset.

4

When finished, press (DIGITAL\SP-PHONE) again
or hang up the handset.

Answering voice calls

1

When the unit rings, lift the handset or press
(DIGITAL\SP-PHONE).

2

When finished, hang up the handset or press
(DIGITAL\SP-PHONE).

Voice muting

Using this feature, the other party cannot hear you
but you can hear them.

1. Press (MUTE) during a telephone conversation.

2. To resume the conversation, press (MUTE)
again.

Hints for speakerphone operation

¡Use the speakerphone in a quiet room.
¡If the other party has difficulty hearing you, adjust

the volume using (VOLUME).

¡If you and the other party speak at the same

time, parts of your conversation will be lost.

¡To switch to the handset, lift the handset. To

switch back to the speakerphone again, press
(DIGITAL\SP-PHONE).

<MUTE>

Dial keypad

(DIGITAL\SP-PHONE)

(VOLUME)(MUTE)

(DIGITAL\SP-PHONE)

Microphone

(MUTE) (VOLUME)

18

1

Open the document feeder tray.

2

Insert the documents FACE DOWN until a beep
tone is heard.
¡The unit can accept up to 15 sheets of paper at a

time.

3

Adjust the document guides to the width of the
document.

4

Press (RESOLUTION) repeatedly to the desired
setting.

For printed or
typewritten originals
with normal-sized
characters.

For originals with small
printing.

For originals with
minute printing.

For originals containing
photographs, shaded
drawings, etc.

Transmitting documents

Documents you can send

Note:

¡Remove clips, staples or other similar fastening objects.
¡Check that ink, paste or correction fluid has dried.
¡Do not send the following types of documents. Use copies for fax transmission.

—Chemically treated paper such as carbon or carbonless duplicating paper
—Electrostatically charged paper
—Heavily curled, creased or torn paper
—Paper with a coated surface
—Paper with a faint image
—Paper with printing on the opposite side that can be seen through the front (e.g. newspaper)

Loading documents

128 mm

(5w)

128 mm

(5w)

600 mm

(23

5

⁄8w)

216 mm

(81⁄2w)

Paper width

216 mm (81⁄2w)

208 mm (83⁄16w)

Scanned

area

4 mm

Minimum size Maximum size Effective scanning area Document weight

Single sheet:

45 to 90 g/m2(12 to 24 lb.)

Multiple sheets:

60 to 75 g/m2(16 to 20 lb.)

Note:

¡Using the fine, super fine or half tone setting

will increase transmission time.

¡If the resolution setting is changed during

feeding, it will be effective from the next
sheet.

¡The super fine resolution only works with

other compatible machines.

Document
guides

FACE DOWN

(RESOLUTION)

Document feeder tray

STANDARD

FINE

SUPER FINE

HALF TONE

19

Basic Operations

Transmitting documents manually

1

Insert the documents FACE DOWN until a beep
tone is heard.

2

Press (DIGITAL\SP-PHONE) or lift the handset.

3

Dial a phone number.
¡If you misdial, hang up and dial again.

4

When a fax tone is heard, press
(START/COPY/SET).

5

Hang up the handset if using it.

Note:

¡If the other party answers your call, ask them to start

receiving a fax, then press your (START/COPY/SET).

¡The unit will automatically end the transmission after

the last sheet is transmitted.

Transmitting documents with fewer procedures

1

Insert the documents FACE DOWN until a beep
tone is heard.

2

Dial a phone number.
¡If you misdial, press (STOP) and dial again.

3

Press (START/COPY/SET).
¡The unit will start to dial and transmit the

documents.

To send 16 or more sheets at a
time

Insert the first 15 sheets of the document. Add the
extra sheets (up to 15) before the last sheet is fed
into the unit.

To stop transmission

Press (STOP).
¡To eject the document, press (STOP) again.

Fax voice guidance about
transmission

After transmission, one of the following messages
will tell you the result.

¡

Transmission is complete.

¡

Transmission has failed.

You can set this feature to OFF and the guidance
will not be heard (see page 59).

FACE DOWN

Dial keypad

(STOP)

(START/COPY/SET)

(DIGITAL\SP-PHONE)

(START/COPY/SET)

FACE DOWN

Fax Auto Redial

¡If there is no answer or the line is busy, the unit

will automatically redial the number up to 5 times.
This feature is available when you transmit
documents with fewer procedures, automatic
dialing (p. 33), delayed transmission (p. 38) and
receive polling (p. 37).
To cancel redialing, press (STOP).

Dial keypad

20

Transmitting documents by following the voice guide

FACE DOWN

Dial keypad

(START/COPY/SET)

(DIGITAL\SP-PHONE)

(MENU)

1

Press (MENU) until the following is displayed.

XMT VOICE GUIDE

2

Press (HELP).

3

Insert the documents FACE DOWN until a beep
tone is heard.

4

Press (DIGITAL\SP-PHONE).

5

Dial a phone number.

6

When a fax tone is heard, press
(START/COPY/SET).

Voice guide:

Voice guide:

Voice guide:

Note:

¡You can lift the handset instead of pressing

(DIGITAL\SP-PHONE) in step 4.

To transmit, insert the document face
down until you hear the beep.

Press the speaker phone button, then dial
the phone number. When the fax tone is
heard, press the start button.

Start transmission.

(HELP)

21

Basic Operations

Receiving documents

Receiving fax documents manually

1

When the unit rings, lift the handset or press
(DIGITAL\SP-PHONE) to answer the call.

2

When:
—document reception is required,
—a slow beep is heard, or
—no sound is heard,
press (START/COPY/SET).

3

Hang up the handset if using it.
¡The recording paper will print out face side down.

Friendly reception

The unit will automatically start reception even if
you don’t press (START/COPY/SET) in the
following cases:
—when you lift the handset and hear the message

“Please hang up the handset for reception.”

, or

—when you press (DIGITAL\SP-PHONE) and

hear the message,

“Start reception.”

.

¡If this feature is not required, set to OFF (see

page 59).

Fax voice guidance about
reception

After reception, one of the following messages will
tell you the result.

—Reception is complete.
—Reception has failed.
—Reception has been interrupted.

¡You can set this feature to OFF and the guidance

will not be heard (see page 59).

To stop reception

Press (STOP).

(DIGITAL\SP-PHONE)

(START/COPY/SET)

(STOP)

22

Receiving fax documents and/or recording incoming voice
messages automatically (ANS/FAX mode)

When you turn on the AUTO RECEIVE mode that is set to ANS/FAX, the unit will work as a facsimile machine
and/or answering device.
If a fax call is detected, the unit will automatically switch to the fax and receive fax documents.
If a voice call is detected, the answering system will begin recording, then the caller can leave a voice
message.

Setup of voice message and document reception

The total recording time (including the greeting messages) is about 18 minutes. If messages are recorded in
noisy rooms, the time may be shortened by 7 minutes.
To record incoming voice messages and receive fax documents, follow these steps:

1

Make sure that the AUTO RECEIVE mode is set to
ANS/FAX (see page 15).

2

Turn on the AUTO RECEIVE mode by pressing
(AUTO\RECEIVE) until the FAX/MSG.SYS.
indicator light goes on.

¡The display shows the following message.

¡The remaining time for recording incoming

messages will be displayed on the display.

Example:

TIME LEFT=10m13s

ANS/FAX MODE

(AUTO\RECEIVE)

Note:

¡You can record your own greeting message (see page 54). If it is not recorded, a pre-recorded greeting

message will be played to the caller.

¡Each incoming message recording time can be set to either unlimited or 1 minute. To change the setting, see

page 56.

¡When the remaining time is low, erase unnecessary messages from memory (see pages 29 and 46).

Pre-recorded greeting messages

The unit has four pre-recorded greeting messages in common memory. According to the unit’s condition, one
of the following messages will be played to the caller.

» When your own greeting message (page 54) is not recorded, the following greeting message will be

played.

Hello! We are unable to answer right now.
To send a fax, please start transmission.
To leave a voice message, please speak after the beep.
Thank you.

2 3
4 5 6
7 8 9

0

1

23

Basic Operations

1

Press (MENU).

2

Press K, then @ F.

3

Press (START/COPY/SET).

4

Press (‹) or (›) to select the desired setting.

5

Press (START/COPY/SET).

6

Press (MENU).

RING=1 [LM]

ANS/FAX RING

SYSTEM SET UP

Setting the ANS/FAX mode ring count

This feature determines the number of rings after which the unit answers a call in the ANS/FAX mode.
You can choose from 1, 2, 3, 4, TOLL SAVER and RINGER OFF.

TOLL SAVER: When you call the unit from a remote location, the number of rings will tell you if there are any

new voice messages. If the unit answers on the first ring, there is at least one new recorded
message. If the unit answers on the third ring, there are no new recorded messages. Hang up
immediately when you hear the second ring. The second ring indicates that there are no new
messages. This will save you the toll charge for the call.

RINGER OFF: The unit will answer without ringing.

Helpful hints:

¡To answer a call before the unit does, increase the number of rings.
¡If you find difficulty in receiving faxes from machines that have an automatic transmission feature, decrease

the number of rings.

» When the unit detects a problem, one of the following pre-recorded greeting messages will be

played.

Memory full (p.65)

Out of paper (p.65)

or

Unit overheated (p.65)

Memory full and out of paper

or

Memory full and unit overheated

Hello! We are unable to answer right now.
Please try again later.
Thank you.

Hello! We are unable to answer right now.
To send a fax, please start transmission.
To leave a voice message, please try again later.
Thank you.

Hello! We are unable to answer right now.
To send a fax, please try again later.
To leave a voice message, please speak after the beep.
Thank you.

Note:

¡If an extension telephone with a caller ID or

call display feature is connected to the same
line, set the number of rings to more than 2.

Dial keypad

(MENU)

(START/COPY/SET)(›)(‹)

24

2 3
4 5 6
7 8 9

0

1

Receiving fax documents only (FAX mode)

When you turn on the AUTO RECEIVE mode that is set to FAX, the unit will work as a dedicated facsimile
machine.
The unit will automatically answer all calls and generate fax tones to the callers.
Callers will hear fax tones and will only be able to transmit faxes.

Setting up the unit for fax reception

Setting the FAX mode ring count

This feature determines the number of rings after which the unit answers a call in the FAX mode.
You can choose from 1 to 4 rings.

Helpful hints:

¡To answer a call before the unit does, increase the number of rings.
¡If you find receiving faxes from machines with an automatic transmission feature difficult, decrease the

number of rings.

1

Press (MENU).

2

Press K, then @ G.

3

Press (START/COPY/SET).

4

Press (‹) or (›) to select the desired number.

5

Press (START/COPY/SET).

6

Press (MENU).

RING=1 [LM]

FAX RING

SYSTEM SET UP

Dial keypad

(‹) (›) (START/COPY/SET)

(MENU)

1

Set the AUTO RECEIVE mode to FAX (see page

15).

2

Turn on the AUTO RECEIVE mode by pressing
(AUTO\RECEIVE) until the FAX/MSG.SYS.
indicator light goes on.
¡The display shows the following message.

FAX MODE

(AUTO\RECEIVE)

Note:

¡If an extension telephone with a caller ID or call display feature is connected to the same line, set the

number of rings to more than 2.