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.

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