Pitney Bowes 4200 Operating Guide

4200 - Operator’s Guide Index

Attaching (your) second phone Autodialer

Batch transmission Broadcasting, Programming

Call request Canceling commands Closed network CODE key, using Confidential communication Confirmation reports Confirmation stamp Contrast Control panel Copy reduction Copy sorting Cover page

Mailboxes, SecureMail Memory transmission Monitor speaker, setting volume of

One-touch numbers Out-of-paper reception

Pause character, entering PBX, using with Polling

Being polled Database

Programmable one-touch keys

Reports, confirmation (TCR and RCR) Resolution, Programming Rings, setting number on

Date and time setting Delayed transmission Department codes Directory dialing Drum Unit, installing Drum counter, resetting Dual access

Electrical requirements

Fax Tel Number, programming Fine resolution Flatbed scanner (FBS), placing a

document on

Grayscale, Programming Group Dialing

Printing a Directory Programming

Scanning width, Setting Security transmission Special features Specifications Speed-Dial Numbers, Programming Stamp, transmission confirmation Subscriber ID, setting

Toner cartridge, installing Troubleshooting

Cleaning Error Codes Error Messages Print Quailty Printer Misfeed Scanner Misfeed

TTI, programming

User Settings, Programming

HOLD, using in telephone calls

"Junk fax,” blocking

Operator’s Guide

Pitney Bowes 4200

Multifunctional Fax/Copier

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 9) covers only what you absolutely

have to know to use your machine immediately.

• “User Settings” (see page 61) 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, “J ust in case…” (see page 187) 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 8 are the Table of Contents for this guide. Skim through them now if you’d like (they’ll prove more helpful as time passes), or just go straight 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 somthing like this:

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.

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

My machine’s model number: PB-4200

My machine’s serial number: _________________________

4200 OPG - Table of Contents

Getting started

What’s inside this section. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

A quick introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Your fax machine. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Unpacking. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Machine layout. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Keypad layout. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

You’re in control!. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Setting up. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Pick an installation spot before going ahead. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Phone and electrical requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Installing the printing supplies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

When you install a new drum cartridge. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Loading paper. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Loading the one-sheet multipurpose tray. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Attaching the paper-handling parts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Plug in and power up. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Adjust the monitor speaker’s volume. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Attaching a second phone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Attaching the telephone handset. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

EasyStart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Using EasyStart to enter initial settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Sending faxes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Some guidelines. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

How big — and small your pages can be. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Things not to put into your fax. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Resolution, grayscale and contrast. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Entering a pause character when dialing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Changing the pause length. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Potential problems with call-waiting and voice mail. . . . . . . . . . . . . . . . . . . . . . . . . . 41

Overseas transmission mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

How to set a document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Inserting the document into the ADF (automatic document feeder). . . . . . . . . . . . . . 42

Placing the document on the FBS (flatbed scanner). . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Using memory transmission. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Sending a fax using the ADF. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Sending a fax using the FBS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Sending a fax with on-hook dialing or a handset (manual transmission). . . . . . . . . . . . 49

Redialing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Making redial settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Canceling automatic redial: an introduction to Review Commands. . . . . . . . . . . . . . 52

Receiving faxes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

So what’s the big deal, anyway?!?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Different ways to get the job done. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Reception modes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Answering calls manually — for either reception mode. . . . . . . . . . . . . . . . . . . . . . . . 54

Tel Ready mode: when Auto Answer is off. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Fax Ready mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

When the paper runs out. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Getting the word from your machine. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Receiving when out of paper. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Making copies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

If the machine cannot detect your document size…. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Setting of enlargement or reduction for copying. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Beyond the basics

User settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Setting up for scans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Making settings for printing faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Print reduction rate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Reduction margin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Half-page reception . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Setting the number of rings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Setting ECM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Setting the transmission confirmation stamp . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Printing your User Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Printing a Program List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Autodialer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Autodialer basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

How do you autodial? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

How big is the autodial memory? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Which number is which? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

EasyDial directory: A preview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Special dialing characters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Considering call groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Using one-touch numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Entering or changing a one-touch number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

One-touch dialing: Sending a fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

One-touch dialing: Making a regular phone call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Erasing a one-touch number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Printing a list of your one-touch numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Using speed-dial numbers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Entering or changing a speed-dial number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Speed-dialing: Sending a fax. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

Speed-dialing: Making a regular phone call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Erasing a speed-dial number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

Printing a list of your speed-dial numbers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

Printing a call group directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

EasyDial directory dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

What if an EasyDial call doesn’t go through? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

It’s a great phone, too . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

Redial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

On-hook dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

You can EasyDial regular phone calls, too . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

Broadcasting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

The basics of broadcasting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

Delayed broadcasting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

Relay broadcasting and relay broadcast initiation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

How it works . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100

Setting it up, or initiating the initiation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100

The next level: Relayed relay broadcasting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

Broadcast news; or making changes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103

Delayed transmission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

Setting up a delayed transmission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

Reviewing or canceling delayed commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

Reviewing or canceling parts of a broadcast . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

Printing a delayed command list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

Printing a stored document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109

Batch transmission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110

Creating or modifying a batch box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110

Erasing an empty batch box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

Printing a list of your batch boxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116

Storing a document for batch transmission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116

Printing a list of stored batch documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118

Printing a document stored in a batch box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118

Erasing a document stored in a batch box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119

Special features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121

Cover page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121

Toggling the cover page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122

Entering the cover page message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123

Printing the cover page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125

Managing your fax with its journal and reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125

Setting the activity journal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125

Printing an activity journal manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127

Setting the reports: TCRs and RCRs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127

Information, please: What the reports tell you . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128

Polling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131

Regular polling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131

Database polling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132

Being polled . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

Erasing a stored polling document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135

Printing a stored polling document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136

Limiting polling access to your fax machine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137

Call request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137

Faxing/receiving first, then talking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137

Talking first, then sending a fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138

Talking first, then receiving a fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138

Responding to a call request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138

Numbering pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139

Power multitasking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140

Programmable one-touch keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141

Using the programmable one-touch keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141

Programming a delayed transmission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142

Programming a broadcast . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145

Programming a SecureMail transmission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148

Programming a relay broadcast initiation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152

Programming a polling operation, regular and database . . . . . . . . . . . . . . . . . . . . . . . . 157

Programmable one-touch fax dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161

Erasing a programmable one-touch key. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162

Printing a list of your programmable one-touch keys . . . . . . . . . . . . . . . . . . . . . . . . . . . 163

Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164

Receiving and sending SecureMail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164

Receiving SecureMail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165

Creating, modifying or clearing a SecureMail mailbox . . . . . . . . . . . . . . . . . . . . . . 165

Printing a SecureMail mailbox list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168

Setting SecureMail storage time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169

Printing SecureMail you receive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170

Sending SecureMail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171

Setting security transmission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173

Setting for use of a closed network . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174

Setting Block Junk Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176

Using department codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177

Entering or modifying a department code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177

Clearing a department code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178

Activating (or turning off) the department code setting . . . . . . . . . . . . . . . . . . . . . . . 179

Sending a fax using a department code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180

Connectivity port . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181

Requirements for your computer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181

An important note about compatibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181

A preview of the plug-in . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182

Making the connection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183

Setting the Connectivity port . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183

Scanning from your fax machine to your computer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184

Printing from your computer to your fax machine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185

Sending faxes with your computer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186

Just in case…

What’s inside this section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188

We’re on-line to help you! . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189

Clearing paper jams . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190

If the original document jams . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190

If a printout jams inside your machine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192

If a printout jams inside a paper cassette’s side cover . . . . . . . . . . . . . . . . . . . . . . . . . . 194

If a printout jams at the multipurpose tray . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195

Print quality problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196

Communication problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200

Alarm . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200

Display error messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200

Errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205

Error reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205

Kinds of error codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206

Dialing errors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206

Reception errors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206

Transmission errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207

“Check Message” printouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208

What error messages can mean . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208

Caring for your fax machine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209

Cleaning tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209

Corrective cleaning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210

Curing frequent jams in the document feeder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210

Cleaning the FBS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212

If you have unsatisfactory printout quality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212

Common questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213

General questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213

Sending faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213

Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 216

Receiving faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 216

Polling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 216

How your fax machine works . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217

Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218

Appendix and index

Specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227

Regulatory information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228

Index. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230

Getting started

In this section, we’ll introduce you to your new machine. You’ll see that it takes only minutes to… get started.

What’s inside this section

Your fax machine . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Setting up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

EasyStart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Sending faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Receiving faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Making copies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

For a more detailed Table of Contents, please turn to page 5 of this guide.

A quick introduction

This brief overview will help you to quickly learn how your Pitney Bowes fax machine works. Of course, please be sure to read the rest of these instructions too!

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.

So why not always set your fax machine for superfine, or for grayscale?

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.

Your fax machine

Unpacking

The drawing below shows what should be included in the packaging:

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

□ Main unit □ 2nd paper cassette (includes four screws) □ Document tray □ Blank cover (includes two screws) □ Paper tray □ AC power cord □ Document stopper □ Telephone line cord □ Toner cartridge □ Additional documents □ Drum cartridge □ (including this Operator’s Guide)

□ Telephone handset (not shown)

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

Machine layout

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.

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

page 16-18 for more details.)

2. Display

30-character window to show the machine’s status and let you see what you’re entering during various operations. (If the display is blank, the machine is off.)

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

4. Scanner cover — Opens to provide access to the original document

(whatever you put into the machine for faxing or copying) during occasional jams.

(also known as a liquid crystal display, or LCD) — Uses a 4-line x

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

original document so it will feed properly into the machine.

6. Document tray — Supports the original documents for straighter

feeding into the machine.

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

scanner (FBS). Is hinged to accommodate thicker originals, e.g., bound

documents.

8. Multipurpose tray — Holds one sheet of paper. Pull down the tray

toward you to open.

9. 1st paper cassette side cover — Open to fix printout jams.

10. 2nd paper cassette side cover — Open to fix printout jams.

11.

Recording paper level indicator

— Shows the relative amount of

recording paper remaining. White in the window indicates a full supply. An all-black display indicates empty paper and the

Paper level indicator

Paper Empty

Paper empty lamp

PAPER EMPTY light glows.

12. 1st paper cassette — Holds up to 300 sheets of recording paper. Pull

the cassette toward you to open.

13. 2nd paper cassette — Holds up to 300 sheets of recording paper.

Pull the cassette toward you to open.

14. Front cover — Opens to provide access for changing the toner and

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

16 15

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

this is where you plug in the cord.

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

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

17. PHONE1 jack — Where you plug in the telephone handset.

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

emerges.

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

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

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

Keypad layout

456 7 8 9 10

3 2 1

ALARM AUTO ANSWER

COMMUNICATION

MEMORY

MONITOR/CALL

RECEIVE

HOLD

FAX

COPY

DARK

NORM

LIGHT

HALFTONE

RESOLUTIONCONTRAST

S-FINE

NORM

FINE

REDUCTION

MINIMUM 11" X 17" 8.5" X 11"

8.5" X 14"

PROGRAM

8.5" X 11"

ENLARGEMENT

8.5" X 14" 11" X 17"

8.5" X 11" 11" X 17"

MAXIMUM

121% 129% 200%

BROADCAST

COMMUNICATION OPTIONS

GROUP DIAL

SPEED DIAL/ TEL INDEX

MEMORY TRANSMIT

STAMP

50% 64% 78%

qz abc def

ghi jkl mno

prs tuv wxy

oper

CLEAR ALL

STOP/CLEAR

START

25 24 23 22

12131415161718192021222324

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

receiving an incoming fax document into the machine’s electronic

memory.

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

performing communication.

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

communication or the unit has encountered a problem printing a fax or

copy. Check the display or an error report for more information.

4. AUTO ANSWER — Selects 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 telephone handset (Tel Ready

mode). The AUTO ANSWER light next to this key will glow when auto-

answer mode is the current choice.

5. MONITOR/CALL — During on-hook dialing, it turns the monitor

speaker off or on. When you’re sending a fax, this key activates the call

request feature.

6. HOLD — Either places a call on hold or takes it off hold. This key is

effective only if you have attached a telephone handset to your fax

machine.

7. 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.

8. COMMUNICA TION OPTIONS — Chooses from among five fax options:

Delayed transmission, SecureMail transmission, Relay broadcast, Polling

or Batch transmission.

(

)

;

SPACE

{

}

[

]

CODEALPHABET

CODE

Flip Tab A Flip Tab B

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

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

10. 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.

11. 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.

12. START — Either begins manual fax communication (transmission or reception) or makes one or more copies of a document.

13. CLEAR ALL — Press this key to cancel the current function and return to the standby mode.

14. STOP/CLEAR — Stops the current operation, ejects a document from the document feeder and cancels alarms. Press this key to delete characters on the display and cancel commands you have entered into the machine.

15. STAMP — Press this key to set the machine to stamp each original document or page automatically when the machine transmits it successfully. The STAMP light next to this key glows when this operation is set to occur.

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

17. SPEED DIAL/TEL INDEX — Starts a speed-dialing operation, which you finish by entering a three-digit number via the keypad. Also displays one-touch and speed dial entries sorted alphanumerically, as in a telephone directory.

18. Multifunction Keys — Press to choose options that appear in the display.

19. 䊳 — Scrolls (moves) rightward through features and command options that appear in the display.

20. 䊴 — Scrolls (moves) leftward through features and command options as displayed on the display.

21. PROGRAM — Any function can be started by first pressing this key and then entering the function number.

22. MENU — Press to change the display to the next series of options.

23. RESOLUTION — Press this key to toggle among the three resolution modes and the halftone (grayscale) mode.

24. CONTRAST — Press this key to toggle among contrast settings – normal, a little dark, dark, a little light or light.

25. COPY/FAX — Press this key to toggle between FAX mode or COPY mode.

You’re in control!

We’ve worked hard to make sure this fax machine is easy for you to use, despite its impressive set of features. You 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 any other letter key 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, 7, ENTER, 0, 8, ENTER”…

… you’d press PROGRAM

… then 7 … then ENTER … then 0 (the numeric key zero) … then 8

… 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! See next item.)

• In the open — 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.

• 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).

Phone and electrical requirements

• 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 23 W Transmission 50 W

Reception 620 W Copying 640 W Maximum (simultaneous copying, communicating and scanning) 1067 W

Installing the printing supplies

Your fax machine prints incoming faxes and copies with a laser print engine. The engine requires two types of printing supplies (also called consumables):

• The drum cartridge — Yields up to 30,000 letter-sized printouts.*

• The toner cartridge — Yields up to 7,000 letter-sized printouts.*

Here’s how to install these supplies:

1. Open the front cover.

*See “Specifications,” page 227.

2. Release the M2 and M3 levers by pushing or turning each in the direction indicated by the arrow next to it.

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

4. Place the toner cartridge on a flat, clean surface. Steady the cartridge with one hand, and remove the seal by gently pulling with your other hand.

5. Holding the toner cartridge with both hands, gently shaking it as shown (note the arrows).

6. Unpack the drum cartridge from its carton. Important: Shield the drum cartridge 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.

7. Install the toner cartridge in the drum cartridge, making sure that the toner cartridge’s two pins (each at the front side) fit in the slits inside the drum cartridge frame.

8. Then push the toner cartridge in the direction indicated by the arrow to lock it.

9. Grasp the “PUSH/PULL” tab and align the green markers on both the drum cartridge and the unit’s frame. Once aligned, slide the end of drum over the green tapered protrusion (to the lower left of the marker). This “rail” supports the cartridge as it’s inserted. Gently push the cartridge until it securely clicks into position. Important: When you install a new drum cartridge, you must also reset the drum counter. (See “When you install a new drum cartridge,” next page.)

10. To lock the drum cartridge in place, return the M2 and M3 levers to their normal positions, as shown.

11. Close the front cover. Push on a portion of the cover to lock the cover into its normal position. NOTE: The fax machine will not work if the cover isn’t closed properly.

When you install a new drum cartridge

Your fax machine keeps track of how many pages go through the drum cartridge to let you know when the drum needs to be replaced. Thus, whenever you install a new drum cartridge, you must “notify” the machine by resetting the drum counter. (Obviously, before doing so the very first time, you’ll have to finish installing the machine and then turn it on.) Important: Do this only when you are installing a new drum cartridge. Here’s how to reset this counter:

1. Press PROGRAM, J, 1, 6. The display will show:

13. Stamp 16. Reset DR Ctr

14. RelayedRelay

15. Connect PC

▲▼

Enter

2. Press ENTER.

Reset DR Ctr YES NO

▲▼

Enter

3. Select “YES” using ▲ or ▼. Then press ENTER to reset the drum counter.

Reset DR Ctr YES NO

▲▼

Enter

Loading paper

The following instructions tell you how to load the paper on which the fax machine prints copies and receives faxes. Right out of the box, your machine can hold up to 601 sheets at a time: 300 sheets in each cassette and one sheet in the multipurpose tray. (Your machine can accept up to two more optional 300-sheet cassettes for a possible total of 1,201 sheets. Contact your local Pitney Bowes office for more information on optional cassettes.)

Loading the paper cassette

Each paper cassette can be adjusted to accept letter-, legal- or ledgersized paper.

1. Pull forward on the paper cassette to open.

2. To set the paper cassette for a different paper size, slide the paper guide to the correct position.

3. Press down on the cassette plate until it clicks. Note: Before you insert paper in the cassette, stack it so the leading edge and sides of the paper are even.

4. Insert the paper into the cassette.

• Make sure the stack of paper isn’t higher than the limit mark on the side of the cassette.

• Place the edges of the top sheet under the metal tabs on the left and right side of the cassette (viewed from the cassette’s front, as shown).

• Each paper cassette can hold about 300 sheets of paper.

5. Push the paper cassette back into its original (closed) position. You’ll feel a click when it’s properly in place.

• Attach the paper size label on the front side of cassette.

Loading the one-sheet multipurpose tray

The multipurpose tray holds one sheet of either letter-, legal- or ledgersized paper.

1. Pull to open the multipurpose tray.

2. Adjust the multipurpose tray for the width of paper you plan to load. Slide the guide to the slot for the paper size you’ll be loading.

3. Insert a sheet into the tray until the sheet won’t go in any farther. Make sure the guide setting you made in step 2, above, is correct.

Attaching the paper-handling parts

1. Attach the document stopper, as shown. (Note the direction.)

2. Attach the document tray by inserting it into the appropriate holes, as shown.

3. Attach the paper tray by inserting its two pegs at a slightly upward angle into the appropriate holes, as shown.

Plug in and power up

1. Plug one end of the telephone line cord into the LINE jack on the machine’s left side. Plug the other end of the cord into a standard telephone wall jack, just as you would plug in a phone. NOTE: Do not confuse the telephone handset’s curled handset cord with the uncurled telephone line cord (see page 33 for instructions on attaching the handset).

Telephone Handset Jack

2. Plug the non-pronged end of the AC power cord into the AC power cord jack on the left side of the machine.

3. Plug the pronged end of the AC power cord into a 120 VAC electric outlet (preferably on a surge supressor, as mentioned on page 20).

4. Use the AC power switch to turn on your machine. The markings are international standards: ❙ means On, 䡬 means Off.

Adjust the monitor speaker’s volume

You can set the volume of the monitor speaker, assuring that on-hook dialing will be as loud (or as soft) as you require.

1. Press MONITOR/CALL on the control panel. You now should hear a dial tone, and the display will show:

Tel Mode _

Auto Mmry 100%

ScanSizeRedial

IMPORTANT: If you don’t hear a dial tone, make sure your fax machine is plugged into a working phone line.

2. If the volume you hear is satisfactory, skip to step 4. Otherwise, go on to step 3.

3. Adjust the volume as you wish: To turn the volume up, press 䊳. To turn the volume down, press 䊴. The display indicates the volume. Here are the possible settings:

Set Volume Off Min Mid Max

▲

→

Comm.Clr

= Volume off.

Enter

Set Volume Off Min Mid Max

▲

→

Set Volume Off Min Mid Max

Enter

▲

→

Set Volume Off Min Mid Max

→

4. Press MONITOR/CALL again to hang up.

Enter

= Low setting.

= Medium setting.

▲

= Loudest setting.

Attaching a second phone

Want to attach a second phone (even a cordless model!) to your fax machine, so they can share the same phone jack? No problem.

Before we go further, let’s explain the idea. You’re plugging the second phone’s phone line into your fax machine’s PHONE 2 jack, not the wall phone jack. In such a setup, only your fax machine connects to the wall. The second phone signals through your fax machine.

Now, let’s proceed…

1. If your second phone is already plugged into a wall phone jack, disconnect it from that jack, at the wall. Hold onto the phone plug: you’ll need it in step 2. NOTE: Of course, if your second phone is a model which also requires AC power, as is true for the base of a cordless phone, don’t unplug it from its AC power outlet!

2. Using the plug mentioned in step 1, plug the phone cable from your second phone into the PHONE 2 jack on the left side of your fax machine.

For information on how to use a connected second telephone with your fax machine, see “Receiving faxes,” beginning on page 54.

Attaching the telephone handset

The telephone handset for your fax machine comes with installation instructions. However, here is a summary of how to attach the handset. IMPORTANT: Do not connect the handset directly to a telephone wall jack. Connect it only to your fax machine as the instructions describe.

1. Remove the adhesive “plates” covering both the handset jack and cradle holes (left side of unit).

2. Using a small Phillips-head screwdriver, attach the handset cradle to the side of your fax machine using the screws included with the cradle.

3. Plug in one end of the handset cord (it’s curled) into the PHONE1 jack on the left of your fax machine.

4. Plug the other end of the handset cord into the jack on the handset. If connected to a phone line, your fax machine is now “off-hook.” NOTE:

The handset has a small “flash” button which you can press while holding the handset, putting the fax machine back “on-hook” until you can hang up the handset properly in step 4.

5. Place the telephone handset onto the handset cradle. The cradle will press the handset’s “flash” button, hanging up the handset.

EasyStart

Your Pitney Bowes fax machine comes with EasyStart. It guides you in entering the basic settings required for normal operation — so it’s easy for you to start using your machine quickly. (Of course, you can make other settings later or change these settings. We’ll explain in “User settings,” beginning on page 61.)

Using EasyStart to enter initial settings

The initial settings help you keep accurate records of the documents you send and receive. For example, the built-in clock keeps the current time and date, the Subscriber ID contains the 4200’s fax number, the Transmit Terminal Identifier (TTI) contains the company or department name and lastly the phone type (either tone or pulse) is selected.

IMPORTANT: Be sure your fax machine has paper before you begin EasyStart, since this feature can print a handy User Settings list at the conclusion.

IMPORTANT: If you press CLEAR ALL during EasyStart, your fax machine will return to standby mode (its normal condition) but will retain what settings you saved by pressing Enter as described in these instructions.

1. Press PROGRAM, I, Enter. The display will display the current setting of the fax’s built-in calendar/clock, with a cursor appearing under the first digit.

Enter Time ’01 01/01 01:01

Enter

2. Use the numeric keypad to enter the correct date and time, using a YYMMDD format for the date and 24-hour (“military”) format for the time. For instance, if it’s 6:20 p.m. on January 15, 1998, press 9801151820, which results in the following:

Enter Time ’98 01/15 18:20

Enter

NOTE: Your fax machine automatically inserts the spaces and dateslash. All you have to do is enter the digits.

To change only one digit, press 䊴 to move the cursor leftward, or 䊳 to move it rightward, to that digit. Then, enter the correct digit.

3. Press Enter to save the clock setting and continue EasyStart.

Enter Your Fax Number —

+–

Enter

4. The display now asks you to enter your fax number as you want it to appear on other fax machine’s displays or printouts. This is called the Subscriber ID. Use the numeric keypad to enter the desired number. To put in a dash for easier reading, as shown here, press “—.” The number may contain up to 20 characters (numbers and dashes).

Enter Your Fax Number 123-456-7890

+–

Enter

NOTE: If you make a mistake, press STOP/CLEAR to erase, leftward. Or, if you want to change just one character in the number, press 䊴 to move the cursor leftward, or 䊳 to move it rightward,

that character. Then re-enter until the fax number is just as you want it.

5. Press Enter to save the number.

6. The display now asks you to enter the name that you want to appear at the top of faxes you send. In the fax industry, this name is called the TTI (or transmit terminal identifier). On your machine, your TTI may be as long as 22 characters. Enter whatever you feel is appropriate; it could be your company name, your department name, perhaps even your name — or a combination of some (or all) of these.

Important: You enter letters and other non-numeric characters through use of the one-touch keys.

Enter Your TTI

Upper

ABC

Enter

The word “Upper” means the machine is currently set for entering only uppercase letters. If you press R, the machine will see it as an R (not an r). To change it so that pressing a one-touch key will produce a lowercase letter rather than an uppercase letter, press ALPHABET.

Enter Your TTI

Lower

abc

Enter

To switch back for uppercase entries, press ALPHABET again. Additionally, here are the key combinations you can use with CODE to

enter a wide variety of characters:

Second keypress

0123456789ABCDEF

2 !“#$%&‘()*+,-./

First keypress

3 0123456789 : ;<=>? 4 @ABCDEFGHI JKLMNO 5 PQRSTUVWXYZ [ ¥ ] ˆ _ 6 ´abcdefghi jklmno 7 pqrstuvwxyz {|}→←

The legends just outside the box indicate which key you press, and in which order, to get a given character. For example, to get the carat (ˆ) character, you’d press 5, E. (The blank area for 2, 0 indicates where spaces occur.)

Enter Your TTI

Code [5E]

Enter

NOTE: If you make a mistake, press STOP/CLEAR to erase leftward. Or, if you want to change just one character in the name, press 䊴 to move the cursor leftward, or 䊳 to move it rightward, to that character. Then re-enter until the name is just as you want it.

7. Press Enter to save the setting and continue.

8. The display now indicates the type of dialing, tone or pulse, for which the fax machine is set.

Select Phone Type Tone Pulse

▲▼

Enter

If the dialing setting is acceptable, skip to step 10. Otherwise, proceed to step 9.

9. To change the setting, press ▲ or ▼ once or twice until your choice appears (here, we’ve changed the setting to Pulse mode).

Select Phone Type Tone Pulse

▲▼

Enter

10. Press Enter to save the setting and continue.

11. One more thing to do! The display now asks whether you want to print a list of all its settings (including some we’ll cover in “User settings,” which begins on page 61).

Print Settings

Enter

• If you want to print a list, press Enter. Your fax machine will print a

list of all of its settings.

• If you don’t want to print a list, press STOP/CLEAR. Your machine

will return to standby mode.

Sending faxes

Some guidelines

How big — and small — your pages can be

While you’ll probably be sending normal-sized documents the vast majority of the time, you can fax a piece of paper as small as a notepad sheet or nearly three feet long! To be precise, the acceptable dimensions (width x length) are:

Automatic document feeder (ADF) section

Single-sheet transmission Multiple-sheet transmission Maximum: 12.0” x 35.4” Maximum: 11.7” x 17.0” Minimum: 4.7” x 3.9” Minimum: 5.8” x 4.1”

Flatbed scanner (FBS) section

Maximum: 11.7” x 17.0” Minimum: 4.7” x 3.9”

Things not to put in your fax

To help avoid troubles ranging from paper jams to out-and-out damage to your machine, please don’t insert:

• Folded, curled, torn, wrinkled or very thin pages

• Documents with staples, glue, tape, paper clips or correction fluid

• “Sticky notes” (or documents with “sticky notes” attached)

• Cardboard, newspaper or fabric

• Pages with duplicating carbon on either side

• Credit cards or similar small, thick items

Resolution, grayscale and contrast

Reviewing resolution and grayscale

▲ HALFTONE

▲ S-FINE

▲ FINE

▲ NORM

RESOLUTION

• Normal resolution (“NORM” on the control panel, also

called “standard”) is suitable for most typed documents and simple drawings.

• Fine resolution (“FINE” on the control panel) is ideal

for maps, moderately complicated drawings, financial or handwritten documents.

• Superfine resolution (“S-FINE” on the control panel;

“S Fine” on the display) reproduces the details of extremely complicated drawings or line art.

• Grayscale mode (“HALFTONE” on the control panel;

“Gray” on the display) captures shades in photos and drawings.

NOTE: If you send a fax in superfine, certain fax models (especially older, non-Pitney Bowes models) will receive it only in fine mode. However, you can send a fax in grayscale mode to virtually any fax machine currently in use.

Contrast

The rightmost item appearing on the display (when there’s a document in the feeder) is the contrast setting. You have five choices:

▲ DARK

▲

䢇 NORM

▲

▲ LIGHT

CONTRAST

• Dark — Darkens weak, “washed out” images.

• ▲ — Somewhat darkens weak, “washed-out” images.

• Normal (“NORM” on the control panel) — Suited to

most documents.

• ▼ — Somewhat lightens up overly dark, “muddy”

original documents.

• Light — Lightens up overly dark, “muddy” original

documents.

NOTE: Until you become accustomed to using the Light and Dark settings, you might tend to confuse them. Just remember what we say above — “Light lightens” and “Dark darkens” — to keep it straight!

Entering a pause character when dialing

Your fax machine provides special dialing characters which you may find useful. We’ll discuss most of them later (see page 71), but you may need to know now about the pause character. Some long-distance systems require dialing pauses, and pauses also can be useful when you’re dialing through special telephone exchanges.

To insert a pause character:

1. Enter the number using the numeric keypad.

2. Press Pause (after you’ve dialed at least one other character). The pause character (-/) will appear on the display.

Press Start Key 9-/01234567890_

Pause–

Tone

Each pause you enter lasts for a factory-set five seconds (see “Changing the pause length,” below, for how to change this setting). For example, assuming the pause is at the factory setting, pressing 9,

Pause, 01234567890 dials 9 [5-second pause] 01234567890. IMPORTANT: Each pause uses two of the characters you’re allowed

in a number.

Changing the pause length

The pause is set by the factory to last five seconds, but you can set it to last as long as ten seconds if necessary. If you find the five-second pause is

satisfactory when you use it with your phone system, do not make this change. But, if you must:

1. Press PROGRAM, J.

J. User Settings M.Batch Send K.Cover Page L. Department

▲▼

Enter

2. Press Enter.

01. Scan Param. 04. # of Rings

02. Print Param. 05. Redial

03. Dialing Pause 06. ECM Mode

▲▼

Enter

3. Select the “03. Dialing pause” using ▲, ▼, 䊴 or 䊳, then press Enter.

01. Scan Param. 04. # of Rings

02. Print Param. 05. Redial

03. Dialing Pause 06. ECM Mode

▲▼

Enter

4. Use the numeric keypad to enter the desired length of the dialing pause. Here, we’ve chosen nine seconds.

Dialing Pause 09 Sec. (5-10)

▲▼

Enter

NOTE: The length setting requires two digits, so there always must be a leading zero for lengths other than 10 seconds.

5. Press Enter to save the setting.

P otential problems with call-waiting and voice mail

Telephone call-waiting signals can stop fax transmission and reception. And, of course, any service — such as voice mail — which may intercept your calls can keep your fax machine from getting fax calls.

If you must use only one phone line, please consult your telephone company for information on how you can temporarily disable call-waiting or voice mail while using the fax machine.

Overseas transmission mode

This mode instructs your fax to compensate for the poorer transmission characteristics of some overseas telephone lines.

To set Overseas mode:

1. Enter the fax number using the numeric keypad.

Press Start Key 011-555-555-1212

Pause–

Tone

2. Press MENU. The display will show:

Press Start Key 011-555-555-1212

2nd Tone1st Tone

Oversea

3. Press Oversea to activate the overseas mode.

Press Start Key Oversea 011-555-555-1212

2nd Tone1st Tone

Oversea

NOTE: To deactivate this feature while still dialing, simply press Oversea again. The feature automatically deactivates itself following

each dialing.

How to set a document

Inserting the document into the ADF (automatic document feeder)

1. Adjust the document guides — by sliding either of them to the left or right — to fit the page(s) you’ll be faxing. Your fax machine’s automatic document feeder (ADF) will hold up to 50 pages of lettersized paper, 25 pages of legal-sized paper or 15 pages of ledger-sized paper. NOTE: When you insert a letter-sized document, your machine scans the center 8.2” and sends it unreduced (see pages 64-66 for more on fax reduction). This means that there will be a 0.15” margin on each side of the page which your fax machine will not scan.

2. If you’re sending a multi-page document, “fan” the pages slightly. The bottom sheet should extend just slightly from the others.

3. Insert the document face up. When you insert documents correctly, you will hear a beep.

Placing the document on the FBS (Flatbed Scanner)

1. If there isn’t a document in the feeder, skip to step 2. If there’s a document in the feeder, remove it.

2. Open the book cover.

3. Place the document face down. Make sure the document is set at the right front corner, as indicated by the arrow on the edge of the platen.

4. Gently close the book cover.

5. If the ScanSize is set to “Auto,” your machine detects your document size automatically and displays the detected size of the document.

Fax Ready Jan 15 98 8:25

Letter Mmry 100%

ScanSizeRedial

Comm.Clr

Using memory transmission

Your fax machine has a great memory! And, because it does, it can finish fax jobs more quickly than otherwise would be possible.

By automatically scanning your fax document into, then transmitting from, its memory — rather than transmitting each part of the scan only as quickly as the receiving fax machine can receive it — your fax machine can hand you back your original document more rapidly.

And here’s a real money saver on long distance fax calls: if you’re transmitting to another memory-equipped Pitney Bowes fax machine, your machine will send the document directly into the other machine’s memory and hang up! (The receiving machine then prints out your message from its memory.) This cuts your actual on-line time to a minimum.

Better still, set up a delayed command (see pages 104-109) to send your document to that other Pitney Bowes fax machine after hours, and you’ll save two ways on the call: not only with the call itself be short, but also the line charges will be cheaper!

You can set your fax machine to always transmit from memory as a default.

NOTE: Whichever choice you make, you can override that choice one transmission at a time by pressing MEMORY TRANSMIT. After completing the communication, your fax machine will return to your desired transmission setting.

NOTE: Although it’s probably best to decide to transmit from memory, be aware that certain types of documents can quickly exhaust even your machine’s largest memory supply. Obviously, documents with large numbers of pages qualify; so do documents with lots of dark areas, since darker pages create more data for your fax machine to “remember” and send. When the machine’s memory supply is full, it can transmit only in normal, (i.e., non-memory) mode.

IMPORTANT: When you transmit using the flatbed scanner (FBS), your machine always transmits from memory. However, when transmitting using the automatic document feeder (ADF), memory transmission is user-selectable, as described below.

To turn memory transmission on and off:

1. Press PROGRAM, J, 1, 2.

10. BlockJunkFax 13. Stamp

11. Service Model 14. RelayedRelay

12. Memory Tx 15. Connect PC

▲▼

Enter

2. Press Enter.

Memory Tx ON OFF

▲▼

Enter

If the setting you see is acceptable, skip to step 4. Otherwise, proceed to step 3.

3. To change the setting press ▲ or ▼ once or twice. In this example, we’ve chosen OFF.

Memory Tx ON OFF

▲▼

Enter

4. Press Enter to save the setting. NOTE: Tx is a common abbreviation for transmission.

Sending a fax using the ADF

1. Insert the document face up. The display shows the width of the document (see “Paper sizes” in the Glossary beginning on page 218):

Fax Ready Jan 15 98 8:25

A4 Mmry 100%

ScanSizeRedial

2. Adjust resolution and contrast if necessary. If these are OK, skip to step 3. Otherwise, to adjust the resolution and/or contrast:

• Press RESOLUTION to change the resolution.

• Press CONTRAST to change the contrast.

3. “Toggle” (switch on or off) memory transmission if necessary. To use your default setting, skip to step 4. Otherwise, press MEMORY TRANSMIT once to “toggle” memory transmission.

4. Enter the fax number using the numeric keypad. You must enter at least three digits to transmit the document. NOTE: For information on entering one-touch and speed-dial numbers, see pages 70-92. (In fax terms, you’re calling the remote fax, on its remote fax number.)

Comm. Clr

Press Start Key 9-/11234567890

+–

Tone

As you can see, you also enter any access codes (such as 9 for “dialing out” from an office telephone system, or 1 for long-distance) along with the number, just as you would for a regular phone call.

5. Press START.

6. Now everything is up to the machines — yours and the one you’re dialing.

• If you have set the fax to transmit from memory, your machine will

first scan the document into memory, then dial the other fax. When

it makes contact, your machine sends the stored document from memory. While your machine scans your document(s) into memory, the display shows:

9-/11234567890 Storing A4 Normal 01 Next Page: NO Mmry 100%

Ye s

• If you want to send any more document(s) using either the ADF or

FBS (see next item), press Yes then follow the instructions on the display. Otherwise, press No.

• If the fax is set for non-memory transmission, your machine simply

dials the other fax. When it makes contact, your machine feeds the document through, scanning and transmitting it as it goes.

NOTE: The more “stuff ” (black coverage) your machine “sees” on a page, the more slowly your fax will scan it — especially when you transmit in non-memory mode. Even if the page itself is relatively clean, sending it in grayscale mode or certain resolution settings makes your machine “see” more “stuff.” The same is true if you set the contrast to Dark.

NOTE: What if the call fails for some reason? See “Redialing,” page 50.

Sending a fax using the FBS

1. If there isn’t a document in the feeder, skip to step 2. If there’s a document in the feeder, remove it.

2. Place the document face down on the FBS and gently close the book cover. If ScanSize sets to “AUTO,” your fax machine will detect your document size automatically and show the document size on the LCD. In this example, we’ve set letter-sized paper in landscape (wide) mode. NOTE: If the machine cannot detect the document size, you must enter scan size manually, see the note at step 5.

Fax Ready Jan 15 98 8:25

Letter Mmry 100%

ScanSizeRedial

3. Adjust resolution and contrast if necessary. If these are OK, skip to step 3. Otherwise, to adjust the resolution and contrast:

• Press RESOLUTION to change the resolution.

• Press CONTRAST to change the contrast.

Comm.Clr

Press Start Key 9-/11234567890_

Pause–

Tone

As you can see, you also enter any access codes (such as a 9 for “dialing out” from an office telephone system, or 1 for long-distance) along with the number, just as you would for a regular phone call.

5. Press START. NOTE: If your fax machine cannot detect your document size in step 2, the display will show:

Enter Scan Size

ScanSize

This indicates that you must manually enter the scan size of your document. To do so, press ScanSize to choose the size. The display will show:

11 x 17 Letter Legal Letter

▲▼

Enter

Select scan size using ▲, ▼, 䊴 or 䊳 to highlight your choice, then press Enter.

6. Your fax machine will scan a document into memory. The display will show:

9-/11234567890 Storing Letter Normal 01 Next Page: YES Mmry 97%

Ye s

7. If you want to send more pages using ADF or FBS, press Yes, and go on to step 8. If you don’t wish to send any more pages, press No and skip steps 8-9.

8. The display will show:

9-/11234567890 Storing Letter Normal 01 Set Next Doc. and Press Start

StartScanSize

End

Place the next page in the ADF or the FBS and press Start to start scanning.

9. The display will show:

9-/11234567890 Storing Letter Normal 02 Next Page: Yes Mmry 94%

Ye s

If you want to send yet another page, press Yes and go back to step 7. If you don’t wish to send any more pages, press End.

Now, everything is up to the machines — yours and the one you’re dialing. When it makes contact, your machine transmits the stored document from memory. NOTE: What if the call fails for some reason? See “Redialing,” page 50.

Sending a fax with on-hook dialing or a handset; manual transmission

IMPORTANT: Manual transmission is available only when you use the

ADF. You can also fax a document by dialing using either the monitor speaker (“on-hook” dialing) or the telephone handset. Here’s how:

1. Insert the document into the ADF.

2. Adjust resolution and contrast if necessary. If these are OK, skip to step 3. Otherwise, to adjust the resolution and contrast:

• Press RESOLUTION to change the resolution.

• Press CONTRAST to change the contrast.

3. Obtain a dial tone. You can do this by either:

• Activating the monitor speaker (by pressing MONITOR/CALL).

• …or…

• Lifting the handset.

In either case, the display shows:

Tel Mode _

Letter Mmry 100%

ScanSizeRedial

Comm. Clr.

4. Enter the fax number by using the numeric keypad. NOTE: For information on entering one-touch and speed-dial numbers, see pages 70-92.

Tel Mode 9-/11234567890_

Letter Mmry 100%

ScanSizeRedial

Comm. Clr.

Enter access codes along with the number, just as for a regular phone call.

5. When you hear fax tones from the remote unit, press START. NOTE: If a person answers the phone, tell him or her you’re trying to send a fax. When his/her machine sends you fax tones, then press START.

6. If you’re using the monitor speaker, you have nothing more to do. If you’re using the handset, hang up (after pressing START). NOTE: What if the call fails for some reason? See “Redialing manually,” below.

Redialing

If the call fails (and you were not using either the monitor speaker or a handset), your machine’s display will show something similar to:

Fax Ready Auto Redial Jan 15 98 20:30

Letter Mmry 99%

ScanSizeRedial

Comm. Clr.

This means your fax machine is set to redial, automatically, the fax call you just tried. While in this Auto Redial mode, the machine can receive faxes and make as many as 20 fax transmissions. If you dialed without using either the monitor speaker or the handset, your fax automatically re-dials the number every few minutes (you set the interval; see “Making redial settings,” next page) until one of the following occurs:

• It reaches the remote fax machine.

• It has automatically re-dialed the number for the last time (again, see

“Making redial settings,” next page).

NOTE: If you used either the speaker or a handset, redial manually (see below). If the last try fails, your machine may print (and/or display) error messages. For more information, see pages 200-208.

Redialing manually

You always can redial fax or voice calls manually; indeed, you must redial manually if you dialed by using either the monitor speaker or the handset.

To redial a fax call manually without using the monitor speaker or the handset:

1. Confirm that the document is still in the feeder and that your desired resolution and contrast settings are still correct.

2. Press Redial.

To redial a fax call manually by using the monitor speaker or a handset:

1. Confirm that the document is still in the feeder and that your desired resolution and contrast settings are still correct.

2. Obtain a dial tone: either press MONITOR/CALL or lift the handset.

3. Press Redial.

4. When you hear fax tones from the remote unit, press START. NOTE: If a person answers the phone, tell him or her you’re trying to send a fax. When his/her machine sends you fax tones, then press START.

To redial a voice call (using the handset) manually:

1. Obtain a dial tone: either press MONITOR/CALL or lift the handset.

2. Press Redial. When the other person answers, speak to him/her on the handset.

Making redial settings

It’s up to you how many times the fax redials a number and how long it waits during redials (that’s called the redial interval). Here’s how to make those settings:

1. Press PROGRAM, J.

J. User Settings M.Batch Send K.Cover Page L. Department

▲▼

Enter

2. Press Enter.

01. Scan Param. 04. # of Rings

02. Print Param. 05. Redial

03. Dialing Pause 06. ECM Mode

▲▼

Enter

3. Select “Redial” using ▲, ▼, 䊴 or 䊳.

01. Scan Param. 04. # of Rings

02. Print Param. 05. Redial

03. Dialing Pause 06. ECM Mode

▲▼

Enter

4. Press Enter.

Redial Num 2 Times (2-5) Inter 3 Min. (3-5)

▲▼

Enter

If the number of redialings (in times) and redial interval (in minutes) you see is acceptable, skip to step 6. Otherwise, proceed to step 5.

5. To change the setting, use the numeric keypad to enter the desired number.

6. Press Enter to save the setting.

Canceling automatic redial: an introduction to Review Commands

To cancel an automatic redial, you’ll use the Review Commands function. First, an explanation,

• When your machine stores a document for automatic redial, that makes that document one of those stored commands.

• Because your fax machine can store multiple transmission commands in memory, it keeps track of each command by assigning it a command number — e.g., “Comm. No.:00.”

The Review Commands function gives you the power to (1) check on (review) each command currently pending in your machine’s memory and (2) cancel a command (if you decide not to go ahead with the command and send the document).

1. Press Comm.Clr. The display shows the first command, indicated by

its command number and the phone number the command will dial (or, in this case, redial).

Sending (Press Stop/Clear) Comm.No.:00 15/17:24 1234567

▲▼

Complete

2. If this is the command you want to cancel, skip to step 4. If this is not the command you want to cancel, proceed to step 3.

3. Press ▲ or ▼ to continue on to the next command in the command queue, then go back to step 2.

4. If you do want to cancel this command, press STOP/CLEAR.

5. The display now shows the next command.

If you want to cancel it, too, go back to step 4. If you want to avoid canceling this command but do want to review other commands in the queue, press ▲ or ▼ and go back to step 2.

If you want to stop reviewing the stored commands, press Complete or CLEAR ALL to return the machine to standby mode.

This function gives you enormous control over your machine’s most powerful features. For more information on the Review Commands function, please see page 106.

Receiving faxes

So what’s the big deal anyway?!?

That may be what you’re wondering, upon seeing the title above. After all, telling you how to send faxes is one thing, but — as long as the fax machine is running and has paper installed — why spend time on explaining how to receive faxes?

Well, you have a point. Still, there are just a few little niceties you may find helpful to know. So…

Different ways to get the job done

Reception modes

Your fax machine has two different reception modes — Tel Ready and Fax Ready — each of which we’ll explain in a moment — along with giving you an idea of which one you should use, depending upon your setup.

Answering calls manually — for either reception mode

In either reception mode, you can always answer calls manually via the telephone handset. Just pick it up, as you would if using a normal phone.

If you hear someone speaking to you… …go ahead and have a normal phone call.

If you hear distinctive fax tones (“beep—beep—beep— beep”) press START and hang up the handset. Your fax machine will begin receiving a fax.

NOTE: Don’t try to answer a call by pressing MONITOR/CALL. The monitor function is only for on-hook dialing. Your fax machine does not have a speakerphone.

Tel Ready mode: when Auto Answer is off

Use it if: • You intend to use the same line for both fax and phone calls

and

• You’re using, on that line, at least one other phone which is not connected to your fax machine

and

• You have the telephone handset installed on your fax machine.

In this mode: Your fax machine never answers calls automatically; you must answer each call and handle it as described in “Answering calls manually — for either reception mode” (see previous page).

To select Tel Ready:

1. Press AUTO ANSWER once or twice until the Auto Answer light is

off and the display shows:

Tel Ready Jan 15 98 18:20

Auto Mmry 100%

ScanSizeRedial

Comm. Clr.

Fax Ready mode

Use it if: You have your fax machine installed on a “dedicated” line

(one it doesn’t share with a second phone).

In this mode: Your fax machine answers each incoming call after a

certain number of rings (see pages 66-67) and attempts fax reception.

To select Fax Ready:

1. Check whether the Auto Answer light is lit. If it is not, press AUTO ANSWER once or twice until the light is lit.

When the paper runs out

Getting the word from your machine

When all paper cassettes in your fax machine run out of paper, the machine beeps, and the ALARM light glows.

The recording paper level indicator on the paper cassette(s)

Paper level indicator

Paper empty

Paper Empty

lamp

The machine display indicates that paper runs out with one of two messages, depending upon whether the machine is in Copy mode or Fax

mode, as shown. (For more on Copy mode — otherwise known as Copy Ready mode — see pages 57-60.)

shows the relative amount of recording paper remaining. White in the window indicates a full supply. An all-black display indicates empty paper and the PAPER EMPTY light glows.

Fax Ready Jan 15 98 18:20 Replace Rx Paper

ScanSizeRedial

Comm. Clr.

Copy Ready Num 1

Replace Rx Paper

PaperSort

Reduce

Of course, your fax machine cannot print fax messages or copies without paper. However…

Receiving when out of paper

If your machine runs out of paper while you’re away, it will store in memory up to 25 separate receptions (see the note, below). This is called out-of-paper reception. Then, when you replenish the paper supply, the fax machine will print the stored messages automatically! This provides peace of mind, especially for overnight and weekend sessions.

NOTE: How many pages (as opposed to receptions) your fax machine can store for out-of-paper reception will vary. It depends upon not only your machine’s memory capacity but also the types of documents being sent, and the resolution settings at which the documents are sent, to your machine.

Making copies

One of the best things about your fax machine is that it doubles as a copy machine. While this has been true of fax machines, your machine has the added advantage of the flatbed scanner (FBS). This gives it many of the copying functions you have previously expected only from “normal” copiers.

Press COPY/FAX to change to the copy mode.

Fax Ready Jan 15 98 18:20

Auto Mmry 100%

ScanSizeRedial

Let’s quickly explain the three buttons the copy display gives you, as shown:

Comm. Clr.

Copy Ready Num 1

➨

OFF Auto 100%

PaperSort

Reduce

Sort

Your machine can either sort or stack multiple copies of a document. If it stacks them, it will make four copies of a two-page document as: 1, 1, 1,

1␣ — 2, 2, 2, 2. If it sorts them, it will make four copies of the same twopage document as: 1, 2 — 1, 2 — 1, 2 — 1, 2. Press Sort to toggle between sorting and stacking. (If the display shows sorting is “OFF,” the machine will stack.)

Paper

This selects the default paper supply source. You may choose from either Paper Cassette 1 or Paper Cassette 2. The “Auto” setting attempts to choose the right source automatically, based on the paper size in each cassette and the size of the document you want to copy. However, if the machine cannot detect your document size or there is no suitable paper in each source, the machine asks you which paper size you use. (See “If the machine cannot detect your document size…,” page 59.)

Reduce

Your fax machine is capable of enlargement and reduction. For more information, see “Setting of enlargement or reduction for copying,” page 60.

NOTE: The copy enlargement and reduction rate setting is only available for copying. It does not affect fax print reduction (see pages 63-66).

To make a copy with your fax machine:

1. Press COPY/FAX to change to the Copy Ready mode.

2. Insert your document face up into the ADF or place the document face down on the FBS.

Your machine will detect your document size automatically. (When you use the ADF, the machine detects your document size after scanning it.)

If your machine’s paper source setting is set to “Auto,” your machine will select suitable paper source automatically and show the paper size on the display after detecting your document size.

If the machine cannot detect your document size or there isn’t suitable paper in each paper cassette, the display still shows “Auto.” However, see “If the machine cannot detect your document size…,” next page.

3. Adjust resolution and contrast if necessary.

If these are OK, skip to step 4. Otherwise, to adjust the resolution and contrast:

• Press RESOLUTION to change the resolution. NOTE: For copying, you can select only S-FINE or HALFTONE.

• Press CONTRAST to change the contrast.

4. Use the numeric keypad to enter the desired number of copies for each page in the document. You may choose from 1 to 99 copies. Here, we’ve chosen three copies of letter-sized paper.

Copy Ready Num 3 OFF Letter 100%

PaperSort

Reduce

5. “Toggle” (switch on or off) sorting copy if necessary. If you want to use your default setting, skip to step 6. Otherwise, press Sort once to “toggle” between sorting (“ON”) and stacking (“OFF”).

6. Press START to begin the copying process. The display shows:

Copy Ready Printing Num 3 ON Letter 100%

PaperSort

Reduce

If the machine cannot detect your document size…

If the machine cannot detect your document size or there is no suitable paper in each paper cassette, the machine asks which paper size you want to select before beginning the copying process.

Select Paper

Paper

1. Press Paper, then select the paper source using ▲ or ▼.

Cass1 Letter Cass2 A3 Tray

▲▼

Enter

If you selected the Tray (multipurpose) in step 1, proceed to step 2. Otherwise, skip to step 3.

2. Select the paper size you will use in the multipurpose tray.

11 x 17 Letter Legal Letter

▲▼

Enter

3. Press Enter. The machine will begin the copying process.

Setting of enlargement or reduction for copying

Your fax machine can make a copy that is as small as 50%, or as large as 200%, of the original’s document size. NOTE: This setting is available only for copying. Your machine also has fax reduction features but they work differently (see pages 63-66).

1. If necessary, press COPY/FAX to change to Copy Ready mode.

2. Place a document face down on the FBS.

3. In Copy Ready mode, press Reduce. The display shows the current setting for the copy enlargement or reduction rate:

100% Reduce %: 100 (50-200) 200% 121% 64% 129% 78% 50%

▲▼

If the setting you see is acceptable, skip to step 5. Otherwise, proceed to step 4.

4. To change the setting, using the numeric keypad to enter the reduction or enlargement rate you want, or press ▲ or ▼ until your choice is highlighted. In this example, we’ve entered 84, for 84%.

Enter

84% Reduce %: 84 (50-200) 200% 121% 64% 129% 78% 50%

▲▼

5. Press Enter to save the setting.

Enter

User settings

The EasyStart feature guided you through the basic settings on your machine. In the next few pages, we’ll cover other settings.

Setting up for scans

You can set three parameters regarding how your fax machine scans documents for faxing:

• Primary transmission mode — Gives you four ways to send

faxes, either one of the three resolution modes — normal, fine or superfine (“S-Fine” on the display) — or in grayscale mode (“Gray”).

• Primary contrast mode — Sets how light or dark you want faxed

documents to be when they arrive at their destinations.

• Scanner width — Sets how wide an area your fax machine scans

per page.

NOTE: This setting doesn’t affect copies you may make with your machine.

1. Press PROGRAM, J, 0, 1.

01. Scan Param. 04. # of Rings

02. Print Param. 05. Redial

03. Dialing Pause 06. ECM Mode

▲▼

Enter

2. Press Enter. The display asks which resolution you’d like to select:

Primary Normal S Fine Fine Halftone

▲▼

Enter

If the setting you see is acceptable, skip to step 4. Otherwise, proceed to step 3.

3. To change the setting, press ▲, ▼, 䊴 or 䊳 to select your chosen mode. In this example, we’ve chosen fine resolution.

Primary Normal S Fine Fine Halftone

▲▼

Enter

4. Press Enter to save the setting. The display asks which contrast setting you’d like to select:

Contrast Light Normal Dark

▲

→

If the setting you see is acceptable, skip to step 6. Otherwise, proceed to step 5.

5. To change the contrast setting, press ← (lightens) or → (darkens). Here are the possible settings:

Contrast Light Normal Dark

▲

→

Contrast Light Normal Dark

▲

→

Enter

Contrast Light Normal Dark

▲

→

Contrast Light Normal Dark

→

Contrast Light Normal Dark

→

Enter

▲

Enter

▲

Enter

6. Press Enter to save the setting. The display asks which scanning width you select:

Scan Width A3 A4 B4

▲▼

Enter

For most uses, “A4” is the proper setting: it scans the central 8.2” of each page. However, for documents of unusual width, you may wish to use the “B4” and “A3” settings, which scans the central 9.9” and 11.6” of each page. (See “Paper sizes” in the Glossary beginning on page

218.)

If the setting you see is acceptable, skip to step 8. Otherwise, proceed to step 7.

7. To change the scan width setting, press ▲, ▼, 䊴 or 䊳 to select your chosen setting. In this example, we’ve chosen “A4.”

Scan Width A3 A4 B4

▲▼

Enter

8. Press Enter to save the setting.

Of course, you always can change the resolution and contrast before sending. (You can change the scanning width only through the previously described procedure.)

To adjust the resolution and contrast:

• Press RESOLUTION to change the resolution.

• Press CONTRAST to change the contrast.

Making settings for printing faxes

You can set three parameters for printing received fax messages:

• Print reduction rate

• Reduction margin

• Half-page reception

You set all three in the same operation, but each deserves its own brief explanation.

Print reduction rate

Print reduction lets you set the machine to reduce a large incoming document to a size which will fit on your paper. This setting doesn’t affect

copies you may make with your machine. Fortunately, however, it also has copy reduction (see “Setting of enlargement and reduction for copying,”

page 60).

Here are the options for print reduction setting:

• Auto: Automatically reduces printouts at variable rates down to a

minimum of 50%. Tries to reduce printout to fit on one sheet of your selected paper size; if it can’t, it prints the image at 100% size on two or more pages.

• Variable: Set the fixed reduction rate at 1% intervals from 100% to

50%.

Reduction margin

Your fax machine’s reduction margin is measured in millimeters (mm). We’ll define it by explaining how it’s used:

When a fax message enters your machine’s electronic brain, the machine measures the message’s length and compares it to (a) the length of your selected paper plus (b) the reduction margin you set. If the length of the incoming message is shorter than the sum of (a) and (b), your machine prints the message on just one sheet; otherwise, it prints the message on more than one sheet.

NOTE: An Auto reduction setting and a reduction margin setting of 24 mm will print most incoming faxes as single pages. Try this combination

first and then, only if you have problems with it, select different settings.

Half-page reception

Half-page reception is especially handy for saving paper if some of the faxes you receive are half-page, “memo-sized” messages. When activated, this feature tells the machine to combine two of these half-page receptions onto a single sheet. Half-page reception combines separate half-page messages if sent back-to-back during the same transmission. (Even if you have half-page reception turned on, your fax won’t hold a standalone half-page reception in memory until the next transmission of a half-page message.)

Making the printing settings:

1. Press PROGRAM, J, 0, 2.

01. Scan Param. 04. # of Rings

02. Print Param. 05. Redial

03. Dialing Pause 06. ECM Mode

▲▼

Enter

2. Press Enter. The display asks which reduction setting you’d like to select:

Rx Reduction Auto Variable

▲▼

Enter

If the setting you see is acceptable, skip to step 4. Otherwise, proceed to step 3.

3. To change the setting, press ▲ or ▼ to select your chosen reduction setting. In this example, we’ve chosen Variable.

Rx Reduction Auto Variable

▲▼

Enter

4. Press Enter to save the setting. The display shows the current settings for the reduction rate and reduction margin:

Rx Reduction Set Reduction (50-100) 100% Set Margin (0-85) 24 mm

▲▼

Enter

If the setting you see is acceptable, skip to step 7. Otherwise, proceed to step 5.

5. To change the reduction rate setting, use the numeric keypad to enter the reduction rate you want. In this example, we’ve chosen 80%. Do not press Enter.

6. To change the reduction margin, press ▲ or ▼ to select margin setting. Then use the numeric keypad to enter the reduction margin you want. In this example, we’ve chosen 35 mm.

Rx Reduction Set Reduction (50-100) 80% Set Margin (0-85) 35 mm

▲▼

Enter

7. Press Enter to save the setting. The display shows the current setting for half-page reception:

Half Page Recpt ON OFF

▲▼

Enter

If the setting you see is acceptable, skip to step 9. Otherwise, proceed to step 8.

8. To change the setting, press ▲ or ▼ to select your choice. In this example, we’ve chosen ON.

Half Page Recpt ON OFF

▲▼

Enter

9. Press Enter to save the setting.

Setting the number of rings

You can set how many times your fax machine will ring before answering a call. You may choose one to nine rings.

1. Press PROGRAM, J, 0, 4.

04. # of Rings 07. Passcode

05. Redial 08. Closed Net.

06. ECM Mode 09. Security Tx

▲▼

Enter

2. Press Enter. The display will show:

# of Rings 2 Times (1-9)

▲▼

Enter

If the setting you see is acceptable, skip to step 4. Otherwise, proceed to step 3.

3. To change the setting, use the numeric keypad to enter the desired number of rings, from one to nine. Here, we’ve chosen four rings.

# of Rings 4 Times (1-9)

▲▼

Enter

NOTE: If you enter 0 (zero), the machine will beep briefly to warn you that it can’t accept that setting.

4. Press Enter to save the setting.

Setting ECM

Do you ever hear static on the line during a phone call? It’s a real nuisance — but, worse, it may ruin your attempts to communicate via fax. This is because “line noise” can easily disrupt the flow of data from one fax machine to another.

That’s why your fax machine gives you the chance of operating in Error Correction Mode (ECM). When two fax machines communicate while running in ECM, the sending machine automatically checks the data, “block” by “block,” as it sends. If the receiving fax machine can’t verify the transmission, the first machine will re-send as necessary. (Essentially, the sending machine asks, “Did you ‘hear’ that segment?” and the other machine answers either “Yes; go on” or “No; try it again.”)

NOTE: While using ECM gives you a better chance of getting a fax document through a troublesome phone line, it also could slow down the transmission time — and increasingly so in proportion to how bad the phone line is. That’s why we let you turn ECM on or off as you require.

NOTE: Not all fax machines have ECM. If you’ve activated ECM and then transmit to a fax machine not currently using ECM, there is no change in the fax transmission from a usual, non-ECM transmission.

1. Press PROGRAM, J, 0, 6.

04. # of Rings 07. Passcode

05. Redial 08. Closed Net

06. ECM Mode 09. Security Tx

▲▼

Enter

2. Press Enter. The display shows the current ECM setting.

ECM Mode ON OFF

▲▼

Enter

If the setting you see is acceptable, skip to step 4. Otherwise, proceed to step 3.

3. To change the setting, press ▲ or ▼ to select your chosen setting. In this example, we’ve chosen OFF.

ECM Mode ON OFF

▲▼

Enter

4. Press Enter to save the setting.

Setting the transmission confirmation stamp

You can set your fax machine so that it will automatically place a small stamp mark on the front of each original document that it successfully scans. NOTE: This feature is available only for documents scanned through the document feeder. Important: Be sure that this feature is turned off if you are sending original documents you don’t want the fax to stamp.

1. Press PROGRAM, J, 1, 3.

13. Stamp 16. Reset DR Ctr

14. Relayed Relay

15. Connect PC

▲▼

Enter

2. Press Enter. The display shows your fax’s current setting:

Stamp ON OFF

▲▼

Enter

If the setting you see is acceptable, skip to step 4. Otherwise, proceed to step 3.

3. To change the setting, press ▲ or ▼ to select your chosen setting. In this example, we’ve chosen ON.

Stamp ON OFF

▲▼

Enter

4. Press Enter to save the setting. NOTE: Whichever choice you make, you can override that choice one

transmission at a time by pressing STAMP. After completing the communication, your fax machine will return to your desired transmission setting.

Printing your User Settings

After you have your machine set as you want, have it print a User Settings list. We recommend this particularly if you’ll be sharing the machine with other users, who might change the settings for one reason or another.

With this list, you can quickly confirm that all settings are as you want, without having to go back and check them on the machine. Or, if you do need to undo someone else’s unauthorized (or even authorized) changes, this list guides you in returning the machine to your preferred settings.

NOTE: Some settings on the list affect only certain operations we’ll explain later.

To print the settings list:

1. Press PROGRAM, I.

G.Journal J. User Settings H.Group List K. Cover Page I. Installation L. Department

▲▼

Enter

2. Press Enter.

Enter Time ’98 01/15 20:30

Enter

3. Press Enter repeatedly until the display shows:

Print Settings

Enter

4. Press Enter to print the setting list.

Printing a Program List

You also can have your machine print a Program List. This list gives a brief summary of the various instructions available on your machine, organized in a “program tree” so you can see which key combinations produce which instructions. NOTE: Some settings on the list affect only certain options we’ll explain later.

To print a Program List, press PROGRAM, *, 8. Your machine will print the list. NOTE: If you have certain options installed on your machine, the list will be two pages in length.

Autodialer

Your fax machine’s autodialer is one of its most versatile features. It stores your most frequently called phone and fax numbers for instant recall so you don’t have to remember them. Now, it’s easy to dial even the most complicated international calls!

Autodialer basics

How do you autodial?

There are two kinds of autodialer numbers. The difference between the two is how you “call them up,” so to speak:

• One-touch — Pressing one of the keys, marked 01-40 (fliptab a) and

41-72 (fliptab b) on the right side of the control panel.

• Speed-dial — Pressing SPEED DIAL/TEL INDEX followed by a

three-digit identifier, from 001 to 120.

How big is the autodial memory?

How many numbers can your fax store? A total of 192 — up to 72 onetouch numbers and up to 120 speed-dial numbers.

Which number is which?

Your fax machine’s autodialer will hold more than just fax numbers: you can store your office’s phone number along with your warehouse’s fax number.

How? Because, when you command the autodialer to dial a number, the fax checks to see whether there’s a document in the feeder or the flatbed. If there is, the machine dials as a fax machine (i.e., dials while sending fax tones). If there isn’t, it dials as a regular (voice) phone.

EasyDial directory: A preview

Your machine also features a built-in EasyDial directory (see page 94). This lets you enter your fax/phone numbers along with descriptive names. (Your machine calls this name a Location ID.) The Autodialer sorts these listings alphabetically so, with EasyDial, you can look them up by name as if you were using a phone book!

As you store the numbers — we’ll get to that shortly — you’ll see how to enter the names so you can use this extremely handy feature.

Special dialing characters

Which number do you find easier to read: 911234567890 or 9-1-123-4567890? Obviously, it’s the second one. The hyphen (or dash) character (“-”) separates the number into its various parts — in this example, a 9 for outside-line access, a 1 for long-distance access, the area code and the phone number.

Imagine how much more important this can be if you also have to use special long-distance access codes, country codes for international calling, etc.

Also, certain calls require special symbols besides just numerals to get through. If you make calls to other countries — or just have your fax machine on an unusual phone system — you’ll want to be able to put the appropriate characters in the numbers you store.

That’s why your fax machine allows you to enter special dialing characters. Here’s a brief description of these characters, as well as how you can put them in the numbers you store in the autodialer. Note that with two of them, you must use the MENU key to see the appropriate “keys” on the display. When you are done, press MENU again to return the display to normal.

Char. What it does Keystroke(s)

–

–/

–!

Makes long numbers easier to read. Doesn’t change dialing operation.

(Has no effect in the United States.)

Tells your fax machine to pause until it “hears”

a dial tone.

Enters a pause. Each pause lasts five seconds (or whatever length you set; see page 40). Each pause uses two of the characters you can store in one phone number.

If your fax machine is on a pulse (not tone-dialing) line, switches from pulse to tone- (“DTMF”) dialing. Use after the actual phone number but before any characters (such as a long-distance carrier’s access code) which must be in DTMF tone. Do not use this character on a

tone-dialing line.

–

2nd T one

1st T one

Pause

[after entry of

at least one

other character]

Tone

Considering call groups

Your machine can scan the same fax document once and then send it to numerous other fax machines. This is called broadcasting (for more information, see pages 97-103). To make this easier, set up call groups as you “train” your autodialer.

Call groups are sets of phone numbers, arranged as you see fit, to simplify broadcasting. For example, you could set up one call group consisting of all your sales representatives. Another could have all your vendors. Still another could hold the various financial institutions with which you deal. Also, one number can belong to multiple groups; indeed, one can belong to all of your machine’s call groups if you wish (we will explain how you set that). Your machine can store up to 192 numbers — i.e., the autodialer’s maximum capacity — in its 32 possible call groups.

In the following explanations of how to store autodialer numbers, you’ll see that it’s easy to assign those numbers to call groups, for your convenience! Also, you can easily print a directory of your call groups (see page 93).

Using one-touch numbers

Entering or changing a one-touch number Important: To erase a number, see “Erasing a one-touch number”

(page 80).

1. Press PROGRAM, A.

A.OneTouchDial D. Polling B.Speed Dial E. SecureMail C.P One-Touch F. Commands

▲▼

Enter

2. Press Enter.

A.OneTouchDial Set Erase List

▲▼

Enter

3. Select “Set” using ▲, ▼, 䊴 or 䊳. Then press Enter. Depending on whether you already have a number entered for onetouch number 01, the display shows one of the following:

Select One-Touch No. (01-72) ␣␣␣␣01:No Stored

墌

▲▼

Enter

Select One-Touch No. (01-72) ␣␣␣␣01:9-1-123-456-7890

墌

Connecticut Office

▲▼

Enter

If 01 is the key you want to set, skip to step 6. Our example from here will say “02” rather than “01.”

4. Press the one-touch key in which you want either to store a number or to change a previously stored number. Here, we’ve selected 02 and the display shows one of the following:

Select One-Touch No. (01-72) ␣␣␣␣02:No Stored

墌

▲▼

Enter

Select One-Touch No. (01-72) ␣␣␣␣02:9-1-123-456-7890

墌

N.E. Region Office

▲▼

Enter

5. If you change your mind and wish to select a different one-touch key, just press that key before going on to step 6.

6. Press Enter. Depending on whether you already have a number entered for this one-touch number, the display now shows one of the following:

␣␣␣␣02:

墌

Enter Fax Number –

␣␣␣␣02:

墌

Enter Fax Number 9-1-123-456-7890_

Enter– Pause

7. Use the numeric keypad to enter the number exactly as your machine should dial it, including whatever access codes your phone system may require. (You may want to review “Special dialing characters,” page 71.) The number can be up to 40 characters in length.

␣␣␣␣02:

墌

Enter Fax Number 9-1-123-456-7890

Enter– Pause

Your display can show only 30 characters at a time. To view characters beyond those 30 (such as with an international long distance numbers), press 䊴 to scroll leftward or 䊳 to scroll rightward. NOTE: If you make a mistake or want to erase characters entered in a previous setting, press STOP/CLEAR to erase leftward. Or, if you want to change just one character in the number, press 䊴 to move the cursor leftward, or 䊳 to move it rightward, to that character and press STOP/CLEAR to erase it. Then re-enter until the number is just as you want it.

8. When the number is as you want it, press Enter to store it.

9. The display now shows:

␣␣␣␣02:9-1-123-456-7890

墌

Name GroupNo. Alt.No. End

▲▼

Enter

The machine now is prompting you for a name — a Location ID, remember? — so you can find it easily in the EasyDial directory (see page 94). If you do not wish to enter or change this number’s Location ID, skip to step 13. If you do wish to enter or change this number’s Location ID, proceed to step 10.

10. Select “Name” using ▲, ▼, 䊴 or 䊳. Then press Enter. The display now shows one of the following:

␣␣␣␣02:9-1-123-456-7890

墌

Name Upper _

Enter

␣␣␣␣02:9-1-123-456-7890

墌

Name Upper N.E. Region Office_

Enter

11. A number’s Location ID may be up to 24 characters in length. You enter the Location ID the same way you entered your fax name during EasyStart. We’ll review the process, here. (If you’re changing a previously entered Location ID, see the note at the end of this step). Important: As in EasyStart, you enter letters and other non-numeric characters through the one-touch keys.

␣␣␣␣02:9-1-123-456-7890

墌

Name Upper _

Enter

The word “Upper” means the machine is currently set for entering only upper-case letters. If you press R, the machine will see it as an R (not an r). To change it so that pressing a one-touch key will produce a lower-case letter rather than an upper-case letter, press ALPHABET. The display will change to:

␣␣␣␣02:9-1-123-456-7890

墌

Name Lower _

Enter

This means pressing one-touch keys will enter lower-case letters: pressing R will produce an r (not an R) on the display. To switch back for upper-case entries, press ALPHABET again. To enter spaces, punctuation and symbols, enter the characters shown on the onetouch keypad. To use the CODE function to enter a wide variety of characters, please review the explanation on page 36. The vast majority of the time, you will probably find the ALPHABET key to be sufficient.

NOTE: If you make a mistake or want to erase characters entered in a previous setting, press STOP/CLEAR to erase leftward. Or, if you want to change just one character in the name, press 䊴 to move the cursor leftward, or 䊳 to move it rightward, to that character and press STOP/CLEAR to erase it. Then re-enter until the name is just as you want it.

12. Press Enter to save the setting and continue.

13. The display now shows:

␣␣␣␣02:9-1-123-456-7890

墌

Name GroupNo. Alt.No. End

▲▼

Enter

NOTE: If both lines are busy, the fax machine will try to redial the primary number several times before alerting you with a beeping alarm tone.

If you do wish to enter or change an alternate number, proceed to step

14. To skip the alternate number and move on to changing this onetouch number’s call group status, skip to step 17. To end this onetouch number’s settings, skip to step 20.

14. Select Alt.No. using ▲, ▼, 䊴 or 䊳. Then press Enter. The display shows one of the following:

␣␣␣␣02:9-1-123-456-7890

墌

Enter Alt. No.

Enter– Pause

␣␣␣␣02:9-1-123-456-7890

墌

Enter Alt. No. 9-1-123-456-7890

To enter or change an alternate number, do so by using the numeric keypad the same way you did in step 7.

15. Press Enter to save the setting.

16. The display now shows:

␣␣␣␣02:9-1-123-456-7890

墌

Name GroupNo. Alt.No. End

▲▼

Enter

To enter or change this number’s call group status, proceed to step 17. To end this one-touch number’s settings, skip to step 20.

Enter– Pause

17. Select “GroupNo.” using ▲, ▼, 䊴 or 䊳. Then press Enter. The display now shows one of the following:

␣␣␣␣02:9-1-123-456-7890 (0-32)

墌

Enter Group No. _

EnterComma (,)

␣␣␣␣02:9-1-123-456-7890 (0-32)

墌

Enter Group No. 2,6_

You may now designate up to 32 call groups to which this number will belong. (If necessary, review “Considering call groups,” page 72.)

18. Use the numeric keypad to enter the call group(s) to which this number will belong.

There are 32 possible call groups, numbered 1-32.

Here, we’ve pressed 3 to assign this one-touch number to Call Group 3:

␣␣␣␣02:9-1-123-456-7890 (0-32)

墌

Enter Group No. 3_

EnterComma (,)

NOTE: You do not have to insert a leading zero. NOTE: To assign this number to all 32 call groups, enter 0 (zero).

To assign the number to more than one call group, insert a comma after each number (except the last one, of course) by pressing Comma (,) example, if you enter 3 Comma (,) 6 Comma (,) 7 to assign this onetouch number to call groups 3, 6 and 7, the display will show:

EnterComma (,)

. For

␣␣␣␣02:9-1-123-456-7890 (0-32)

墌

Enter Group No. 3,6,7_

EnterComma (,)

NOTE: If you make a mistake or want to erase characters entered in a previous setting, press STOP/CLEAR to erase leftward. Or, to change just one character in the setting, press 䊴 to move the cursor leftward, or 䊳 to move it rightward, to that character and press STOP/CLEAR to erase it. Then re-enter the setting.

19. Press Enter to save the setting.

20. The display now shows:

␣␣␣␣02:9-1-123-456-7890

墌

Name GroupNo. Alt.No. End

▲▼

Enter

If you do not wish to enter any more one-touch numbers, press CLEAR ALL to finish. If you do wish to enter another one-touch number, select “End” using ▲, ▼, 䊴 or 䊳. Then…

If you do not wish to enter the currently displayed one-touch number but do want to enter another one-touch number, go back to step 4. If you do wish to enter this one-touch number, go back to step 6.

One-touch dialing: Sending a fax

Now that you’ve stored a one-touch number or two, let’s discuss the ease of using one-touch keys to make calls. You’ll probably use one-touch numbers to dial fax (not voice) calls most of the time. On page 80, we’ll show you how to dial a one-touch voice call; but, first, here’s how to dial a fax call using a one-touch number. NOTE: Please refer to “Sending faxes” on pages 38-53 for more detail.

1. Insert the document.

2. Adjust resolution and contrast if necessary.

3. Toggle between transmission from the feeder or from memory, if necessary, by pressing MEMORY TRANSMIT.

4. Press the one-touch key in which you’ve stored the number.

The machine will handle the call from here, although the exact sequence of events will vary depending upon whether you specified transmission from memory or transmission from the feeder.

If you specified transmission from memory:

• Your fax scans your document into memory first, then dials the other

fax.

• The display shows the Location ID, along with the document’s width

and resolution settings:

␣␣␣␣03 Storing

墌

A4 Normal 03 Next Page : No

Mmry 99%

NoYes

NOTE: If the one-touch number doesn’t have a Location ID, the fax number appears.

• When the other machine answers, your fax will transmit the document

directly from memory. (To review memory transmission, see page 44.)

ABC Company Transmit A4 Normal Fax Ready Mmry 99%

Comm.ClrRedial ScanSize

If you specified transmission from the feeder:

• Your fax machine dials the other fax machine.

• When the other machine answers, your fax feeds the document

through its scanner, transmitting as it goes.

• The display shows the Location ID and the document’s width and the

resolution settings:

ABC Company Transmit A4 Normal

Mmry 100%

Comm.ClrRedial ScanSize

One-touch dialing: Making a regular phone call

To dial a phone call using a one-touch number, you must have the telephone handset attached to your machine.

Here’s how to make the call:

1. Obtain a dial tone by doing one of the following:

• Lifting the telephone handset.

• Press MONITOR/CALL to use the monitor speaker.

2. Press the one-touch key in which you’ve stored the number. As the machine dials, it will show the number on the display.

Tel Mode 9-123-4567 Auto Mmry 100%

Comm.ClrRedial ScanSize

NOTE: Remember that your fax machine’s monitor speaker is not a speakerphone; so, if you dialed by using the monitor speaker, be sure to pick up the handset and speak to the other person when he/she answers!

NOTE: You also can use this method to dial a fax call when, for some reason, you want to hear the remote unit’s fax tones. (Make sure there’s a document in the feeder.) When you do hear those tones, press START to send the document in the feeder. If you lifted the handset, hang it up at this point.

Erasing a one-touch number

1. Press PROGRAM, A.

A.OneTouchDial D. Polling B.Speed Dial E. SecureMail C.P One-Touch F. Commands

▲▼

Enter

2. Press Enter.

A.OneTouchDial Set Erase List

▲▼

Enter

3. Select “Erase” using ▲, ▼, 䊴 or 䊳. Then press Enter. The display shows one of the following:

Select One-Touch No. (01-72) ␣␣␣␣01:No Stored

墌

▲▼

Erase

Select One-Touch No. (01-72) ␣␣␣␣01:9-1-123-456-7890

墌

Connecticut Office

▲▼

Erase

If 01 is the key you want to erase, skip to step 6. Our example from here will say “02” rather than “01.”

4. Press the key for the one-touch number you want to erase. Here, we’ve selected 02:

Select One-Touch No. (01-72) ␣␣␣␣02:9-1-123-456-7890

墌

N.E. Region Office

▲▼

Erase

5. If you change your mind and wish to erase the number stored in a different one-touch key, just press that key before going on to step 6.

6. Press Erase. The display shows:

␣␣␣␣02:9-1-123-456-7890

墌

N.E. Region Office Are you sure?

EraseCancel

Important: If you want to quit without erasing the one-touch number you’ve selected, press Cancel. The fax will return to step 4.

7. Press Erase to erase the number. The display shows:

Select One-Touch No. (01-72)

Complete

▲▼

Erase

To erase another one-touch number, repeat steps 4-7. Or press CLEAR ALL to return to standby mode.

Printing a list of your one-touch numbers

Whoops! Forgot which number is “in” which one-touch key? Don’t worry: just print a list of your one-touch numbers. The list includes each key’s letter, the Location ID (if any), number and group number[s] (if any) you’ve stored in the key: To print the list:

1. Press PROGRAM, A.

A.OneTouchDial D. Polling B.Speed Dial E. SecureMail C.P One-Touch F. Commands

▲▼

Enter

2. Press Enter.

A.OneTouchDial Set Erase List

▲▼

Enter

3. Select “List” using ▲, ▼, 䊴 or 䊳. Then press Enter.

Using speed-dial numbers

As we mentioned before, your fax machine will store up to 120 speed-dial numbers, designated by three-digit identifier codes from 001 (the first number) through 120. Important: When entering the identifier code for a speed-dial number, you must enter leading zeros, if necessary, to make three digits (e.g., 001 or 027).

Entering or changing a speed-dial number Important: To erase a number, see “Erasing a speed-dial number” pages

91-92).

1. Press PROGRAM, B.

A.OneTouchDial D. Polling B.Speed Dial E. SecureMail C.P One-Touch F. Commands

▲▼

Enter

2. Press Enter.

B.Speed Dial Set Erase List

▲▼

Enter

3. Select “Set” using ▲, ▼, 䊴 or 䊳. Then press Enter. Depending on whether you already have a number entered for speed-dial number 001, the display shows one of the following:

Enter Speed-Dial (001-120):_ 001:No Stored

▲▼

Enter

Enter Speed-Dial (001-120):_ 001:9-1-123-456-7890 ABC Sales

▲▼

Enter

If 001 is the speed-dial number you want to set, skip to step 6. Our example from here will say “005” rather than “001.”

4. Use the numeric keypad to enter the desired speed-dial number’s identifier code. Here, we’ve entered 005 and the display shows one of the following:

Enter Speed-Dial (001-120):_ 005:No Stored

▲▼

Enter

Enter Speed-Dial (001-120):_ 005:9-1-123-456-7890 West Coast Sales

▲▼

Enter

5. If you change your mind and wish to select a different speed-dial number, just repeat step 4 until the desired number appears, then go on to step 6.

6. Press Enter. Depending on whether you already have a number entered for this speed-dial number, the display now shows either:

005: Enter Fax Number

– Pause – Pause

Enter

005: Enter Fax Number 9-1-123-456-7890

Enter

7. Use the numeric keypad to enter the speed-dial number exactly as your machine should dial it, including whatever access codes your phone system may require. The number can be up to 40 characters in length.

005: Enter Fax Number 9-1-123-456-7890

– Pause

Enter

Your display can show only 30 characters at a time. To view characters beyond those 30, press 䊴 to scroll leftward or 䊳 to scroll rightward. NOTE: If you make a mistake or want to erase characters entered in a previous setting, press STOP/CLEAR to erase leftward. Or, if you want to change just one character in the number, press 䊴 to move the cursor leftward, or 䊳 to move it rightward, to that character and press STOP/CLEAR to erase it. Then re-enter until the number is just as you want it.

8. When the number is as you want it, press Enter to store it.

9. The display now shows:

005:9-1-123-456-7890 Name GroupNo. Alt.No. End

▲▼

Enter

The machine now is prompting you for a name (Location ID) so you can find it easily in the EasyDial directory (see page 94). If you do not wish to enter or change this number’s Location ID, skip to step 13. If you do wish to enter or change this number’s Location ID, proceed to step 10.

10. Select “Name” using ▲, ▼, 䊴 or 䊳. Then press Enter. The display now shows one of the following:

005:9-1-123-456-7890 Name Upper _

Enter

005:9-1-123-456-7890 Name Upper West Coast Sales_

Enter

11. A number’s Location ID may be up to 24 characters in length. You enter the Location ID the same way you entered your fax name during EasyStart. We’ll review the process, here. (If you’re changing a previously entered Location ID, see the note at the end of this step.) Important: As in EasyStart, you enter letters and other non-numeric characters through the one-touch keys.

005:9-1-123-456-7890 Name Upper _

Enter

The word “Upper” means the machine is currently set for entering only upper-case letters. If you press R, the machine will “see” it as an R (not an r).

To change it so that pressing a one-touch key will produce a lowercase letter rather than an upper-case letter, press ALPHABET. The display will change to:

005:9-1-123-456-7890 Name Lower _

Enter

This means pressing one-touch keys will enter lower-case letters: pressing R will produce an r (not an R) on the display.

To switch back for upper-case entries, press ALPHABET again. To enter spaces, punctuation and symbols, enter the characters shown on the one-touch keypad you want.

To use the CODE function to enter a wide variety of characters, please review the explanation on page 36. The vast majority of the time, you will probably find the ALPHABET key to be sufficient.

12. Press Enter to save the setting and continue.

13. The display now shows:

005:9-1-123-456-7890 Name GroupNo. Alt.No. End

▲▼

Enter

If you do wish to enter or change an alternate number, proceed to step

14. If you do wish to change this number’s call group status, skip to step 17. If you do wish to end this number’s settings, skip to step 20.

14. Select “Alt.No.” using ▲, ▼, 䊴 or 䊳. Then press Enter. The display now shows one of the following:

005:9-1-123-456-7890 Enter Alt. No. _

– Pause – Pause

Enter

005:9-1-123-456-7890 Enter Alt. No. 9-1-123-456-7899

You may now enter (or change) an alternate number, just as you entered the regular number. This number, too, can be up to 40 characters long. During a transmission or polling operation, your fax machine will try to reach this alternate number if the primary number (the one you entered first) is busy. If both lines are busy, your fax machine will try to redial the primary number several times before alerting you with a beeping alarm tone.

To enter or change an alternate number, do so by using the numeric keypad the same way you did in step 7.

15. Press Enter to save the settings.

16. The display now shows:

005:9-1-123-456-7890 Name GroupNo. Alt.No. End

▲▼

Enter

If you do wish to change this number’s call group status, proceed to step 17. To finish making this number’s settings, skip to step 20.

17. Select “GroupNo.” using ▲, ▼, 䊴 or 䊳. Then press Enter. The display now shows one of the following:

005:9-1-123-456-7890 (0-32) Enter Group No. _

Comma(,) Comma(,)

Enter

005:9-1-123-456-7890 (0-32) Enter Group No. 1,4,12_

Enter

You may now designate up to 32 call groups to which this number will belong. (If necessary, review “Considering call groups,” page 72).

18. Use the numeric keypad to enter the call groups to which this number will belong. There are 32 possible call groups, numbered 1-32. Here, we’ve pressed 6 to assign this speed-dial number to Call Group 6:

005:9-1-123-456-7890 (0-32) Enter Group No. 6_

Comma(,)

Enter

NOTE: You do not have to insert a leading zero. NOTE: To assign this number to all 32 call groups, enter 0 (zero).

If you want to assign the number to more than one call group, insert a comma after each number (except the last one, of course) by pressing Comma (,). Here, we’ve pressed 6 Comma (,) 7 Comma (,) 10 to assign this speed-dial number to call groups 6, 7 and 10. The display shows:

005:9-1-123-456-7890 (0-32) Enter Group No. 6,7,10_

Comma(,)

Enter

19. Press Enter to save the setting.

20. The display now shows:

␣␣␣␣02:9-1-123-456-7890

墌

Name GroupNo. Alt.No. End

▲▼

Enter

If you do not wish to enter any more speed-dial numbers, press CLEAR ALL to finish. If you do wish to enter another speed-dial number, select “End” using ▲, ▼, 䊴 or 䊳. Then …

If you do not wish to enter the currently displayed speed-dial number but do want to enter another speed-dial number, go back to step 4. If you do wish to enter this speed-dial number, go back to step 6.

Speed-dialing: Sending a fax NOTE: Please refer to “Sending faxes,” pages 38-53, for more details.

To dial a fax call using a speed-dial number.

1. Insert the document.

2. Adjust resolution and contrast if necessary.

3. Toggle between transmission from the feeder or from memory if necessary, by pressing MEMORY TRANSMIT.

4. Press SPEED DIAL/TEL INDEX. The display will show:

Enter Speed-Dial No. S_

– Pause

Tone

5. Use the numeric keypad to enter the three-digit identifier (such as 018, in this example) for the speed-dial number you want to dial. The display will show:

Press Start Key S018_

– Pause

Tone

6. Press START.

The machine will handle the call from here. The sequence will vary depending upon whether you specified transmission from memory or transmission from the feeder.

If you specified transmission from memory:

• Your fax scans your document into memory first, then dials the other

machine.

• The display shows the Location ID and the document’s width and

resolution settings:

S018 Storing A4 Normal 03 Next Page : No Mmry 99%

Ye s

NOTE:

If the speed-dial number doesn’t have a Location ID, the number appears.

• When the other machine answers, your fax will transmit the document

directly from memory. (To review memory transmission, see page 44.)

Shipping & Receiving Transmit A4 Normal Fax Ready Mmry 99%

Redial ScanSize

Comm.Clr

If you specified transmission from the feeder:

• Your fax machine dials the other fax machine.

• When the other machine answers, your fax feeds the document

through its scanner, transmitting as it goes.

• The display shows the Location ID and the document’s width and the

resolution settings:

Shipping & Receiving Transmit A4 Normal

Mmry 100%

Redial ScanSize

Comm.Clr

Speed-dialing: Making a regular phone call

To dial a phone call using a speed-dial number, you must have the telephone handset attached to your machine.

Here’s how to make the call:

1. Obtain a dial tone by doing one of the following:

• Lifting the handset.

• Press MONITOR/CALL to use the monitor speaker.

2. Press SPEED DIAL/TEL INDEX. The display will show:

Tel Mode S_ Auto Mmry 100%

Redial ScanSize

Comm.Clr

3. Use the numeric keypad to enter the three-digit identifier (such as 018, in this example) for the speed-dial number you want to dial. The display will show:

Tel Mode 9-1-123-4567 Auto Mmry 100%

Redial ScanSize

Comm.Clr

NOTE: You also can use this method to dial a fax call when, for some reason, you want to hear the remote unit’s fax tones. (Make sure there’s a document in the feeder.) When you do hear those tones over either your handset or the monitor speaker, press START to send the document in the feeder; if you’re using your handset, hang it up at this point.

Erasing a speed-dial number

1. Press PROGRAM, B.

A.OneTouchDial D. Polling B.Speed Dial E. SecureMail C.P One-Touch F. Commands

▲▼

Enter

2. Press Enter.

B.Speed Dial Set Erase List

▲▼

Enter

3. Select “Erase” using ▲, ▼, 䊴 or 䊳. Then press Enter. The display shows one of the following:

Enter Speed-Dial (001-120): 001:No Stored

▲▼

Erase

Enter Speed-Dial (001-120): 001:9-1-123-456-7890 ABC Sales

▲▼

Erase

If 001 is the speed-dial number you want to erase, skip to step 6. Our example from here will say “005” rather than “001.”

4. Use the numeric keypad to enter the three-digit identifier for the speed-dial number you want to erase. Here, we’ve selected 005:

Enter Speed-Dial (001-120): 005:9-1-123-456-7890 West Coast Sales

▲▼

If you change your mind and wish to erase a different speed-dial number,

Erase

just go back to step 4 and perform it before going on to step 6.

6. Press Erase. The display shows:

005:9-1-123-456-7890 West Coast Sales Are you sure?

Cancel

Erase

Important: If you want to quit without erasing the speed-dial number you’ve selected, press Cancel. The fax will return to step 4.

7. Press Erase to erase the number.

Enter Speed-Dial (001-120):_

Complete

▲▼

Erase

To erase another speed-dial number, repeat steps 4-7. Or press CLEAR

ALL to return to standby mode.

Printing a list of your speed-dial numbers

You can easily print a list of your speed-dial numbers. The list includes each number’s three-digit identifier, the Location ID (if any), number and any group number(s) you’ve stored in the number.

To print the list:

1. Press PROGRAM, B.

A.OneTouchDial D. Polling B.Speed Dial E. SecureMail C.P One-Touch F. Commands

▲▼

Enter

2. Press Enter.

B.Speed Dial Set Erase List

▲▼

Enter

3. Select “List” using ▲, ▼, 䊴 or 䊳. Then press Enter.

Printing a call Group Directory (list)

Another convenient feature your fax machine offers is the ability to print a call Group Directory. (If necessary, review “Considering call groups,” page 72.) This lists all your stored autodialer numbers by Location ID and indicates to which of the 32 possible call groups each belongs.

The directory divides the call groups into four banks, 00-09, 10-19, 20-29 and 30-32. For example, the directory might show:

No. Location 00 10 20 30 S001 N.E. Reg. 2 4 S002 Warehouse 7 0 1 S003 Accounting 0 2 01 New York 4 0 4

墌墌墌

02 Chicago 1 03 San Fran 123456789 0123456789 0123456789 012

In this list, speed-dial number 001 is in call groups 2 and 4; speed dial number 002 is in groups 7, 10 and 21; speed dial number 003 is in groups 20 and 32; one-touch number 01 is in groups 4, 10 and 14; one-touch number 02 is in group 1; and one-touch number 03 is in all of the call groups on the machine.

To print a call group directory:

1. Press PROGRAM, H.

G.Journal J. User Settings H.Group List K. Cover Page I. Installation L. Department

▲▼

2. Press Enter.

Enter

EasyDial directory dialing

The EasyDial directory dialing feature makes your autodialer even more like an electronic phone book. EasyDial sorts and displays numbers alphabetically according to their Location IDs, so you can easily find them and dial them. When the name you want appears, you just press START to begin a call (either phone or fax).

1. To use EasyDial to send a fax, insert the document and proceed to step 2.

To use EasyDial to make a regular phone call, make sure there’s no document in the feeder or the flatbed and obtain a dial tone by doing either of the following:

• Lifting the handset.

• Press MONITOR/CALL to use the monitor speaker.

…and then skip to step 4.

2. Adjust resolution and contrast if necessary.

3. If you want to toggle between transmission from memory and transmission from the feeder, press MEMORY TRANSMIT.

4. Press SPEED DIAL/TEL INDEX twice. The display shows the alphabetically first listing in your fax machine’s EasyDial directory:

Tel Index Alphabet [A ] ABC Company E.E.C. DS Enterprise Katz Cat Car

▲▼

NOTE: Here, the [A] indicates this listing begins with a letter. If it begins with a symbol or number, this would instead be [Symbol].

(If this listing is the one you want to dial, skip to step 6.)

5. Scroll through the listings to find the one you want using ▲, ▼, 䊴 or 䊳.

6. When the cursor is showing the name you want to dial, press START.

• If there is a document in the feeder or the flatbed, your machine

will dial a fax call to the selected autodialer number.

• Otherwise, your machine will activate the monitor speaker and dial

a regular phone call.

NOTE: Remember that your fax machine’s monitor speaker is not a speakerphone; so, if you dialed by using the monitor’s speaker, be sure to pick up the handset and speak to the other person when he/she answers!

What if an EasyDial call doesn’t go through?

If an EasyDial call fails (for example, because of a busy signal), what happens next depends upon the kind of call it was.

If it was a fax call…

… Your fax machine automatically redials the number after the redial interval (see pages 50-53). It keeps trying until either of the following occurs first:

• It successfully reaches the other number (and, if it’s a fax call, makes

contact with the machine on the other end).

• It has automatically redialed the number for the last time (see pages

50-53).

If it was a regular phone call…

… You’ll have to redial manually:

1. Obtain a dial tone by either lifting the handset or pressing MONITOR/CALL.

Tel Mode

Auto Mmry 100%

Redial ScanSize

Comm.Clr

2. Press Redial.

It’s a great phone, too

As you’ve probably guessed by now, your fax machine is a dandy telephone, too! Let’s see just how dandy by looking briefly at the machine’s phone features. Important: All of the instructions on this page assume you have attached the telephone handset to your fax machine.

Redial

Press Redial on the display to — you guessed it! — redial the last number you dialed. (Be sure that attempt, too, was also a regular phone call. In a multi-user setting, someone else may have quickly sent a fax without your knowing it.)

Hold

You can put a call on hold during a conversation by pressing HOLD. At this point, you can either hang up the handset or leave it off the hook. To return to your conversation:

• If you hung up the handset, pick it up.

• If you didn’t hang up the handset, press HOLD again.

On-hook dialing

Because your machine has a monitor speaker, you can dial without picking up the handset. For hands-free dialing:

1. Press MONITOR/CALL. You’ll hear a dial tone (unless you have set your speaker volume to off; see page 31), and the display will show:

Tel Mode _

Auto Mmry 100%

Redial ScanSize

2. Dial the number you want. You may use either the numeric keypad, a one-touch key or a speed-dial number. NOTE: Remember, your fax machine’s monitor speaker is not a speakerphone; so, be sure to pick up the handset if the other person answers! NOTE: You can also dial a fax call this way if, for some reason, you want to hear the other machine’s answering fax tones. (Make sure there’s a document in the feeder.) When you do hear those tones, press START to send the document.

Comm.Clr

You can EasyDial regular phone calls, too

Just in case you didn’t notice, the EasyDial directory dialing feature is available for regular phone calls as well as fax calls. (If necessary, review the EasyDial instructions on page 94.)

Broadcasting

The basics of broadcasting

The fastest way to fax one document to multiple recipients is broadcasting — and your fax machine has very powerful broadcasting

capabilities. You can use broadcasting for any function requiring the entry of a fax number. So, you can perform delayed broadcasting

(see next page), SecureMail broadcasting (see pages 164-173) and even broadcasting to “hub” units for relay broadcast initiation (see pages 99-

102) and relayed relay broadcasting (see pages 102-103).

In an ordinary broadcast, you send as normal, except that you add more fax numbers! You can enter up to 197 numbers (five normally dialed numbers plus 192 numbers from the autodialer). We’ll assume you’ve become familiar with regular fax transmission, and shorten the instructions so you can more readily see the differences.

1. Insert the document and make any necessary adjustments as usual.

2. Press BROADCAST.

3. Enter the first fax number — a one-touch number, a speed-dial number, a call group or just a regular number dialed from the numeric keypad as usual.

4. To add each successive fax number, press BROADCAST between each one to insert a comma (GROUP DIAL inserts its own comma), then enter the number as in step 3. You can specify up to 197 numbers (and/or call groups) for a broadcast.

Press Start Key ␣␣␣␣01, 9-1234567,S118,␣␣␣␣14_

墌

Important: Do not insert a comma after the last fax number. NOTE: If you enter characters by mistake, just press STOP/CLEAR

to clear them before proceeding.

5. Press START. Your fax machine will scan the document into memory and then send it to each number or call group you’ve entered.

The main idea in broadcasting is: to enter multiple numbers until you’ve either finished dialing the desired numbers or have reached the maximum of 197 numbers.

墌

Tone– Pause

Delayed broadcasting

What if you want the broadcast to happen later? That’s the purpose of setting up a delayed broadcast.

NOTE: The main discussion of delayed commands comes up in “Delayed transmission” (pages 104-109). You may wish to read that material before proceeding.

Important: Your machine remembers only the day of the month, not the month itself, when it’s supposed to perform a delayed broadcast. So, if you want your fax to do something at 5:05 p.m. on June 26, don’t make that setting sooner than 5:06 p.m. on May 26.

1. [Same as steps 1-4 of “The basics of broadcasting” (previous page).]

2. Press COMMUNICATION OPTIONS. The display will show:

Command Option Delayed Relay Tx Batch Tx S MailTx Polling

▲▼

3. Press Enter.

Enter

4. Use the numeric keypad to enter the day of the month and time when you want the fax to perform the broadcast. Here, we’ve set it to occur at 10:15 p.m. on the 17th.

Delayed Option Enter Time 17/22:15

Enter

5. Press Enter.

Press Start Key ␣␣␣␣01, 9-1234567,S118,␣␣␣␣14_

墌

Tone– Pause

6. Press START. Your machine will return to its normal standby mode, while showing this on the display:

Fax Ready Reserved A4 Normal

Mmry 99%

Comm.ClrRedial ScanSize

This means your fax machine is “reserved” for the delayed broadcast you just programmed.

If you have set the machine for transmission from memory (see page 44), it will scan the document into memory, after which you can use the machine normally.

If you have set the machine for transmission from the feeder (i.e., nonmemory transmission), the machine can receive faxes but can’t transmit until after the delayed broadcast occurs.

Relay broadcasting and relay broadcast initiation

Relay broadcasting is a powerful function that takes advantage of a remote Pitney Bowes “hub” fax machine’s memory to reduce your total communication costs.

A “hub” fax machine is one to which you send a document, so the “hub” can relay it to other machines which you don’t actually call. The “hub” performs a relay broadcast, and the machine which sends the original document to the “hub” has performed a relay broadcast initiation. Your fax machine can perform either operation; in other words, your machine can either send to a “hub” unit or be a “hub” unit.

Pitney Bowes 4200 Operating Guide

Specifications and Main Features

Frequently Asked Questions

User Manual