Philips PPF211/05B User Manual

Dear Customer,

Below you will find some of the most important functions of your fax machine.

PLAIN PAPER FAX MACHINE

You have bought a fax machine which is capable of printing on standard A4 sheets and offers special support for use with additional corded and cordless telephones. It also offers special features to simplify installation and convenient use.

PRINTING

Your fax machine is able to print a total number of 300 pages with a single ink film. For your convenience we have included an ink film for 50 pages and 10 sheets of A4 paper with a smooth surface for the best print quality.

AUTOMATIC TRANSMISSION

If you want to send a fax message or make a local copy on plain paper, you can place up to 10 pages in the document feeder. Each page is automatically transmitted or copied without further support.

ADDITIONAL (CORDLESS) TELEPHONE

Besides the capability to print on plain paper, your fax machine offers support for your additional corded and cordless telephones. You can either use your existing cordless telephone, or any new modern type suitable for use with the standard PTT network.

INSTALL/HELP KEY

To benefit easily from all functions and features, your fax machine also offers a dedicated INSTALL/HELP key. When pressed, your machine prints an overview of all the basic operations of the fax machine. This allows you to use more complicated functions without having to search for them in this user guide.

EASY INSTALL

INSTALL

keep pressed

HELP

The INSTALL/HELP key is also used to guide you through the installation of the product. When pressed for more than 2 seconds, you will automatically start the “EASY INSTALL” function. A sheet will be printed out and together with the display this printout will help you to set up your fax machine. Press the INSTALL/HELP key for 2 seconds and answer the questions on the display. You can verify this configuration by printing out the function list (3 times OK key).

for at least 2 seconds

On first installation of your fax machine please use the sheet “EASY INSTALL” enclosed with your packaging!

– I –

SAFETY INSTRUCTIONS

Important information for safe installation:

· Never connect your fax machine to the power supply or telephone socket during a thunderstorm.

· Never connect the telephone or power connector in damp rooms unless these wall sockets are specially

designed for humid conditions.

· Never touch uninsulated telephone or power cables unless the telephone cable is disconnected from the

telephone line and/or the power cable is disconnected from the power line.

· Never install the fax machine close to radiators or air conditioners.

· Place the fax machine on a flat surface and ensure a minimum clearance of 10 cm between the fax machine

and other machines and objects.

· Make sure that your fax machine is stable and rests squarely on the supporting surface. Any fall can cause

severe damage to the fax machine and/or injury to people, especially small children.

· Make sure that air circulates freely around the fax machine. Do not operate the fax machine in closed boxes,

cupboards, cabinets etc. Leave a clear space of 10 cm around the ventilation grilles of the fax machine. Never cover the fax machine (tablecloths, paper, folders etc.). Do not place the fax machine on beds, tablecloths, cushions, sofas, carpets or other soft underlays due to the danger of overheating and subsequent fire.

· Ensure safe cable laying (danger of stumbling, damage to the cable or the fax machine).

Important information for safe operation:

Never expose your fax machine to rain or any other form of moisture, in order to prevent the risk of electric shock or fire.

In a thunderstorm, disconnect the fax machine from both the mains and the telephone line. If you are unable to disconnect the fax machine, do not use it and do not telephone due to the danger of lightning strike and/or damage to the device. The exception to this rule is the cordless telephone detached from its base station.

To prevent the risk of electric shock it is not allowed to open the flap on the bottom of the front ink film compartment. Opening the flap is strictly reserved to authorised service personal.

· Please read all warning notices and instructions and follow them precisely.

· Avoid operating the fax machine in direct sunlight.

· Disconnect the fax machine from the mains and telephone line before cleaning the surface of the machine.

Never use liquid or gaseous cleaning agents (sprays, scouring agents, polishes etc.).

· Never touch the power plug/socket, power connector or telephone socket with wet hands.

· Do not allow any liquid to enter the fax machine. Otherwise there is a risk of electric shock or other injury to

people and severe damage to the fax machine. If any liquid does enter the fax machine, immediately remove the power plug and have the fax machine professionally inspected.

· Do not place any heavy object on the fax machine.

· Never block the ventilation openings of the fax machine.

· If the display breaks, a mildly corrosive liquid may leak out. Avoid contact with skin and eyes.

· In case of any damage caused to the housing of your fax machine in particular to power cables please remove

the mains plug and call your service repair centre. The housing of your fax machine may only be opened by authorised service personnel.

Other instructions:

· If you have not connected your fax machine to the mains, it will not function at all—even for making telephone

calls.

· If you notice a change in the performance of your fax machine or the quality of its functions, please call your

service agent.

– II –

1 INTRODUCTION

2 INSTALLATION

INSTALLATION INTRODUCTIONBASIC FUNCTIONSTHE FAX SWITCH

∗

FAX

3 BASIC FUNCTIONS

4 THE FAX SWITCH

(operating modes, additional phones and answering device)

5 THE TELEPHONE

6 THE FAX

7 TROUBLESHOOTING

THE TELEPHONE THE FAXAPPENDIX

8 APPENDIX

– 1 –

TROUBLE-

SHOOTING

Table of contents

1 Introduction .......................................... 3

Important information ...............................................3

Overview of the machine ......................................... 3

Location of controls .................................................4

General view of functions ........................................5

Description of the machine ...................................... 6

2 Installation ............................................ 8

The correct location .................................................8

Connecting the fax machine .................................... 9

Replacing the ink film............................................. 11

Loading and removing paper ................................. 13

Easy Install function............................................... 14

HELP function........................................................ 14

Connecting additional devices ............................... 15

To the same socket ....................................................15

To seperate sockets ................................................... 15

Connecting to a home telephone system ............... 15

Connecting to a private branch exchange.............. 16

3 Basic functions................................... 17

Language of display and reports............................ 17

Entering time and date........................................... 17

Entering your number ............................................ 18

Entering your name ............................................... 18

Correction of names and numbers......................... 19

Type of ring signal.................................................. 20

Volume of the ring signal ....................................... 20

Volume of the loudspeaker ....................................20

6 The fax ................................................. 29

Sending faxes ........................................................ 29

Improving the picture quality ................................. 31

Polled reception..................................................... 31

Faxing to sub-addresses....................................... 32

Polling send........................................................... 32

Delayed send ........................................................ 33

Size compression .................................................33

Fax journal............................................................. 34

Changing the transmission speed ......................... 34

Transmission report—error report ........................ 34

7 Troubleshooting................................. 35

Service code ......................................................... 38

Care and maintenance instructions ...................... 38

Poor output quality when copying or sending fax

messages ................................................................... 39

Poor output quality of received fax messages ............ 39

8 Appendix ............................................. 40

Technical specification .......................................... 40

Glossary ............................................................... 41

Index...................................................................... 42

Your international guarantee .................................. 44

4 The fax switch ..................................... 21

Operating modes ................................................... 21

TEL mode ...................................................................21

TEL/FAX mode ...........................................................21

TEL/SILENT FAX RECEPTION mode ....................... 22

Ring count ............................................................. 22

External telephones ............................................... 22

Response of external telephones in the

operating modes ........................................................22

Using external telephones ......................................... 23

Setting external telephones ....................................... 23

External answering device ..................................... 24

Response of external answering device in the

operating modes ........................................................24

Setting the external answering device ......................24

Checklist for malfunctions.......................................... 24

5 The telephone ..................................... 25

Making a call .........................................................25

Redial .................................................................... 25

Short dial ............................................................... 25

Telephone book .....................................................26

Correcting and deleting stored short dial or

telephone book entries ..................................... 27

Short dial and telephone book list ..........................28

On-hook dialling..................................................... 28

– 2 –

1 Introduction

Important information

Connection of your fax machine to the telephone line: your fax machine has been tested in conformity with

standards UL 1950, EN 60950 and IEC 950 and may only be operated on networks conforming to these standards.

Suppression:We hereby certify that the fax machine complies with EN 55022 VDE Part 1 Class B interference suppression.

This equipment is not designed for making telephone calls when the power fails. Alternative arrangements should be made for access to emergency services.

Keep the power plug free and easily accessible. The machine has no power on/off switch, so the plug is used to switch off the power.

The fax machine has been built exclusively for operation in the country of purchase. It complies to local telephone company regulations and will not function correctly in other countries.

When copying or sending fax messages or during a long telephone conversation on an external telephone, the handset on the fax machine may become slightly warm. This is normal as the machine will not be in standby and will be consuming more energy.

Please use only inkfilms as described on the complimentary roll supplied with your fax machine.

Overview of the machine

Check that the following items are included in the packaging:

1 Telephone cable with plug 6 Paper tray 2 Mains cable with power plug 7 Ink film 3 Telephone handset 8 Paper, A4 Format 4 Spiral cable for telephone handset 9 User manual 5 Fax machine 10 Easy Installation Guide

– 3 –

Location of controls

123456 7 89

1-9

A-Z

DIAL

START

COPY

ABC

FINE

STOP

PHOTO

FINE/PHOTO

TEL FAX FAX

FUNCTION

CHECK

DISPLAY

INSTALL

HELP

TEL/FAX

GHI JKL MNO

PQRS TUV WXYZ

DEF

11 12 13 14 1615

1 CURSOR LEFT key:

Press briefly: to select options/to adjust the volume/to delete a character Press and hold (at least for 2 seconds): delete a complete line

2 Display (also see chapter 1 Introduction/Description of the machine) 3 FUNCTION/OK key: for calling up functions/to confirm entries/for rapid access to fax reports 4 CURSOR RIGHT key: to select options/to adjust the volume/to insert a blank when entering a name 5 INSTALL/HELP key: Press briefly: printout of operating instructions for the most important functions

Press and hold (at least for 2 seconds): printout of an Easy Install guidance

6 TEL/FAX key: to select the different operation modes 7 Dial pad for entering numbers and names 8 TELEPHONE BOOK key: Press briefly: to call up a name entry

Press and hold (at least for 2 seconds): to store a name entry

9 SHORT DIAL 1 - 9: Press briefly: to select a telephone number

Press and hold (at least for 2 seconds): to store a telephone number

10 START/COPY key: to start transmission or to copy 11 STOP key: stops procedures 12 FINE/PHOTO key: to select a higher resolution when copying or sending (FINE—for text and graphics; PHOTO—for

photographs) 13 CHECK DISPLAY indicator lamp: if this lamp flashes, please read the message on the display 14 REDIAL key: to repeat the last 5 numbers you have dialled/to make a dialling pause between two digits 15 DIAL key: for dialling without lifting the handset 16 R key: for special functions e.g.: for the use with a private branch exchange (on a modern connection, for

switching to another call) and for using various functions provided by your service provider (call waiting etc.)

– 4 –

General view of functions

To keep the use of functions as simple as possible, they are grouped logically. You can print out a list of all functions:

FUNCTION

1 INSTALLATION

11 SET LANGUAGE 12 SET TIME/DATE 13 your teL. NO. 14 YOUR NAME 15 DIAL MODE 16 STORE NUMBERS

your name:

your tel. NO.:

dial mode: tone pabx: no faxswitch: ring count: 3

ROM VERSION: V1.87 BA UK

Press the FUNCTION key three times. Below please find an example of a function list:

2 FAX

21 SLOW (4800BPS) 22 POLLED REC. 23 POLLING SEND 24 SEND LATER 25 SIZE COMPR.

fax recept: *5 REL. LINE: **

FUNCTION LIST 15-MAY-99 12:30

3 FAXSWITCH

31 ring count 32 ext. phone

current settings

4 OTHERS

41 fax journal 42 DIALLING LIST 43 TRANSM.REPORT 44 RINGER TYPES 45 service code

Below you will find a list of all functions with a short description. The setting of these functions is explained on the pages indicated.

1 Set up 11 Set language Select the language of the display text ................................................... 16

12 Set time and date Setting time and date ............................................................................. 16

13 Your telephone number Enter your telephone number ................................................................. 17

14 Your name Enter your name .................................................................................... 18

15 Dial mode Setting the dial mode and for operation on an extention ......................10, 15

16 Store numbers Store names and numbers in the telephone directory .............................. 24

2 Fax 21 Slow (4800 bps) Setting for half-speed transmission......................................................... 32

22 Polled reception You can call up fax messages ............................................................... 29

23 Polling send Your fax message can be fetched .......................................................... 30

24 Send later Faxes will be sent later .......................................................................... 31

25 Size compression Size compression of received fax messages ......................................... 31

3 Fax switch 31 Ring count Setting the ring count ............................................................................. 21

32 External phone Setting additional devices ...................................................................... 21

4 Others 41 Fax journal Log of the last 10 fax documents received and sent ................................ 32

42 Dialling list Print out of stored names and numbers .................................................. 26

43 Transmission report Automatic print out of transmission protocols .......................................... 32

44 Ringer types Selection between five ringer types ........................................................ 19

45 Service code Deleting personal settings ...................................................................... 36

– 5 –

Description of the machine

1 Mains cable with power plug 2 Paper refill flap 3 Paper feed mechanism 4 Paper tray 5 Spiral cable for the telephone handset 6 Telephone handset 7 Operation panel 8 Document outlet

9 Document feed slot 10 Document width adapter 11 Paper outlet

56 728

910411

12 Front ink film compartment 13 Rear ink film compartment 14 Grey printer roller 15 Blue release levers for opening the ink film cover 16 Ink film cover

12 13 14

Whenever you are closing the ink film cover, one blank page will be printed out to check that both the paper and ink film are inserted correctly.

15-May-99 12:30

PHOTO TELFINE FAX FAX

The pointers on the display indicate different modes:

FINE / PHOTO indicates whether you are sending or copying with a higher picture quality or with grey

tones. If neither of the two is visible, the standard resolution is selected. To change the resolution use the FINE/PHOTO key.

TEL / FAX

/ FAX three different display arrows indicate the current operating mode. You can

select the desired operation mode with the TEL/FAX key.

– 6 –

2 Installation

This chapter explains the correct installation of your fax machine.

The correct location

30 cm

Your fax should be positioned near the telephone socket and near a mains socket. The fax machine must stand securely and stably on a smooth, flat, horizontal surface (no underlays such as carpets etc.). Avoid exposure to direct sunlight (the ink film is heat-sensitive) and close proximity with heaters, radio and TV sets, air conditioning systems, dust, water and chemicals.

INSTALLATION

Location of the base station of cordless telephones

If you would like to connect a cordless phone together with your fax machine, and if you place the base station in immediate proximity to the fax machine, please leave a clear space of at least 15 cm, otherwise you may hear acoustic interference in your handset.

15 cm

Since the paper outlet is at the front, do not place any objects in front of the machine. In order to avoid a paper jam, make sure that the surface close to the paper outlet is smooth. Rubber-like surfaces are not suitable.

The fax machine heats up during operation. Avoid heat build-up by ensuring that the machine is not covered. Place the fax in such a way as to ensure free circulation of air around it.

– 7 –

Connecting the fax machine

Connecting to the telephone socket

Turn the machine upside down. Connect the telephone cable to the fax machine by inserting it in the socket on the bottom of the machine identified with LINE. Insert the cable in the groove provided.

Then insert the telephone plug into the line socket.

In the UK: For all other countries:

Connecting the spiral cable to the handset

Plug one end of the spiral cable into the handset.

Connecting the handset to the fax machine

Insert the other end of the spiral cable into the socket identified with a handset symbol on the bottom of the machine and press it into the specially provided cable groove.

– 8 –

Connecting to the power supply

Please note that the handset must be replaced before you connect the machine to the power supply.

Plug the power connector into the back of the fax machine.

Plug the mains cable into the wall socket. The machine will carry out an internal test.

Afterwards you need to enter the current time and date (see below).

∗

FUNCTION

∗

FUNCTION

∗

Enter the correct time (e.g.

Press the OK key.

Enter the correct year (00 - 99, for the year 2000 select 00).

Press the OK key.

Enter the correct month (1 - 12).

1 2

for 12:30).

INSTALLATION

TIME: 1ˆ:00

TIME: 12:3¡

YEAR: ¢8

YEAR: 9¢

MONTH: ¡1

MONTH: 0¤

FUNCTION

∗

FUNCTION

Press the OK key.

Enter the correct day (1 - 31).

Confirm with OK.

DAY: ¡1

DAY: 1¤

15-MAY-99 12:30

If you do not enter the time and date or after you have pressed OK, the CHECK DISPLAY lamp flashes and the display reads as follows:

set time/date

If you then set time and date select function 12 “Entering time and date”.

If the fax machine has not yet been loaded with ink film and/or paper, the CHECK DISPLAY lamp flashes, and the following message appears on the display:

In standby mode (the display shows time and date) your fax machine is automatically in energy saving mode.

refill inkfilm

OUT OF PAPER

– 9 –

Tone or pulse dialling

Your phone can dial in two different ways. Older telephone systems usually work with pulse dialling whilst modern, digital systems use tone dialling. You can change the dialling mode of your fax machine. If you do not know which method your line uses, contact your telephone company.

Select function 15 by pressing the FUNCTION key and then enter

FUNCTION

number 15.

∗

15 dial mode

FUNCTION

Press the OK key.

Press the CURSOR LEFT or CURSOR RIGHT key.

Press the OK key.

Press the OK key again if you are operating your fax machine on a regular PTT line (for connection to a private branch exchange see chapter 2 Installation/Connecting to a private branch exchange).

DIAL MODE: TONE

DIAL MODE: PULSE

PABX: NO

15-MAY-99 12:30

Sometimes it is necessary to send tone dial signals to make use of certain services. If your telephone system works on pulse dialling, you can still send tone signals by pressing the key or the # key. All numbers are then transmitted in the tone dialling method. As soon as you replace the handset on the fax machine, your fax machine will switch back to pulse dialling.

If you have a digital telephone connection you should set your fax machine to tone dialling because this setting is the fastest dialling mode.

If you cannot establish the desired telephone/fax connection to the called party, select a different dialling mode.

∗

Replacing the ink film

The ink film supplied with your fax machine has a protective strip that must be removed before you load it.

You cannot receive or copy documents unless an ink film is loaded in the fax machine.

If the ink film is finished or if there is no ink film in the fax machine,

CHECK

DISPLAY

Before loading a new ink film you must remove the paper from the paper feed mechanism. Also follow the instructions on your ink film packaging!

the CHECK DISPLAY light flashes, and the following message appears:

To obtain optimum quality, please use only ink films as specified on your original roll. For safety reasons, do not use any other brands because they can damage your fax machine.

Open the machine by carefully lifting the operation panel at the recess in the middle. If you hear a slight click, the panel has latched into place.

refill inkfilm

– 10 –

Removing the old ink film

1. Open the ink film cover by pressing the blue release levers back with both hands.

2. Then carefully fold the ink film cover back.

If, on replacing the ink film, you notice that the colour of the grey printer roller has discoloured to black, you must clean the roller (see chapter 7 Troubleshooting/Care and maintenance instructions).

3. Press the empty roll of ink film on the left-hand side against the spring.

4. Lift the roll upwards on the left side in order to lift it out of its seat.

4 3

INSTALLATION

5. Remove both ink film rolls. They cannot be reused. Dispose of the ink film rolls with normal waste. Load a new ink film, because your fax machine cannot work correctly without it.

Loading the new ink film

1. Carefully remove the fixing strips from the new ink film. The ink film must not be damaged.

2. Hold the ink film so that the large roll is underneath and the blue gear wheel of the small roll is on the right. Lay the ink film in the rear ink film compartment by pressing the right-hand blue end of the large roll against the blue spring shaft.

3. Then fit the left-hand black end of the large roll on to the left-hand shaft.

4. Now take the small roll and lay it in the grooves provided in the front ink film compartment.

5. Turn the gearwheel of the small roll back to tension it. Make sure that the film is not creased.

6. Close the ink film cover by folding it forwards. Make sure that both release levers are engaged.

7. Then close the operation panel.

A silver strip is fixed to the start of the ink film, so the quality of the first few pages may be impaired.

– 11 –

Loading and removing paper

Loading paper

Before you can receive or copy documents, paper must be loaded in your fax machine. Please only use the following paper format: standard A4—210 x 297 mm. The fax machine works with normal paper used for writing and copying and has been optimised for smooth 80 g/m machine.

paper. The smoother the paper surface the better the print quality of your fax

If there is no paper in the fax machine the CHECK DISPLAY light

CHECK

DISPLAY

1. Insert the paper tray in the slots provided behind the paper feed mechanism. You will hear a noise when the paper tray has clicked into position.

flashes and the following message appears on the display:

OUT OF PAPER

2. First fold the paper feed flap forwards until it clicks into position.

3. Insert max. 50 sheets of A4 paper (80g) up to the endstop in the paper feed mechanism.

4. Close the paper feed flap.

Never load paper while the fax machine is printing as this will cause a paper jam. Do not use paper that has already been printed on one side because it can jam the paper feed mechanism.

To prevent several sheets being drawn into the machine at once, first fan out the

paper to separate the sheets and then straighten the stack on a flat surface before inserting it into the paper feed.

– 12 –

+ 30 hidden pages