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