Pitney Bowes FMF3100 User Guide

FMF3100

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 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.

To prevent injuries, be careful
not to put your hands on the
edge of the machine under the
document cover.

Do not handle the plug with wet
hands. Doing this might cause
an electrical shock.

To prevent injuries, be careful
not to put your fingers in the
area shown in the illustration.

i

To prevent injuries, be careful not to put
your fingers in the area shown in the
illustration.

WARNING

When you move the machine, grasp the side handholds that are under

■

the scanner. Do NOT carry the machine by holding it at the bottom.

■ 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 jack in a wet
location unless the jack is specifically designed for a wet location.

■ Install equipment with a power cord near a socket/outlet that is easily

accessible.

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

telecommunication line cord.

■ Do not use this product in the vicinity of gas leak to report leak.

■ Do not use this product near appliances that use water, in a wet

basement or near a swimming pool.

■ Avoid using this product other than a cordless type during an electrical

storm. There may be a remote risk of electric shock from lightning.

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.

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 jack
and a standard, grounded power outlet. Choose a location where the
temperature remains between 50°F and 95.5°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

Start

.

Set

.

Fax

.

Fax

,

Next

Set

green, press (

2

Place the original face up in
the ADF, or face down on
the scanner glass.

3

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

4

Press

5

If you are using the scanner
glass, press

Real Time Transmission

You can send faxes in real time.

1

If it is not illuminated in

green, press (

2

Place the original face up in
the ADF, or face down on
the scanner glass.

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

Start

.

2

or

Menu, 2, 2, 5

, and then press

Next Fax Only

Set

or to select

, and then press

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 menu.

—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

to fax.

Start

.

Menu, 0,1

and

and then press

Menu, 2, 3, 1

Stop/Exit

.

External

.

,

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

Place the original face up in
the ADF, or face down on
the scanner glass.

3

Press the One-Touch key of
the number you want to call

—OR—
Press

press #, and then press the
three-digit Speed-Dial number.

4

Press

Menu, 2, 3, 2

Set

Stop/Exit

Search/Speed Dial

Start

.

.

.

Set

Set

.

Fax

Making copies

Single copy

1

Press (
illuminate it in green.

2

Place the original face up in

.

.

).

,

the ADF, or face down on
the scanner glass.

3

Press

Sorting multiple copies
(Using the ADF)

1

Press (
illuminate it in green.

2

Place the original face up in
the ADF.

3

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

4

Press
Sort icon appears on the

LCD.

5

Press

Start

Sort

Start

Copy

.

Copy)

.

.

) to

to

Using Search

1

If it is not illuminated in
green, press (

2

3

4

v

Search/Speed Dial

Press
and then enter the first letter
of the name you’re looking for.

Press or to
search the memory.

Press

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 ..................................................... 1-5

Status LED indications .............................................1-10

About fax machines ........................................................ 1-12

Custom features .......................................................1-12

Do you have Voice Mail on the phone line?........... 1-12

Why should there be problems?........................... 1-12

How can you avoid possible problems? ............... 1-12

Fax tones and handshake........................................1-13

ECM (Error Correction Mode)................................... 1-14

Connecting the machine ................................................. 1-14

Connecting an external telephone............................ 1-14

Connecting an external telephone answering

device (TAD) ........................................................1-15

Sequence ............................................................. 1-15

Connections ......................................................... 1-17

Recording outgoing message (OGM) on

an external TAD ............................................... 1-17

Special line considerations.......................................1-18

Roll-over phone lines............................................ 1-18

Two-line phone system ........................................ 1-18

Converting telephone wall outlets ........................ 1-19

Installing machine, external two-line tad

and two-line telephone ..................................... 1-20

Multi-line connections (PBX) .................................... 1-21

If you are installing the machine to work

with a PBX........................................................1-21

Custom features on your phone line......................... 1-21

2

Paper .....................................................................................2-1

About paper ...................................................................... 2-1

Type and size of paper ............................................... 2-1

Recommended paper ................................................. 2-1

Choosing acceptable paper.............................................. 2-2

Paper capacity of the paper trays........................... 2-3

Paper specifications for each paper tray ................ 2-3

How to load paper ......................................................2-4

vi

To load paper or other media in the paper tray........ 2-4

To load paper or other media in the multi-purpose

tray (MP tray)......................................................2-6

To use Automatic Duplexing for fax, copy and

print operations.......................................................2-8

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

Turning on Automatic Daylight Savings Time.............4-8

Toner Save .................................................................4-8

Sleep Time..................................................................4-9

Turning off the Scanner Lamp ....................................4-9

Setting the Tray Use for Copy mode ........................4-10

Setting the Tray Use for Fax mode...........................4-11

Setting the LCD Contrast..........................................4-11

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

Using a cordless external handset ............................. 5-8

Changing the remote codes ....................................... 5-8

Polling......................................................................... 5-9

Setting up Polling Receive .....................................5-9

Setting up Sequential Polling Receive ................. 5-10

Setting Duplex printing for Fax mode ....................... 5-10

Telephone services ........................................................ 5-11

Distinctive Ring.........................................................5-11

What does your telephone company’s

‘Distinctive Ring’ do?........................................5-11

What does FMF3100’s ‘Distinctive Ring’ do? ........ 5-11

Do you have Voice Mail?......................................5-12

Before you choose the ring pattern to register....... 5-12

Registering the Distinctive Ring pattern ................... 5-13

Turning off the Distinctive Ring ............................5-13

Caller ID..........................................................................5-14

Viewing Caller ID List ...............................................5-15

Clearing a Caller ID stored in the memory ............... 5-15

Printing Caller ID List................................................5-15

6

Setup Send ...........................................................................6-1

How to Fax .......................................................................6-1

Enter Fax mode..........................................................6-1

Faxing from the automatic document feeder (ADF)

Faxing from the ADF..............................................6-2

Faxing from the scanner glass ...................................6-3

Faxing legal size originals from the scanner glass

Out of Memory message........................................6-4

Manual transmission................................................... 6-4

Automatic transmission .............................................. 6-5

This is the easiest way to send a fax...................... 6-5

Sending a fax at the end of a conversation ................ 6-5

Basic sending operations ................................................. 6-6

Sending faxes using multiple settings ........................6-6

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

Fax Resolution............................................................6-7

Manual and automatic fax Redial ............................... 6-8

....... 6-1

........6-4

viii

Dual Access................................................................6-9

Real Time Transmission...........................................6-10

Checking job status ..................................................6-11

Canceling a job while scanning the original..............6-11

Canceling a scheduled job........................................6-11

Advanced sending operations ........................................ 6-12

Composing the electronic Cover Page.....................6-12

Composing your own comments ..........................6-13

Cover page for the next fax only...........................6-14

Send a cover page for all faxes ............................6-15

Using a printed cover page.......................................6-15

Broadcasting.............................................................6-16

Overseas Mode ........................................................6-18

Delayed Fax..............................................................6-19

Delayed Batch Transmission....................................6-20

Setting up Polled Transmission................................6-21

Memory Security.......................................................6-22

Setting up the password.......................................6-22

Turning Memory Security on ................................6-23

Turning Memory Security off.....................................6-23

7

8

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 options..................................................................7-6

Search ........................................................................7-6

One-Touch Dialing......................................................7-6

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

Manual dialing............................................................. 7-7

Using an external telephone....................................... 7-7

Access codes and credit card numbers...................... 7-8

Pause .........................................................................7-9

Tone or Pulse .............................................................7-9

Remote Fax Options ............................................................ 8-1

Fax Forwarding/Paging.....................................................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............................................8-7

Changing your Fax Forwarding number ..................... 8-7

9

10

Printing reports .................................................................... 9-1

Machine settings and activity............................................ 9-1

Customizing the Transmission Verification Report

Setting the Fax Activity Report Interval ...................... 9-2

Printing reports ...........................................................9-3

To print a report......................................................9-3

Making copies ....................................................................10-1

Using the machine as a copier .......................................10-1

Enter Copy mode......................................................10-1

Temporary copy settings......................................10-2

Making a single copy from the ADF..........................10-3

Making multiple copies from the ADF.......................10-3

Single or multiple copies using the scanner glass

Out of Memory message..........................................10-5

Using the copy keys (Temporary settings) .....................10-6

Enlarge/Reduce........................................................ 10-7

Quality (type of original)............................................10-8

Sorting copies using the ADF...................................10-9

Contrast....................................................................10-9

Tray Select .............................................................10-10

Duplex/N in 1..........................................................10-11

Duplex/N in 1 copy .................................................10-12

N in 1 copy .........................................................10-12

Poster .................................................................10-13

Duplex (1 in 1)....................................................10-13

Duplex (2 in 1) and Duplex (4 in 1).....................10-15

Changing the default copy settings .............................. 10-16

Quality ....................................................................10-16

Contrast..................................................................10-16

........9-1

.......10-4

11

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

Federal Communications Commission (FCC)

Declaration of Conformity (USA only) ..................11-3

Important ..............................................................11-4

Important – about the interface cable...................11-4

x

Industry Canada Compliance Statement

(Canada only) .......................................................11-4

International E

Statement .............................................................11-4

Laser safety..............................................................11-4

FDA regulations........................................................11-5

Important safety instructions...........................................11-6

Trademarks.....................................................................11-8

NERGY STAR

®

Compliance

12

13

Troubleshooting and routine maintenance .....................12-1

Troubleshooting ............................................................. 12-1

Error messages ........................................................12-1

Original jams.............................................................12-4

Original is jammed in the top of the ADF unit.

Original is jammed inside the ADF unit. ...............12-5

Paper jams................................................................12-6

Paper is jammed in the duplex tray ....................12-11

If you are having difficulty with your machine .......... 12-13

Improving the print quality.......................................12-18

Packing and shipping the machine...............................12-22

Routine maintenance....................................................12-25

Cleaning the scanner.............................................. 12-25

Cleaning the printer ................................................ 12-26

Cleaning the drum unit............................................12-27

Replacing the toner cartridge.................................. 12-28

How to replace the toner cartridge.......................... 12-29

Replacing the drum unit..........................................12-33

Checking the drum life............................................12-36

Page Counter ......................................................... 12-36

Optional accessories .........................................................13-1

Memory board.................................................................13-1

Installing the optional memory board........................13-2

Paper Tray #2 (Lower Tray)...................................... 13-4

.........12-4

xi

G

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

S

I

R

14

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 FMF3100. Your FMF3100 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’ll 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

Italics Italicized typeface emphasizes an important point

Courier
New

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.

Bold typeface identifies specific keys on the
machine control panel.

or refers you to a related topic.
Courier New typeface identifies the messages on

the LCD of the machine.

INTRODUCTION 1 - 1

Part names and operations

■

Front view

5 Automatic Document Feeder (ADF)

4 Control Panel

3

Face-down Output Tray

Support Flap with Extension

2 Front Cover Release Button

1 Multi-purpose Tray

(MP Tray)

11 Paper Tray (Tray #1)

No.

Name Description

6 ADF Document Support

Extension

7 ADF Document

Output Support
Flap

8 Document Cover

9 Power Switch

10 Front Cover

1 Multi-purpose Tray (MP Tray) Load paper here.
2 Front Cover Release Button Press it to open the front cover.
3 Face-down Output Tray Support Flap

with Extension (Support Flap)

Unfold it to prevent the printed paper
from sliding off the machine.

4 Control Panel Use the keys and display to control

the machine.

5 Automatic Document Feeder (ADF) Use the ADF unit for multiple page

originals.

6 ADF Document Support Extension Place the original here to use the

ADF unit.

7 ADF Document Output Support Flap Unfold to prevent the scanned pages

from sliding off the machine.

8 Document Cover Open to place the original on the

scanner glass.

9 Power Switch Switch it on or off.

10 Front Cover Open to install a toner cartridge or

drum unit.

11 Paper Tray (Tray #1) Load paper here.

1 - 2 INTRODUCTION

■

Back view

16 ADF Cover

15 Face-up Output Tray

(Back Output Tray)

14 AC Power Connector

13 Duplex Tray

12 Paper Adjustment Lever

for Duplex Printing

No.

Name Description

12 Paper Adjustment Lever for

Duplex Printing

Use to match your paper size for duplex
printing.

20 External Telephone

Line Jack

17 Telephone Line Jack

18 USB Interface

Connector

19 Parallel Interface

Connector

13 Duplex Tray Slide out to remove paper jammed inside

the machine.

14 AC Power Connector Connect the AC Power Connector here.
15 Face-up Output Tray

(Back Output Tray)

Open it when thicker paper is placed in the
MP tray.

16 ADF Cover Open to remove paper jammed inside the

ADF unit.

17 Telephone Line Jack Plug the line cord supplied with the machine

into here.

18 USB Interface Connector Connect the USB Cable here.
19 Parallel Interface Connector Connect the Parallel Cable here.
20 External Telephone Line Jack Plug in the modular plug on the external

telephone line here.

INTRODUCTION 1 - 3

■

Inside view (Document cover open)

24 Document Cover

23 Scanner Lock Lever

22 Glass Strip

21 Document

Guidelines

No.

Name Description

25 White Film

26 Scanner Glass

21 Document Guidelines Use to center the original on the scanner glass.
22 Glass Strip This is used to scan the original when using the

ADF.

23 Scanner Lock Lever Use to lock/unlock the scanner when relocating the

machine.

24 Document Cover Open to place the original on the scanner glass.
25 White Film Clean it for good quality copying and scanning.
26 Scanner Glass Place the original to be scanned here.

1 - 4 INTRODUCTION

Control panel overview

11

10

9

5 8

41 3

12

6

7

2

INTRODUCTION 1 - 5

1

42 3 5

67

Shift

1

To access memory locations 21
through 40 in the One-Touch keys
hold down the Shift key.

One-Touch keys

2

These 20 keys give you instant
access to 40 previously stored dial
numbers.

Print keys:

3

Secure

Lets you print out data saved in
memory by entering your four-digit
password.

Job cancel

Clears data from the printer
memory.

4

5

Status LED

(Light-Emitting Diode)

The LED will flash and change
colour depending on the machine
status.

5-Line Liquid Crystal Display
(LCD)

Displays messages on the screen to
help you to set up and use your
machine.

1 - 6 INTRODUCTION

Mode keys:

6

Fax

Lets you access Fax mode.

Copy

Lets you access Copy mode.

Scan

Lets you access Scan mode.

Fax and telephone keys:

7

Hook

Press before dialing if you want to
make sure a fax machine will
answer, and then press Start.

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.

INTRODUCTION 1 - 7

5 8

9

10

11

6

Navigation keys:

8

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.

12

or

Press to scroll forward or backward
to a menu selection.

When using the speaker 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 numerial search for the names of
stored numbers in fax mode.

1 - 8 INTRODUCTION

Copy keys

9

(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.

Quality

Lets you select the copy quality for
your type of original.

Tray Select

You can select which tray you would
like to use for the next copy.

Sort

Lets you sort multiple copies using
the ADF.

Duplex/N in 1

You can choose Duplex to copy on
both sides of the paper or N in 1 to
copy 2 or 4 pages onto one page.

Dial Pad

0

Use these keys to dial telephone
and 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 Pulse to Tone.

A

B

Stop/Exit

Stops a fax, copy and scan
operation or exits from the menu.

Start

Lets you start sending faxes,
making copies or scanning.

INTRODUCTION 1 - 9

Status LED indications

The Status LED (Light Emitting Diode) will flash and change colour
depending on the machine status.

The LED indications shown in the table below are used in the
illustrations in this chapter.

LED LED status

LED is off.

LED is on.

Green Yellow Red

LED is blinking.

Green Yellow Red

LED machine status Description

Sleep Mode The power switch is off or the machine is in

Sleep mode.

Warming Up The machine is warming up for printing.

Green

Ready The machine is ready to print.

Green

Receiving Data The machine is either receiving data from the

computer, processing data in memory or

Yellow

Data Remaining in
Memory

Yellow

1 - 10 INTRODUCTION

printing data.

Print data remains in the machine memory.

LED machine status Description

Service error Follow the steps below.

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 see the same
service call indication after turning the machine

Red

Cover open The cover is open. Close the cover. (See Error

Toner empty Replace the toner cartridge with a new one.

Paper error Put paper in the tray or clear the paper jam.

Red

Scan lock Check that the scanner lock lever is released.

Others Check the LCD message. (See

Out of memory Memory is full. (See Error messages on page

back on, please call Service/Support phone
number:

USA: 1-800-243-5556
CANADA: 1-800-672-6937
(for both English and French)

messages

(See Replacing the toner cartridge on page
12-28.)

Check the LCD message. (See
on page 12-1.)

(See

on page 12-1.)

12-1.)

on page 12-1.)

Scanner Lock Lever

Troubleshooting

on page 1-4.)

Troubleshooting

When the power switch is off or the machine is in Sleep mode,
the LED is off.

INTRODUCTION 1 - 11

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 5-11.)

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 1-15.)

1 - 12 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’ll hear them after you dial and press
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’ll 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 continue

.

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 1-15.)

INTRODUCTION 1 - 13

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, if 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

Although your machine does not have a handset, you can connect a
separate telephone (or telephone answering device) directly to your
machine as shown in the diagram below.

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

Whenever this phone (or TAD) is in use, the LCD shows

Telephone

1 - 14 INTRODUCTION

.

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 doesn’t 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 - 15

Do not connect a TAD elsewhere on the same phone line
(unless you have the Distinctive Ring service).

TAD

TAD

1 - 16 INTRODUCTION

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
(See Choosing the Receive Mode on page 5-1.)

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.

External TAD

.

INTRODUCTION 1 - 17

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 - 18 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 - 19

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 - 20 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. You can then leave the Receive Mode set to FAX
Only to receive faxes any time of the day or night.

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, 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

features on a single line.

Custom features

on page 1-12 and

on page 12-14.)

INTRODUCTION 1 - 21

Custom

2

Paper

About paper

Type and size of paper

The machine loads paper from the installed paper tray,
multi-purpose tray or optional lower tray.

Recommended paper

Plain Paper: Pitney Bowes 451-1 - Letter

Pitney Bowes 452-2 - Legal
Transparency: 3M CG 3300
Labels: Avery laser label #

■

Before you buy a large amount of paper, please test some to
make sure that the paper is suitable.

■

Use paper that is made for plain-paper copying.

■

Use paper that is 75 to 90 g/m2 (20 to 24 lb).

■

Use neutral paper. Do not use acidic or alkaline paper.

■

Use long-grain paper.

■

Use paper with a moisture content of approximately 5%.

Caution

Do not use ink jet paper. It may cause a paper jam and damage your
machine.

5160

2 - 1 PAPER

Choosing acceptable paper

We recommend that you test paper (especially special sizes and
types of paper) on the machine before purchasing large quantities.

■

Avoid feeding label sheets that are partly used or your machine
will be damaged.

■

Avoid using coated paper, such as vinyl coated paper.

■

Avoid using preprinted or highly textured paper, or paper with an
embossed letterhead.

For optimum printing, use a recommended type of paper, especially
for plain paper and transparencies. For more information on paper
specifications, call your nearest authorized sales representative or
the place where you purchased your machine.

■

Use label or transparencies that are designed for use in
printers.

■

For the best print quality, we recommend using long-grained
paper.

■

If you are using special paper and the paper has problems
feeding from the paper tray, try again using the multi-purpose
tray.

■

You can use recycled paper in this machine.

laser

PAPER 2 - 2

Paper capacity of the paper trays

Paper size Number of sheets

Multi-purpose tray
(MP tray)

Width: 69.8 to 220 mm
(2.75 to 8.66 in.)

50 sheets
(80 g/m

2

Height: 116 to 406.4 mm
(4.57 to 16.0 in.)

Paper tray (Tray #1) A4, Letter, Legal, B5 (ISO),

B5 (JIS), Executive, A5, A6,

250 sheets
(80 g/m

2

B6 (ISO)

Optional lower tray
(Tray #2)

A4, Letter, Legal, B5 (ISO),
B5 (JIS), Executive, A5, B6 (ISO)

250 sheets
(80 g/m

2

Duplex printing A4, Letter, Legal —

Paper specifications for each paper tray

or 20 lb)

or 20 lb)

or 20 lb)

Paper
types

Paper
weights

Paper
sizes

Multi-purpose tray Plain paper, Bond paper, Recycled paper,

Envelope

Paper tray Plain paper, Recycled paper, and

Transparency

Optional Lower tray Plain paper, Recycled paper, and

Transparency
Multi-purpose tray 60 to 161 g/m
Paper tray 60 to 105 g/m
Optional Lower tray 60 to 105 g/m

*1

, Labels*2, and Transparency

*2

*2

2

(16 to 43 lb)

2

(16 to 28 lb)

2

(16 to 28 lb)

Multi-purpose tray Width: 69.8 to 220 mm (2.75 to 8.66 in.)

Height: 116 to 406.4 mm (4.57 to 16.0 in.)
Paper tray A4, Letter, Legal, B5 (ISO), B5 (JIS),

Executive, A5, A6, B6 (ISO)
Optional Lower Tray A4, Letter, Legal, B5 (ISO), B5 (JIS),

Executive, A5, B6 (ISO)

*1 Up to 3 envelopes
*2 Up to 10 sheets

When printing transparencies, remove each one from the
face-down output tray after it exits the machine.

*2

2 - 3 PAPER

How to load paper

To load paper or other media in the paper tray

1

Pull the paper tray completely out of the machine.

2

While pressing the paper guide release lever, slide the adjusters
to fit the paper size.

Check that the guides are firmly in the slots.

For Legal size paper, press the universal guide release button
and pull out the back of the paper tray.

Universal Guide Release
Button

PAPER 2 - 4

3

Fan the stack of paper well to avoid paper jams and misfeeds.

4

Put paper in the paper tray.
Check that the paper is flat in the tray, below the maximum

paper mark, and that the paper guide is flush against the paper
stack.

Up to here.

5

Put the paper tray firmly back in the machine and unfold the
support flap before you use the machine.

Support Flap with
Extension

When you put paper in the paper tray, please remember the
following:

■

The side to be printed on must be face down.

■

Put the leading edge (top of the paper) in first and push it
gently into the tray.

■

To copy or receive faxes on Legal size paper, unfold the
support flap extension, too.

2 - 5 PAPER

To load paper or other media in the multi-purpose tray (MP tray)

When printing envelopes and labels you should only use the
multi-purpose tray.

1

Open the MP tray and lower it gently.

2

Pull out and unfold the MP tray support flap.

MP tray support flap

3

When loading paper in the MP tray, make sure it touches the
back of the tray.

Make sure that the paper is straight and in the proper position
on the MP tray. If it is not, the paper may not be fed properly,
resulting in a skewed printout or a paper jam.

PAPER 2 - 6

You can place up to 3 envelopes or up to 50 sheets of 80 g/m2
or 20 lb paper in the MP tray.

4

While pressing the paper-guide release lever, slide the paper
guide to fit the paper size.

When you put paper in the MP tray, please remember the
following:

■

The side to be printed on must be face up.

■

During printing, the inside tray rises to feed paper into the
machine.

■

Put the leading edge (top of the paper) in first and push it
gently into the tray.

2 - 7 PAPER

To use Automatic Duplexing for fax, copy and print operations

If you want to print on both sides of the paper using the Duplex
feature for fax, copy or print, you will need to set the Paper
Adjustment Lever to the size of paper you are using.

This feature is available for A4, Letter or Legal size paper. (See
Setting Duplex printing for Fax mode on page 5-10, Duplex/N in 1 on
page 10-11 and
Software User’s Guide on the CD-ROM.)

1

Load paper in the Paper Tray or Multi-purpose Tray.

2

Set the Paper Adjustment Lever for Duplex Printing, in the back
of the machine, to match your paper size.

Two-sided printing (Duplex Printing)

on page 1-3 in

Letter/Legal

A4

3

Your machine is now ready to print two-sided pages.

PAPER 2 - 8

3

On-screen programming

User-friendly programming

Your machine is designed to be easy to use with LCD on-screen
programming using the navigation keys. User-friendly programming
helps you take full advantage of all the menu selections your
machine has to offer.

Since your programming is done on the LCD, we have created
step-by-step on-screen instructions to help you program your
machine. All you need to do is follow the instructions as they guide
you through the menu selections and programming options.

Menu table

You can probably program your machine without the User’s Guide.
But to help you understand the menu selections and options that are
found in the machine programs, use the Menu table on page 3-4.

to

Menu

Fine

followed by

:

Fine

.

You can program your machine by pressing
the menu numbers.
For example to set
Press
Press

Menu, 2, 2, 2
Set

.

Fax Resolution

and or to select

Memory Storage

If there is a power failure, you will not lose your menu settings
because they are stored permanently. Temporary settings (such as
Contrast, Overseas Mode, and so on) will be lost. You may also have
to reset the date and time.

3 - 1 ON-SCREEN PROGRAMMING

Navigation keys

*Access the menu
*Go to the next menu level
*Accept an option
*Exit the menu by pressing

repeatedly

*Go back to the previous

menu level

*Scroll through the current

menu level

*Go back to the previous

menu level

*Go forward to the next

menu level

*Exit the menu

You can access the menu mode by pressing

Menu

.
When you enter the menu, the LCD scrolls.
Press
—OR—
Press
—OR—
Press

1

for General Setup menu

2

for Fax menu

3

for Copy menu

1.General Setup

2.Fax

3.Copy

4.Printer

▲▼

Select

& Set

—OR—
Press
—OR—
Press
—OR—
Press

4

for Printer menu

5

for Print Reports menu

6

for LAN menu

4.Printer

5.Print Reports

6.LAN

0.Initial Setup

▲▼

Select

& Set

(Only if the optional LAN board is installed.)
—OR—

Press

0

for Initial Setup menu
—OR—
You can scroll more quickly through each menu level by pressing the

arrow for the direction you want: or .

ON-SCREEN PROGRAMMING 3 - 2

Then set an option by pressing

Set

when that option appears on the

LCD.
The LCD will then show the next menu level.
Press or to scroll to your next menu selection.
Press
When you finish setting an option, the LCD shows

Set

.

Accepted

Use to scroll backward if you passed your choices or want
to save keystrokes.
The current setting is always the option with “ ”.

.

3 - 3 ON-SCREEN PROGRAMMING

To access the menu, press

Menu

.

to accept

Main Menu Submenu Menu

1.

General

Setup

1.Mode Timer — 0 Sec

2.Paper Type 1.MP Tray Thin

3.Paper Size 1.Tray # 1

Selections

2.Tray # 1
(This menu only
appears if you
have the
optional tray #2)

3.Tray # 2
(option)

(This menu only
appears if you
have the
optional tray #2)

2.Tray # 2
(option)

to exit

Options Descriptions Page

30 Secs
1 Min

2 Mins

5 Mins
Off

Plain

Thick
Thicker
Transparency

Thin

Plain

Thick
Thicker
Transparency

Thin

Plain

Thick
Thicker
Transparency

A4

Letter

Legal
Executive
A5
A6
B5
B6

A4

Letter

Legal
Executive
A5
B5
B6

Sets how long the
machine will stay in
Copy or Scan mode
before returning to
Fax mode.

Sets the type of
paper in the
Multi-purpose tray.

Sets the type of
paper in paper
tray#1.

Sets the type of
paper in paper
tray#2.

Sets the size of paper
in paper tray#1.

Sets the size of paper
in paper tray#2.

4-5

4-5

4-5

4-5

4-6

4-6

The default settings are shown in Bold with .

ON-SCREEN PROGRAMMING 3 - 4

to accept

Main Menu Submenu Menu

1.

General

4.Volume 1 .Ring High

Selections

Setup

(Continued)

2.Beeper High

3.Speake r High

5.Auto
Daylig ht

— On

6.Ecology 1.Toner Sa ve On

2.Sleep Ti me Conserves power. 4-9

7.Tray

— Tray#1 Only

Use:Co py

(If you have the
optional tray #2,
see page 3-14)

8.Tray
Use:Fa x

(This setting only
appears if you have
the optional tray #2,
see page 3-14.)

8.LCD
Contra st

— Selects the tray that

—- +

9.LCD
Contra st

(With optional tray
#2)

to exit

Options Descriptions Page

Med

Low
Off

Med

Low
Off

Med

Low
Off

Off

Off

MP Only

Auto

- +

- +

- +

- +

Adjusts the ring
volume.

Adjusts the volume
level of the beeper.

Adjusts the speaker
volume.

Changes for Daylight
Savings Time
automatically.

Increases the life of
the toner cartridge.

Selects the tray that
will be used for Copy
mode.

will be used for Fax
mode.

Adjusts the contrast of
the LCD.

4-7

4-7

4-8

4-8

4-8

4-10

4-11

4-11

The default settings are shown in Bold with .

3 - 5 ON-SCREEN PROGRAMMING

to accept

Main Menu Submenu Menu

2.Fax 1.

Setup

Receiv e

(In Fax mode
only)

2.

Setup

Send

(In Fax mode
only)

Selections

1.Ring D elay 04

2.F/T Ring
Time

3.Easy
Receive

4.Remote
Code

5.Auto
Reduct ion

6.Print
Density

7.Pollin g RX On

8.Duplex On

1.Contra st Aut o

2.Fax
Resolu tion

The default settings are shown in Bold with .

to exit

Options Descriptions Page

03
02
01
00

70
40
30

20

On

Off

On

( 51, #51)

Off

On

Off

- +

- +

- +

- +

- +

Off

Off

Light
Dark

Standard

Fine
S. Fine
Photo

Sets the number of
rings before the
machine answers in
FAX or FAX/TEL
mode.

Sets the
pseudo/double-ring
time in FAX/TEL
mode.

Receives fax
messages without
pressing the Start
key.

You can answer all
calls at an extension
or external phone
and use codes t o turn
the machine on or off.
You can personalize
these codes.

Reduces the size of
incoming faxes.

Makes printouts
darker or lighter.

Sets up your
machine to poll
another fax machine.

Prints received faxes
on both sides of the
paper.

Changes the
lightness or darkness
of faxes you send.

Sets the default
resolution for
outgoing faxes.

5-2

5-3

5-4

5-8

5-5

5-6

5-9

5-10

6-6

6-7

ON-SCREEN PROGRAMMING 3 - 6

to accept

Main Menu Submenu Menu

2.Fax
(Continued)

2.Setup Send

(Continued)

(In Fax mode

only)

3.Set Auto

Dial

Selections

3.Delayed
Fax

4.Batch TX On

5.Real Time TXOff

6.Polled TX On

7.Coverpg
Setup

8.Coverpage
Msg

9.Overseas
Mode

0.Glass Fax
Size

1.One-Touch
Dial

2.Speed-Dial — Stores Speed-Dial

to exit

Options Descriptions Page

— Set the time of day in

Off

On
Next Fax Onl y

Off

Next Fax Only
On

Off

Print Sample

— You can set up your

On

Off

A4/Let ter

Legal

24 hour format that
the delayed fax es will
be sent.

Combines delayed
faxes to the same fax
number at the same
time of day into one
transmission.

You can send a fax
without using the
memory.

Sets up the original
on your machine to
be retrieved by
another fax machine.

Automatically sends
a Cover Page you
have programmed.

own comments for
fax Cover Page.

Adjusts for overseas
transmissions, which
can sometimes
cause problems.

Adjusts the scan
area of the scanner
glass to the size of
the original.

Stores One-Touch
Dial numbers, so you
can dial by pressing
one key (and Start).

numbers, so you can
dial by pressing only
a few keys (and
Start).

6-19

6-20

6-10

6-21

6-12

6-13

6-18

6-4

7-1

7-3

The default settings are shown in Bold with .

3 - 7 ON-SCREEN PROGRAMMING

to accept

Main Menu Submenu Menu

2.Fax
(Continued)

3.Set Auto

Dial

(continued)

4.Setup
Report s

5.Remote Fax
Opt

6.Remaining
Jobs

Selections

3.Setup
Groups

1.Transmission

2.Act.
Interv al

1.Fax
Fwd/Pa ging

2.Fax
Storage

3.Remote
Access

4.Print Fax — Prints incoming faxes

— — Checks which jobs

to exit

Options Descriptions Page

— Sets up a Group

On
On+Image

Off

Off+Image

Every 7 Days
Every 2 Days
Every 24 Hours
Every 12 Hours
Every 6 Hours

Every 50 Faxes

Off

Off

Fax Forward
Paging

On

Off

--- You must set your

number for
Broadcasting.

Initial setup for
Transmission
Verification Report
and Fax Activity
Report.

Sets the machine to
forward fax
messages or to call
your pager.

Stores incoming
faxes in the memory
so you can retrieve
them while you are
away from your
machine.

own code for Rem ote
Retrieval.

stored in the
memory.

are in the memory or
cancels a delayed
fax or polling job.

7-5

9-1

9-2

8-1

8-3

8-4

5-5

6-11

The default settings are shown in Bold with .

ON-SCREEN PROGRAMMING 3 - 8

to accept

Main Menu Submenu Menu

2.Fax
(Continued)

3.Copy 1.Qualit y Text

4.Printe r 1.Emulation — Auto

0.

Miscellaneous

2.Contrast —- +

Selections

1.Mem
Security

2.Drum Life — You can check the

3.Page
Counter

4.Distinctive

5.Caller ID

to exit

Options Descriptions Page

— Prohibits most

Total
Copy
Print
List/F ax

Off

Set (On)

Displa y#
Print Report

Photo

Auto

- +

- +

- +

- +

HP LaserJet
BR-Scr ipt 3

functions except
receiving faxes into
memory.

percentage of drum
life that remains
available.

Let you check
number of total
pages the machine
has printed so far.

Uses the Telephone
Company’s
Distinctive Ring
subscriber service to
register the ring
pattern with the
machine.

View or print a list of
the last 30 Caller IDs
stored in the
memory.

Selects the Copy
resolution for your
type of original.

Adjusts the contrast
for copies.

Selects the
Emulation mode.

6-23

12-36

12-36

5-13

5-15

10-16

10-16

1-12*

1

■

The default settings are shown in Bold with .

■

*1 See the Software User’s Guide on the CD-ROM.

3 - 9 ON-SCREEN PROGRAMMING

to accept

to exit

Main Menu Submenu Menu

4.Printer
(Continued)

5.Print
Reports

0.Initial
Setup

2.Print
Option s

3.Reset
Printe r

1.Help List — — You can print these

2.Auto Dial ——

3.Fax
Activi ty

4.Transmission

5.

User

Settings

Order F orm

6.

1.Receive
Mode

2.Date/Time — — Puts the date and

3.Station ID — Fax

4.Tone/Pulse — Tone

5.Local
Langua ge

Selections

1.Intern al
Font

2.

Configuration

— — Returns the machine

——

——

——

— — You can print a

— Fax Only

— English

Options Descriptions Page

1

— Prints a list of the

—1-13*

Fax/Tel
External TAD
Manual

Tel
Name

Pulse

French

machine’s internal
fonts or current
printer settings.

to the original factory
default settings.

lists and reports.

supplies order form
that you can fax to
request new
supplies.

You can choose the
receive mode that
best suits your
needs.

time on the LCD and
in headings of faxes
you send.

Program your name,
fax and telephone
number to appear on
each page you fax.

Selects the dialing
mode.

Allows you to change
the LCD Language
for your country.

1-13*

1-13*

9-3

5-2

4-1

4-2
4-3

4-4

See
Quic k
Setup
Guide

1

1

■

The default settings are shown in Bold with .

■

*1 See the Software User’s Guide on the CD-ROM.

ON-SCREEN PROGRAMMING 3 - 10

to accept

to exit

If you installed optional LAN board, the LCD shows the following
LAN menu.

Main Menu Submenu Menu

6.LAN
(option)

1.Setup

TCP/IP

Selections

1.

BOOT Method

2.IP Address [000-255 ].

3.Subnet Mask

4.Gateway [000 -255].

5.Host Name BRN_ XXXXXX Enter the Host name.

6.WINS Config

7.WINS
Server

8.DNS Server Primary

9.APIPA On

Options Descriptions Page

Auto

Static
RARP
BOOTP
DHCP

[000-2 55].
[000-2 55].
[000-2 55]

[000-2 55].
[000-2 55].
[000-2 55].
[000-2 55]

[000-2 55].
[000-2 55].
[000-2 55]

Auto

Static

Primar y
Second ary

Second ary

Off

You can choose the
BOOT method that
best suits your
needs.

Enter the IP address.

Enter the Subnet
mask.

Enter the Gateway
address.

You can choose the
WINS configuration
mode.

Specifies the IP
address of the
primary or secondary
server.

Specifies the IP
address of the
primary or secondary
server.

Automatically
allocates the IP
address from the
link-local address
range.

See
Network
User’s
Guide
on the
CD-ROM.

The default settings are shown in Bold with .

3 - 11 ON-SCREEN PROGRAMMING

to accept

to exit

Main Menu Submenu Menu

6.LAN
(option)
(Continued)

2.Setup
Intern et

3.Setup Mail RX1.Auto

Selections

1.Mail
Address

2.SMTP
Server

POP3 Serv er

3.

4.Mailbo x
Name

5.

Mailbox P wd

Polling

2.Poll
Freque ncy

3.Header All

4.Del Error
Mail

5.

Notificati on

Options Descriptions Page

(60 characters)

[000-255].
[000-255].
[000-255].
[000-255]

[000-255].
[000-255].
[000-255].
[000-255]

(up to 20
characters)

Passwo rd:** ****

On

Off

10Min Sets the interval for

Subject+From+To

None

On

Off

On
MDN

Off

Enter the mail
address.

Enter the SMTP
server address.

Enter the POP3
server address.

Enter the mail box
name.

Enter the password
to login to the POP3
server.

Automatically checks
the POP3 server for
new messages.

checking for new
messages on the
POP3 server.

Selects the contents
of the mail header to
be printed.

Deletes error mails
automatically.

Sends notification
messages.

See
Network
User’s
Guide
on the
CD-ROM.

The default settings are shown in Bold with .

ON-SCREEN PROGRAMMING 3 - 12

to accept

to exit

Main Menu Submenu Menu

6.LAN
(option)
(Continued)

4.Setup Mail TX1.Sender

Setup Relay

5.

6.

Setup Misc.

Selections

Subject

2.Size Limit On

3.

Notification

1.Rly
Broadca st

2.Relay
Domain

3.Relay
Report

1.Netware On

2.Net Frame Auto

3.AppleTalk On

The default settings are shown in Bold with .

Options Descriptions Page

— Displays the subject

Off

On

Off

On

Off

RelayX X: Registers the

On

Off

Off

8023
ENET
8022
SNAP

Off

that is attached to the
Internet Fax data.

Limits the size of
E-mail documents.

Sends notification
messages.

Relays a document
to another fax
machine.

Domain name.

Prints the Relay
Broadcast Report.

Select On to use the
machine on a
Netware network.

Lets you specify the
frame type.

Select On to use the
machine on a
Macintosh network.

See
Network
User’s
Guide
on the
CD-ROM.

3 - 13 ON-SCREEN PROGRAMMING

to accept

to exit

Main Menu Submenu Menu

6.LAN
(option)
(Continued)

6.

Setup Misc .

(Continued)

7.Scan to
E-mail

Selections

4.DLC/LL C On

5.Net BIOS
/IP

6.Ethern et Aut o

7.Time Z one GMT-XX:XX Sets the time zone

1.Colour PDF

2.B/W P DF

Options Descriptions Page

Select On to use the

Off

On

Off

100B-FD
100B-HD
10B-FD
10B-HD

JPEG

TIFF

machine on a
DLC/LLC network.

Select On to use the
machine on a Net
BIOS/IP network.

Selects Ethernet link
mode.

for your country.

Selects the file type.

If you have the optional paper tray, the LCD displays these
options. (

Main Menu Submenu Menu

1.General
Setup

Menu, 1, 7/Menu, 1, 8

Selections

7.Tray
Use:Co py

8.Tray
Use:Fa x

— Tray#1 Only

— Tray#1 Only

)

Options Descriptions Page

Select the tray that

Tray#2 Only
MP Only

Auto

Tray#2 Only

Auto

will be used for
copying.

Select the tray that
will be used for
faxing.

See
Network
User’s
Guide
on the
CD-ROM.

4-10

4-11

The default settings are shown in Bold with .

ON-SCREEN PROGRAMMING 3 - 14

4

Getting started

Initial Setup

Setting the Date and Time

Your machine displays the date and time and if you set up the Station
ID it prints on every fax you send. If there is a power failure, you may
have to reset the date and time. All other settings will not be affected.

1

Press

2

Enter the last two digits of the year.
Press

3

Enter two digits for the month.
Press
(For example, enter 09 for September, or 10 for October.)

4

Enter two digits for the day.
Press
(For example, enter 06 for 6th.)

5

Enter the time in 24-Hour format.
Press
(For example, enter 15:25 for 3:25 P.M.)

6

Press
whenever the machine is in Standby mode.

Menu, 0, 2

Set

.

Set

.

Set

.

Set

.

Stop/Exit

.

. The LCD now shows the date and time

02.Date/Time

Year:20XX

Enter & Set Key

4 - 1 GETTING STARTED

Setting the Station ID

You should store your name or company name and fax number and
telephone number to be printed on all fax pages that you send.

1

Press

2

Enter your fax number (up to 20
digits).
Press

3

Enter your telephone number (up
to 20 digits).
Press
(If your telephone number and fax number are the same, enter
the same number again).

The telephone number you enter is only used for Cover Page
features. (See Composing the electronic Cover Page on page
6-12.)

You can not enter a hyphen.

4

Use the dial pad to enter your name
(up to 20 characters).
Press
(See

5

Press
The LCD will show the date and time.

Menu, 0, 3

Set

.

Set

.

Set

.

Entering text

Stop/Exit

.

on page 4-3.)

.

03.Station ID

Fax:

Enter & Set Key

If the Station ID has already been programmed, the LCD will ask
you to press

1

to make a change or 2 to exit without changing.

GETTING STARTED 4 - 2

Entering text

When you are setting certain functions, such as the Station ID, you
may need to type text into the machine. Most number keys have

0, #

three or four letters printed above them. The keys for

and do
not have printed letters because they are used for special
characters.

By pressing the appropriate number key repeatedly, you can access
the character you want.

Press Key one time two times three times four times

2 ABC2
3 DEF3
4 GH I 4
5 JKL5
6 MNO 6
7 PQRS
8 TUV8
9 WXY Z

Inserting spaces

To enter a space, press once between numbers and twice
between characters.

Making corrections

If you entered a letter incorrectly and want to change it, press to
move the cursor under the incorrect character. Then press

Clear/Back

. The letter above the cursor will be deleted. Re-enter

the correct character.

Repeating letters

If you need to enter a character that is on the same key as the
previous character, press to move the cursor to the right before
you press the key again.

4 - 3 GETTING STARTED

Special characters and symbols

Press , # or 0, and then press or to move the cursor under
the special character or symbol you want. Then press

Press for (space) ! " # $ % & ’ ( ) + , - . /

Set

to select it.

Press
Press

The Telephone Consumer Protection Act of 1991 makes it unlawful
for any person to use a computer or electronic device to send any
message via a telephone fax machine unless such messages
clearly contain, in a margin at the top or bottom of each transmitted
page, or on the first page of the transmission, the date and time it
is sent and an identification of the business or other entity or other
individual sending the message and the telephone number of the
sending machines or such business, other entity or individual.

In order to program this information into your machine, complete
the steps described on page 4-2.

#
0

for : ; < = > ? @ [ ] ^ _
for É À È Ê Î Ç Ë Ö 0

NOTICE (For USA)

Setting Tone and Pulse dialing mode

1
2

3

Press
Press

Pulse

Press
Press

Menu, 0, 4

or to select

Tone

(or

Set

).

.

Stop/Exit

.

.

04.Tone/Pulse

▲
▼

Select ▲▼ & Set

Tone
Pulse

GETTING STARTED 4 - 4

General Setup

Setting the Mode Timer

The machine has three temporary mode keys on the control panel:
Fax, Copy and Scan. You can change the number of seconds or
minutes the machine takes after the last Copy or Scan operation
before it returns to Fax mode. If you select Off, the machine stays in
the mode you used last.

1

Press

2

Press or to select

0 Sec, 30 Secs, 1 Min,
2 Mins

3

Press

Menu, 1, 1

5 Mins

,

Set

.

.

or

Off

11.Mode Timer

▲

▼

.

Select

0 Sec
30 Secs
1 Min

▲▼

& Set

Setting the Paper Type

To get the best print quality, set the machine for the type of paper you
are using.

1

Press
paper type for

—OR—
Press

paper type for
—OR—
If you have the optional paper tray, press

the paper type for

2

Press or to select

Plain, Thick, Thicker
Transparency

3

Press

4

Press

Menu, 1, 2, 1

MP Tray

Menu, 1, 2, 2

Tray #1

Tray #2

.

Set

.

Stop/Exit

.

to set the

.

to set the

.

.

Thin

or

12.Paper Type

1.MP Tray

2.Tray #1

3.Tray #2

Select

Menu, 1, 2, 3

,

12.Paper Type

1.MP Tray

▲
▼

Select

▲▼

Plain
Thick

▲▼

& Set

to set

& Set

You can select
only when A4,

4 - 5 GETTING STARTED

Transparency

Letter

or

Legal

Tray #1

for

is selected in

Tray #2

and

Menu, 1, 3

.

Setting the Paper Size

You can use eight sizes of paper for printing copies: A4, letter, legal,
executive, A5, A6, B5 and B6 and three sizes of paper for printing
faxes: A4, letter and legal. When you change the size of paper in the
machine, you will need to change the setting for Paper Size at the
same time so your machine can fit an incoming fax or reduced copy
on the page.

1

Press

2

Press or to select A4,

Letter, Legal, Executive, A5
A6, B5

Press

3

Press

With optional paper lower tray

1

Press
paper size for

—OR—
Press

paper size for

2

Press or to select A4,

A5, A6, B5

Press

3

Press

Menu, 1, 3

or B6.

Set

.

Stop/Exit

.

.

Menu, 1, 3, 1

Tray #1

Menu, 1, 3, 2

Tray #2

and B6.

Set

.

Stop/Exit

.

to set the

.

to set the

13.Paper Size

▲

,

▼

Select

13.Paper Size

Select

Letter, Legal, Executive

A4
Letter
Legal

▲▼

1.Tray #1

2.Tray #2

▲▼

& Set

& Set

,

■

If you are using the optional paper tray, paper size A6 is not
available.

■

If you select
select

Transparency

A4, Letter

or

Legal

Menu, 1, 2

in

.

, you can only

GETTING STARTED 4 - 6

Setting the Ring Volume

You can adjust the ring volume when your machine is idle (not being
used). You can turn the ring
level.

Off

or you can select the ring volume

1

Press

2

Press or to select
(
Press

3

Press
—OR—
In Fax mode, press or to adjust the volume level. Every time

you press these keys, the machine will ring so you can hear the
active setting as the LCD shows it. The volume changes with each
key press. The new setting will stay until you change it again.

Menu, 1, 4, 1

Low, Med, High

Set

.

Stop/Exit

or

.

.

Off

).

14.Volume

1.Ring

▲
▼

Select

Med
High

▲▼

& Set

Setting the Beeper Volume

You can change the beeper volume. The default (factory) setting is

Med

. When the beeper is on, the machine beeps every time you

press a key or make a mistake and after a fax is sent or received.

1

Press

2

Press or to select your

option.

(

Press

3

Press

Menu, 1, 4, 2

Low, Med, High

Set

.

Stop/Exit

or

.

.

Off

14.Volume

2.Beeper

▲
▼

)

Select

Med
High

▲▼

& Set

4 - 7 GETTING STARTED

Setting the Speaker Volume

You can adjust the machine’s one-way speaker volume.

1

Press

2

Press or to select
(
Press

3

Press
—OR—
In Fax mode, you can adjust the speaker volume by pressing

and then selecting a speaker volume level.
Press or to adjust the volume level. The LCD shows the setting

you are choosing. Each key press changes the volume to the next
setting. The new setting will remain until you change it again.

Menu, 1, 4, 3

Low, Med, High

Set

.

Stop/Exit

or

.

.

Off

14.Volume

3.Speaker

).

▲
▼

Select

Med
High

▲▼

& Set

Hook

Turning on Automatic Daylight Savings Time

You can set the machine to change automatically for Daylight
Savings Time. It will reset itself forward one hour in the Spring and
backward one hour in the Fall. Make sure you have set the correct
day and time in the

1

Press

2

Press or to select On (or

Off

Press

3

Press

Menu, 1, 5

).

Set
Stop/Exit

Date/Time

.

setting.

.

.

15.Auto Daylight

▲
▼

Select

On
Off

▲▼

& Set

,

Toner Save

You can conserve toner using this feature. When you set Toner Save

On

to

, print appears somewhat lighter. The default setting is

1

Press

2

Press or to select On (or

Off

3

Press

4

Press

Menu, 1, 6, 1

).

Set

.

Stop/Exit

.

.

16.Ecology

1.Toner Save

▲
▼

Select ▲▼ & Set

GETTING STARTED 4 - 8

On
Off

Off

.

Sleep Time

Setting the Sleep Time reduces power consumption by turning off
the fuser inside the machine, while it is idle. You can choose how
long the machine is idle (from 00 to 99 minutes) before it goes into
sleep mode. The timer is automatically reset when the machine
receives a Fax or PC data, or makes a copy. The factory setting is 05
minutes. While the machine is in sleep mode, you will see
the LCD. If you try to print or copy in sleep mode, there will be a short
delay while the fuser warms up to working temperature.

1

Press

2

Use the dial pad to enter the length of time the machine is idle
before it goes into sleep mode (00 to 99).

3

Press

4

Press

■

■

Menu, 1, 6, 2

Set

.

Stop/Exit

If you want to turn sleep mode off, press

Cancel

If the machine is in Sleep Mode when you change the Sleep
Time, the new setting will take effect the next time the
machine copies or prints is restarted.

simultaneously in Step 2.

.

.

Secure

Sleep

and

on

Job

Turning off the Scanner Lamp

The scanner lamp stays on for 16 hours before automatically
switching off to preserve the life of the lamp. You can turn off the
scanner lamp manually if you wish by pressing the and keys
simultaneously. The scanner lamp will remain turned off until the next
time you use the scanning feature.

Turning off the scanner lamp will also reduce the power
consumption.

Please note that turning the lamp off regularly will reduce the
lamp’s life. Some people prefer to turn the lamp off as they leave
the office, or late at night at home. This is not necessary for
normal day to day use.

4 - 9 GETTING STARTED

Setting the Tray Use for Copy mode

The default setting of

Auto

allows*1 your machine to choose the

optional Tray #2 or the MP tray when paper is out in Tray #1 or

*2

when the size of the original will fit best on the paper in Tray #2.

1

Press

2

Press or to select

Tray#1 Only, MP Only

Auto

Menu, 1, 7

.

.

, or

17.Tray Use:Copy

▲

▼

Select ▲▼ & Set

Tray#1 Only
MP Only
Auto

—OR—

If you have the optional paper tray,

press or to select

Tray#1 Only, Tray#2 Only

MP Only

3

Press

4

Press

Set
Stop/Exit

or

.

Auto

.

.

,

17.Tray Use:Copy

▲

▼

Select

Tray#1 Only
Tray#2 Only
MP Only

▲▼

& Set

*1 Copies will automatically be printed from Tray #2 only if the

Paper Size setting for Tray #2 is the same as Tray #1.

*2 When using the ADF, copies will automatically be printed

from Tray #2 if the Paper Size setting for Tray #2 is different
than Tray #1 and this paper size is more suitable for the
scanned original.

GETTING STARTED 4 - 10

Setting the Tray Use for Fax mode

If your machine doesn’t have the optional tray #2, you can skip this
setting.

The default setting of
optional Tray #2 if Tray #1 is out of paper or if incoming faxes will fit
best on the paper in Tray #2.

1

Press

2

Press or to select

Tray#1 Only, Tray#2 Only
Auto

3

Press

4

Press
If

from the tray that is set for Auto Reduction. (See Printing a
reduced incoming fax (Auto Reduction) on page 5-5.)

Menu, 1, 8

.

Set

.

Stop/Exit

Auto Reduction

Auto

allows your machine to choose the

.

, or

.

is turned on, incoming faxes will be printed

18.Tray Use: Fax

▲

▼

Select ▲▼ & Set

Tray#1 Only
Tray#2 Only
Auto

Setting the LCD Contrast

You can change the contrast to help the LCD look lighter or darker.

1

Press
—OR—
If you have the optional tray #2,

press

2

Press to increase the contrast.
—OR—
Press to decrease the contrast.
Press

3

Press

Menu, 1, 8

Menu, 1, 9

Set

.

Stop/Exit

.

.

.

19.LCD Contrast

-+

Select & Set

4 - 11 GETTING STARTED

5

Setup Receive

Basic receiving operations

Choosing the Receive Mode

There are four different Receive Modes for your machine. You can
choose the mode that best suits your needs.

LCD How it works When to use it

Fax Only

(automatic receive)

Fax/Tel *
(fax and telephone)

(with an external or
extension telephone)

Externa l TAD

(with an external
answering machine)

Manual

(manual receive)

(with an external or
extension telephone or
with Distinctive Ring)

The machine
automatically answers
every call as a fax.

The machine controls the
line and automatically
answers every call. If the
call is a fax it will receive
the fax. If the call is not a
fax it will ring
(pseudo/double ring) for
you to pick up the call.

The external answering
machine (TAD)
automatically answers
every call.

Voice messages are
stored on the external
TAD. Fax messages are
printed.

You control the phone
line and must answer
every call yourself.

For dedicated fax lines.

Use this mode if you expect to receive lots of fax
messages and few telephone calls. You cannot
have an answering machine on the same line, even
if it is on a separate wall jack/phone socket on the
same line. You cannot use the telephone
company’s Voice Mail in this mode.

Use this mode if you have an external answering
machine on your phone line.

The TAD setting works only with an external
answering machine . Ring Delay and F/T Ring Time
do not work in this setting.

Use this mode when you are using a computer
modem on the same line or if you don’t receive
many fax messages or with Distinctive Ring.

If you hear fax tones, wait until the machine takes
over the call, then hang up. (See
page 5-4.)

Easy Receive

on

* In

Fax/Tel

mode you must set the Ring Delay and F/T Ring Time.
If you have extension phones on the line, keep the Ring Delay set to
four rings.

The MP tray is not available with Fax Receive.

SETUP RECEIVE 5 - 1

To select or change your Receive Mode

1

Press

2

Press or to select

Fax Only, Fax/Tel
External TAD

Press

3

Press
If you are changing the Receive Mode while in another

operation, the LCD will return to that operation.

03/01/2003 18:15

Duplex Receive
External TAD
Dial & Start

Menu, 0, 1

or

Set

.

Stop/Exit

.

Manual

.

01.Receive Mode

▲

,

.

▼

Select ▲▼ & Set

Fax Only

Fax/Tel

External TAD

Manual

Fax Only
Fax/Tel
External TAD

Setting the Ring Delay

The Ring Delay sets the number of times the machine rings before it
answers in
phones on the same line as the machine or subscribe to the
telephone company’s Distinctive Ring service, keep the Ring Delay
setting of 4.

(See Easy Receive on page 5-4 and Operation from extension

telephones

1

If it is not illuminated in green, press (

2

Press

3

Press or to select how
many times the line rings before
the machine answers (00-04).
Press
(If you select 00, the line won’t ring at all.)

4

Press

Fax Only

on page 5-7.)

Menu, 2, 1, 1

Set

.

Stop/Exit

Fax/Tel

or

.

.

mode. If you have extension

Fax

).

21.Setup Receive

1.Ring Delay

▲
▼

Select ▲▼ & Set

03
04

5 - 2 SETUP RECEIVE

Setting the F/T Ring Time (Fax/Tel mode only)

If you set the Receive Mode to Fax/Tel, you’ll need to decide how
long the machine will signal you with its special pseudo/double-ring
when you have a voice call. (If it’s a fax call, the machine prints the
fax.)

This pseudo/double-ring happens after the initial ringing from the
phone company. Only the machine rings (for 20, 30, 40 or 70
seconds) and no other phones on the same line will ring with the
special pseudo/double-ring. However, you can still answer the call
on any extension phone (in a separate wall jack/phone socket) on the
same line as the machine. (See Operation from extension
telephones on page 5-7.)

1

If it is not illuminated in green, press (

2

Press

3

Press or to select how
long the machine will ring to alert
you that you have a voice call.
Press

4

Press
Even if the caller hangs up during the pseudo/double-ringing,

the machine will continue to ring for the set time.

Menu, 2, 1, 2

Set

.

Stop/Exit

.

.

21.Setup Receive

▲
▼

Select ▲▼ & Set

Fax

).

2.F/T Ring Time
20
30

SETUP RECEIVE 5 - 3

Easy Receive

or the Fax

When you use this feature, you don’t have to press
Receive Code
the machine to receive fax calls automatically, even if you lift the
handset of an extension or external phone. When you see

Receiving

handset of an extension phone connected to another wall jack/phone
socket, just replace the handset and your machine will do the rest.
Selecting
lifting the handset of an external or extension phone, and then press

Start

machine. (See

Off

on the machine—OR—by pressing

If this feature is set to On, but your machine doesn’t connect a
fax call when you lift a extension or external phone handset,
press the Fax Receive Code
If you send faxes from a computer on the same phone line and
the machine intercepts them, set Easy Receive to

51

when you answer a fax call. Selecting On allows

on the LCD or when you hear ‘chirps’ through the

means you’ll have to activate the machine yourself by

51

Operation from extension telephones

51

.

Start

if you are not at your

on page 5-7.)

Off

.

1

If it is not illuminated in green, press (

2

Press

3

Use or to select On (or

Off

Press

4

Press

5 - 4 SETUP RECEIVE

Menu, 2, 1, 3

).

Set

.

Stop/Exit

.

.

Fax

).

21.Setup Receive

3.Easy Receive

▲
▼

Select ▲▼ & Set

On
Off

Printing a reduced incoming fax (Auto Reduction)

If you choose On, the machine automatically reduces an incoming
fax to fit on one page of letter, legal or A4 size paper, regardless of
the paper size of the original. The machine calculates the reduction
ratio by using the page size of the original and your Paper Size
setting (

Menu, 1, 3

).

1

If it is not illuminated in green, press (

2

Press

3

If you have the optional paper tray
#2, press or to select

Tray #1

Press

4

Use or to select On (or
Press

5

Press
If you receive faxes that are split onto two pages, turn on this

setting.

Menu, 2, 1, 5

Tray #2

or

Set

.

Set

.

Stop/Exit

.

.

.

21.Setup Receive

▲
▼

Select ▲▼ & Set

Off

).

Fax

).

5.Auto Reduction
On
Off

Printing a fax from the memory

If you set Fax Storage to ON for Remote Retrieval, you can still print
a fax from the memory when you are at your machine. (See Setting
Fax Storage on page 8-3.)

1

Press

2

Press

3

After printing has finished,
press

Menu, 2, 5, 4
Start

.

Stop/Exit

.

.

25.Remote Fax Opt

4.Print Fax

Press Start

SETUP RECEIVE 5 - 5

Setting the Print Density

You can adjust print density, making your printed pages darker or
lighter.

1

If it is not illuminated in green, press (

2

Press

3

Press to make the print darker.
—OR—
Press to make the print lighter.
Press

4

Press

Menu, 2, 1, 6

Set

.

Stop/Exit

.

.

21.Setup Receive

Select & Set

Fax

).

6.Print Density

-+

5 - 6 SETUP RECEIVE

Advanced receiving operations

Operation from extension telephones

If you answer a fax call on an extension telephone, or an external
telephone in the EXT. jack, you can make your machine take the call
by using the Fax Receive Code. When you press the Fax Receive
Code
(See
If the machine answers a voice call and pseudo/double-rings for you
to take over, use the Telephone Answer Code
an extension phone. (See
only) on page 5-3.)

If you answer a call and no one is on the line, you should assume that
you’re receiving a manual fax.

■

■

Your caller will have to press

51

, the machine starts to receive a fax.

Easy Receive

At an extension phone (on a separate telephone wall jack/phone
socket), press
then hang up.

At an external phone (connected to the machine’s EXT jack),
press
hang up (the LCD shows

51

on page 5-4.)

#51

to take the call at

Setting the F/T Ring Time (Fax/Tel mode

51

, wait for fax-receiving tones (chirps), and

and wait for the phone to be disconnected before you

Receiving

Start

to send the fax.

).

For FAX/TEL mode only

When the machine is in FAX/TEL mode, it will use the F/T Ring Time
(pseudo/double-ringing) to alert you to pick up a voice call.

Lift the external telephone's handset, and then press
answer.

If you’re at an extension phone, you’ll need to lift the handset during
the F/T Ring Time and then press
no one is on the line, or if someone wants to send you a fax, send the
call back to the machine by pressing

#51

between the double rings. If

51

.

Hook

SETUP RECEIVE 5 - 7

to

Using a cordless external handset

If your cordless telephone is connected to the EXT. jack of the
machine and you typically carry the cordless handset elsewhere, it is
easier to answer calls during the Ring Delay. If you let the machine
answer first, you will have to go to the machine so you can press

Hook

to transfer the call to the cordless handset.

Changing the remote codes

Remote Codes might not work with some telephone systems. The

51

preset Fax Receive Code is
Code is

# 51

.

If you are always disconnected when accessing your external
TAD remotely, try changing the Fax Receive Code and
Telephone Answer Code to another three-digit code (such as

###

and

999

).

. The preset Telephone Answer

1

If it is not illuminated in green, press (

2

Press

3

Press or to select On (or

Off

Press

4

If you want to, enter a new Fax
Receive Code.
Press

5

If you want to, enter a new Telephone Answer Code.
Press

6

Press

Menu, 2, 1, 4

).

Set

.

Set

.

Set

.

Stop/Exit

.

.

21.Setup Receive

4.Remote Code

▲
▼

Select ▲▼ & Set

Fax

On
Off

).

5 - 8 SETUP RECEIVE

Polling

Polling is the process of retrieving faxes from another fax machine.
You can use your machine to ‘poll’ other machines, or you can have
someone poll your machine.

Everyone who is involved in Polling needs to set up their fax
machines for Polling. When someone polls your machine to receive
a fax, they pay for the call. If you poll someone’s fax machine to
receive a fax, you pay for the call.

Some fax machines do not respond to the Polling feature.

Setting up Polling Receive

Polling Receive is when you call another fax machine to receive a fax
from it.

1

If it is not illuminated in green, press (

2

Press

3

Press or to select On (or

Off

Press

4

Enter the fax number you are
polling.

5

Press
The LCD shows

Menu, 2, 1, 7

).

Set

.

Start

.

.

Dialing

.

21.Setup Receive

▲
▼

Select

Fax

).

7.Polling RX
On
Off

▲▼

& Set

SETUP RECEIVE 5 - 9

Setting up Sequential Polling Receive

Your machine can ask for faxes from several fax units in a single
operation (Sequential Polling Receive). Afterwards, a Sequential
Polling Report will be printed.

1

If it is not illuminated in green, press (

2

Press

3

Press or to select On (or

Off

Press

4

Enter the fax machines you want
to poll using One-Touch, Speed-Dial, a Group or the dial pad.
You must press

5

Press
number in turn to receive a fax.

Menu, 2, 1, 7

).

Set

.

Start

. Your machine will poll each number or Group

.

Set

between each fax number.

21.Setup Receive

▲
▼

Select

Fax

).

7.Polling RX
On
Off

▲▼

& Set

Setting Duplex printing for Fax mode

If you set Duplex to On for fax receive, the machine prints received
faxes on both sides of the paper.

You can use three sizes of paper for this function - letter, legal and
A4.

1

If it is not illuminated in green, press (

2

Press

3

Press or to select On (or

Off

Press

4

Press
While the Duplex printing for fax is working, auto reduction is

also

Menu, 2, 1, 8

).

Set

.

Stop/Exit

On

temporarily.

.

.

21.Setup Receive

▲
▼

Select

Fax

8.Duplex
On
Off

▲▼

).

& Set

5 - 10 SETUP RECEIVE

Telephone services

Your machine supports the Distinctive Ring telephone service that
some telephone companies offer.

If you have Voice Mail, RingMaster, an answering service, an
alarm system or other custom features on your telephone line, it
may affect the way your machine works. (See Custom features
on page 1-12 and Custom features on a single line. on page
12-14.)
If you have Voice Mail on your phone line, please read the
following carefully.

Distinctive Ring

The term ‘Distinctive Ring’ is used to identify a phone company
service that is given many names, depending on the telephone
company you are using.

For example, this service may be called SmartRing, RingMaster,
Teen-Ring, Indent-a-Call or Indent-a-Ring.

What does your telephone company’s ‘Distinctive Ring’ do?

Your telephone company’s Distinctive Ring service allows you to
have more than one number on the same phone line. If you need

more than one phone number, it is cheaper than paying for an
extra line. Each phone number has its own distinctive ring pattern,

so you will know which phone number is ringing. This is one way you
can have a separate phone number for your machine.

Please call your telephone company for availability and rates.

What does FMF3100’s ‘Distinctive Ring’ do?

The FMF3100 has a Distinctive Ring feature that allows you to use
your machine to take full advantage of the telephone company’s
Distinctive Ring service. The new phone number on your line can just
receive faxes.

You must pay for your telephone company’s Distinctive Ring
service before you program the machine to work with it.

SETUP RECEIVE 5 - 11

Do you have Voice Mail?

If you have Voice Mail on the phone line that you will install your new
machine on, there is a strong possibility that Voice Mail and the
machine will conflict with each other while receiving incoming calls.

However, the Distinctive Ring feature allows you to use more
than one number on your line, so both Voice Mail and the
machine can work together without any problems. If each one

has a separate phone number, neither will interfere with the other’s
operations.

If you decide to get the Distinctive Ring service from the telephone
company, you will need to follow the directions below to ‘register’ the
new Distinctive Ring pattern they give you. This is so your machine
can recognize its incoming calls.

You can change or cancel the Distinctive Ring pattern at any
time. You can switch it off temporarily, and turn it back on later.
When you get a new fax number, make sure you reset this
feature.

Before you choose the ring pattern to register

You can only register one Distinctive Ring pattern with the machine.
Some ring patterns cannot be registered. The ring patterns below are
supported by your machine. Register the one your telephone
company gives you.

Ring
Pattern

1 long-long

2 short-long-short

3 short-short-long

4 very long (normal pattern)

If the ring pattern you received is not on this chart, please call

your telephone company and ask for one that is shown.

5 - 12 SETUP RECEIVE

Rings

■

The machine will only answer calls to its registered number.

■

The first two rings are silent on the machine. This is because the
fax must «listen» to the ring pattern (to compare it to the pattern
that was ‘registered’). (Other telephones on the same line will ring.)

■

If you program the machine properly, it will recognize the
registered ring pattern of the ‘fax number’ within 2 ring patterns
and then answer with a fax tone. When the ‘voice number’ is
called, the machine will not answer.

Registering the Distinctive Ring pattern

Very important!

After you have set the Distinctive Ring feature to ON, the receive
mode is set to
Voice Mail set up on the Distinctive Ring number,
means you must answer all the calls yourself. You can not change
the receive mode to the other mode while the Distinctive Ring is set
to on.

1

Press

2

Press or to select
Press

3

Press or to select the
stored ring pattern you want to use.
Press
(You will hear each pattern as you scroll through the four
patterns. Make sure you choose the pattern that the telephone
company gave you.)

4

Press
Distinctive Ring is now set to on.

Manual

Menu, 2, 0, 4

Set

.

Set

.

Stop/Exit

automatically. Unless you have a TAD or

Manual

.

Set

.

20.Miscellaneous

.

4.Distinctive

▲
▼

Select ▲▼ & Set

Off
Set

mode

Turning off the Distinctive Ring

1

Press

2

Press or to select
Press

3

Press
If you turn off Distinctive Ring, the machine will stay in

receive mode. You will need to set the Receive Mode again.
(See To select or change your Receive Mode on page 5-2.)

Menu, 2, 0, 4

Set

.

Stop/Exit

.

.

Off

20.Miscellaneous

.

4.Distinctive

▲
▼

Select ▲▼ & Set

On
Off

SETUP RECEIVE 5 - 13

Manual

Caller ID

The Caller ID feature lets you use the Caller ID subscriber
service offered by many local telephone companies. This
service provides you, by means of the LCD, the name or
telephone number of your caller as the line rings.

After a few rings, the LCD shows the telephone number of your caller
(or name, if available). Once you pick up the handset, the Caller ID
information disappears from the LCD, but the call information
remains stored in the Caller ID memory.

■

You will see the first 16 characters of the number (or name).

■ Out of Area

ID service area.

■ Private Call

blocked transmission of information.

If both the name and number are received, the LCD shows only the
name. You can print a list of Caller ID information received by your
machine. (See Printing Caller ID List on page 5-15.)

Caller ID service varies with different carriers. Call your local
telephone company to determine the kind of service available in your
area.

display means call originated outside your Caller

display means the caller has intentionally

5 - 14 SETUP RECEIVE

Viewing Caller ID List

Caller ID memory stores information for up to thirty calls. When the
thirty-first call comes in, information about the first call is erased. You
can scroll through Caller ID information to review those calls made to
your machine.

1

Press

2

Press or to select

Display#

Press
If the name was not received, it will
not be displayed.

3

Press or to scroll through the Caller ID memory to
select the Caller ID you want to view, and then press
LCD shows the caller’s number and the date and time of the call.

4

Press

Menu, 2, 0, 5

.

Set

.

Stop/Exit

.

.

20.Miscellaneous

4.Caller ID

▲
▼

Select

Display#
Print Report

▲▼

& Set

Set

. The

Clearing a Caller ID stored in the memory

For effective use of the memory, we recommend that you clear the
Caller IDs stored in memory by pressing
shows each caller ID number or name.

Clear/Back

when the LCD

Printing Caller ID List

1

Press

2

Press or to select

Print Report

Press

3

Press

4

After printing has finished,
press

Menu, 2, 0, 5

.

Set

.

Start

.

Stop/Exit

.

.

20.Miscellaneous

5.Caller ID

▲
▼

Select ▲▼ & Set

Display#
Print Report

SETUP RECEIVE 5 - 15

6

Setup Send

How to Fax

You can send faxes from the ADF (Automatic Document Feeder) or
from the scanner glass.

Enter Fax mode

Before sending faxes, make sure (

green. If not, press (
setting is Fax.

Fax

) to enter Fax mode. The default

Fax

) is illuminated in

Faxing from the automatic document feeder (ADF)

The ADF can hold up to 50 pages and feeds each sheet individually.
Use standard (20 lb or 75 g/m
before putting them in the ADF.

DO NOT use paper that is curled, wrinkled, folded, ripped,
stapled, paper clipped, pasted or taped.

DO NOT use cardboard, newspaper or fabric. (To fax this kind
of original, see

■

Make sure originals written with ink are completely dry.

■

The originals to be faxed must be from 5.8 to 8.5 inches wide and

5.8 to 14 inches long.

Faxing from the scanner glass

2

) paper and always fan the pages

on page 6-3.)

6 - 1 SETUP SEND

Faxing from the ADF

1

If it is not illuminated in

green, press

Fax

(

). Pull out the ADF
Document Support
Extension.

2

Unfold the ADF
Document Output
Support Flap.

3

Fan the pages well and
stagger them at an angle. Make sure you put the originals face
up, top edge first in the ADF until you feel them touch the feed
roller.

4

Adjust the paper guides to fit the width of your originals.

The originals are
Face Up
in the ADF

ADF Document
Support Extension

ADF
Document
Output
Support
Flap

5

Dial the fax number.
Press

Start

Document Support

. The machine starts scanning the first page.

SETUP SEND 6 - 2

Faxing from the scanner glass

You can use the scanner glass to fax pages of a book or one page
at a time. The originals can be up to letter, A4 or legal size (8.5 inches
to 14 inches). To cancel, press

Stop/Exit

.

1

If it is not illuminated in green, press (
document cover.

Document
Guidelines

2

Using the document guidelines on the left, center the original
face down on the scanner glass.

3

Close the document cover.

If the original is a book or is thick, do not slam the cover or press
on it.

4

Dial the fax number.
Press

The machine starts scanning the first page.

5

To send a single page, press 2 (or
press
starts sending the original.

—OR—
To send more than one page, press

6

Place the next page on the
scanner glass.

Press
The machine starts scanning.
(Repeat Steps 5 and 6 for each
additional page.)

■

■

Start

.

Flatbed Fax:

Start

again). The machine

Set

.

If the memory is full and you are faxing a single page, it will
be sent in real time.

If you need to cancel before the fax is sent, press

Next Page?

▼
▲

Select

1

and go to Step 6.

Flatbed Fax:

Set Next Page
Then Press Set

Fax

). Lift the

The originals are
Face Down on the
Scanner Glass

1.Yes

2.No(Send)

▲▼

& Set

Stop/Exit

.

6 - 3 SETUP SEND

Faxing legal size originals from the scanner glass

When originals are legal size, you need to set the Glass Fax Size to

Legal

. If you do not, the bottom portion of the faxes will be missing.

1

If it is not illuminated in green, press (

2

Press

3

Press or to select
Press

4

Press

Menu, 2, 2, 0

Set

.

Stop/Exit

.

.

Legal

.

Fax

).

Out of Memory message

If you get an
of a fax, press

Memory

the option to press

Stop/Exit

press

Out of Memory

Stop/Exit

message while scanning a subsequent page, you will have

Start

to cancel the operation.

message while scanning the first page

to cancel the scan. If you get an

to send the pages scanned so far, or to

Manual transmission

Manual transmission lets you hear the dialing, ringing and
fax-receiving tones while sending a fax.

1

If it is not illuminated in green, press (
original face up in the ADF, or face down on the scanner glass.

2

Pick up the handset of the external phone and listen for a dial
tone.
—OR—
Press

3

On the external phone, dial the fax number you want to call. If
you pressed

4

When you hear the fax tone,
press

If you are using the ADF, go to
Step 6.

If you are using the scanner glass,
go to Step 5.

5

Press 1 to send a fax.

6

If you picked up the handset of the external phone, replace it.

Hook

Start

and listen for a dial tone.

Hook

.

, dial using the machine dial pad.

Send or Receive?

▲
▼

Select

Fax

). Place the

1.Send

2.Receive

▲▼

& Set

Out of

SETUP SEND 6 - 4

Automatic transmission

This is the easiest way to send a fax.

You must not pick up the handset of the external phone or press

Hook

to listen for a dial tone.

1

If it is not illuminated in green, press (
original face up in the ADF, or face down on the scanner glass.

2

Enter the fax number using the dial pad, One-Touch,
Speed-Dial or Search.
(See One-Touch Dialing on page 7-6 and Speed-Dialing on
page 7-7.)

3

Press

4

If you are using the scanner glass, press 2 or

Start

.

Fax

). Place the

Start

.

Sending a fax at the end of a conversation

At the end of a conversation you can send a fax to the other party
before you both hang up.

1

Ask the other party to wait for fax tones (beeps) and then to

Start

press

2

If it is not illuminated in green, press (
original face up in the ADF, or face down on the scanner glass.
Press
The LCD shows:

3

Press 1 to send the fax.

4

Replace the external handset.

before hanging up.

Start

.

Fax

). Place the

Send or Receive?

▲

1.Send

▼

2.Receive

▲▼

Select

& Set

6 - 5 SETUP SEND

Basic sending operations

Sending faxes using multiple settings

When you send a fax you can choose any combination of these
settings: cover page, contrast, resolution, overseas mode, delayed
fax timer, polling transmission or real time transmission. After each
setting is accepted, the LCD will ask if you want to enter more
settings:

Press
LCD will return to the
menu.

—OR—
Press
settings and go to the next step.

Contrast

If your original is very light or very dark, you may want to set the contrast.
Use
Use

1

to select more settings. The

Setup Send

2

if you have finished choosing

Light

Dark

to make the fax darker.

to make the fax lighter.

22.Setup Send
Other Settings?

▲
▼

Select ▲▼ & Set

1.Yes

2.No

1

If it is not illuminated in green, press (
original face up in the ADF, or face down on the scanner glass.

2

Press

3

Press or to select

Light

Press

4

Press 1 if you want to choose more
settings and the LCD will return to the

—OR—
Press

then go to Step 5.

5

Enter a fax number.

Menu, 2, 2, 1

Dark

or

Set

.

2

if you have finished choosing settings for this page, and

.

Auto

.

22.Setup Send

,

▲
▼

Select

Setup Send

Fax

). Place the

1.Contrast

Auto
Light

▲▼

& Set

SETUP SEND 6 - 6

menu.

6

Press
The machine starts scanning the first page.
If you are using the scanner glass, go to Step 7.

7

To send a single page, press 2 (or press
The machine starts sending the original.
—OR—
To send more than one page, press

8

Place the next page on the scanner glass.
Press
The machine starts scanning and returns to Step 7. (Repeat

Step 7 and 8 for each additional page).

Start

to send the fax from the ADF.

Set

.

Start

again).

1

and go to Step 8.

Fax Resolution

When you have an original in the ADF or on the scanner glass you
can use the

Resolution

key to change the setting temporarily (for

this fax only). If it is not illuminated in green, press (
Press

want.
—OR—
You can change the default setting.

Resolution

1

If it is not illuminated in green, press (

2

Press

3

Press or to select the
resolution you want.

Press

4

Press

Standard:

Fine:

S.Fine:

Photo:

Menu, 2, 2, 2

Set
Stop/Exit

repeatedly until the LCD shows the setting you

.

.

.

Suitable for most typed originals.
Good for small print and transmits a little slower than

Standard resolution.
Good for small print or artwork and transmits slower

than Fine resolution.
Use when the original has varying shades of gray.

This has the slowest transmission time.

Fax

).

22.Setup Send

2.Fax Resolution

▲
▼

Select

Standard
Fine

▲▼

& Set

Fax

).

6 - 7 SETUP SEND

Manual and automatic fax Redial

If you are sending a fax manually and the line is busy, press

Redial/Pause

make a second call to the last number dialed, you can save time by
pressing

Redial/Pause

Redial/Pause

If you are sending a fax automatically and the line is busy, the
machine will automatically redial one time after five minutes.

, and then press

and

only works if you dialed from the control panel.

Start

Start

to try again. If you want to

.

SETUP SEND 6 - 8

Dual Access

You can dial a number, and begin scanning the fax into memory—
even when the machine is receiving, sending or printing a fax from
memory. The LCD shows the new job number.

If you get a
page of a fax, press

Out Of Memory

you can press

Stop/Exit

1

If it is not illuminated in green, press (
original face up in the ADF, or face down on the scanner glass.

2

Enter the fax number.

3

Press
The machine starts scanning the first page and the LCD shows

the job number (#XXX) of the fax. You can repeat Steps 1 to 3
for the next fax.

—OR—
If you are using the scanner glass, go to Step 4.

4

To send a single page,
press

The machine starts sending the
original.
—OR—
To send more than one page,
press

5

Place the next page on the
scanner glass. Press

The machine starts scanning, and
then returns to Step 4. (Repeat
Steps 4 and 5 for each additional
page). To send the next fax, go to Step 1.

Out Of Memory

Stop/Exit

message while scanning a subsequent page,

Start

to send the pages scanned so far, or press

to cancel the operation.

Start

to send the fax.

2

(or press

1

and go to Step 5.

Start

again).

Set

message while scanning the first

to cancel scanning. If you get a

Fax

). Place the

Flatbed Fax:

Next Page?

▲

1.Yes

▼

2.No(Send)

▲▼

Select

Flatbed Fax:

.

Set Next Page
Then Press Set

& Set

6 - 9 SETUP SEND

Real Time Transmission

When you are sending a fax, the machine will scan the originals into
the memory before sending. Then, as soon as the phone line is free,
the machine will start dialing and sending.

If the memory becomes full, the machine will send the original in real
time (even if

Sometimes, you may want to send an important original immediately,
without waiting for memory transmission. You can set

TX

to On for all originals or for the next fax only.

If you want to fax multiple pages, use ADF.

Real Time TX

is set to

Off

).

Real Time

1

If it is not illuminated in green, press (
original face up in the ADF, or face down on the scanner glass.

2

Press

3

To change the default setting,
press or to select

Off

Press
Go to Step 5.
—OR—
For the next fax transmission only, press or to select

Next Fax Only

Press

4

Press or to select
Press

5

Press 1 if you want to choose more settings and the LCD will
return to the

—OR—
Press

then go to Step 6.

6

Enter the fax number.

7

Press

Menu, 2, 2, 5

).

Set

.

Set

.

Set

.

Setup Send

2

if you have finished choosing settings for this page, and

Start

to send the fax.

.

On

(or

.

Next Fax:On

menu.

22.Setup Send

▲
▼

Select

Fax

). Place the

5.Real Time TX

Next Fax Only
On

▲▼

& Set

Next Fax:Off

(or

).

In Real Time Transmission using the scanner glass, the auto
redial function doesn't work.

SETUP SEND 6 - 10

Checking job status

Check which jobs are still waiting in the memory to be sent. (If there
are no jobs, the LCD shows

1

Press

2

If you have more than one job
waiting, press or to
scroll through the list.

3

Press

Menu, 2, 6

Stop/Exit

.

No Jobs Waiting

.

.)

26.Remaining Jobs

▲

#001 12:34 ABC COM
#002 15:00 MIKE

▼

#003 17:30 ABCDEFG

▲▼

Select

& Set

Canceling a job while scanning the original

You can cancel a job while you are scanning it into memory by
pressing

Stop/Exit

.

Canceling a scheduled job

You can cancel a fax job that is stored and waiting in memory. (See

Checking job status

1

Press
Any jobs that are waiting will

appear on the LCD.

2

If you have more than two jobs
waiting, press or to
select the job you want to cancel.

Press
—OR—
If you only have one job waiting, go to Step 3.

3

Press 1 to cancel.
—OR—
Press
To cancel another job go to Step 2.

4

Press

Menu, 2, 6

Set

2

to exit without canceling.

Stop/Exit

on page 6-11.)

.

.

.

26.Remaining Jobs

▲

#001 12:34 ABC COM
#002 15:00 MIKE

▼

#003 17:30 ABCDEFG

Select ▲▼ & Set

6 - 11 SETUP SEND

Advanced sending operations

Composing the electronic Cover Page

The Cover Page is created at the receiving machine. Your Cover
Page includes the name stored in the One-Touch or Speed-Dial
memory. If you’re dialing manually, the name is left blank.

The Cover Page shows your Station ID and the number of pages
you’re sending. (See
Cover Page set to ON (
blank.

You can select a comment to include on your Cover Page.

1.Comment Off

2.Please Call

3.Urgent

4.Confidential

Instead of using one of the preset comments, you can enter two
personal messages of your own, up to 27 characters long. Use the
chart on page 4-3 for help entering characters.
(See Composing your own comments on page 6-13.)

5.(User Defined)

6.(User Defined)

Most of the
changes for each fax you send. However, when you set up your
Cover Page and Cover Page Comments, you are changing the
default settings so they will be available while faxing.

Setup Send

Setting the Station ID

Menu, 2, 2, 7

settings are temporary to allow you to make

on page 4-2.) If you have

), the number of pages is left

SETUP SEND 6 - 12

Composing your own comments

You can set up two comments of your own.

1

If it is not illuminated in green, press (

2

Press

3

Press or to choose 5 or
6 for your own comment.
Press

4

Use the dial pad to enter your
customized comment.
Press
(See

5

Press 1 if you want to choose more settings and the LCD will
return to the

—OR—

Press 2 to exit.

Menu, 2, 2, 8

Set

.

Set

.

Entering text

Setup Send

.

on page 4-3.)

menu

22.Setup Send

▲
▼

Select

Fax

).

8.Coverpage Msg

5.

6.

▲▼

& Set

6 - 13 SETUP SEND

Cover page for the next fax only

This feature does not work without the Station ID. So make sure it
has been set. (See Setting the Station ID on page 4-2.) If you only
want to send a Cover Page with a particular fax, this Cover Page will
include the number of pages in your original.

1

If it is not illuminated in green, press (
original face up in the ADF, or face down on the scanner glass.

2

Press

3

When LCD shows

Next Fax Only

Press

4

Press or to select
Press

5

Press or to select one of the standard or your own
comments.

Press

6

Enter two digits to show the number of pages you are sending.
Press
(For example, press
number of pages blank. If you make a mistake, press to back
up and re-enter the number of pages.)

7

Press 1 if you want to choose more settings and the LCD will
return to the

—OR—

Press 2 if you have finished choosing settings.

8

Enter the fax number you’re calling.

9

Press

Menu, 2, 2, 7

.

Set

.

Set

.

Set

.

Set

.

Setup Send

Start

.

.

Next Fax:On

0, 2

for 2 pages or enter

menu

22.Setup Send

▲
▼

Select ▲▼ & Set

Fax

). Place the

7.Coverpg Setup

Next Fax Only
On

Next Fax:Off

(or

0 0

to leave the

).

SETUP SEND 6 - 14

Send a cover page for all faxes

This feature does not work without the Station ID. Please be sure it
has been set before continuing. (See Setting the Station ID on page
4-2.)

You can set the machine to send a cover page whenever you send
a fax. The number of pages in your fax is not included when you use
this setting.

1

If it is not illuminated in green, press (

2

Press

3

Press or to select On.
Press

4

If you selected On, Press or

Press

5

Press 1 if you want to choose more settings and the LCD will
return to the

—OR—

Press 2 to exit if you have finished choosing settings.

Menu, 2, 2, 7

Set

.

to select one of the standard or your own comments.

Set

.

Setup Send

.

menu

22.Setup Send

▲
▼

Select

Fax

).

7.Coverpg Setup
Next Fax Only
On

▲▼

& Set

Using a printed cover page

If you prefer to use a printed cover page that you can write on, you
can print the sample page and attach it to your fax.

1

If it is not illuminated in green, press (

2

Press

3

Press or to select

Print Sample

Press

4

Press
a copy of your cover page.

5

Press

Menu, 2, 2, 7

Set

.

Start

. Your machine prints

Stop/Exit

.

.

.

22.Setup Send

▲
▼

Select

Fax

).

7.Coverpg Setup
On
Print Sample

▲▼

& Set

6 - 15 SETUP SEND

Broadcasting

Broadcasting is when the same fax message is automatically sent to
more than one fax number. Using the
Groups, One-Touch, Speed-Dial numbers and up to 50 manually
dialed numbers. If you did not use up any of the numbers for Groups,
access codes or credit card numbers, you can ‘broadcast’ faxes to
as many as 390 different numbers. However, the available memory
will vary depending on the types of jobs in the memory and the
number of locations used for broadcasting. If you broadcast to the
maximum numbers available, you will not be able to use Dual Access
and Delayed fax.

To include One-Touch or Speed-Dial numbers and manually dialed
numbers in the same broadcast, you must press
of the numbers. Use
numbers easily.

(See Setting up Groups for Broadcasting on page 7-5.)
After the broadcast is finished, a Broadcast Report will be printed to

let you know the results.

■

Enter the long dialing sequence numbers as you would normally,
but remember that each One-Touch and Speed-Dial number
counts as one number, so the number of locations you can store
becomes limited.

■

If the memory is full, press
than one page has been scanned, press
portion that is in the memory.

Search/Speed Dial

Stop/Exit

Set

key, you can include

Set

between each

to help you choose the

to stop the job or if more

Start

to send the

1

If it is not illuminated in green, press (
original face up in the ADF, or face down on the scanner glass.

2

Enter a number using One-Touch, Speed-Dial, a Group
number, Search or manual dialing using the dial pad.
(Example: Group number)

3

When the LCD displays the fax number of the other party, press

Set

.

You will be asked to press the next number.

Fax

). Place the

SETUP SEND 6 - 16

4

Enter the next number.
(Example: Speed-Dial number)

5

When the LCD displays the fax number of the other party, press

Set

.

6

Enter another fax number.
(Example: Manual dialing using the dial pad.)

7

Press
If you are using the scanner glass, go to Step 8.

8

To send a single page,
press

The machine starts sending the fax.
—OR—
To send more than one page, press

9

Place the next page on the scanner glass.
Press
The machine starts scanning and returns to Step 8. (Repeat

Step 8 and 9 for each additional page).

Start

.

2

(or press

Set

.

Start

again).

1

and go to Step 9.

6 - 17 SETUP SEND

Overseas Mode

If you are having difficulty sending a fax overseas due to possible
interference on the phone line, we recommend that you turn on the
Overseas Mode. After you send a fax using this feature, the feature
will turn itself off.

1

If it is not illuminated in green, press (
original face up in the ADF, or face down on the scanner glass.

2

Press

3

Press or to select On (or

Off

Press

4

Press 1 if you want to choose more
settings and the LCD will return to the
—OR—
Press
Step 5

5

Enter the fax number you’re calling.

6

Press
If you are using the scanner glass, go to Step 7.

7

To send a single page,
press

The machine starts sending the fax.
—OR—
To send more than one page, press

8

Place the next page on the scanner glass.
Press

The machine starts scanning and returns to Step 7. (Repeat Steps 7
and 8 for each additional page).

Menu, 2, 2, 9

).

Set

.

2

if you have finished choosing settings, and then go to

Start

.

2

(or press

Set

.

.

Start

again).

22.Setup Send

▲
▼

Select ▲▼ & Set

Setup Send

1

and go to Step 8.

Fax

). Place the

9.Overseas Mode
On
Off

menu.

SETUP SEND 6 - 18