Pitney Bowes 2500 Users Guide

version A

Quick Reference Guide

Sending Faxes

Automatic Transmission

Place the original face down in the ADF.

Enter the fax number using One Touch, Speed Dial, Search or the dial pad.

Press Send/Receive .

Sending a Cover Sheet

Place the original face down in the ADF.

Press Features , 2 , 2 , 8 .

When NEXT FAX ONLY? appears, press

Press or to select ON (or

OFF ), and then press Enter/

Yes

Press or to select a comment, and then press

Enter two digits to indicate the number of pages being sent, and then press

Press 1 to select additional settings —

—Press 2 if you are ready to

fax.

Enter the fax number.

Press Send/Receive .

Enter/Yes .

Transmission from ADF

You can send faxes in real time.

Place the original face down in the ADF.

Press Features , 2 , 2 , 6 .

Press or to select ON , and then press the next transmission only press or to select

ONLY

For the next fax only, press or

to select

Enter/Yes .

Press 1 to select additional settings

—

Enter the fax number.

Press Send/Receive .

Enter/Yes — OR —For

NEXT FAX

, and then press Enter/Yes .

, and then press

—Press 2 to fax.

Receiving Faxes

Select Answer Mode

You can select Fax/Telephone ,

TAM

Manual or Fax by pressing

the

Answer Mode button

repeatedly until you have changed the FAX and FAX/TEL lights to the setting you want to use. If you select you set Ring Count and F/T Ring Time.

Manual Reception

Pick up the handset.

Press Send/Receive if you hear fax tones (beeps).

When the LCD shows

RECEIVING , replace the handset.

FAX/TEL , make sure

QUICK REFERENCE GUIDE

Storing Numbers

Storing One Touch Dial Numbers

Press Features , 2 , 3 , 1 .

Press the One Touch key where you want to store the number.

Enter a number (up to 20 digits), and then press

Enter a name (or leave it blank), and then press

Press Stop.

Storing Speed Dial Numbers

Press Features, 2, 3, 2.

Enter a two-digit Speed Dial number, and then press Enter/Yes.

Enter a number (up to 20 digits), and then press Enter/Yes.

Enter a name (or leave it blank), and then press Enter/Yes.

Press Stop.

Enter/Yes .

Enter/Yes

Telephone Operation

One Touch Dialing/ Speed Dialing

Pick up the handset—OR—Press Manual Telephone/Fax and listen for a dial tone.

When you hear the dial tone, press the One Touch key of the location you want to call—OR—Press Search/Speed Dial, press #, and then press the two-digit Speed Dial number. (If you pressed Manual Telephone/Fax to dial, pick up the handset when the other party answers.)

To hang up, replace the handset.

Search/Speed Dial

Press Search/Speed Dial, then enter the first letter of the name you’re looking for.

Press or to search the memory.

When the name is displayed, lift the handset—OR—Press Manual Telephone/Fax.

Press Send/Receive to dial. (If you pressed Manual Telephone/ Fax to dial, pick up the handset when the other party answers.)

To hang up, replace the handset.

Making Copies

Making a Single Copy

Place the original face down in the ADF.

Press Copy.

Sorting Multiple Copies

Place the original face down in the ADF.

Use the dial pad to enter the number of copies you want (up to 99).

Press Options, press or to select OPT:STACK/SORT, and then press Enter/Yes. Press or to select SORT, and then press Enter/Yes.

Press Copy.

QUICK REFERENCE GUIDE

Introduction..................................................................................... 1-1

Using This Manual ..................................................................... 1-1

Finding Information............................................................. 1-1

Conventions Used in this Manual........................................ 1-1

Control Panel Overview ............................................................. 1-2

About Fax Machines .................................................................. 1-4

Custom Features .................................................................. 1-4

Do You Have Voice Mail on the Phone Line? ............... 1-4

Why Should There Be Trouble? ..................................... 1-4

How Can You Avoid Possible Problems? ...................... 1-4

Fax Tones and Handshake................................................... 1-5

ECM (Error Correction Mode)............................................ 1-5

Assembly and Connections............................................................. 2-1

Packing List................................................................................ 2-1

Choosing a Location................................................................... 2-2

Assembly.................................................................................... 2-3

Installing the Drum Unit Assembly

(with Toner Cartridge) .................................................... 2-3

Attaching the Trays ............................................................. 2-4

Connecting Lower Cassette (Option for 2500 only) ........... 2-4

Manual Feed Slot................................................................. 2-5

Paper........................................................................................... 2-6

Acceptable Paper ................................................................ 2-6

Paper Capacity of Paper Cassette ........................................ 2-6

Paper Specification for the Cassette .................................... 2-7

Manual Feed Slot ............................................................ 2-7

Loading Paper in Multi-purpose Paper Cassette ................. 2-8

Connections................................................................................ 2-9

Connecting the Machine...................................................... 2-9

Connecting an External Telephone ................................... 2-10

Connecting an External TAM

(Telephone Answering Machine) ................................. 2-10

Sequence ....................................................................... 2-10

Connections................................................................... 2-10

Recording Outgoing Message (OGM) on External

TAM ......................................................................... 2-11

iii

Special Line Considerations .............................................. 2-12

Two-Line Phone System Wiring................................... 2-12

Converting Telephone Wall Outlets ............................. 2-12

Installing Machine, External Two-Line TAM, and

Two-Line Telephone ................................................ 2-13

Multi-Line Connections (PBX) ......................................... 2-14

If you are installing the machine to work with a PBX:. 2-14

Custom Features on Your Phone Line............................... 2-14

Custom Features on a Signal Line ................................ 2-14

On-Screen Programming................................................................ 3-1

User-Friendly Programming....................................................... 3-1

Feature Mode....................................................................... 3-1

Feature Selection Table ....................................................... 3-2

System Setup.................................................................................... 4-1

Getting Started............................................................................ 4-1

Setting Paper Size................................................................ 4-1

Setting Cassette Usage ........................................................ 4-1

Setting Date and Time ......................................................... 4-2

Setting Machine ID.............................................................. 4-2

Entering Text................................................................... 4-3

Inserting Spaces .............................................................. 4-3

Making Corrections......................................................... 4-3

Repeating Letters ............................................................ 4-3

Special Characters and Symbols .................................... 4-3

Setting the Ring Volume ..................................................... 4-4

Setting the Beeper Volume.................................................. 4-4

Setting the Speaker Volume ................................................ 4-5

Setting the Handset Volume................................................ 4-5

Choosing the setting for Hearing Assist.............................. 4-5

Setting Volume Amplify (For the Hard of Hearing) ........... 4-6

Memory Storage .................................................................. 4-6

Save Toner........................................................................... 4-7

Sleep Timer ......................................................................... 4-7

Setting Tone/Pulse Dialing Mode ....................................... 4-7

Local Language ................................................................... 4-7

Turning on Lower Cassette (Option for 2500 Only) ........... 4-8

RX Settings ...................................................................................... 5-1

Basic Receiving Operations ....................................................... 5-1

Selecting Answer Mode ...................................................... 5-1

Setting Ring Count ............................................................. 5-2

Setting F/T Ring Time (For Fax/Telephone Mode Only) ... 5-2

EXT.TEL.RX ...................................................................... 5-3

Printing a Reduced Incoming Document ............................ 5-3

Setting the Print Density...................................................... 5-4

Advanced Receiving Operations................................................ 5-5

Operation from Extension Telephone or External

Telephone ................................................................... 5-5

For Fax/Telephone Mode Only....................................... 5-5

Changing Remote Codes................................................. 5-5

Printing a Fax in Memory.................................................... 5-6

Polling.................................................................................. 5-6

Setting Up Polling Receive............................................. 5-7

Setting Up Sequential Polling Receive ........................... 5-7

Canceling a Scheduled Job.................................................. 5-8

Setting Multi-Function Suite Mode .................................... 5-8

TX Setting ........................................................................................ 6-1

Before You Begin....................................................................... 6-1

Using the ADF (Automatic Document Feeder)................... 6-1

Sending Faxes with Multiple Settings................................. 6-2

Manual Transmission .......................................................... 6-2

Automatic Transmission...................................................... 6-2

Manual and Automatic Fax Redial...................................... 6-2

Dual Access ......................................................................... 6-3

Real Time Transmission...................................................... 6-3

Checking the Jobs Status ..................................................... 6-4

Canceling a Job While Scanning the Document ................. 6-4

Canceling Jobs in Memory.................................................. 6-4

Basic Sending Operations .......................................................... 6-5

Contrast................................................................................ 6-5

Mode.................................................................................... 6-5

Composing Electronic Cover Sheet..................................... 6-6

Composing Your Own Comments.................................. 6-7

Cover Sheet for the Next Fax Only................................. 6-7

Always Send Cover Sheet............................................... 6-8

Using a Printed Cover Sheet ........................................... 6-8

Advanced Sending Operations ................................................... 6-9

Overseas Mode .................................................................... 6-9

Delayed Timer ..................................................................... 6-9

Delayed Send..................................................................... 6-10

Delayed Batch Transmission ........................................ 6-10

Setting Up Polling Transmit.............................................. 6-11

Setup Dialer Settings....................................................................... 7-1

Storing Numbers for Easy Dialing ............................................. 7-1

Storing One Touch Dial Numbers....................................... 7-1

Storing Speed Dial Numbers ............................................... 7-2

Changing One Touch and Speed Dial Numbers.................. 7-2

Setting Up Groups for Broadcasting ................................... 7-3

Dialing Options .......................................................................... 7-4

Manual Dialing.................................................................... 7-4

Search .................................................................................. 7-4

Speed Dialing ...................................................................... 7-5

One Touch Dialing ............................................................. 7-5

Broadcasting ........................................................................ 7-6

Access Codes and Credit Card Numbers............................. 7-7

Pause.................................................................................... 7-7

Redial................................................................................... 7-7

Tone/Pulse ........................................................................... 7-7

Telephone Services .......................................................................... 8-1

Custom Features ......................................................................... 8-1

Unique Ring (DRD) ............................................................ 8-1

What Does Your Telephone Company’s “Unique Ring”

Do? ............................................................................. 8-1

What Does 2500/1500’s “Unique Ring” Do? ................. 8-1

Do You Have Voice Mail?.............................................. 8-2

Before You Choose the Ring Pattern to Register ........... 8-2

VERY IMPORTANT.......................................................... 8-3

Registering the Unique Ring Pattern .............................. 8-3

Caller ID .............................................................................. 8-3

Viewing Caller ID List.................................................... 8-4

Clearing a Caller ID Stored in Memory.......................... 8-4

Printing Caller ID List..................................................... 8-4

Remote Fax Options........................................................................ 9-1

Fax Forwarding .......................................................................... 9-1

Programming a Fax Forwarding Number............................ 9-1

Setting Remote Retrieval ........................................................... 9-2

Local Print ........................................................................... 9-2

Using R R Passcode............................................................. 9-3

Remote Commands ............................................................. 9-4

Retrieving Fax Messages..................................................... 9-5

Changing Fax Forwarding Number..................................... 9-5

Printing Reports............................................................................ 10-1

Machine Settings and Activity ................................................. 10-1

Customizing the Job Status Report.................................... 10-1

Setting the Journal Interval................................................ 10-1

Using the Reports Key....................................................... 10-2

To Print a Report........................................................... 10-2

Making Copies............................................................................... 11-1

Using Your Machine as a Copier ............................................. 11-1

Making a Single Copy ....................................................... 11-1

Making Multiple Copies.................................................... 11-1

Out of Memory Message ................................................... 11-1

Temporary Copy Settings......................................................... 11-2

Copying Using Multiple Settings ...................................... 11-2

Using the Enlarge/Reduce Keys........................................ 11-3

Using the Copy Mode Key (Type of Original) ................. 11-4

Using the Contrast Key ..................................................... 11-4

Using the Options Key ...................................................... 11-4

Sorting Multiple Copies .................................................... 11-5

Special Copy Options (Combine)...................................... 11-5

Changing Default Copy Settings.............................................. 11-6

Copy Mode (Type of Original).......................................... 11-6

Copy Contrast.................................................................... 11-6

For DOS Users............................................................................... 12-1

How to Use Fax Machine with Your DOS Application

Software ........................................................................ 12-1

What Does the Remote Printer Console Do? .................... 12-1

Remote Printer Console Main Program........................ 12-1

Installing the Remote Printer Console............................... 12-2

vii

Using the Remote Printer Console Main Program ............ 12-3

Remote Printer Console..................................................... 12-4

Current Printer Status Information................................ 12-4

Printer Setup Category ...................................................... 12-4

Print Setup Section........................................................ 12-4

Page Setup Section........................................................ 12-5

Font Configuration........................................................ 12-5

Other Configuration ...................................................... 12-6

Console Configuration Category .................................. 12-6

Using Fax Machine as a Printer................................................... 13-1

Special Printing Features.......................................................... 13-1

Windows

Popular Printer Emulation Support ................................... 13-1

Remote Printer Console Program for DOS ....................... 13-1

Bi-directional Parallel Interface......................................... 13-1

Enhanced Memory Management....................................... 13-1

Printing from Your PC ............................................................. 13-2

Multi-purpose Paper Cassette............................................ 13-2

Two-Sided Printing (Manual Duplexing).......................... 13-2

Front Output Bin................................................................ 13-3

Manual Feed Slot............................................................... 13-3

Simultaneous Printing/Faxing .................................................. 13-6

Choosing Acceptable Paper...................................................... 13-6

Printer Operations..................................................................... 13-7

Reset Key........................................................................... 13-7

Printing the Internal Font List ........................................... 13-7

Printing the Print Configuration List................................. 13-7

Restoring Factory Default Settings ................................... 13-7

Printing ............................................................ 13-1

Loading One Sheet of Paper ......................................... 13-4

Loading More than One Sheet of Paper........................ 13-4

Printing on Thicker Paper and Card Stock.................... 13-5

viii

Printer Driver Settings (For Windows

Using the 2500/1500 Printer Driver ......................................... 14-1

Features in the Printer Driver

(For Windows

Basic Tab.................................................................................. 14-2

Paper Size .......................................................................... 14-3

Multiple Page..................................................................... 14-3

Border Line........................................................................ 14-3

Users Only) ......................................... 14-1

Only) ........................... 14-1

Orientation......................................................................... 14-3

Copies ................................................................................ 14-3

Collate................................................................................ 14-4

Media Type........................................................................ 14-4

Advanced Tab .......................................................................... 14-5

Print Quality ...................................................................... 14-5

Resolution ..................................................................... 14-5

Toner Save .................................................................... 14-5

Print Setting

(For Windows

95/98/98SE/Me Users Only) .......... 14-6

Duplex Printing ................................................................. 14-6

Manual Duplex.............................................................. 14-6

Binding Offset............................................................... 14-7

Watermark ......................................................................... 14-7

Print Watermark............................................................ 14-7

In background ............................................................... 14-7

Watermark Text ............................................................ 14-8

Watermark Bitmap........................................................ 14-8

Position ......................................................................... 14-8

Page Setting ....................................................................... 14-9

Device Options ................................................................ 14-10

Quick Print Setup ............................................................ 14-11

Administrator

(For Windows

95/98/98SE/Me Users Only)............. 14-11

Print Date & Time ........................................................... 14-12

Accessories Tab...................................................................... 14-13

Paper Source Setting........................................................ 14-13

Default Source ................................................................. 14-13

Available Options (2500 Only) ....................................... 14-13

Features in the Printer Driver (For Windows

2000)............. 14-14

General Tab ..................................................................... 14-14

Printing Preferences .................................................... 14-14

Layout Tab....................................................................... 14-15

*1 Orientation ............................................................. 14-15

*2 Pages Per Sheet ...................................................... 14-16

Paper/Quality Tab............................................................ 14-16

*1 Paper Source .......................................................... 14-16

*2 Media ..................................................................... 14-17

Advanced Options....................................................... 14-17

*1 Paper/Output .......................................................... 14-17

*2 Graphic................................................................... 14-18

*3 Document Options ................................................. 14-18

Device Settings Tab......................................................... 14-19

Installable Options ...................................................... 14-19

Using the Windows

Smart UI ................................................................................... 15-1

AutoLoad the Smart UI ..................................................... 15-1

How to Turn Off AutoLoad............................................... 15-2

Using the Scan Keys................................................................. 15-2

Using the Control Panel Keys .................................................. 15-2

Image Scan ........................................................................ 15-3

OCR Scan .......................................................................... 15-3

Scan to E-mail ................................................................... 15-3

Smart UI Features..................................................................... 15-4

Auto Configuration............................................................ 15-4

Scanning Operations.......................................................... 15-4

Copy Operations................................................................ 15-5

PC Fax Operation .............................................................. 15-5

Scanner Settings for Scan, Copy and PC Fax Buttons ...... 15-5

Global Settings .................................................................. 15-5

Setting Up the Scanner Configurations ............................. 15-6

To Access the Scanner Configuration Screen: .................. 15-6

Perform an Operation from the Smart UI Screen .............. 15-6

Scan to File............................................................................... 15-7

Scanner Settings ................................................................ 15-7

Destination Folder ............................................................. 15-8

Scan to E-mail .......................................................................... 15-8

Scanner Settings ................................................................ 15-9

E-mail Application ............................................................ 15-9

File Attachments................................................................ 15-9

Conversion Options ......................................................... 15-10

Format ......................................................................... 15-10

Show QuickSend Menu .............................................. 15-10

QuickSend List............................................................ 15-10

Scan to Word Processor ......................................................... 15-11

Scanner Settings .............................................................. 15-11

Word Processor ............................................................... 15-12

User-Defined Button .............................................................. 15-13

Scanner Settings .............................................................. 15-13

Target Application........................................................... 15-13

Copy ....................................................................................... 15-14

-Based Smart UI ......................................... 15-1

Scanner Settings .............................................................. 15-14

Copy Settings................................................................... 15-14

Send a Fax .............................................................................. 15-15

Scanner Settings .............................................................. 15-15

Fax Settings ..................................................................... 15-15

Using ScanSoft™ PaperPort

Viewing Items in ScanSoft™ PaperPort

and ScanSoft™ TextBridge

and TextBridge

....................... 16-1

......................... 16-2

Organizing Your Items in Folders..................................... 16-2

Links to Many Other Applications .................................... 16-3

Using ScanSoft™ TextBridge

OCR

(Converting Image Text to Text You Can Edit) ........... 16-3

Importing Items from Other Applications......................... 16-3

Exporting Items in Other Formats..................................... 16-4

Exporting an Image File................................................ 16-4

Accessing the Scanner....................................................... 16-4

Scanning a Document into Your PC ................................. 16-5

Settings in the Scanner Window........................................ 16-5

Image............................................................................. 16-5

Contrast ......................................................................... 16-6

Custom .......................................................................... 16-6

PreScanning an Image ....................................................... 16-7

Setting Up and Using PC FAX (For Windows

Only)............... 17-1

Introduction .............................................................................. 17-1

Resource Manager ............................................................. 17-1

Remote Setup ........................................................................... 17-2

PC FAX Sending (For Windows

Only).................................. 17-3

Setting Up User Information ............................................. 17-3

Setting Up Sending............................................................ 17-4

Outside line access ............................................................ 17-4

Include header ................................................................... 17-4

Address Book file .............................................................. 17-4

User interface..................................................................... 17-5

Simple Style .................................................................. 17-5

Facsimile Style.............................................................. 17-5

Setting Up Speed Dial .............................................................. 17-6

The Address Book ............................................................. 17-7

Setting Up a Member in the Address Book....................... 17-8

..... 16-1

Setting Up a Group for Broadcasting ................................ 17-9

Editing Member Information............................................. 17-9

Deleting a Member or Group .......................................... 17-10

Exporting the Address Book ........................................... 17-10

Importing to the Address Book ....................................... 17-11

Setting Up Cover Page .................................................... 17-12

To ................................................................................ 17-13

From............................................................................ 17-13

Comment..................................................................... 17-13

Select Cover Page Form.............................................. 17-13

Import BMP file.......................................................... 17-13

Count Cover Page ....................................................... 17-13

Sending a File as a PC-FAX Using the Simple Style...... 17-14

Sending a File as a PC-FAX Using the Facsimile Style . 17-15

Setting Up PC FAX Receiving............................................... 17-16

Setting Up Your Machine................................................ 17-16

Running PC FAX Receiving ........................................... 17-16

Setting Up Your PC......................................................... 17-17

Viewing New PC FAX Messages ................................... 17-17

xii

Optional Accessories(Only for 2500)........................................... 18-1

Lower Cassette ......................................................................... 18-1

Important Information ................................................................. 19-1

Standard Telephone and FCC Notices ..................................... 19-1

Pitney Bowes Diagnostic Center................................... 19-2

Laser Safety................................................................... 19-2

FDA Regulations........................................................... 19-2

Manufactured ................................................................ 19-2

Important—About the Interface Cable ......................... 19-3

Important....................................................................... 19-3

Industry Canada Compliance Statement

(For Canada Only).................................................... 19-3

Warranty........................................................................ 19-3

International ENERGY STAR

Statement .................................................................. 19-3

Important Safety Instructions ................................................... 19-4

Trademarks............................................................................... 19-6

Compliance

Troubleshooting and Routine Maintenance ............................... 20-1

Troubleshooting ....................................................................... 20-1

Error Messages .................................................................. 20-1

Document Jam ................................................................... 20-4

Paper Jam........................................................................... 20-4

Paper is Jammed in the Multi-purpose Paper Cassette . 20-5

Paper is Jammed near the Drum Unit ........................... 20-5

Paper is Jammed in the Fuser Unit ............................... 20-5

If You Are Having Difficulty with Your Machine............ 20-6

Packing and Shipping the Machine........................................ 20-14

Routine Maintenance.............................................................. 20-17

Cleaning the Document Scanner ..................................... 20-17

Cleaning the Printer......................................................... 20-17

Cleaning the Drum Unit .................................................. 20-18

Replacing the Toner Cartridge ........................................ 20-19

Toner Empty Indicator................................................ 20-20

Replacing the Drum Unit................................................. 20-23

Glossary........................................................................................... G-1

Specifications ................................................................................... S-1

Product Description ............................................................. S-1

Fax ....................................................................................... S-1

Printer ......................................................................................... S-2

Computer Requirement ....................................................... S-3

Electrical and Environment ................................................. S-3

Parallel Interface Specifications .......................................... S-4

USB (Universal Serial Bus) Interface Specifications.......... S-4

Resident Fonts ..................................................................... S-4

Symbol Sets/Character Sets ............................................ S-5

Index..................................................................................................I-1

Remote Retrieval Access Card............................................R-1

xiii

Introduction

Using This Manual

Thank you for purchasing a Pitney Bowes 2500/1500. This machine has been designed to be simple to use, with LCD screen prompts to guide you through programming your machine. However, you can use your machine to its fullest potential by taking a few minutes to read this manual.

Additionally, your machine has a Reports Key. Press Reports, 1 to print a list of basic step instructions and explanations.

Finding Information

All chapter headings and subheadings are listed in the Table of Contents. You will be able to find information about a specific feature or operation by checking the Index in the back of this manual.

Conventions Used in this Manual

Throughout this manual you’ll see special symbols alerting you to important information, warnings, and actions to perform. For clarification, and to help you choose the correct key presses, we’ve added illustrations of some of the LCD messages.

boldface Bold typeface identifies a specific key on the machine control panel. italics Italics typeface emphasize an important point, or refer you to related

bubble dot Bubble Dot typeface identifies the messages on the LCD of the

topic.

machine.

Warnings detail precautions you must take to avoid possible personal injury.

Note

Cautions specify procedures you must follow or avoid to prevent possible damage to the machine.

Notes tell you the proper response for a situation that may occur.

FYI tips provide details about how the current operation interacts with other features.

Improper Setup alerts you to devices and procedures that are not compatible with the

machine.

INTRODUCTION 1 - 1

Control Panel Overview

1910 2 15

8 11 13 14 3

1Liquid Crystal Display

Displays messages to help you set up and operate the machine.

2Toner Empty LED

The Toner Indicator flashes on and off when toner is low, so you will know to order another toner cartridge. You will still be able to print until the Indicator stays on.

3Scan Keys:

Scan to E-mail

Press this key to start scanning an original into your E-mail application, setting it up automatically as an attachment.

Image Scan

Press this key to scan a picture into your graphics application for viewing and editing.

OCR Scan

Press this key to start scanning a text document. ScanSoft convert it to editable text and display it in your word processor application for further editing.

™

TextBridge® will

1712

4Fax Keys/LEDs:

Resolution Indicator Lights

These LEDs show the resolution mode you selected.

Receive Mode Indicator Lights

These LEDs show how the machine will handle incoming calls.

Delayed Send

Use this key when you want to send a fax later.

Mode

Sets the resolution when you send a fax.

Answer Mode

Select how the machine will handle incoming calls.

Reports

Accesses the Reports menu so you can select a report to print: Help, Dialer Dial, Journal, Job Status Report, Machine Settings List and Order Form.

5Print Key:

Reset

Clears data from the printer memory.

1 - 2 INTRODUCTION

6Copy Keys:

Enlarge/Reduce

Lets you select an enlargement or reduction ratio: 50%, 78%, 94%, AUTO, 100%, 104%, 150%, 200%, For more choices, select to type any percentage between 50% and 200%.

Options

You can quickly and easily select temporary settings (for the next copy only).

Contrast

Press this key to temporarily change the contrast.

Copy Mode

Select the copy resolution for your type of original document.

Copy

Makes a copy.

ZOOM

and use dial pad

7One Touch Dial Keys

These 16 keys give you access to 32 previously stored phone numbers.

8Shift

This key is used to access the “17” through “32” One Touch keys.

9Manual Telephone/Fax

Lets you dial telephone and fax numbers without lifting the handset.

0Broadcast

You can use this key whenever you want to send the same document to many different locations (maximum of 182 locations) at once.

ASearch/Speed Dial

Lets you look up numbers stored in the dialling memory. Also, lets you dial stored phone numbers by pressing # and two-digit number.

BRedial/Pause

Re-dials the last number called. Also inserts a pause in autodial numbers.

CDial Pad

Dials phone and fax numbers and can be used as a keyboard for entering information into the machine. # key lets you switch the dialling type during a telephone call from “PULSE” to “TONE”.

DVolume High/Low

Lets you adjust speaker and ring volume.

EProgramming Keys:

Features

Lets you access the function and programming mode.

Enter/Yes

Selects or Enters a function setting into the machine.

Clear/No

Deletes entered data or moves back one step in function menu.

(Left Arrow)

Moves the LCD cursor to the left and displays the previous menu option/ function. Also, you can use this key to do an alphabetical search for the names of stored numbers.

(Right Arrow)

Moves the LCD cursor to the right and displays the next menu option/function. Also, you can use this key to do an alphabetical search for the names of stored numbers.

FStop

Stops a fax, cancels an operation or exits from function mode.

GSend/Receive

Starts an operation (such as Sending a fax).

INTRODUCTION 1 - 3

About Fax Machines

If you’re a first-time fax machine user, fax operation might seem a little mysterious. Soon, you’ll recognize the unusual fax tones on your phone line, and be able to send and receive faxes easily.

Custom Features

Do You Have Voice Mail on the Phone Line?

If you have Voice Mail on the phone line on which you will install your new fax machine, there is a strong possibility that Voice Mail and the fax machine will

conflict with each other while receiving incoming calls.

Why Should There Be Trouble?

Since both fax machines and Voice Mail pick up the line at the number of rings you have set, each of them has the ability to keep the other from receiving calls. For example, if your Voice Mail is set to answer after two rings and your fax machine is set to answer after four, your Voice Mail will keep your fax machine from receiving faxes. If you set Voice Mail and the machine to answer at the same number of rings, there is no way of knowing which one will answer first. It is important to remember that neither Voice Mail nor the fax machine can pass the call back to the other after the call has been answered.

How Can You Avoid Possible Problems?

A very good way to avoid problems like the one mentioned previously is to get a second phone number on your present phone line. Many people with Voice

Mail opt for this choice, which is called “Unique Ring”, and they are very satisfied with it. For details about this type of custom service, please see

Ring (DRD)

Another way to avoid possible problem is to replace your Voice Mail with an answering machine. Your fax machine is designed to work in tandem with an answering machine or TAM (telephone answering machine). (See

, page 8-1.

Connecting an External TAM (Telephone Answering Machine), Page 2-10.)

Unique

1 - 4 INTRODUCTION

Fax Tones and Handshake

When someone is sending a fax, the machine sends fax calling tones (CNG tones)—soft, intermittent beeps at 4-second intervals. You’ll hear them when you dial and press Send/Receive; they continue for about 60 seconds after dialing. During that time, the sending machine must begin the “handshake” with the receiving machine. Each time you use automatic procedures to send a fax, you are sending CNG tones over the phone line. You’ll soon learn to listen for these soft beeps each time you answer a phone on your fax line, so you can know if you are receiving a fax message.

The receiving fax responds with fax receiving tones-loud, chirping sounds. A receiving fax chirps for about 60 seconds over the phone line, and the LCD shows RECEIVING. If your machine is set to the Fax mode, it will answer every call automatically with fax receiving tones. Even if the other party hangs up, your machine continues to send the “chirps” for about 60 seconds, and the screen continues to display RECEIVING. To cancel the receiving mode, press Stop.

When your machine answers in Fax/Telephone mode, the machine listens for CNG tones and then responds with receiving tones.

The fax “handshake” is the time in which the sending machine’s CNG tones and the receiving machine’s “chirps” overlap. This must be for at least 2 to 4 seconds, so the machines can understand how each is sending and receiving the fax. The handshake cannot begin until the call is answered, and the CNG tones only last for about 60 seconds after the number is dialed. Therefore, it’s important for the receiving machine to answer the call in as few rings as possible.

When you have an external telephone answering machine (TAM) on your fax line, your TAM will determine the number of rings before the call is answered. Pay special attention to the directions in the Assembly and Connections chapter for connecting a TAM to your machine.

ECM (Error Correction Mode)

The Error Correction Mode (ECM) is a way for the machine to check the integrity of a fax transmission while it is in progress. ECM transmissions are possible only between machines that both have the ECM feature. If they do, you may send and receive fax messages that are continuously checked for their integrity. Sufficient memory must be available in your machine for this feature to work.

INTRODUCTION 1 - 5

Assembly and Connections

Packing List

Make sure you have the following items:

Power Cord

Telephone Wire Cord

Document Tray with Extension

Telephone Handset

Handset Curled Cord

Toner and Drum Unit Assembly

Document Support

IEEE-1284 Compliant Bi-directioned Cable

Multi-purpose Paper Cassette

CD-ROM

Whenever you transport the machine, use the packing materials that came with your machine. If you do not pack the machine properly, you may void your warranty.

2 - 1

ASSEMBLY AND CONNECTIONS

Owner’s Manual

Quick Setup Guide

Choosing a Location

Place your machine on a flat, stable surface, such as a desk. Select a place that is free of vibration and shocks. Locate the machine near a telephone jack and a standard, grounded power outlet.

Avoid placing your machine in a high-traffic area. Do not place near heaters, air conditioners, water, chemicals or refrigerators. Do not expose the machine to direct sunlight, excessive heat, moisture or dust. Make sure nothing blocks the flow of air from the fan on the sides of the machine. Do not connect your machine to electrical outlets controlled by wall switches or automatic timers. Disruption of power can wipe out information in the unit’s memory. Do not connect your machine to electrical outlets on the same circuit as large appliances or other equipment that might disrupt the power supply. Avoid interference sources, such as speakers or the base units of cordless phones.

NO !

WARNING

■ Never install telephone wiring during a lightning storm.

■ We recommend that this product be used with a surge protection device to protect the

product against lightning storms.

■ Never install a telephone jack in a wet location unless the jack is specifically designed

for a wet location.

■ Never touch telephone wires or terminals that are not insulated unless the telephone

line has been disconnected at the network interface.

■ Use caution when installing or modifying telephone lines.

■ Avoid using a telephone (other than a cordless type) during an electrical storm. There

may be a remote risk of electric shock from lightning.

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

■ For PLUGGABLE EQUIPMENT, the socket-outlet should be installed near the

equipment and should be easily accessible.

■ To reduce the risk of shock or fire, use only a No. 26 AWG or larger

telecommunications line cord.

NO !

ASSEMBLY AND CONNECTIONS

2 - 2

Assembly

Installing the Drum Unit Assembly (with Toner Cartridge)

Unpack the drum unit assembly, including the toner cartridge, and gently rock it from side to side five or six times to distribute the toner evenly inside the cartridge.

To prevent damage to the drum, do not expose it to light for longer than a few minutes.

Open the front cover of the machine.

Insert the drum unit assembly into the machine.

Close the front cover.

2 - 3

ASSEMBLY AND CONNECTIONS

Attaching the Trays

Attach the Document Support and Document Tray with Extension. Unfold the extension, which holds documents in place.

Unfold the Front Output Bin Extension, which holds printed pages in place.

Document Tray with Extension

Document Support

Front Output Bin Extension

Connecting Lower Cassette (Option for 2500 only)

Carefully pick up the machine and then place it on top of the lower cassette.

ASSEMBLY AND CONNECTIONS

2 - 4

Plug the modular cable from the lower cassette into the modular jack on the machine.

To select which cassette will be used for printing, See Setting Cassette Usage, Page 4-1.

If you move the machine after connecting Lower Cassette, be sure to carefully lift Lower Cassette with the machine because they are not attached.

Manual Feed Slot

The manual feed slot is above the multi-purpose paper cassette. Load paper or envelopes one at a time. You do not have to remove paper from the paper cassette.

To print or copy on labels, transparencies, card stock or thicker paper:

2 - 5

ASSEMBLY AND CONNECTIONS

Manual Feed Slot

Paper

Acceptable Paper

Paper Type Paper Size

Multi-purpose Paper Cassette Upper & Lower:

Manual Feed Slot:

We Recommend: Cut sheet:

Labels: Transparencies:

Paper Capacity of Paper Cassette

cut sheet Letter, Legal, A4, A5, ISO B5, Executive

cut sheet

envelopes post cards labels and transparencies

A6 (for Upper Cassette only)

2.75–8.5 × 4.57–14 inches (70–216 × 116–356 mm) Letter, Legal, A4, A5, B5 (JIS/ISO), Executive, A6,

2.75–8.5 × 4.57–14 inches (70–216 × 116–356 mm) COM-10, Monarch, C5, DL

2.75–8.5 × 4.57–14 inches (70–216 × 116–356 mm)

Pitney Bowes 471-1 Letter Pitney Bowes 462-1 Legal Avery laser label #5160 3M CG3300 for laser printers or equivalent

Multi-purpose Paper Cassette:

Front Output Bin: Approx. 150 sheets of 20 lb. (75 g/m

Max. paper height is 1.06 inches (27 mm) (use the guides) or approx. 250 sheets of 20 lb. (75 g/m Letter/A4 paper, 10 transparencies.

Letter/A4 paper

ASSEMBLY AND CONNECTIONS

)

2 - 6

Paper Specification for the Cassette

Cut Sheet

Basis Weight:

Caliper:

Moisture Content: 4% to 6% by weight

Manual Feed Slot

Basis Weight:

Caliper:

Moisture Content: 4% to 6% by weight 4% to 6% by weight

Fax messages can be received on only Letter, Legal and A4 size paper. If you use legal or A4, change the Paper Size setting: (Features, 1, 1.)

16 to 28 lb. (60 to 105 g/m

0.003 to 0.005 inches. (0.08 to 0.13 mm)

)

Cut Sheet Envelopes

16 to 43 lb. (60 to 161 g/m

0.003 to 0.008 inches. (0.08 to 0.2 mm)

)

20 to 24 lb.

(75 to 90 g/m2)

0.003 to 0.005 inches.

(0.084 to 0.14 mm)

2 - 7

ASSEMBLY AND CONNECTIONS

Loading Paper in Multi-purpose Paper Cassette

Pull the paper cassette completely out of the machine.

Slide the paper width and length adjusters for the paper size you want.

Fan the paper well. Load paper in the paper cassette. Press down on the paper to flatten it in all four corners, keeping the paper level below the guide. The cassette can hold up to 250 sheets of 20 lb (75g/m

Slide the paper cassette into the machine until it locks into place.

) paper.

ASSEMBLY AND CONNECTIONS

Maximum Paper Height Guide

2 - 8

Connections

Connecting the Machine

Connect the handset, power cord, and telephone line.

Connecting the Handset

Connect the curled handset cord to the bottom of the handset and the left side of the machine.

Connect the power cord.

Connect the telephone line.

Connect one end of the telephone line cord to the jack labeled LINE on the left side of the machine. Connect the other end to a modular wall jack.

WARNING

■ This machine must be grounded using a three-prong plug.

■ Since the machine is grounded through the power outlet, you can protect yourself from

potentially hazardous electrical conditions on the telephone line by keeping the power to your machine on when you connect it to a telephone line. When you want to move your machine, protect yourself by disconnecting the telephone line first, and then the power cord.

■ Lightning and power surges can damage this product! We recommend that you use a

quality surge protection device on the AC power line as well as on the telephone line, or unplug the lines during a lightning storm.

■ Do not touch the rollers at the paper exit.

2 - 9

ASSEMBLY AND CONNECTIONS

Connecting an External Telephone

Your machine is equipped with a handset that you can use as a regular phone. However, you can also connect a separate telephone (or telephone answering device) directly to your machine.

Connect the modular plug on the telephone’s line cord to the jack labeled EXT. on the left side of the machine.

Whenever this phone (or TAM) is in use, the LCD shows EXT. TEL IN USE, and, if the machine handset is lifted, an alarm sounds. To disconnect the call on the external phone and switch to the machine, press Manual Telephone/Fax.

Connecting an External TAM (Telephone Answering Machine)

Sequence

You might choose to connect an answering system. When you have an external TAM on the same telephone line as the machine, the TAM answers all calls. The machine “listens” for fax calling (CNG) tones. If it hears them, the machine takes over the call and receives the fax. If it doesn’t hear CNG tones, the machine lets the TAM continue playing your outgoing message so your caller can leave you a voice message.

The TAM must answer within four rings (the recommended setting is two rings). The machine cannot hear CNG tones until the TAM has answered the call, and with four rings there are only 8–10 seconds of CNG tones left for the fax “handshake.” Make sure you carefully follow the instructions in this manual for recording your outgoing message. We do not recommend using the toll saver feature on your external answering machine if it exceeds 4 rings.

Connections

The external TAM must be plugged into the left side of the machine in the jack labeled EXT. Your machine cannot work properly if you plug the TAM into a wall jack.

If You Subscribe to your Telephone Company’s Unique Ring Ring Service:

You may connect an external TAM to a separate wall jack only if you subscribe to your telephone company’s Unique Ring service, have registered the unique ring pattern on your machine, use that number as a fax number and set your machine’s Answer mode to MANUAL. The recommended setting is three or four rings on the external TAM when you have the telephone company’s Unique Ring service.

If You Do Not Subscribe to Unique Ring Service:

You must plug your TAM into the EXT. jack of your machine. If your TAM is plugged into a wall jack, both your machine and the TAM will try to control the phone line. (See illustration on Page 2-11.)

ASSEMBLY AND CONNECTIONS

2 - 10

Do not connect a TAM elsewhere on the same phone line.

Plug the telephone line cord from the wall jack into the left side of the machine in the jack labeled LINE.

Plug the telephone line cord from your TAM into the left side of the machine in the jack labeled EXT. (Make sure this cord is connected to the TAM at the TAM’s telephone line jack, and not its telephone set jack.)

Set your external TAM to four rings or less. (The machine’s Ring Count setting does not apply).

Record the outgoing message. (See below.)

Set the Answer Mode to TAM by pressing Answer Mode until both Fax and Fax/Telephone lights are on.

Recording Outgoing Message (OGM) on External TAM

Timing is important in recording this message. The message sets up the ways to handle both manual and automatic fax reception.

Record 5 seconds of silence at the beginning of your message. (This allows your machine time to listen for the fax CNG tones of automatic transmissions before they stop.)

Limit your speaking to 20 seconds. (See EXT.TEL.RX, Page 5-3.)

End your 20-second message by giving your Fax Receive Code for people sending manual faxes. For example: “After the beep, leave a message or send a fax by pressing 5 1 and Start.”

We recommend beginning your OGM with an initial 5-second silence because the machine cannot hear fax tones over a resonant or loud voice. You may try omitting this pause, but if your machine has trouble receiving, then you must rerecord the OGM to include it.

2 - 11

ASSEMBLY AND CONNECTIONS

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