Pitney Bowes FMF2100 Users Guide
FMF
2100
USER’S GUIDE
Safety precautions
To use the machine safely
Save these instructions for later reference.
WARNING
There are high voltage
electrodes inside the machine.
Before you clean the machine
or clear a paper jam, make
sure you have unplugged the
power cord from the AC power
outlet.
After you use the machine, some internal parts are extremely HOT!
To prevent injuries, be careful not to put your fingers in the area shown in
the illustration.
When you move the machine, grasp the side handholds that are at the
bottom as shown in the illustration.
Do not handle the plug with wet
hands. Doing this might cause
an electrical shock.
i
■
Use caution when installing or modifying telephone lines. Never
touch telephone wires or terminals that are not insulated unless
the telephone line has been disconnected at the wall jack. Never
install telephone wiring during a lightning storm. Never install a
telephone wall jack in a wet location.
■
This product must be installed near an AC power outlet that is
easily accessible. In case of emergencies, you must disconnect
the power cord from the AC power outlet in order to shut off
power completely.
■
To reduce the risk of shock or fire, use only a No. 26 AWG or
larger telecommunication line cord.
Caution
■
Lightning and power surges can damage this product! We
recommend that you use a quality surge protection device on the
AC power line and on the telephone line, or unplug the lines
during a lightning storm.
IMPORTANT SAFETY INSTRUCTIONS
When using your telephone equipment, basic safety
precautions should always be followed to reduce the risk of
fire, electric shock and injury to persons, including the
following:
1. Do not use this product near water, for example, near a
bath tub, wash bowl, kitchen sink or laundry tub, in a wet
basement or near a swimming pool.
2. Avoid using this product (other than a cordless type)
during an electrical storm. There may be a remote risk of
electric shock from lightning.
3. Do not use this product to report a gas leak in the vicinity
of the leak.
4. Use only the power cord provided with the machine.
SAVE THESE INSTRUCTIONS
ii
Choosing a location
Place your machine on a flat, stable surface that is free of vibration
and shocks, such as a desk. Put the machine near a telephone wall
jack and a standard, grounded AC power outlet. Choose a location
where the temperature remains between 50°F and 90°F (10°-32.5°C).
Caution
■
Avoid placing your machine in a high-traffic area.
■
Do not place near heaters, air conditioners, water, chemicals, or
refrigerators.
■
Do not expose the machine to direct sunlight, excessive heat,
moisture, or dust.
■
Do not connect your machine to electrical outlets controlled by
wall switches or automatic timers.
■
Disruption of power can wipe out information in the machine’s
memory.
■
Do not connect your machine to electrical outlets on the same
circuit as large appliances or other equipment that might disrupt
the power supply.
■
Avoid interference sources, such as speakers or the base units
of cordless phones.
NO !
NO ! NO !
iii
Quick Reference Guide
Sending faxes
Automatic Transmission
1
If it is not illuminated in
green, press (
2
Load the original document.
3
Enter the fax number using
One-Touch, Speed-Dial,
Search or the dial pad.
4
Press
Real Time Transmission
You can send faxes in real time.
1
If it is not illuminated in
green, press (
2
Load the original document.
3
Press
4
Press or to select
On
—OR—
For the next transmission
only, press or to
select
and then press
5
For the next fax only, press
Fax:On
Set
Start
.
Menu, 2, 2, 5
, and then press
Next Fax Only
Set
or to select
, and then press
.
Fax
Fax
.
Set
,
.
Next
6
).
7
8
Receiving faxes
Select Receive Mode
1
2
).
Storing numbers
Storing One-Touch Dial
numbers
1
2
3
4
5
Press 1 if you want to
choose more settings and
the LCD will return to the
Setup Send
—OR—
Press
Enter the fax number.
Press
Press
Press or to select
Fax Only, Manual
Fax/Tel
TAD
Press
Press the One-Touch key
where you want to store the
number.
Enter a number (up to 20
digits), and then press
Enter a name (or leave it
blank), and then press
Press
2
Start
Menu, 0, 1
and then press
Menu, 2, 3, 1
Stop/Exit
to fax.
.
External
or
menu.
.
.
,
Set
.
.
Set
Set
.
.
iv
Storing Speed-Dial numbers
1
Press
2
Enter a three-digit
Speed-Dial number, and
then press
3
Enter a number (up to 20
digits), and then press
4
Enter a name (or leave it
blank), and then press
5
Press
Dialing operations
One-Touch Dialing/
Speed-Dialing
1
If it is not illuminated in
green, press (
2
Load the original document.
3
Press the One-Touch key of
the number you want to call
—OR—
Press
Dial
press the three-digit
Speed-Dial number.
4
Press
Menu, 2, 3, 2
Set
Stop/Exit
Search/Speed
, press #, and then
Start
.
.
.
.
Fax
Set
Set
Making copies
Single copy
1
Press
illuminate it in green.
2
Load the original document.
.
3
Press
Sorting multiple copies
.
1
Press
illuminate it in green.
2
Load the original document.
3
Use the dial pad to enter the
number of copies you want
(up to 99).
4
).
Press
and then press
5
Press or to select
Sort
press
6
Press
Start
Options
to select
Stack
(or
Set
.
Start
(Copy
.
(Copy)
Stack/Sort
.
) to
to
and or
Set
.
) and then
,
Using Search
1
If it is not illuminated in
green, press (
2
Press
Dial
letter of the name you’re
looking for.
3
Press or to search the
memory.
4
Press
v
Search/Speed
, and then enter the first
Start
.
Fax
).
Table of Contents
1
Introduction .......................................................................... 1-1
Using this Guide ...............................................................1-1
Finding information................................................. 1-1
Symbols used in this Guide....................................1-1
Part names and operations ........................................1-2
Control panel overview ..................................................... 1-4
Back light colour shows the machine status............... 1-6
About fax machines .......................................................... 1-8
Custom features .........................................................1-8
Do you have Voice Mail on the phone line? ........... 1-8
Why should there be problems?............................. 1-8
How can you avoid possible problems? ................. 1-8
Fax tones and handshake..........................................1-9
ECM (Error Correction Mode)................................... 1-10
Connecting the machine ................................................. 1-10
Connecting an external telephone............................ 1-10
Connecting an external telephone answering
device (TAD) ........................................................1-11
Sequence ............................................................. 1-11
Connections ......................................................... 1-12
Recording outgoing message (OGM) on
an external TAD ............................................... 1-13
Special line considerations.......................................1-14
Roll-over phone lines............................................ 1-14
Two-line phone system ........................................ 1-14
Converting telephone wall outlets ........................ 1-15
Installing machine, external two-line TAD and
two-line telephone ............................................ 1-16
Multi-line connections (PBX) .................................... 1-17
If you are installing the machine to work
with a PBX........................................................1-17
Custom features on your phone line......................... 1-17
2
Loading paper and original documents ............................2-1
About paper ...................................................................... 2-1
Paper specifications for each paper tray .................... 2-1
Recommended paper ................................................. 2-2
Choosing acceptable paper........................................ 2-3
vi
How to load paper....................................................... 2-4
To load paper or other media in the paper tray ......2-4
To load paper or other media in
the manual feed tray........................................... 2-6
Using the automatic document feeder (ADF) ............. 2-7
3
4
On-screen programming .....................................................3-1
User-friendly programming ............................................... 3-1
Menu table.................................................................. 3-1
Memory Storage.........................................................3-1
Navigation keys ................................................................3-2
Getting started .....................................................................4-1
Initial Setup.......................................................................4-1
Setting the Date and Time..........................................4-1
Setting the Station ID..................................................4-2
Entering text ...........................................................4-3
Inserting spaces .....................................................4-3
Making corrections .................................................4-3
Repeating letters .................................................... 4-3
Special characters and symbols............................. 4-4
Setting Tone and Pulse dialing mode......................... 4-4
General Setup...................................................................4-5
Setting the Mode Timer .............................................. 4-5
Setting the Paper Type ............................................... 4-5
Setting the Paper Size ................................................ 4-6
Setting the Ring Volume.............................................4-7
Setting the Beeper Volume......................................... 4-7
Setting the Speaker Volume....................................... 4-8
Setting the Handset Volume....................................... 4-8
Choosing the Handset Volume
(For Volume Amplify)..............................................4-9
Setting Volume Amplify.............................................4-10
Turning on Automatic Daylight Savings Time...........4-10
Toner Save ...............................................................4-11
Sleep Time................................................................4-11
Setting the LCD Contrast..........................................4-12
Setting the Tray Use for Copy mode ........................4-12
Setting the Tray Use for Fax mode...........................4-13
vii
5
Setup Receive ......................................................................5-1
Basic receiving operations................................................5-1
Choosing the Receive Mode ...................................... 5-1
To select or change your Receive Mode ................ 5-2
Setting the Ring Delay................................................5-2
Setting the F/T Ring Time (Fax/Tel mode only).......... 5-3
Easy Receive..............................................................5-4
Printing a reduced incoming fax (Auto Reduction)....... 5-5
Printing a fax from the memory ..................................5-5
Setting the Print Density.............................................5-6
Advanced receiving operations ........................................ 5-7
Operation from extension telephones......................... 5-7
For Fax/Tel mode only................................................ 5-7
Changing the remote codes ....................................... 5-8
Polling......................................................................... 5-9
Setting up Polling Receive .....................................5-9
Setting up Sequential Polling Receive ................... 5-9
Telephone services ........................................................ 5-10
Distinctive Ring.........................................................5-10
What does your telephone company’s
‘Distinctive Ring’ do?........................................5-10
What does FMF2100’s ‘Distinctive Ring’ do? ........ 5-10
Do you have Voice Mail?......................................5-11
Before you choose the ring pattern to register....... 5-11
Registering the Distinctive Ring pattern ................... 5-12
Turning off the Distinctive Ring ............................5-12
Caller ID..........................................................................5-13
Viewing Caller ID List ...............................................5-14
Clearing a Caller ID stored in the memory ............... 5-14
Printing Caller ID List................................................5-14
Call Waiting ....................................................................5-15
6
Setup Send ...........................................................................6-1
How to enter Fax mode ....................................................6-1
How to dial........................................................................6-1
Manual dialing ............................................................ 6-1
One-Touch dialing......................................................6-2
Speed-Dialing ............................................................. 6-2
Search ........................................................................6-2
How to fax.........................................................................6-3
Manual transmission................................................... 6-3
Automatic transmission .............................................. 6-3
Out of Memory message............................................6-4
Sending a fax at the end of a conversation ................ 6-4
viii
Basic sending operations..................................................6-5
Sending faxes using multiple settings......................... 6-5
Contrast ......................................................................6-5
Fax Resolution............................................................6-6
Manual and automatic fax Redial ...............................6-7
Dual Access................................................................6-7
Real Time Transmission.............................................6-8
Checking job status ....................................................6-9
Canceling a fax in progress ........................................6-9
Canceling a scheduled job..........................................6-9
Advanced sending operations ........................................ 6-10
Composing the electronic Cover Page.....................6-10
Composing your own comments ..........................6-11
Cover page for the next fax only...........................6-12
Send a cover page for all faxes ............................6-13
Using a printed cover page.......................................6-13
Broadcasting.............................................................6-14
Overseas Mode ........................................................6-15
Delayed Fax..............................................................6-16
Delayed Batch Transmission....................................6-16
Setting up Polled Transmission................................6-17
Memory Security.......................................................6-18
Setting up the password.......................................6-18
Turning Memory Security on ................................6-19
Turning Memory Security off ................................6-19
7
ix
Auto Dial numbers and dialing options .............................7-1
Storing numbers for easy dialing......................................7-1
Storing One-Touch Dial numbers...............................7-1
Storing Speed-Dial numbers.......................................7-3
Changing One-Touch and Speed-Dial numbers.........7-4
Setting up Groups for Broadcasting............................ 7-5
Dialing operations.............................................................7-6
Access codes and credit card numbers...................... 7-6
Pause .........................................................................7-7
Tone or Pulse .............................................................7-7
Telephone (voice) operations ...........................................7-7
Making a telephone call ..............................................7-7
Hold ............................................................................7-7
8
Remote Fax Options ............................................................ 8-1
Programming a Fax Forwarding number....................8-1
Programming your pager number............................... 8-2
Setting Fax Storage....................................................8-3
Setting your Remote Access Code...................................8-4
Remote Retrieval..............................................................8-5
Using your Remote Access Code...............................8-5
Remote commands ....................................................8-6
Retrieving fax messages............................................8-8
Changing your Fax Forwarding number ..................... 8-8
9
10
11
Printing reports .................................................................... 9-1
Fax settings and activity ................................................... 9-1
Customizing the Transmission Verification Report ..... 9-1
Setting the Fax Activity Report Interval ...................... 9-2
Printing reports ...........................................................9-3
How to print a report...............................................9-3
Making copies ....................................................................10-1
Using the machine as a copier .......................................10-1
Enter Copy mode......................................................10-1
Making a single copy................................................10-2
Making multiple copies .............................................10-2
Out of Memory message..........................................10-3
Using the Copy keys (Temporary settings) ....................10-4
Enlarge/Reduce........................................................ 10-5
Quality (type of original document)...........................10-7
Contrast....................................................................10-8
Options .....................................................................10-9
N in 1 copy (Page Layout)..................................10-10
Sorting copies.........................................................10-12
Changing the default copy settings .............................. 10-13
Quality ....................................................................10-13
Contrast..................................................................10-13
Important information .......................................................11-1
Standard telephone and FCC Notices
These notices are in effect on models sold and
used only in the United States..............................11-1
Pitney Bowes Service/Support phone number ..... 11-2
Federal Communications Commission (FCC)
Declaration of Conformity (USA only) ..................11-4
Important ..............................................................11-4
Important – about the interface cable...................11-4
x
Industry Canada Compliance Statement
(Canada only) .......................................................11-5
For your safety..........................................................11-5
Disconnect device.....................................................11-5
LAN connection ....................................................11-5
International E
Statement .............................................................11-6
Laser safety..............................................................11-6
FDA regulations........................................................11-7
Important safety instructions...........................................11-8
Trademarks...................................................................11-10
Shipment of the machine..............................................11-10
NERGY STAR
®
Compliance
12
13
Troubleshooting and routine maintenance .....................12-1
Troubleshooting..............................................................12-1
Error messages ........................................................12-1
Original document jams............................................12-4
Paper jams................................................................12-5
If you are having difficulty with your machine .........12-11
Improving the print quality.......................................12-15
Compatibility...........................................................12-18
Packing and shipping the machine...............................12-19
Routine maintenance....................................................12-22
Cleaning the scanner.............................................. 12-22
Cleaning the printer ................................................ 12-23
Cleaning the drum unit............................................12-24
Replacing the toner cartridge.................................. 12-25
How to replace the toner cartridge.......................... 12-26
Replacing the drum unit..........................................12-30
Checking the drum life............................................12-33
Page Counter ......................................................... 12-33
Optional accessories .........................................................13-1
Memory board.................................................................13-1
Installing the optional memory board........................13-2
Network (LAN) board ......................................................13-4
Before starting installation ........................................13-5
Step 1: Hardware installation....................................13-5
Step 2: Connecting the Network board to
an Unshielded Twisted Pair 10BASE-T or
100BASE-TX Ethernet Network ...........................13-8
LED.......................................................................13-8
Test switch............................................................13-9
Paper Tray #2 ...........................................................13-9
xi
G
Glossary .............................................................................. G-1
S
I
R
Specifications ......................................................................S-1
Product description...........................................................S-1
General.............................................................................S-1
Print media .......................................................................S-2
Copy .................................................................................S-2
Fax....................................................................................S-3
Scanner ............................................................................S-4
Printer ...............................................................................S-5
Interfaces..........................................................................S-5
Computer requirements....................................................S-6
Index ......................................................................................I-1
Remote Retrieval Access card .......................................... R-1
xii
1
Introduction
Using this Guide
Thank you for buying a Pitney Bowes FMF2100. Your FMF2100 is
simple to use, with LCD screen instructions to guide you through
programming it. You can make the most of your machine by taking a
few minutes to read this Guide.
Finding information
All the chapter headings and subheadings are listed in the Table of
Contents. You will be able to find information about a specific feature
or operation by checking the Index at the back of this Guide.
Symbols used in this Guide
Throughout this Guide you will see special symbols alerting you to
important warnings, notes and actions. To make things clearer and
to help you press the correct keys, we used special fonts and added
some of the messages that will appear in the LCD.
Bold Bold typeface identifies specific keys on the
machine control panel.
Italics Italicized typeface emphasizes an important
point or refers you to a related topic.
Courier New
Courier New typeface identifies the messages on
the LCD of the machine.
Warnings inform you what to do to avoid possible personal
injury.
Cautions specify procedures you must follow or avoid to
prevent possible damage to the machine.
Notes tell you how you should respond to a situation that may
arise or give tips about how the current operation works with
other features.
Improper Setup alerts you to devices and operations that are not
compatible with the machine.
INTRODUCTION 1 - 1
Part names and operations
■
Front view
4 Telephone Handset
3 ADF Document
Output Support
2 Front Cover
Release Button
5 ADF Document
Support
6 Control Panel
Face-down Output
7
Tray Support Flap
with Extension
8 Power Switch
1 Manual Feed Tray
9 Front Cover
10 Paper Tray (Tray #1)
No. Name Description
1 Manual Feed Tray Load paper here.
2 Front Cover Release Button Press it to open the front cover.
3 ADF Document Output Support The original documents come out
here.
4 Telephone Handset For telephone calls.
5 ADF Document Support Load the original document here.
6 Control Panel Use the keys and display to control
the machine.
7 Face-down Output Tray Support Flap
with Extension (Support Flap)
Unfold it to prevent the printed paper
from sliding off the machine.
8 Power Switch Switch the machine on or off.
9 Front Cover Open to install a toner cartridge or
drum unit.
10 Paper Tray (Tray #1) Load paper here.
1 - 2 INTRODUCTION
■
Back view
13 Paper Guides
14 Telephone Line Jack
15 Handset Jack
16 USB Interface
Connector
11 AC Power
Connector
12 Face-up O utput Tray
(Back Output Tray)
18 External Telephone
17 Parallel Interface
Connector
Line Jack
No. Name Description
11 AC Power Connector Connect the AC Power Connector here.
12 Face-up Output Tray
(Back Output Tray)
Open it when thicker paper is placed in the
Manual feed tray.
13 Paper Guides Use to fit the width of the document.
14 Telephone Line Jack Plug the line cord supplied with the machine
into here.
15 Handset Jack Plug in the handset curled cord here.
16 USB Interface Connector Connect the USB Cable here.
17 Parallel Interface Connector Connect the Parallel Cable here.
18 External Telephone Line Jack Plug in the external telephone line here.
INTRODUCTION 1 - 3
Control panel overview
1
Print keys:
1
Secure
Lets you print out data saved in
memory by entering your four-digit
password.
Job Cancel
Clears data from the printer
memory.
Liquid Crystal Display (LCD)
2
Displays messages on the screen to
help you to set up and use your
machine. The LCD will change
colour depending on the machine
status.
Mode keys:
3
2 4
1011
9
4
3
78
Scan
Lets you access Scan mode.
(See Software User’s Guide on the
CD-ROM.)
Navigation keys:
Menu
Lets you access the Menu to
program.
Set
Lets you store your settings in the
machine.
Clear/Back
Deletes entered data or lets you exit
the menu by pressing repeatedly.
6
5
Fax
Lets you access Fax mode.
Copy
Lets you access Copy mode.
1 - 4 INTRODUCTION
or
Press to scroll forward or backward
to a menu selection.
When using the speaker, telephone
handset or ring, you can press these
keys to adjust the volume in fax
mode.
or
Press to scroll through the menus
and options.
Also, you can use these keys to do
a numerical search for the names of
stored numbers in fax mode.
Fax and telephone keys:
5
Hook/Hold
Lets you dial telephone and fax
numbers without lifting the handset.
—OR—
Lets you place telephone calls on
hold.
Resolution
Sets the resolution when you send a
fax.
Search/Speed Dial
Lets you look up numbers that are
stored in the dialing memory. It also
lets you dial stored numbers by
pressing # and a three-digit number.
Redial/Pause
Redials the last number you called.
It also inserts a pause in auto dial
numbers.
6
Start
Copy keys
8
(Temporary settings):
Enlarge/Reduce
Lets you reduce or enlarge copies
depending upon the ratio you
select.
Contrast
Lets you make a copy that is lighter
or darker than the original
document.
Quality
Lets you select the copy quality for
your type of original document.
Options
You can quickly and easily select
temporary settings for copying.
Dial Pad
9
Use these keys to dial telephone or
fax numbers and as a keyboard for
entering information into the
machine.
The # key lets you temporarily
switch the dialing mode during a
telephone call from Tone to Pulse.
Shift
0
To access memory locations 17
through 32 in the One-Touch keys
hold down the Shift key.
One-Touch keys
A
These 16 keys give you instant
access to 32 previously stored auto
dial numbers.
Lets you start sending faxes,
making copies or scanning.
7
Stop/Exit
Stops a fax, copy and scan
operation or exits from the menu.
INTRODUCTION 1 - 5
Back light colour shows the machine status
The LCD back light will change colour depending on the machine
status.
LCD machine status Description
Sleep Mode The power switch is off or the machine is
Off
Orange
Green
Initializing The machine is being initialized after you
Warming Up in
Sleep mode
Menu in Operation The Menu is in use.
Receiving Data
from the Computer
Data Remaining in
Printer Memory
Warming Up The machine is warming up for printing.
Ready The machine is ready for use.
Receiving Fax
Data
in Sleep mode.
switched it on.
The machine is warming up for printing in
Sleep mode.
The machine is either receiving data from
the computer, processing data in the
memory, or printing data.
Print data remains in the machine
memory.
The machine is either receiving fax data,
processing data in memory, or printing
data.
1 - 6 INTRODUCTION
LCD machine status Description
Service error Follow the steps below.
Red
Cover open The cover is open. Close the cover. (See
Toner empty Replace the toner cartridge with a new
Paper error Put paper in the tray or clear the paper
Out of memory Memory is full. (See Error messages on
Other errors Check the LCD message. (See
1. Turn off the power switch.
2. Wait a few seconds, and then turn it
back on and try to print again.
If you cannot clear the error and still see
the Red back light colour after turning the
machine back on, please call
Service/Support phone number:
USA: 1-800-243-5556
Canada: 1-800-672-6937
Error messages on page 12-1.)
one. (See
on page 12-25.)
jam. Check the LCD message. (See
Troubleshooting on page 12-1.)
page 12-1.)
Troubleshooting on page 12-1.)
Replacing the toner cartridge
INTRODUCTION 1 - 7
About fax machines
Custom features
Do you have Voice Mail on the phone line?
If you have Voice Mail on the phone line where you will install your
new machine, there is a strong possibility that Voice Mail and the
machine may conflict with each other while receiving incoming calls.
Why should there be problems?
Since both the machine and Voice Mail will pick up the call, after the
number of rings you have set, each of them has the ability to keep
the other from receiving calls.
For example, if your Voice Mail is set to answer after two rings and
your machine is set to answer after four, your Voice Mail will stop
your machine from receiving faxes.
If you set Voice Mail and the machine to answer after the same
number of rings, there is no way of knowing which one will answer
first. It is important to remember that neither Voice Mail nor the
machine can pass the call back to the other after the call has been
answered.
How can you avoid possible problems?
A very good way to avoid problems like the one mentioned,
a second phone number on your present phone line.
Many people with Voice Mail choose an alternative service, which is
called “Distinctive Ring”, and they are very satisfied with it. (See
Distinctive Ring on page 5-10.)
Another way to avoid possible problems is to replace your Voice Mail
with an answering machine. Your machine is designed to work with
an answering machine or TAD (telephone answering device).
Connecting an external telephone answering device (TAD)
(See
page 1-11.)
1 - 8 INTRODUCTION
is to get
on
Fax tones and handshake
When someone is sending a fax, the machine sends fax calling tones
(CNG tones). These are quiet, intermittent beeps every 4-seconds.
You will hear them after you dial and press
continue for about 60 seconds after dialing. During that time, the
sending machine must begin the “handshake”, or connection, with
the receiving machine.
Each time you use automatic procedures to send a fax, you are
sending CNG tones over the phone line. You will soon learn to listen
for these quiet beeps each time you answer a phone on your fax line,
so you will know if you are receiving a fax message.
The receiving fax responds with fax receiving tones, which are loud,
chirping sounds. A receiving fax chirps for about 40 seconds over the
phone line, and the LCD shows
If your machine is set to the
automatically with fax receiving tones. If the other person hangs up,
your machine will continue to send the “chirps” for about 40 seconds,
and the LCD continues to show
Stop/Exit
press
The fax ‘handshake’ is the time in which the sending machine’s CNG
tones and the receiving machines “chirps” overlap. This must be for
at least 2 to 4 seconds, so both machines can understand how each
is sending and receiving the fax. The handshake cannot begin until
the call is answered, and the CNG tones only last for about 60
seconds after the number is dialed. So it is important for the receiving
machine to answer the call in as few rings as possible.
.
Receiving
Fax Only
Receiving
Start
and they will
.
mode, it will answer every call
. To cancel receiving,
When you have an external Telephone Answering Device (TAD)
on your fax line, your TAD will decide the number of rings before
the call is answered.
Pay special attention to the directions for connecting a TAD in
this chapter. (See
device (TAD)
Connecting an external telephone answering
on page 1-11.)
INTRODUCTION 1 - 9
ECM (Error Correction Mode)
The Error Correction Mode (ECM) is a way for the machine to check
a fax transmission while it is in progress. If the machine detects
errors during fax transmission, it resends the pages of the fax that
had an error. ECM transmissions are only possible between fax
machines that both have this feature. If they do, you may send and
receive fax messages that are continuously being checked by the
machine.
Your machine must have enough memory for this feature to work.
Connecting the machine
Connecting an external telephone
Your machine is equipped with a handset that you can use as a
regular phone. However, you can also connect a separate telephone
(or telephone answering device) directly to your machine.
Connect the telephone’s line cord to the jack labeled EXT. on the
back side of the machine.
When this phone (or TAD) is in use, the LCD shows
Ext. Tel in Use
To disconnect a call on the external phone and switch to the fax,
Hook/Hold
press
, and, if the fax handset is lifted, an alarm sounds.
.
External
Telephone
Whenever this phone (or TAD) is in use, the LCD shows
Ext. Tel In Use
1 - 10 INTRODUCTION
.
Extension
Telephone
Connecting an external telephone answering device (TAD)
Sequence
You may choose to connect an answering device. However, when
you have an external TAD on the same telephone line as the
machine, the TAD answers all calls and the machine “listens” for fax
calling (CNG) tones. If it hears them, the machine takes over the call
and receives the fax. If it does not hear CNG tones, the machine lets
the TAD continue playing your outgoing message so your caller can
leave you a voice message.
The TAD must answer within four rings (the recommended setting is
two rings). The machine cannot hear CNG tones until the TAD has
answered the call, and with four rings there are only 8 to 10 seconds
of CNG tones left for the fax “handshake”. Make sure you carefully
follow the instructions in this guide for recording your outgoing
message. We do not recommend using the toll saver feature on your
external answering machine if it exceeds five rings.
If you do not receive all your faxes, reduce the Ring Delay
setting on your external TAD.
If You Subscribe to your Telephone Company’s Distinctive Ring
Service:
You may connect an external TAD to a separate wall jack only
if you subscribe to your telephone company’s Distinctive Ring
service, have registered the distinctive ring pattern on your
machine, and use that number as a fax number. The
recommended setting is four rings on the external TAD when
you have the telephone company’s Distinctive Ring Service.
If You Do Not Subscribe to Distinctive Ring Service:
You must plug your TAD into the EXT. jack of your machine. If
your TAD is plugged into a wall jack, both your machine and the
TAD will try to control the phone line. (See illustration on the next
page.)
INTRODUCTION 1 - 11
Do not connect a TAD elsewhere on the same phone line
(unless you have the Distinctive Ring service).
TAD
TAD
Connections
The external TAD must be plugged into the back of the machine, into
the jack labeled EXT. Your machine cannot work properly if you plug
the TAD into a wall jack (unless you are using Distinctive Ring).
1
Plug the telephone line cord from the wall jack into the back of
the machine, in the jack labeled LINE.
2
Plug the telephone line cord from your external TAD into the
back of the machine, in the jack labeled EXT. (Make sure this
cord is connected to the TAD at the TAD’s telephone line jack,
and not its telephone jack.)
3
Set your external TAD to four rings or less. (The machine’s Ring
Delay setting does not apply.)
4
Record the outgoing message on your external TAD.
5
Set the TAD to answer calls.
6
Set the Receive Mode to
Choosing the Receive Mode
(See
External TAD
on page 5-1.)
.
1 - 12 INTRODUCTION
Recording outgoing message (OGM) on an external TAD
Timing is important in recording this message. The message sets up
the ways to handle both manual and automatic fax reception.
1
Record 5 seconds of silence at the beginning of your message.
(This allows your machine time to listen for the fax CNG tones
of automatic transmissions before they stop.)
2
Limit your speaking to 20 seconds.
3
End your 20-second message by giving your Fax Receive Code
for people sending manual faxes. For example:
“After the beep, leave a message or send a fax by pressing
51 and Start.”
We recommend beginning your OGM with an initial 5-second
silence because the machine cannot hear fax tones over a
resonant or loud voice. You may try omitting this pause, but if
your machine has trouble receiving, then you must rerecord the
OGM to include it.
INTRODUCTION 1 - 13
Special line considerations
Roll-over phone lines
A roll-over phone system is a group of two or more separate
telephone lines that pass incoming calls to each other if they are
busy. The calls are usually passed down or “rolled over” to the next
available phone line in a preset order.
Your machine can work in a roll-over system as long as it is the last
number in the sequence, so the call cannot roll away. Do not put the
machine on any of the other numbers; when the other lines are busy
and a second fax call is received, the fax call would be transferred to
a line that does not have a fax machine. Your machine will work
best on a dedicated line.
Two-line phone system
A two-line phone system is nothing more than two separate phone
numbers on the same wall outlet. The two phone numbers can be on
separate jacks (RJ11) or combined into one jack (RJ14). Your
machine must be plugged into an RJ11 jack. RJ11 and RJ14 jacks
may be equal in size and appearance and both may contain four
wires (black, red, green, yellow). To test the type of jack, plug in a
two-line phone and see if it can access both lines. If it can, you must
separate the line for your machine. (See
Easy Receive
on page 5-4.)
1 - 14 INTRODUCTION
Converting telephone wall outlets
There are three ways to convert to an RJ11 jack. The first two ways
may require assistance from the telephone company. You can
change the wall outlets from one RJ14 jack to two RJ11 jacks. Or,
you can have an RJ11 wall outlet installed and slave or jump one of
the phone numbers to it.
The third way is the easiest: Buy a triplex adapter. You can plug a
triplex adapter into an RJ14 outlet. It separates the wires into two
separate RJ11 jacks (Line 1, Line 2) and a third RJ14 jack (Lines 1
and 2). If your machine is on Line 1, plug the machine into L1 of the
triplex adapter. If your machine is on Line 2, plug it into L2 of the triple
adapter.
Triplex Adapter
RJ14
RJ11
RJ14
INTRODUCTION 1 - 15
Installing machine, external two-line TAD and two-line telephone
When you are installing an external two-line telephone answering
device (TAD) and a two-line telephone, your machine must be
isolated on one line at both the wall jack and at the TAD. The most
common connection is to put the machine on Line 2, which is
explained in the following steps. The back of the two-line TAD must
have two telephone jacks: one labeled L1 or L1/L2, and the other
labeled L2. You will need at least three telephone line cords, the one
that came with your machine and two for your external two-line TAD.
You will need a fourth line cord if you add a two-line telephone.
1
Place the two-line TAD and the two-line telephone next to your
machine.
2
Plug one end of the telephone line cord for your machine into the
L2 jack of the triplex adapter. Plug the other end into the LINE
jack on the back of the machine.
3
Plug one end of the first telephone line cord for your TAD into
the L1 jack of the triplex adapter. Plug the other end into the L1
or L1/L2 jack of the two-line TAD.
4
Plug one end of the second telephone line cord for your TAD
into the L2 jack of the two-line TAD. Plug the other end into the
EXT. jack on the left side of the machine.
Triplex Adapter
External Two Line TAD machine
You can keep two-line telephones on other wall outlets as always.
There are two ways to add a two-line telephone to the machine’s wall
outlet. You can plug the telephone line cord from the two-line
telephone into the L1+L2 jack of the triplex adapter. Or, you can plug
the two-line telephone into the TEL jack of the two-line TAD.
1 - 16 INTRODUCTION
Two Line Phone
Multi-line connections (PBX)
Most offices use a central telephone system. While it is often
relatively simple to connect the machine to a key system or a PBX
(Private Branch Exchange), we suggest that you contact the
company that installed your telephone system and ask them to
connect the machine for you. It is advisable to have a separate line
for the machine.
If the machine is to be connected to a multi-line system, ask your
installer to connect the unit to the last line on the system. This
prevents the unit from being activated each time a telephone call is
received.
As with all fax units, this machine must be connected to a two
wire system. If your line has more than two wires, proper
connection of the machine cannot be made.
If you are installing the machine to work with a PBX
1
It is not guaranteed that the unit will operate correctly under all
circumstances with a PBX. Any cases of difficulty should be
reported first to the company that handles your PBX.
2
If all incoming calls will be answered by a switchboard operator,
it is recommended that the Receive Mode be set to
incoming calls should initially be regarded as telephone calls.
Manual
. All
Custom features on your phone line
If you have Voice Mail, Call Waiting/Caller ID, RingMaster, an
answering service, an alarm system or other custom feature on one
phone line it may create a problem with the operation of your
machine. (See
difficulty with your machine
Custom features
on page 1-8 and
on page 12-11.)
If you are having
INTRODUCTION 1 - 17
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