Pitney Bowes 4100 Operator's Manual

4100 OPERATOR GUIDE QUICK REFERENCE LIST

ADJUSTING MONITOR VOLUME : 42 MAKING COPIES : 68 BATCH TRANSMISSION : 124 MEMORY TRANSMISSION : 51 BATCH TRANSMISSION PROGRAMMING: 217 NUMBER OF RINGS : 86 BROADCAST : 206 OK STAMP : 88 BROADCASTING : 113 OPERATION PROTECTION : 152 BULLETIN BOX : 192 PAPER JAMS : 230 CANCELING A TRANSMISSION : 61 PIN NUMBER : 163 CANCELING MEMORY TRANSMISSION : 62 POLLING : 139 CHARACTER CODES : 81 POLLING PROGRAMMING : 214 CLEANING LED PRINTHEAD : 254 PRINT QUALITY PROBLEMS : 235 CLEANING TIPS : 250 PRINT REDUCTION RATE : 83 CLOSED NETWORK : 169 PROGRAMMABLE ONE TOUCH KEYS : 203 COMMON QUESTIONS : 255 PROGRAMMING A BATCH BOX : 124 CONFIRMATION REPORTS [TCR & RCR] : 136 PROGRAMMING A ONE TOUCH KEY : 93 COPY PROTECTION : 76 PROGRAMMING A SPEED DIAL NUMBER : 100 COVER PAGE : 132 PROGRAMMING F-CODE BOXES : 180 DELAYED TRANSMISSION : 118 PROGRAMMING SETTINGS : 79 DELAYED TRANSMISSION PROGRAMMING: 204 RECEIVING FAXES : 64 DEPARTMENT CODES : 175 REDIAL SETTINGS : 61 DISPLAY KEYS : 20 REDUCTION MARGIN : 84 DISTINCTIVE RING : 145 REGULATORY INFORMATION : 271 ECM : 86 RELAY BROADCAST PROGRAMMING : 211 ENLARGEMENT/REDUCTION OF COPIES : 75 RELAY BROADCASTING : 115 ERASING A BATCH BOX : 127 REVIEWING OR CANCELING DELAYED COMMAND : 120 ERASING A ONE TOUCH KEY : 99 SCAN SETTINGS : 79 ERASING A PROGRAMMABLE ONE TOUCH KEY : 226 SECURE MAIL : 156 ERASING A SPEED DIAL NUMBER : 107 SECURE MAIL PROGRAMMING : 208 ERASING F-CODE BOXES : 190 SECURITY BOX : 197 ERROR MESSAGES : 239 SECURITY RECEPTION : 153 ERRORS : 246 SECURITY TRANSMISSION : 168 F-CODE POLLING : 222 SENDING FAXES : 48 F-CODE TRANSMISSION & POLLING : 198 SETTING UP MACHINE : 26 F-CODE TRANSMISSION PROGRAMMING: 219 SILENT MODE : 87 GLOSSARY : 260 SORT COPY : 69 HALF-PAGE RECEPTION : 84 SPECIFICATIONS : 270 INDEX : 273 TROUBLESHOOTING : 228>>>> INITIAL SETTINGS [TTI, TEL # & PHONE TYPE] : 43 TURNING OFF TRANSPORT MODE : 41 JUNK FAX : 171 LANGUAGE : 89 MACHINE CARE : 250

Operator’s Guide

Pitney Bowes 4100

Plain-Paper Fax Machine

As an ENERGY STAR® partner, Pitney Bowes, Inc.

has determined that this product meets the

ENERGY STAR guidelines for energy efficiency.

© 1998, Pitney Bowes, Inc.; all rights reserved. ENERGY STAR is a registered trademark of the United States Environmental Protection Agency. Windows® is a registered trademark of Microsoft Corporation.

Welcome to your Pitney Bowes fax/copier!

We know you want to use your machine now, without first having to climb over a mountain of jargon. So we’ve divided these instructions into three sections.

• “Getting started” (see page 10) covers only what you absolutely

have to know to use your machine immediately.

• “Beyond the basics” (see page 76) provides more details. When

you have time, look through it to learn more about your machine’s many features, as well as fax in general.

• Finally, “Just in case…” (see page 226) will help you decide what

to do if you ever have a problem with your machine. It also tells you how to give it the kind of easy, sensible care that should help keep troubles to a minimum.

Pages 5 through 9 show you the entire contents of these instructions. Skim through them now if you’d like (they’ll prove more helpful as time passes), or just go on past them to “Getting started” and, well, get started!

And thanks for choosing Pitney Bowes.

Find your serial number and write it down

Before going any further, please note that your machine’s serial number is located on the bar code label as shown on the drawing at right. Due to the size of your machine, it’s probably a good idea for you to copy this down before you set up your machine. Use the blank at the bottom of this page.

NOTE: The IC label and ID label, required by government regulations, do not contain serial number information.

Close up, the bar code label looks

something like this:

D7100110001001 *8CA

Important: Of course, this is not the number which should appear on your machine’s label! Rather, this is only to give you an idea of how your label will look.

label

Bar code label

label

Now, please copy down your machine’s serial number, below, for future reference:

My machine’s model number: PB-4100

My machine’s serial number: _________________________

What’s in these operating instructions

Note: Each section also contains its own (more abbreviated) table of contents, as well.

Getting started

What’s inside this section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

A quick introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

General precautions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Make sure it’s all out of the packaging. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Printing supplies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Optional products . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

What are all the parts? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

What do the keys do? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

How to read this manual. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

You’re in control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Setting up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Pick an installation spot before going ahead . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Please heed these power-ful tips. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Transport screws . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Installing the printing supplies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Attaching the paper-handling parts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Attaching the handset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Attaching a second phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Loading paper . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Loading the paper cassette . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Setting for legal-sized paper . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Installing paper . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Loading the multi-feeder tray for copying . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Plug in and power up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Turn off the transport mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Adjust the monitor speaker’s volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

EasyStart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Clearing settings before beginning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

What do you want to do? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Using EasyStart to enter initial settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Sending faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Some guidelines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

How big — and small — your pages can be . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Things not to put in your fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Resolution, grayscale and contrast . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Entering a pause character when dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Potential problems with call-waiting and voice mail . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Using memory transmission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Sending a fax using the ADF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Sending a fax using the FBS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Sending a fax with on-hook dialing or a handset (manual transmission) . . . . . . . . . . . . 58

Canceling sending a document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

If the call doesn’t go through: redialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Redialing manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Making redial settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Canceling memory transmission or automatic redial:

an introduction to REVIEW COMMANDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Receiving faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

So what’s the big deal, anyway? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Different ways to get the job done . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Reception modes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Answering calls manually — for either reception mode . . . . . . . . . . . . . . . . . . . . . . . . 63

Tel Ready mode: when Auto Answer is off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Fax Ready mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

What if you answer a fax call? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Using a phone connected directly to your fax machine . . . . . . . . . . . . . . . . . . . . . . . . . 65

Using a phone not connected to your fax machine . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

When the paper runs out . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Getting the word from your machine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Receiving when fresh out of paper . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Making copies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Making copy settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Number of pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Copy reduction or enlargement rate. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Paper source and paper size . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Sort copy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

How to copy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

When using and ADF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

When using the FBS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

When using the multipurpose tray. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Setting of enlargement or reduction for copying . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Copy protection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

Beyond the basics

What’s inside this section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Getting everything just the way you want it . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Setting up for scans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Using CODE to enter characters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Making settings for printing faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Print reduction rate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Reduction margin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Half-page reception . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Making the printing settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Setting the number of rings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

Setting ECM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

Setting silent mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Setting the transmission confirmation stamp . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

Setting the language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

Printing your settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

Printing a program list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

Autodialer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Autodialer basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

How do you autodial? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

How big is the memory? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Which number is which? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

EasyDial directory: A preview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Special dialing characters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Considering call groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

Using one-touch numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

Entering or changing a one-touch number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

One-touch fax dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

One-touch phone dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

Erasing a one-touch number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

Printing a list of your one-touch numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Using speed-dial numbers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Entering or changing a speed-dial number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Erasing a speed-dial number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

Printing a list of your speed-dial numbers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

Printing a call group directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

EasyDial directory dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109

What if an EasyDial call doesn’t go through? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110

It’s a great phone, too . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

Redial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

On-hook dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

You can EasyDial regular phone calls, too . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

Broadcasting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

The basics of broadcasting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

Delayed broadcasting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113

Relay broadcasting and relay broadcast initiation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

How it works . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

Setting it up, or initiating the initiation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115

Broadcast news; or, making changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116

Delayed transmission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

Setting up a delayed transmission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

Reviewing or canceling delayed commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119

Reviewing or canceling parts of a broadcast . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121

Printing delayed command list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122

Printing a stored document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122

Batch transmission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123

Creating or modifying a batch box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123

Erasing an empty batch box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126

Printing a list of your batch boxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127

Storing a document for batch transmission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128

Printing a list of stored batch documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

Printing a document stored in a batch box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

Erasing a document stored in a batch box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130

Special features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131

Cover page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131

Toggling the cover page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132

Entering the cover page message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133

Printing the cover page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

Managing your fax with its journal and reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

Setting the activity journal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

Printing an activity journal manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135

Setting the reports: TCRs and RCRs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135

Information, please: What the reports tell you . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136

Polling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138

Regular polling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139

Database polling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140

Continuous polling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141

The other side of the coin: being polled . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142

Erasing a stored polling document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143

Printing a stored polling document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144

Limiting polling access to your fax machine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144

OneLine + distinctive ring detection (DRD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144

Call request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147

Faxing/receiving first, then talking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147

Talking first, then sending a fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147

Talking first, then receiving a fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148

Responding to a call request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148

Numbering pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148

The power of TriAccess . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149

Keeping things secure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150

The key to it all: the passcode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150

Locking up tight: operation protection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151

Activating operation protection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151

Using your fax during operation protection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152

Print it later, when it’s safe: security reception . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152

Activating security reception . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153

Printing from (and turning off) security reception . . . . . . . . . . . . . . . . . . . . . . . . . . . 154

Receiving and sending SecureMail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155

Receiving SecureMail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155

Printing a SecureMail mailbox list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158

Setting SecureMail storage time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158

Printing SecureMail you receive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158

Sending SecureMail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160

Masking the PIN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162

Activating the PIN mask . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163

Autodialing while using the PIN mask . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163

Dialing from the numeric keypad while using the PIN mask . . . . . . . . . . . . . . . . . . 165

Performing batch transmission while using the PIN mask . . . . . . . . . . . . . . . . . . . . 166

Setting security transmission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167

Setting for use of a closed network . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168

Setting your fax machine’s closed network passcode . . . . . . . . . . . . . . . . . . . . . . . . . 168

Setting your fax machine to operate in a closed network . . . . . . . . . . . . . . . . . . . . . . 169

Setting Block Junk Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170

Clearing a fax number from the blocked number list . . . . . . . . . . . . . . . . . . . . . . . . . 173

Using department codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174

Entering or modifying a department code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174

Clearing a department code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175

Activating (or turning off) the department code setting . . . . . . . . . . . . . . . . . . . . . . . 176

Activating (or turning off) department code protection . . . . . . . . . . . . . . . . . . . . . . . 176

Sending a fax using a department code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177

Printing a department time list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178

Clearing a department time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178

F-Code communication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179

F-Code: an introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179

How sub-addressing works: think of a mailroom . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179

Setting up or changing F-Code boxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179

Which type of box? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180

Creating or modifying an F-Code box. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180

Erasing an empty F-Code box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189

Printing a list of your F-Code boxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191

Printing a list of documents stored in your F-Code boxes. . . . . . . . . . . . . . . . . . . . . . . . 191

Using a bulletin box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191

Storing a document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191

Printing a stored document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193

Erasing a document stored in a bulletin box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 194

Using a security box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196

Printing a document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196

F-Code transmission and polling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197

Programmable one-touch keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202

Programming a delayed transmission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203

Programming a broadcast . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205

Programming a SecureMail transmission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207

Programming a relay broadcast initiation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210

Programming regular and database polling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213

Programming batch transmission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 216

Programming F-Code transmission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218

Programming F-Code polling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221

Programmable one-touch fax dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224

Erasing a programmable one-touch key. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225

Printing a list of your programmable one-touch keys . . . . . . . . . . . . . . . . . . . . . . . . . . . 225

Just in case…

What’s inside this section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227

We’re on-line to help you! . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228

Clearing paper jams . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229

If an original document jams . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229

If a printout jams inside your machine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231

If a printout jams inside at a paper cassette’s side cover . . . . . . . . . . . . . . . . . . . . . . . . 233

Print quality problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234

Communication problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238

Alarm . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238

Displayed error messages (listed alphabetically) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238

Errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 245

Error reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 245

Kinds of error codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246

Specific errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246

“Check Message” printouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 248

Caring for your fax machine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249

Cleaning tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249

Corrective cleaning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250

Curing frequent jams in the ADF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250

Cleaning the FBS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252

If you have unsatisfactory printout quality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252

Cleaning the LED print head . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253

Storing the toner and drum unit(s) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253

Common questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 254

General questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 254

Sending faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 254

Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 257

Receiving faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 257

Polling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 257

How your fax machine works . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 258

Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 259

Appendix and index

Specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269

Regulatory information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 270

Index. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272

Getting started

A quick and friendly trip through the basics of your Pitney Bowes fax machine.

What’s inside this section

A quick introduction to fax in general. . . . . . . . . . . . 12

General precautions . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Make sure it’s all out of the packaging . . . . . . . . . . . 14

What are all the parts? . . . . . . . . . . . . . . . . . . . . . . . 16

What do the keys do? . . . . . . . . . . . . . . . . . . . . . . . . . 19

Setting up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

EasyStart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Sending faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Receiving faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Making copies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

A quick introduction to fax in general

What is a “fax document?”

Simply put, a “fax document” is anything a fax user wants to fax to someone else. It can be just one page or as many pages as you need. It can be text, a photograph or even your child’s latest drawing!

What is a “fax number?”

Because your fax operates on standard phone lines, a “fax number” is just a regular phone number and, because your fax is also a high-quality, fullfeatured telephone, your fax number can be your regular phone number. You can — but this isn’t necessary — dedicate a phone number to your fax machine, letting you use one number for ordinary voice calls and one just for fax.

What are resolution and grayscale?

Just as cars are measured by engine size and stereo systems are measured by watts per channel, so fax machines are measured by resolution and grayscale. So let’s talk about these for a moment. Resolution refers to the sharpness of a fax transmission. It’s expressed in lines per inch (lpi). An international agency has defined three specific levels of resolution:

• Normal (203 horizontal x 98 vertical lpi)

• Fine (203 x 196 lpi)

• Superfine (203 x 392 lpi).

Similarly, one can judge a fax transmission by its number of grayscale levels, or shades of gray — really, halftones such as you might see in a newspaper photo. It’s likely most of your fax documents will be dark text on white paper. However, when you want to send photographs and other shaded items, you can set your fax machine to transmit in 64-level grayscale. (And for just copying and not faxing, you can use 128-level grayscale for even more enhanced image quality.)

So why not set your fax machine to use superfine or grayscale for all transmissions?

Because these settings make your machine send more information, making transmissions last longer and (on long-distance calls) driving up your phone bills. That’s why, as you’ll see, we’ve made it easy for you to set your fax machine for the most efficient, and truest, transmission of the types of documents you send.

General precautions

• To avoid serious injury, never disassemble the machine. Exposed

power points inside the machine can cause electrical shock if you touch them.

• Never turn off the power switch (or disconnect the plug) or remove the paper cassette during printing. Either can cause the fax machine to jam.

• During thunderstorms, disconnect the machine’s plug from the AC power outlet (remember the instruction above: if the machine is printing, wait until the printing ends). Your fax can hold documents in the standard memory configuration for up to 100* hours.

*The machine’s backup battery must have been charged for at least 24 hours.

• Before you attach or remove the AC power cord from the power outlet, make sure that your hands are dry.

• To avoid paper jams, do not load wrinkled or curled paper in the machine. (This refers to both original documents and paper for

printing.)

• Keep liquids and other cleaners away from your machine unless you’re actually cleaning it as described in “Just in case” (see page

230).

• When you lift the machine, always hold and lift by the slot at right and left sides as shown in the illustration.

Important: Never grip and lift the machine by the panel or other parts; damage could result.

Note: As shown, it’s best if two people carry the fax machine.

Make sure it’s all out of the packaging

As you unpack your fax machine, check for the following items:

Main unit Document feed tray assembly

Multipurpose tray

Telephone line cord

Paper tray

AC power cord

Operating instructions Protection sealsPaper size stickers

□ Main unit with 400-sheet paper cassette installed □ Document feed tray assembly □ Paper tray □ Multipurpose tray □ Telephone line cord □ AC power cord □ Operating instructions (this document; obviously, you have it!) □ Paper size stickers □ Protection seals (This seal may actually be used when your

authorized dealer installs your fax machine.)

Printing supplies

□ Drum unit

□ Toner cartridge □ Fuser cleaner

Note: Be sure to save the box (or boxes) and packing materials for reshipment.

Optional products

You may wish also to consult your authorized dealer about the following options for your fax machine:

• Telephone handset — Lets you use the machine to make voice calls

and use your machine’s other telephone features (see page 111) without having to attach a separate phone.

• Memory upgrades — Extra memory lets your machine save more

documents for operations such as memory transmission (either “live” or delayed), broadcasting, out-of-paper reception and more.

• Additional paper cassette — You may add up to two 200-page, letter-/

legal-sized cassettes, boosting your machine’s maximum printing paper supply to as much as 801 sheets (counting the one-sheet multipurpose tray).

What are all the parts?

Note: Do not worry if some of the terms used here are unclear to you

right now, we will explain everything fully. Once you’re more familiar with these terms, this page will be an even handier reference to your fax machine.

Front view

1. Liquid crystal display (LCD) — The display (2-line x 20-character)

which shows the machine’s status and lets you see what you’re entering during various operations.

2. Control Panel

pages 19-21 for more details.)

3. Paper cassette — One of two locations where you put the recording

paper (the Multipurpose tray is the other). Holds up to 400 sheets, either letter- or legal-sized paper.

4. Recording paper level indicator — Shows the level of the current

paper supply without requiring you to open the paper cassette.

— The keys you use to operate your fax machine. (See

5. Original document exit — Where the original document comes out.

6. Side cover — Open to fix printout jams.

7. Multipurpose tray — One of two locations where you put the

recording paper (the paper cassette is the other). Holds only one sheet, either letter, legal or half-letter size paper.

8. Top cover release — Pull up on this to open the top cover.

9. Top cover — Opens to provide access for changing the toner and

drum unit (or, occasionally, fixing printout jams).

10. Book cover — Opens to scan an original document using the flatbed

scanner (FBS).

11. Document tray — Supports the original document for straighter

feeding into the automatic document feeder (ADF).

12. Document guides — You can adjust these for the width of the

original document so it will feed properly into the ADF.

13. Automatic document feeder (ADF) — The slot into which you

place your original document for faxing or copying. It holds up to 50 sheets of letter-sized paper, 25 pages of legal-sized paper or 15 pages of 11” x 17” (ledger or tabloid)-sized paper.

14. Scanner cover — Opens to provide access, during occasional jams, to

an original document you have put into the ADF.

15. Scanner cover release — Pull up on this to open the scanner cover.

16. Flatbed scanner (FBS) — Makes it possible for you to fax or copy

objects and even irregularly shaped sheets, just as on a conventional copier.

Rear view

17. LINE jack — Where you plug in the telephone line cord. (The other

end of the cord plugs into a wall telephone jack.)

18. PHONE2 jack — If you connect a second telephone to your machine,

this is where you plug the cord.

19. PHONE1 jack — Where you plug in the optional handset.

20. AC power jack — Where you plug in the AC power cord.

21. AC power switch — Turns your fax machine on and off.

22. Paper tray — Holds up the printout (fax or copy) after it emerges.

23. Printed document exit — Where the printout (fax or copy)

emerges.

24. Handset (standard) — Used for voice communication.

What do the keys do?

56789101112 13

COMMUNICATION

MEMORY

RECEIVE

AUTO ANSWER

STAMP

COPY FAX

REVIEW COMMANDS

MONITOR/CALL

HALFTONE

S-FINE

FINE

RESOLUTION

CONTRAST

ALARM PAPER JAM REPLACE PAPER

SORT COPY PAPER SIZE ?

FLASH

DIALING OPTIONS REDIAL/PAUSE

ENTER CANCEL

REDUCT %

PROGRAM

ENLARGE %

BROADCAST

COMMUNICATION OPTIONS

GROUP DIAL

SPEED DIAL /TEL INDEX

MEMORY TRANSMIT

BOOK DOC SIZE

qz abc def

123

ghi jkl mno

456

prs tuv wxy

789

oper

CLEAR ALL START

STOP

1415161718192021222324252627282930

Here is a brief description of the keys on your fax machine and what they do, as well as a look at your machine’s indicator lights and their meanings.

1. STAMP light — If glowing, indicates the transmission confirmation

stamp feature (see page 87) is on.

2. AUTO ANSWER light — You can select which mode your fax machine

uses to handle incoming calls: answering automatically as a fax machine (Fax Ready mode) or waiting for the user to pick up the optional handset (Tel Ready mode). If the AUTO ANSWER light is glowing, your fax machine is in auto-answer mode.

3. MEMORY RECEIVE light — If glowing, indicates your fax machine is

receiving an incoming fax document into the machine’s electronic memory.

4. COMMUNICATION light — If glowing, advises you the fax machine is

performing communication.

5. REVIEW COMMANDS — Press to review or alter pending fax

commands.

6. MONITOR/CALL — During on-hook dialing, turns the monitor speaker

off or on. When you’re sending a fax, activates the call request feature.

7. ALARM light — If glowing, indicates a problem has occurred during fax

communication or your fax machine encounters a problem printing a fax or copy. Check the display or an error report for more information.

8. PAPER JAM light — Glows when a printout (received fax message or

copy) becomes jammed in your fax machine.

9. REPLACE PAPER light — Glows when the paper cassette is empty.

See page 66 for more details on replacing paper.

10. GROUP DIAL — Helps you set up a fax transmission to a call group, a

set of fax numbers which will receive the same document in one fax operation.

11. COMMUNICATION OPTIONS — Chooses from among several fax

options: delayed transmission, SecureMail transmission, relay broadcast, polling, batch transmission or F-Code communication.

12. BROADCAST — Helps you set up the process of a fax broadcast

(sending the same document to more than one location).

13. Numeric keypad — Just like the numeric keys on a regular tone-

dialing phone. In addition to dialing phone and fax numbers, they also enter numbers when you’re making certain settings.

14. START — Begins a manual fax transmission, manual reception or

copying.

15. CLEAR ALL — Resets copying settings to their defaults.

16. STOP — An all-purpose “Whoa!” key. Stops the current operation, ejects

a document from the automatic document feeder and cancels alarms.

17. SPEED DIAL/TEL INDEX — Starts a speed-dialing operation, which

you finish by pushing three of the keys on the numeric keypad. Also displays one-touch and speed dial entries sorted alphanumerically, as in a telephone directory.

18. BOOK DOC SIZE — Sets the fax for either letter- or legal-sized

documents when you use the flatbed scanner.

19. MEMORY TRANSMIT — Selects which transmission mode your fax

uses, whether from memory or from the document feeder. If the light next to this key is glowing, your fax will scan documents into memory before trying to send them. Otherwise, your fax will transmit straight from the feeder, which is slower and also prevents others in your office from using the fax until your communication is absolutely complete. (When you use the flatbed scanner, the machine always uses memory transmission.)

20. CANCEL — Press this key to delete characters on the LCD and cancel

commands you have entered into the machine.

21. In Fax mode:

REDIAL/PAUSE — Redials the last number you dialed. In certain operations, it also produces a special pause character which can be useful during the dialing of long-distance numbers.

Or, in Copy mode:

PAPER SIZE ? — Selects the printout paper you want to use.

22. ENTER — Much as STOP is a “Whoa!” key, ENTER is a “Go!” key. It

confirms user settings, begins operations and moves through command levels.

23. In Fax mode:

DIALING OPTIONS — Press this to insert special symbols into telephone numbers (see page 90).

Or, in Copy mode:

SORT COPY — Press this key to toggle the sorting of printed copies.

24. In Fax mode:

䊳/PROGRAM — Scrolls (moves) through features and command options as displayed on the LCD.

Or, in Copy mode:

Press to increase the reduction or enlargement rate at 1% intervals.

25. In Fax mode:

FLASH — Lets you quickly disconnect a call and go right to the next one without having to hang up the handset.

Or, in Copy mode:

ENLARGE % — Press this key to choose one of several fixed copy enlargement rates. (See page 74 for more information.)

26. In Fax mode:

䊳 — Scrolls (moves) through features and command options as displayed on the LCD.

In Fax mode, while scanning a document:

NEXT — Press to tell your machine to scan one or more additional documents after the current scanning ends.

In Copy mode:

Press to decrease the reduction or enlargement rate at 1% intervals.

27. REDUCT % — Press this key to choose one of several preset copy

reduction rates. (See page 74 for more information.)

28. RESOLUTION —

In Fax mode:

Press to toggle among the three resolution modes and 64-level grayscale.

In Copy mode:

Press to select either superfine or 128-level grayscale mode.

29. CONTRAST — Press to enter the contrast setting mode. To change the

contrast level, press 䊴 or 䊳 keys.

30. COPY/FAX — Press this key to toggle between Fax mode or Copy mode.

SPACE

CODE

ALPHABET

31. One-Touch Keys — The keys labeled 01-40 (or 41-80, if you’re using

fliptab B) offer one-touch dialing convenience. You also can use the keys labeled 73-80, if you’re using fliptab B, for programmable functions: this lets you teach your machine an advanced multi-step function just once, then recall the function at any time by pressing one of these keys.

CODE

How to read this manual

Before you use this manual, read this list of symbols and terms, and make sure you know what each denotes.

␣ WARNING : A potential hazard that could result in serious injury.

␣ CAUTION : A potential hazard that could result in minor injury.

Important: How to avoid conditions or incorrect operations that

could cause damage to your machine.

Note: Helpful hints, restrictions, or how to avoid difficulties.

You’re in control!

We’ve worked hard to make sure this fax machine is easy for you to use. You can control it — not vice versa. So we’ve also tried to make these operating instructions just as easy. In that spirit, let’s make sure there’s no confusion about how to give your machine its marching orders.

To press: 0 (zero), 1, 2, 3, 4, 5, 6, 7, 8, 9, # or *

Use: The numeric keypad.

Tip: At no (other) time in this manual will we refer to the letters

printed below the numeric keys, such as abc by the 2 key. They are there only for your greater convenience in using your fax machine as a telephone.

To press: A, B, C, D (or other letter keys which may be required with

the use of optional equipment)

Use: The one-touch key by that name.

Tip: Please don’t confuse the zero (0) with a letter O.

Here’s an example. If we say “press PROGRAM, J, ENTER, 0, 3, ENTER”…

… you’d press PROGRAM

… then J … then ENTER … then 0 … then 3

… and then (finally) ENTER

Important: Please note that you would not be entering commas or

periods. Those typographical characters appear in our instructions merely to serve their usual separative functions and are not intended for actual entry from your machine’s control panel.

While there is a function (broadcasting) which requires the entry of commas, we provide special ways to do that, as we’ll explain when the time comes.

Setting up

Pick an installation spot before going ahead

To keep your fax machine in perfect working order, the location should be:

• Clean — Dust build-up can damage your machine. (However, do

not use a cover, which can promote overheating! See next item.)

• Open around the fax — Allow at least 16” of clearance around

your machine. Be sure that you never cover the machine: its vents must be able to “breathe.”

• Away from direct sunlight — This helps avoid overheating. If

you have to place the fax near a window, install heavy curtains or blinds to protect the fax from direct sunlight.

• Dry — Avoid any location where splatters or sprays (such as from a

water fountain) could reach your fax machine.

• Level, and vibration-free.

• Near a phone jack — Your fax machine uses a standard

(“modular”) telephone jack, also known as an RJ-11.

• Near an AC power outlet — The AC power cord is about 5’ long

when stretched to its limit (and that’s not the way to handle a power cord).

• Away from heavy equipment — Do not set up your fax near a

television, radio, or heavy equipment — like air conditioners, copy machine or large printers — that can generate strong electromagnetic fields. Electronic “noise” can interfere with the operation of your fax machine.

Please heed these power-ful tips

• Use a standard three-pronged 120 VAC outlet.

• Make sure the outlet isn’t controlled by a wall switch. If it is,

you’ll risk inadvertent shutoffs of your machine, causing you to lose fax messages.

• Don’t use an outlet which also is supplying power to a large appliance, such as a refrigerator or air conditioner. Such highconsumption appliances can cause “draw-downs” (temporary drops in the power available for other equipment on the circuit) which could damage your fax machine.

• If at all possible, use an electrical surge suppressor, preferably one which guards both telephone and electrical lines. This device helps to shield your fax machine from damaging high-voltage electrical surges.

Voltage requirements: 120 VAC ± 10%, 50/60 Hz

Power consumption: Standby 20 W Transmission 47 W

Reception 779 W Copying 805 W Maximum (simultaneous copying, communicating and scanning) 1,114 W

Transport screws

Your fax machine is shipped with transport screws for protecting your fax machine’s mirror carriage during shipping. They will be removed by your Pitney Bowes representative.

Important: Be sure that you do not turn the power on until after

the screws have been removed. Otherwise, damage could result.

1. Remove the four transport screws, as shown.

2. Get the protection seals from your manual kit, and attach one protection seal on each transport screw’s now-open hole. This shields the hole while you are using the machine.

Important: Before you use the machine, you must turn off the

transport mode (see page XX).

Note: Be sure to save the screws for reshipment. If you must

ship your machine for some reason, turn off the transport mode, turn the power off and then undo the above procedure as follows:

— Remove the seals (reversing step 2); — Reinstall the screws (reversing step 1).

Installing the printing supplies

Your fax machine prints incoming faxes and copies with a high-speed laser print engine. The engine requires two types of printing supplies or consumables:

• The drum unit — It yields up to 10,000 normal letter-sized

printouts (see “Specifications,” page 273). By “normal,” we’re referring to the amount of text and/or graphics on each page. This is based on an industry-standard test document.

• The toner cartridge — It yields up to 10,000 such printouts (see

“Specifications,” page 273).

Here’s how to install these supplies:

1. Open the top cover.

2. Open the printer cover.

3. Unpack a new toner cartridge from its carton. Then, holding the toner cartridge with both hands, slowly shake it as shown (note the arrows).

␣ CAUTION : Do not throw the toner cartridge into the fire; this

will avoid any possibility of ignition and/or injury.

4. Place the new toner cartridge on a flat, clean surface.

5. Unpack the drum unit from its carton.

Important: Shield the drum unit from light, especially strong light.

Later, if you have to remove the cartridge from the fax, immediately wrap it in a thick cloth to protect it from light.

6. Set the drum unit on the toner cartridge, making sure that the drum unit’s two pins fit in the slits inside the toner cartridge frame.

Note: Do not touch the developing roller.

+ 248 hidden pages

Pitney Bowes 4100 Operator's Manual

Specifications and Main Features

Frequently Asked Questions

User Manual