Ricoh 3232 User Manual

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Page 1

FAX Option Type 3232

Operating Instructions

Facsimile Reference

Getting Started

Faxing

Using Internet Fax Functions

Programming

Troubleshooting

Read this manual carefully before you use this machine and keep it handy for future reference. For safe and correct use, be sure to read the Safety

Information in the “General Settings Guide” before using the machine.

Page 2

Introduction

This manual contains detailed instructions and notes on the operation and use of this machine. For your safety and benefit, read this manual carefully before using the machine. Keep this manual in a handy place for quick reference.

Notes

Some illustrations in this manual might be slightly different from the machine.

Certain options might not be available in some countries. For details, please contact your local dealer.

Two kinds of size notation are employed in this manual. With this machine refer to the metric version.

Important

Contents of this manual are subject to change without prior notice. In no event will the company be liable for direct, indirect, special, incidental, or consequential damages as a result of handling or operating the machine.

Trademarks

Microsoft

and Outlook® are either registered trademarks or trademarks of Microsoft Corporation in the

United States and/or other countries.

Adobe

and Acrobat® are registered trademarks of Adobe Systems Incorporated.

Other product names used herein are for identification purposes only and might be trademarks of their respective companies. We disclaim any and all rights to those marks.

Page 3

Manuals for This Machine

The following manuals describe the operational procedures of this machine. For particular functions, see the relevant parts of the manual.

Note

❒ Manuals provided are specific to machine type.

❒ Adobe Acrobat Reader/Adobe Reader is necessary to view the manuals as a

PDF file.

❒ Two CD-ROMs are provided:

• CD-ROM 1“Operating Instructions”

• CD-ROM 2“Scanner Driver and Document Management Utility”

❖❖❖❖ General Settings Guide

Provides an overview of the machine and describes System Settings (such as Tray Paper Settings), Document Server functions, and troubleshooting. Refer to this manual for Address Book procedures such as registering fax numbers, e-mail addresses, and user codes.

❖❖❖❖ Security Reference

This manual is for administrators of this machine. It describes security functions that the administrators can use to protect data from being tampered, or prevent the machine from unauthorized use. Also refer to this manual for the procedures for registering administrators, as well as setting user and administrator authentication.

❖❖❖❖ Network Guide (PDF file - CD-ROM1)

Provides information about configuring and operating the printer in a network environment or using software. This manual covers all models, and therefore contains functions and settings that may not be available for your model. Images, illustrations, functions, and supported operating systems may differ from those of your model.

❖❖❖❖ Copy Reference

Describes operations, functions, and troubleshooting for the machine’s copier function.

❖❖❖❖ Facsimile Reference <Basic Features>(this manual)

Describes operations, functions, and troubleshooting for the machine’s facsimile function.

❖❖❖❖ Facsimile Reference<Advanced Features>

Describes advanced facsimile functions such as line settings and procedures for registering IDs.

❖❖❖❖ Printer Reference

Describes system settings, operations, functions, and trouble shooting for the machine’s printer function.

Page 4

❖❖❖❖ Scanner Reference (PDF file - CD-ROM1)

Describes operations, functions, and troubleshooting for the machine’s scanner function.

❖❖❖❖ Manuals for DeskTopBinder Lite

DeskTopBinder Lite is a utility included on the CD-ROM labeled “Scanner Driver and Document Management Utility”.

• DeskTopBinder Lite Setup Guide (PDF file - CD-ROM2) Describes installation of, and the operating environment for DeskTopBinder Lite in detail. This guide can be displayed from the [Setup] dialog box when DeskTopBinder Lite is installed.

• DeskTopBinder Introduction Guide (PDF file - CD-ROM2) Describes operations of DeskTopBinder Lite and provides an overview of its functions. This guide is added to the [Start] menu when DeskTopBinder Lite is installed.

• Auto Document Link Guide (PDF file - CD-ROM2) Describes operations and functions of Auto Document Link installed with DeskTopBinder Lite. This guide is added to the [Start] menu when DeskTopBinder Lite is installed.

❖❖❖❖ Other manuals

• PostScript 3 Supplement (PDF file - CD-ROM1)

• Unix Supplement (Available from an authorized dealer, or as a PDF file on

our Web site.)

Note

❒ The following software products are referred to using a general names:

• DeskTopBinder Lite and DeskTopBinder Professional → DeskTopBinder

• ScanRouter V2 Lite and ScanRouter EX Professional (optional) → the Scan-

Router delivery software

• SmartDeviceMonitor for Admin and SmartDeviceMonitor for Client → SmartDeviceMonitor for Admin/Client

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TABLE OF CONTENTS

Manuals for This Machine......................................................................................i

How to Read This Manual .....................................................................................1

Symbols .....................................................................................................................1

1. Getting Started

Control Panel..........................................................................................................3

Reading the Display...................................................................................................5

Reading the display panel and using keys..............................................................5

User Authentication....................................................................................................7

User Code Authentication (using the Control Panel)...............................................8

User Code Authentication (Using a Printer Driver)..................................................8

Log Off (Using the Control Panel) ...........................................................................9

Log Off (Using Web Browser)..................................................................................9

2. Faxing

Placing Originals..................................................................................................11

Setting a Scan Area .................................................................................................13

Transmission Modes...........................................................................................15

Switching between Memory Transmission and Immediate Transmission................15

Memory Transmission.........................................................................................16

Canceling a Memory Transmission....................................................................20

Before the Original Is Scanned ................................................................................20

While the Original Is Being Scanned........................................................................20

While the Original Is Being Transmitted...................................................................20

Before the Transmission Is Started..........................................................................21

Immediate Transmission.....................................................................................23

Canceling an Immediate Transmission .............................................................25

Before You Have Pressed the {Start} Key...............................................................25

After You Have Pressed the {Start} Key ..................................................................25

Confirming Transmission ...................................................................................26

Confirming on Display ..............................................................................................26

Confirming by Report.............................................................................................26

Memory Transmission ...........................................................................................26

Immediate Transmission .......................................................................................26

Confirming by E-mail .............................................................................................26

Scan Settings .......................................................................................................28

Resolution ................................................................................................................28

Original Type............................................................................................................29

Image Density (Contrast) .........................................................................................30

Mixing Scan Settings for a Multiple Page Original ...................................................32

When placing originals on the exposure glass ......................................................32

When placing originals in the optional Auto Document Feeder.............................32

iii

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Specifying a Destination .....................................................................................33

Entering a Fax Number............................................................................................33

Pause ....................................................................................................................34

Tone ......................................................................................................................34

Entering an E-mail Address .....................................................................................35

Entering an IP-Fax Destination ................................................................................35

Registering Entered Destinations to the Address Book ...........................................37

Using Destination Lists.............................................................................................38

Searching for a Destination ................................................................................41

Search by Destination Name ...................................................................................41

Search by Fax Number ............................................................................................42

Search by E-mail Address........................................................................................43

Search by IP-Fax Destination ..................................................................................44

Search by LDAP Server...........................................................................................45

Specifying a Registration Number............................................................................47

Reception..............................................................................................................48

Switching the Reception Mode.................................................................................48

Receiving a Fax in Manual Reception Mode............................................................49

3. Using Internet Fax Functions

Internet Fax Functions (by E-Mail) .....................................................................51

Internet Fax Precautions..........................................................................................52

Functions Not Supported by E-mail Transmission...................................................52

Functions Not Supported by E-mail Reception ........................................................53

T.37 Full Mode .........................................................................................................53

Sending Internet Fax Documents.......................................................................55

Confirming Reception...............................................................................................61

Canceling a Transmission of an Internet Fax ...................................................63

Before the Original Is Scanned ................................................................................63

While the Original Is Being Scanned In....................................................................63

After the Original Has Been Scanned In ..................................................................64

Receiving Internet Fax.........................................................................................65

Auto E-mail Reception .............................................................................................65

Manual E-mail Reception.........................................................................................65

Received Images .....................................................................................................67

IP-Fax Function....................................................................................................68

Notes on Using IP-Fax.............................................................................................70

Functions not Available for IP-Fax Transmission.....................................................70

Sending by IP-Fax................................................................................................71

4. Programming

Initial Settings and Adjustments........................................................................73

Programming............................................................................................................74

Editing ......................................................................................................................76

Deleting ....................................................................................................................77

Programming Fax Destinations and Folder Destinations in the Address Book

...79

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5. Troubleshooting

Adjusting the Volume..........................................................................................81

When the {{{{Facsimile}}}} Key Is Lit in Red................................................................83

When Toner Runs Out .........................................................................................84

Error Messages and Their Meanings .................................................................85

Solving Problems.................................................................................................91

When Things Don't Go as Expected ..................................................................94

INDEX......................................................................................................... 95

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How to Read This Manual

Symbols

In this manual, the following symbols are used:

WARNING:

This symbol indicates a potentially hazardous situation that might result in death or serious injury when you misuse the machine without following the instructions under this symbol. Be sure to read the instructions, all of which are included in “Safety Information”, General Settings Guide.

CAUTION:

This symbol indicates a potentially hazardous situation that might result in minor or moderate injury or property damage that does not involve personal injury when you misuse the machine without following the instructions under this symbol. Be sure to read the instructions, all of which are included in “Safety Information”, General Settings Guide.

* The statements above are notes for your safety.

Important

If this instruction is not followed, paper might be misfed, originals might be damaged, or data might be lost. Be sure to read this.

Preparation

This symbol indicates information or preparations required prior to operating.

Note

This symbol indicates precautions for operation, or actions to take after abnormal operation.

Limitation

This symbol indicates numerical limits, functions that cannot be used together, or conditions under which a particular function cannot be used.

Reference

This symbol indicates a reference.

[]

Keys that appear on the machine's display panel.

[]

Keys and buttons that appear on the computer's display.

{}

Keys built into the machine's control panel.

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1. Getting Started

Control Panel

The actual machine control panel may differ from this illustration depending on installed optional units. This illustration has all options installed.

AAG001S

{{{{User Tools/Counter}}}} key

User Tools: Press to enter User Tools mode. These

tools allow you to customize default settings. See p.139 “Facsimile Features”, Facsimile Reference <Advanced Features> .

Counter: Displays and prints the total number of

copied or printed pages.

Communicating indicator

Lights during transmission or reception.

Receive File indicator

Lights when a message other than a Confidential Reception or Memory Lock file is received. See p.84 “Substitute Reception”, Facsimile Reference <Advanced Fea- tures> .

When Reception File Setting is set to Store, also lights when a message is received. See p.191 “Storing or Printing Received Documents”, Facsimile Reference <Advanced Features> .

Confidential file indicator

Lights when a message is received into memory with Confidential Reception or Personal Box. See p.41 “Printing Personal Box Messages”, Facsimile Reference <Ad- vanced Features> .

Blinks when a Memory Lock file is received into memory. See p.38 “Printing a File Received with Memory Lock”, Fac- simile Reference <Advanced Features> .

Indicators

Shows errors and machine status.

L: Service Call indicator x: Misfeed indicator M: Open Cover indicator

d: Add Staple indicator

D: Add Toner indicator B: Paper run-out indicator

See “ Control Panel”, General Settings Guide.

Display Panel

This guides you through tasks and displays the machine status. Messages appear here. p.5 “Reading the Display”

Page 12

Getting Started

{{{{Check Modes}}}} key

Press before pressing the {{{{Start}}}} key to check the settings selected for the fax about to be sent. See p.19 “Checking the

transmission settings”

{{{{Program}}}} key

Enables you to program frequently used settings and recall previously programmed settings. See p.127 “ Pro- grams”, Facsimile Reference <Advanced Features> .

{{{{Clear Modes}}}} key

Press to cancel the current settings.

10.

On indicator

This indicator lights when the operation switch is turned on.

Important

❒ Do not turn off the main power

switch while the On indicator stays lighted or is blinking. Neglecting this may damage the hard disk.

Note

❒ If the main power switch is on even

when the On indicator is off, the machine will receive a fax message.

11.

Main Power indicator

This indicator lights when the main power switch is turned on. See “Turning On the Power”, General Settings Guide.

12.

Operation switch

Press to turn the power on (the On indicator lights). To turn the power off, press this switch again (the On indicator goes off). See p.196 “Turning Off the Main Power / When a Power Failure Occurs”, Facsimile Reference <Advanced Features> .

Note

❒ The Operation switch does not func-

tion when the [User Tools / Counter / In- quiry] display is shown.

13.

Function status indicators

• When lit green, the corresponding function is active.

• When lit red, the corresponding function is interrupted. Press the respective key and then follow the instructions that appear on the screen.

14.

Data In indicator

Lights when there is data remaining to be printed.

Blinks when the LAN-Fax data is being received.

15.

Function keys

Press the {{{{Copy}}}}, {{{{Document Server}}}}, {{{{Facsimile}}}}, {{{{Printer}}}}, or {{{{Scanner}}}} key to acti-

vate the respective function. The display content changes accordingly.

The indicator for the selected function lights up.

16.

{{{{Start Manual RX}}}} key

Press when Manual Reception is set. See p.49 “Receiving a Fax in Manual Reception Mode”.

17.

{{{{On Hook Dial}}}} key

Press when you want to dial while hearing tone from the internal speaker. See p.56 “On Hook Dial”, Facsimile Reference <Advanced Features> .

18.

{{{{Pause/Redial}}}} key

Pause: Inserts a pause when you are dialing or

storing a fax number. A pause cannot be inserted as the first digit. See p.34 “Pause”.

Redial: Press to redial one of the last ten num-

bers. See p.47 “Redial”, Facsimile Refer- ence <Advanced Features> .

19.

{{{{Tone}}}} key

Press to send tonal signals down a pulse dialing line. See p.34 “Tone”.

20.

Number keys

Use to dial fax numbers, or enter the number of copies.

Page 13

Control Panel

21.

{{{{#}}}} key (Enter key)

Registers entered contents or settings.

22.

{{{{Clear/Stop}}}} key

Clear: Cancels entered numbers or characters. Stop: Interrupts the current operation (trans-

mission, scanning, copying, or printing).

23.

{{{{Start}}}} key

Press to start faxing, or printing reports, or lists.

Reading the Display

The display guides you through operations, shows messages, you machine status, and destinations registered in the destination lists. See “Fax Destination”, General Settings Guide.

If you press the {{{{Facsimile}}}} or {{{{Clear Mode}}}} key during operation, this machine enters fax standby mode.

Each function name displayed acts as a selection key, which you can touch to select or specify the function.

When a function is selected or specified, the function name is highlighted like this . When a function cannot be selected or specified, the function name is grayed out like this .

Note

❒ This machine automatically returns to standby mode if you do not use the

machine for a certain period of time. You can select the period using the Facsimile Auto Reset Timer. See “Timer Settings”, General Settings Guide.

❒ You can have the machine return to default mode after each transmission us-

ing [Scan End Reset] under Gen. Settings/ Adjust. See p.143 “General Settings/Adjustment”, Facsimile Reference <Advanced Features> .

Reading the display panel and using keys

Display contents will differ depending on installed optional units.

Page 14

Getting Started

❖❖❖❖ Initial Display

ADJ006S

Allows you to select scanning

conditions and sizes.

Displays the date and time, the name and facsimile number of a destination when transmitting, and the size of the original.

When user authentication is set, a

Press this button to enter or add fax number, e-mail address, or IPFax number.

• Internet Fax setting “ON”:

• IP-Fax, H.323, SIP setting “ON”:

• Internet Fax setting “ON”and IP- Fax, H.323, SIP setting “ON”:

Note

❒ You can change Internet Fax set-

ting under E-mail Settings in Facsimile Features. See p.147 “E-mail Settings”, Facsimile Reference <Ad- vanced Features> .

❒ You can change IP-Fax Settings un-

der IP-Fax Settings in Facsimile Features. See p.148 “IP-Fax Settings”, Facsimile Reference <Ad- vanced Features> .

Displays messages and the ma-

chine status.

Displays the entered number of a destination. When adding destinations using the number keys, press [Add].

Press to display various information about transmission.

Switches transmission mode between Memory Transmission and Immediate Transmission. See p.15 “Switching between Memory Transmission and Immediate Transmission”.

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Control Panel

Displays Quick Operation keys

set for frequently used functions. [TX File Status] and [RX File Status] are pre- set. See p.143 “General Settings/Adjustment”,

<Advanced Features> .

Displays various sending functions. See p.15 “ Transmission Modes”, p.61 “Sub Transmission Mode”, Facsimile Reference <Ad- vanced Features> , p.132 “Storing a Document”, Facsimile Reference

<Advanced Features> .

10.

Title word keys appear. Allows you to switch from one page (display) to another on the destination list. See p.39 “Switching the titles of destination lists”.

Facsimile Reference

11.

Allows you to search for a destination by destination name, fax number, e-mail address or registration number.

12.

Appears on Quick Dial keys programmed with a group of destinations. See “Names to a Group”,

General Settings Guide.

13.

Appears on Quick Dial keys programmed as a transfer station.

❖❖❖❖ To return to standby mode, do one of the following:

• If you have placed the original in the optional Auto Document Feeder

(ADF) and have not pressed the {{{{Start}}}} key, remove the original.

• If you have not placed an original, press the

• If you are in User Tools mode, press the {{{{User Tools/Counter}}}} key.

Clear Modes

{{{{

key.

}}}}

User Authentication

When user authentication (User Code Authentication, Basic Authentication, Windows Authentication, or LDAP Authentication) is set, the authentication screen is displayed. Unless a valid user name and password are entered, operations are not possible with the machine. Log on to operate the machine, and log off when you are finished operations. Be sure to log off to prevent unauthorized users from using the machine.

Note

❒ Consult the User Administrator about your login user name, password, and

user code. For details about the various types of user authentication, consult the appropriate administrators.

❒ For user code authentication, enter a number that is registered in the Address

Book as a login user name as the user code.

Page 16

Getting Started

User Code Authentication (using the Control Panel)

When user authentication is set, the following screen appears.

Enter a user code (eight digit), and then press [#].

User Code Authentication (Using a Printer Driver)

When user authentication is set, specify the user code in the printer properties of a printer driver. For details, see the printer driver Help.

Follow the procedure below to log in when Basic Authentication, Windows Authentication, or LDAP Authentication is set.

Press [Enter] for [Login User Name].

AAAA

Enter a login user name, and then press [OK].

BBBB

Press [Enter] for [Login Password].

CCCC

Enter a login password, and then press [OK].

DDDD

Press [

EEEE

When the user is authenticated, the screen for the function you are using appears.

Page 17

Control Panel

Log Off (Using the Control Panel)

Follow the procedure below to log off when Basic Authentication, Windows Authentication, or LDAP Authentication is set.

Press {{{{User Tools/Counter}}}}.

AAAA

Press [→→→→|Logout].

BBBB

Press [Yes].

CCCC

Press {{{{User Tools/Counter}}}}.

DDDD

When Basic Authentication, Windows Authentication, or LDAP Authentication is set, make encryption settings in the printer properties of a printer driver, and then specify a login user name and password. For details, see the printer driver Help.

Note

❒ When logged on using a printer driver, logging off is not required.

Follow the procedure below to log on when user authentication is set.

Click [

AAAA

Enter a login user name and password, and then click [OK].

BBBB

Note

❒ For user code authentication, enter a user code in [

click [OK].

❒ The procedure may differ depending on the Web browser used.

Log Off (Using Web Browser)

Click [Logout] to log off.

User Name

], and then

Page 18

Getting Started

Page 19

Placing Originals

2. Faxing

Some types of originals are unsuitable for the Auto Document Feeder (ADF), so they must be placed on the exposure glass or the ADF as shown in the illustrations.

For details about original types and how to set original sizes, see Copy Ref-

erence. You cannot use [Special Origi- nal] under Copy Function. See

“Placing Originals”, Copy Reference.

Note that original sizes that can be automatically detected differ slightly to those sizes listed in “Sizes Detectable by Auto Paper Select”, Copy Reference. See p.208 “Original sizes difficult to detect”, Facsimile Reference <Advanced Features> .

How to place A4, B4 JIS (Japanese

❖❖❖❖

Industrial Standard), A3, 8

/2"××××14", and 11"××××17" size originals

/2"××××11",

How to place A5 and B5 JIS size

❖❖❖❖

originals

Note

❒ When you place originals as shown

in the above illustrations, the fax header will be printed on received faxes at the destination as follows:

• *1 On the top of the fax

• *2 On the left side of the fax

Reference

p.73 “Initial Settings and Adjustments”

Limitation

❒ If you place A5 size documents on

the exposure glass, they will not be detected. A5 size documents placed in the ADF are sent. See p.208 “Original sizes difficult to detect”, Facsimile Reference <Ad- vanced Features> .

Note

❒ When you scan originals using the

Auto Document Feeder (ADF), set originals in a stack.

Page 20

Faxing

❒ When sending a fax, the image that

is output at the other end depends on the size and orientation of paper used in the receiver's terminal. If the receiver does not use paper of the same size and orientation as that of the original, the fax image may be reduced in size, trimmed at

both edges, or divided across two or more sheets. When sending an important original, ask the receiver about the size and orientation of the paper used in their terminal.

❒ When sending an original of irreg-

ular (i.e. custom) size or part of a large original, you can specify the scan area precisely. See p.13 “Set- ting a Scan Area”.

❒

Custom size documents are scanned as regular size documents, so the receiver may find extra blank margins or edges of images missing. If you specify a scan area, only that area will be scanned regardless of actual document size.

❒ To send an original longer than

420mm (17"), specify the area to be scanned under “Scan Size” and select Long Document mode with the User Parameters before scanning the original using the ADF. If a jam occurs, the document might be damaged because scanning will not stop in this mode. See p.13

“Setting a Scan Area”. See p.164 “User Parameters”, Facsimile Refer-

ence <Advanced Features> (switch 14, bit 1).

❒ Documents longer than 800mm

(31.5") must be sent by memory transmission (immediate transmission may not be possible).

❒ If an original jam, press the {{{{Clear

/Stop}}}} key, and then carefully re-

move the original.

❒ Make sure that all ink, correcting

fluid etc., has completely dried before placing your original. If it is still wet, the exposure glass will be marked and those marks will appear on the received image.

❒ If you place an A4 size original in

the portrait orientation, the machine rotates the image by 90 degrees before sending. See p.78 “Transmission with Image Rotation”, Facsimile Reference <Ad- vanced Features> .

❒ You can send the first page from

the exposure glass then the remaining pages from the ADF. You cannot change from the ADF to the exposure glass. When transmitting from memory, see p.18 “Sending originals using the exposure glass”. When sending immediately, see p.24 “Sending originals using the exposure glass”.

❒ When using the Internet Fax func-

tion, documents are sent at A4 width. Documents larger than A4 are reduced to A4 width. If the receiver's terminal is compliant with the T.37 full mode, documents are sent at the width specified in the Address Book. See p.53 “T.37 Full Mode”.

❒ When setting bound originals

(books, magazines, etc.), you can select to have either the left page or right page sent first with the User Parameters. See p.61 “Book Fax”,

Facsimile Reference <Advanced Features> . See p.164 “User Parame- ters”, Facsimile Reference <Advanced Features> (switch 06, bit 6).

Page 21

Placing Originals

Reference

For how to place two-sided documents, see p.62 “Two-Sided Transmission (Double-Sided Transmission)”, Facsimile Reference <Advanced Features> .

For acceptable types of originals, see p.204 “Acceptable Types of Originals”, Facsimile Reference <Ad- vanced Features> .

Setting a Scan Area

Normally, a placed document is scanned according to the automatically detected size. If a scan area is specified, the document is scanned accordingly. Thus, documents can be sent without extra space or blank margins. See p.208 “Original sizes difficult to detect”, Facsimile Reference <Advanced Features> .

❖❖❖❖ Auto Detect

Detects the size of the first page and scans all pages using that size.

❖❖❖❖ Area

Enter the area to be scanned. Only the area in the specified size is scanned regardless of the actual size of a placed document. See p.158 “Programming, Changing and Deleting a Scan Size”, Facsimi- le Reference <Advanced Features> .

Note

❒ To cancel the selected scan area,

select [Auto Detect]. See p.14 “Specifying Auto Detect”.

Place the originals, and then se-

AAAA

lect any scan settings you require.

Note

❒ Small-size originals may be sent

at a slight slant since they do not match the document guide.

Press [Scan Area].

BBBB

Note

❒ If the machine cannot detect the

original size, a confirmation message appears. Replace the original.

❖❖❖❖ Regular

The placed document is scanned according to specified size regardless of actual size. The sizes that can be specified are A4KL, B4 JISL , A3L,

/2"×11"KL, 81/2"×14"L, and

8 11"×17"L.

Select the scan area.

CCCC

Specifying standard sizes

A Press [Regular].

Page 22

Faxing

B Press the size of the originals

to be sent, and then press [OK].

B Press [OK].

“Area 1” or “Area 2” is shown

Note

❒ 8

/2"× 11" indicates LT.

/2"× 14" indicates LG.

8 11"×17" indicates DLT.

C Press [OK].

The selected size is shown above the highlighted

[Scan Area]

above the highlighted [

Scan Area

Specifying Auto Detect

A Make sure that [Auto Detect] is

selected.

If it is not, press [Auto Detect].

B Press [OK].

Specifying programmed sizes

A Press [Area 1] or [Area 2].

“Auto Detect” is shown above

[

Scan Area

Specify a destination and press

DDDD

the {{{{Start}}}} key.

Page 23

Transmission Modes

There are two types of transmission:

• Memory Transmission

• Immediate Transmission

❖❖❖❖ Memory Transmission

Transmission starts automatically after the original has been stored in memory. It is a convenient method for when you are in a hurry and want to take the document away with you. You can also send the same original to several destinations. See p.19 “Broadcasting Sequence”.

❖❖❖❖ Immediate Transmission

Immediately dials the destination number, and while reading the original, sends it. It is very convenient when you want to send an original quickly or when you want to check the destination you are sending to. When using this type of transmission, the original is not stored in memory. You can only specify one address.

Transmission Modes

Switching between Memory Transmission and Immediate Transmission

Check the display to see which mode is currently active. You can change transmission mode by pressing

[

Immed. TX

Note

❒ You can select the transmission

mode that is operative when the machine is turned on or mode are cleared , with [Memory / Immed. Transmission Switch] under Gen. Settings/Adjust. See p.143 “Gener- al Settings/Adjustment”, Facsimile Reference <Advanced Features> .

] or [

Memory TX

Page 24

Faxing

Memory Transmission

Memory transmission mode has standard fax, Internet Fax and IP-Fax.

Important

❒ If there is a power failure (the main

power switch is off) or the machine is unplugged out for more than one hour, all the documents stored in memory are deleted. As soon as the main power switch is turned on, the Power Failure Report is printed to help you identify deleted files. If you turn only the operation switch off, documents are not deleted. See p.196 “Turning Off the Main Power / When a Power Failure Occurs”, Facsimile Reference <Advanced Features> .

❒ We recommend you call the receiv-

er and confirm with them when sending important messages.

Limitation

❒ If memory is full (0% appears on

the display), Memory Transmission is disabled. Use Immediate Transmission instead.

Note

❒ Maximum number of destinations

per Memory Transmission: 500.

❒ Combined total number of desti-

nations of standby messages stored in memory: 500.

❒ After the total number of pro-

grammed destination numbers exceeds 500, you can perform only Immediate Transmission.

❒ The number of documents you can

store is 400.

❒ The number of pages you can store

in memory depends on the original images and the scan settings. You can store up to 320 standard pages (ITU-T #4 chart, Resolution: Standard, Original Type: Text). You can store up to 2,240 standard pages, with the optional expansion memory installed.

❒ When E-mail TX Results is pro-

grammed in a Quick Operation key, you can select whether Communication Result Report e-mail is sent to specified e-mail addresses. The destination for notification is selected from Internet Fax destinations in the destination list. See p.81 “Communication Result Report (Memory Transmission)”,

Facsimile Reference <Advanced Features> and p.143 “General Set- tings/Adjustment”, Facsimile Reference <Advanced Features> .

❒ Allows you to specify a fax

number, e-mail address and IP-Fax number simultaneously.

❒ When you add a destination for in-

correct operation prevention, you can select to surely press [Add] with User Parameters. See p.164

“User Parameters”, Facsimile Refer- ence <Advanced Features> (switch

17, bit 2).

Reference

p.55 “Sending Internet Fax Documents”

p.71 “Sending by IP-Fax”

Page 25

Memory Transmission

Make sure that Memory TX is se-

AAAA

lected.

Place the original.

BBBB

Note

❒ The original can be placed ei-

ther in the ADF or on the exposure glass, until the {{{{Start}}}} key is pressed.

Reference

p.11 “Placing Originals”

Make the settings you require.

CCCC

Note

❒ If you make a mistake, press the

{{{{Clear/Stop}}}} key, and then enter the correct number.

Reference

p.33 “Entering a Fax Number”

p.35 “Entering an E-mail Address”

p.35 “Entering an IP-Fax Destination”

p.38 “Using Destination Lists”

p.47 “Chain Dial”, Facsimile Ref-

erence <Advanced Features>

p.47 “Redial”, Facsimile Reference <Advanced Features>

When sending the same original

EEEE

to several destinations (broadcasting), press [Add] to specify the destinations.

Reference

p.28 “Scan Settings”

p.29 “Original Type”

p.30 “ Image Density (Contrast)”

Specify a destination.

DDDD

Note

❒ You do not have to press [Add]

when adding a destination using the destination list.

❒ If you do not want to do a broad-

cast transmission, proceed to

step

Page 26

Faxing

Specify a destination.

FFFF

----Sending originals using the

exposure glass

A Make sure that Memory TX is se-

lected.

B Place the first page of your original

Note

❒ Pressing switches the des-

tination list between fax number, e-mail address, and IPFax number.

❒ If you want to specify another

destination, repeat steps

Press the {{{{Start}}}} key.

GGGG

Note

❒ Do not lift the ADF during scan-

ning.

After scanning, the standby display appears.

and

face down on the exposure glass.

C Dial a destination.

Make the scan settings you require.

E Press the {

The machine starts scanning.

F Place the next original on the expo-

sure glass within 60 seconds after the machine has finished scanning the first original.

Repeat steps D to F for all origi-

nals.

H Press [#

key to send the final original.

{Start}}}} key.

{{

#] after pressing the {{{{Start}}}}

Page 27

Memory Transmission

----Checking the transmission

settings

You can check the transmission settings (e.g. destination and transmission mode) on the display.

A Press the {

The following display appears.

❒ Pressing switches the des-

B After checking the settings on the

display, press the {{{{Check Modes}}}} key. The display before the {{{{Check

Modes}}}} key was pressed appears.

{Check Modes}}}} key.

{{

Note

tination list between fax number, e-mail address, and IPFax number.

----Broadcasting Sequence

If you dial several destinations for the same message (broadcasting), the messages are sent in the order in which they were dialed. If the fax message could not be transmitted, the machine redials that destination after the last destination specified for broadcasting. For example, if you specify four destinations, A through D, for broadcasting, and if the lines to destinations A and C are busy, the machine dials the destinations in the following order: A, B, C, D, A, and C. See p.78 “Simultaneous Broadcast”,

Facsimile Reference <Advanced Features> .

----Checking the transmission

progress

To check the transmission progress, print the TX file list. See p.25 “Print- ing a List of Files in Memory (Print TX File List)”, Facsimile Reference <Ad- vanced Features> .

Page 28

Faxing

Canceling a Memory Transmission

You can also cancel the mode using the same procedure in the following cases:

• [Fax Destination],[Internet Fax Destina-

tion], and [IP-Fax Destination] are

specified simultaneously.

• Only either [Internet Fax Destination] or [IP-Fax Destination] is specified.

Press the {{{{Clear/Stop}}}} key.

AAAA

Before the Original Is Scanned

Use this procedure to cancel a transmission before pressing the {{{{Start}}}} key.

Press the {{{{Clear Modes}}}} key.

AAAA

Note

❒ When documents are placed in

the ADF, you can cancel transmission simply by removing them.

While the Original Is Being Scanned

Use this procedure to cancel a transmission after pressing the {{{{Start}}}} key.

The machine stops scanning.

Note

❒ You can also cancel scanning by

pressing [Stop Scanning].

❒ Scanning may be completed

while you are performing the cancel operation.

While the Original Is Being Transmitted

Note

❒ If the transmission finishes while

you are carrying out this procedure, it will not be canceled.

❒ If you cancel a message while it is

being sent, the transmission is halted as soon as you finish the cancellation procedure. However, some pages of your message may have already been sent and received at the other end.

Page 29

Canceling a Memory Transmission

Press the {{{{Clear/Stop}}}} key.

AAAA

Note

❒ You can also cancel a Memory

Transmission by pressing [Change / Stop TX File].

Select the file you want to cancel.

BBBB

Note

❒ To cancel another file, repeat

steps

and C.

❒

To cancel stopping transmission,

[Save]

press

Press [Exit].

DDDD

The standby display appears.

Before the Transmission Is Started

Use this procedure to cancel a transmission after the original has been scanned.

Press [Change / Stop TX File].

AAAA

Note

❒ If the desired file is not shown,

press [UUUUPrev.] or [TTTTNext] to find it.

❒ There are cases when a destina-

tion may not be selected as the destination appears as “*”, depending on the security settings.

Press [Stop Transmission].

CCCC

The list of stored files being transmitted or waiting for transmission appears.

Page 30

Faxing

Select the file you want to cancel.

BBBB

Note

❒ If the desired file is not shown,

press [UUUUPrev.] or [TTTTNext] to find it.

❒ There are cases when a destina-

tion may not be selected as the destination appears as “*”, depending on the security settings.

Press [Stop Transmission].

CCCC

Note

❒ To cancel another file, repeat

steps

and C.

❒

To cancel stopping transmission,

[Save]

press

Press [Exit].

DDDD

The standby display appears.

Page 31

Immediate Transmission

Limitation

❒ Internet Fax is executed in only

Memory Transmission that starts transmission automatically after storing documents in memory. If you specify Immediate Transmission in Internet Fax, the mode is switched to Memory Transmission while an e-mail address is being entered.

Note

❒ Documents are not stored in mem-

ory.

❒ You cannot send the same docu-

ment to multiple destinations (broadcasting). Memory Transmission allows this function.

❒ When E-mail TX Results is pro-

grammed in a Quick Operation key, you can send notification of Immediate transmission results to specified e-mail addresses. The destination for notification is selected from Internet Fax destinations in the destination list. See p.82 “Immediate TX Result Report (Immediate Transmission)”, Fac-

simile Reference <Advanced Features> and p.143 “General Settings/Adjustment”, Facsimile Reference <Advanced Features> .

Place the original.

BBBB

Note

❒

The original can be placed when-

{{{{

ever, before the pressed.

Reference

p.11 “Placing Originals”

Select the scan settings you re-

CCCC

quire.

Reference

p.28 “Scan Settings”

Dial a destination.

DDDD

Start

}}}}

key is

Make sure that Immed. TX is se-

AAAA

lected.

Limitation

❒ Group cannot be used for Im-

mediate Transmission. The machine automatically changes to Memory Transmission.

Note

❒ If you make a mistake, press the

{{{{Clear/Stop}}}} key, and then enter the correct number.

Page 32

Faxing

Reference

p.33 “Entering a Fax Number”

p.35 “Entering an IP-Fax Destination”

p.33 “Specifying a Destination”

p.47 “Chain Dial”, Facsimile Ref-

erence <Advanced Features>

p.47 “Redial”, Facsimile Reference <Advanced Features>

Press the {{{{Start}}}} key.

EEEE

Note

❒ Do not lift the ADF during scan-

ning.

----Sending originals using the

exposure glass

A Make sure that Immed. TX is se-

lected.

B Place the first page face down on

the exposure glass.

C Dial a destination.

Make the scan settings you require.

E Press the {

F Place the next original on the expo-

{Start}}}} key.

{{

sure glass within 10 seconds after the machine has finished scanning the first original.

After transmission, the standby display appears.

Repeat steps D to F for all origi-

nals. Press [####] after pressing the {{{{Start}}}}

key to send the final original.

Page 33

Canceling an Immediate Transmission

Before You Have Pressed the

{{{{Start}}}} Key

Press the {{{{Clear Modes}}}} key.

AAAA

Note

❒ When the original is placed in

the ADF, you can also cancel an Immediate Transmission by removing the original.

After You Have Pressed the

{{{{Start}}}} Key

Press the

AAAA

remove the original.

❒ You can also cancel an Immedi-

❒ If the transmission finishes

{{{{

Clear/Stop

Note

ate Transmission by pressing [Stop Transmission].

while you are carrying out this procedure, it will not be canceled.

}}}}

key, and then

Page 34

Faxing

Confirming Transmission

You can confirm transmission on the display, by report, or by e-mail.

Confirming on Display

Use the Transmission Result display function. See p.31 “Checking the Transmission Result (TX File Status)”,

Facsimile Reference <Advanced Features> .

Confirming by Report

Print an Immediate TX Result Report for confirmation.

Memory Transmission

If a document cannot be sent, a Communication Failure Report is automatically printed. Or, you can use the Immediate TX Result Report to check each transmission result regardless of status.

This report is printed each time a Memory Transmission is completed if you turn this report on with User Parameters. See p.164 “User Parameters”, Facsimile Reference <Advanced Features> (switch 03, bit 0).

The default is “Off”.

If you turn the Immediate TX Result Report on, the Communication Failure Report is not print. See p.82 “Communication Failure Report”,

Facsimile Reference <Advanced Features> . See p.81 “Communication Re-

sult Report (Memory Transmission)”,

Facsimile Reference <Advanced Features> .

Immediate Transmission

You can confirm the result with an Immediate TX Result Report.

Select to print this report in User Parameters. A report is printed after every Immediate Transmission is completed. See p.164 “User Parameters”, Facsimile Reference <Advanced Features> (switch 03, bit 5).

The default is “Off”.

See p.82 “Immediate TX Result Report (Immediate Transmission)”, Fac- simile Reference <Advanced Features> .

Confirming by E-mail

Use the E-mail TX Results function, to send the contents of Communication Result Report and Immediate TX Result Report as a Journal by e-mail to your PC.

You must set this function for each communication.

Note

❒ You can use the Sender Settings

function to send the contents of Transmission Result and Immediate TX Result Report as a Journal by e-mail to a specified user. See p.5 “Sender Settings”, Facsimile Reference <Advanced Features> .

Page 35

Reference

The user code and e-mail address of the destination must be registered in the Destination List. See

“Fax Destination”, General Settings Guide, “Authentication Informa-

tion”, General Settings Guide.

E-mail TX Results must be programmed in a Quick Operation key. See p.143 “General Settings/Adjustment”, Facsimile Ref- erence <Advanced Features> .

Confirming Transmission

Page 36

Faxing

Scan Settings

You may want to send many different types of fax messages. Some of these may be difficult to reproduce at the receiver's end. However, your ma-

chine has three settings that you can adjust to help you transmit your document with the best possible image quality.

❖❖❖❖ Detail (8 x 7.7 lines/mm, 200 x 200dpi)

Select for originals containing small characters or when you require greater clarity. This resolution is twice as fine as Standard.

❖❖❖❖ Super Fine (optional expansion mem-

ory required: 16 x 15.4 lines/mm, 400 x 400dpi)

❖❖❖❖ Resolution:

Standard, Detail, Super Fine (optional)

❖❖❖❖ Original Type:

Text, Text / Photo, Photo

❖❖❖❖ Image Density (Contrast):

Auto Image Density, Manual Image Density (seven levels), Combined Auto and Manual Image Density

Resolution

Images and text are scanned into the machine by converting them to sequences of dots. The density of the dots determines the quality of the image and how long it takes to transmit. Therefore, images scanned at high resolution (Super Fine) have high quality but transmission takes longer. Conversely, low resolution (Standard) scanning results in lower quality but your original is sent more quickly. Select the setting that matches your needs based upon this trade off between speed and image clarity.

❖❖❖❖ Standard (8 x 3.85 lines/mm, 200 x

100dpi)

Select for originals containing normal size characters.

Select for originals with very fine details or when you require the best possible image clarity. This resolution is eight times finer than Standard.

Limitation

❒ If the other party's machine does

not support the resolution at which you are sending, this machine automatically switches to a resolution that is supported. You can check the resolution at which you sent actually. See p.160 “Printing Journal”, Facsimile Reference <Advanced Features> .

❒ Sending with Super Fine resolu-

tion requires that your machine has the optional expansion memory, and the other party's machine has the capability to receive fax messages at Super Fine resolution.

Note

❒ The machine supports Standard,

Detail, and (with the optional expansion memory) Super Fine resolutions.

❒ You can select the resolution type

that is selected right after the machine is turned on or modes are cleared with [Scan End Reset] under Gen. Settings/ Adjust. See p.143 “General Settings/Adjustment”,

Facsimile Reference <Advanced Features> .

Page 37

❒ When using Internet Fax transmis-

sion, documents are sent at “De- tail” resolution, even if you have specified “Fine”. To send a document at “Super Fine” or “Fine”, configure the Full Mode when registering the destinations in the Address Book. See p.53 “T.37 Full Mode”.

Press [Resolution].

AAAA

Select the resolution you require,

BBBB

and then press [OK].

Scan Settings

Original Type

If your original contains photographs, illustrations, or diagrams with complex shading patterns or grays, select the appropriate original type to optimize image clarity.

❖❖❖❖ Text

Select [Text] to send high-contrast black-and-white image originals. Use this setting even if your original contains text and photographs, or if you only want to send clearer text.

❖❖❖❖ Text / Photo

Select [

Text / Photo

inal containing both a high-contrast black-and-white image, such as text, and a halftone image, such as a photograph.

❖❖❖❖ Photo

Select [Photo] to send an original containing a halftone image, such as a photograph or a colour original.

] to send an orig-

Note

❒ If you install the optional ex-

pansion memory, “Super Fine” will be displayed in the Resolution box.

Note

❒ If you select [Text / Photo] or [Photo],

the transmission will take longer than when [Text] is selected.

❒ If you send a fax message with

[Text / Photo] or [Photo] and the background of the received image is dirty, reduce the density setting and resend the fax. See p.30 “Im- age Density (Contrast)”.

❒ You can set the original type that is

selected right after the machine is turned on or modes are cleared, with [

Original Type Priority

Gen. Settings/ Adjust. See p.143 “General Settings/Adjustment”,

Facsimile Reference <Advanced Features> .

] under

Page 38

Faxing

Press [Original Type].

AAAA

Image Density (Contrast)

The text and diagrams on originals should stand out clearly from the paper they are on. If your original has a darker background than normal (for example, a newspaper clipping), or if the writing is faint, adjust the image density.

Select the original type you re-

BBBB

quire, and then press [OK].

❖❖❖❖ Auto Image Density

The appropriate density setting for the original is automatically selected.

❖❖❖❖ Manual Image Density

Use manual image density to set image density yourself. You can select one of seven image density levels.

❖❖❖❖ Combined Auto and Manual Image

Density

You can only adjust image density for photographs, illustrations, or diagrams if the original has a dark background. You can select one of seven image density levels.

Note

❒ Selecting [Text] or [Text / Photo] for

the original type causes [Auto Image Density] to be selected.

❒ You can set the image density that

is selected right after the machine is turned on or modes are cleared, with [

Auto Image Density

Gen. Settings/ Adjust. See p.143 “General Settings/Adjustment”,

Facsimile Reference <Advanced Features> .

] under

Page 39

Select the type of image density.

AAAA

Auto Image Density

A Make sure that [Auto Image Den-

] is selected.

sity

Manual Image Density

A Make sure that [Auto Image Den-

sity] is not selected. If it has been selected, press [Auto Image Density] to turn it off.

B Press [iiiiLighter

adjust the density.

The square moves.

] or [

Darkerjjjj] to

Scan Settings

Combined Auto and Manual Image Density

A Select the [Auto Image Density]. B Press [iiiiLighter

adjust the density.

The square moves.

] or [

Darkerjjjj] to

Page 40

Faxing

Mixing Scan Settings for a Multiple Page Original

When sending an original of several pages, you can select a different image density, resolution, and original

type setting for each page.

Place the original, select the scan settings for the first page, dial, and then press the {{{{Start}}}} key as you would normally. Then follow one of the following two procedures.

Note

❒ It is recommended that originals

be placed on the exposure glass when mixing scan settings for a multiple page original.

When placing originals on the exposure glass

Note

❒ While the machine is beeping, you

have about 60 seconds (10 seconds for Immediate Transmission) to select density, resolution, and original type. The remaining time is shown on the display.

Note

❒ Adjust the settings for each page

{{{{

before you press the

When placing originals in the optional Auto Document Feeder

Note

❒ Depending on what time the scan

settings are adjusted, the settings may not be reflected in the resulting operation.

Check which pages you want to

AAAA

scan with different settings.

Select the image density, resolu-

BBBB

tion, and original type before the next page is scanned.

Start

}}}}

key.

Check which pages you want to

AAAA

scan with different settings.

Remove the previous page and

BBBB

place the next page.

Select the image density, resolu-

CCCC

tion, and original type.

Page 41

Specifying a Destination

You can specify the destination using one of four methods.

Entering a Fax Number

Specifying a Destination

❖❖❖❖ Fax number

p.33 “Entering a Fax Number”

❖❖❖❖ E-mail address

p.35 “Entering an E-mail Address”

❖❖❖❖ Entering an IP-Fax Destination

p.35 “Entering an IP-Fax Destination”

❖❖❖❖ Destination list

p.38 “Using Destination Lists”

This section covers these functions and others in more detail.

Note

❒ The display shows the percentage

of free memory space for storing originals. Since fax numbers and email addresses are programmed in separate memory, dialing fax numbers using the number keys does not change the percentage on the display.

Enter numbers directly using the key pad on the right side of the control panel.

Note

❒ Maximum length of a fax number:

128 digits.

❒ You can insert pauses and tones in

a fax number. See p.34 “Pause”, p.34 “Tone”.

Enter the fax number using the

AAAA

number keys.

Note

❒ If you make a mistake, press the

{{{{Clear/Stop}}}} key, and then enter again.

❒ If the optional extra G3 interface

unit is installed, select G3 before you proceed to the next step. See p.59 “Changing the Line Port”, Facsimile Reference <Ad- vanced Features> .

❒ Press [ProgDest] after entering

the fax number to store the fax number in the destination list.

❒ See p.37 “Registering Entered

Destinations to the Address Book”.

Page 42

Faxing

Pause

Press the {{{{Pause/Redial}}}} key when dialing or storing a number to insert a pause of about two seconds.

Limitation

❒ Certain services may be unavaila-

ble when using the {{{{Tone}}}} key.

Note

❒ A tone is shown as a “•” on the dis-

play.

Using the {{{{Tone}}}} key with On Hook Dial

Press the {{{{On Hook Dial}}}} key.

AAAA

Note

❒ If you press the {{{{Pause/Redial}}}}key

at the first digit, a redial occurs. See p.47 “Redial”, Facsimile Reference <Advanced Features> .

❒ A pause is shown as a “-” on the

display.

Enter the fax number using the

BBBB

number keys. Press the {{{{Tone}}}} key.

CCCC

Note

❒ You can also program numbers in-

cluding pauses in destination lists.

Tone

This function allows a machine connected to a pulse dialing line to send tonal signals (for example if you want to use a special service on a tone dialing line). When you press the {{{{Tone}}}} key, the machine dials the number using tonal signals.

Enter the number you want to

DDDD

tone dial using the number keys.

Page 43

Specifying a Destination

Entering an E-mail Address

When using Internet Fax transmission, specify the e-mail address in place of the fax number. See p.51 “In- ternet Fax Functions (by E-Mail)”.

Note

❒ You can enter up to 128 characters.

Press to switch the destina-

AAAA

tion to e-mail address.

Press [Manual Input].

BBBB

Note

❒ If you enter an incorrect charac-

ter, press [Backspace] or [Delete All]. Then, re-enter the charac- ters correctly.

❒ To change the e-mail address af-

ter pressing [OK], press [Edit Dest.], re-enter an e-mail ad- dress, and then press [OK].

Reference

“Entering Text”, General Set- tings Guide

The destination is specified.

Note

❒ Press [ProgDest] in this order to

store the entered e-mail address in the address book. See p.37 “Registering Entered Destinations to the Address Book”.

Note

❒ You can manually enter the des-

tination using the ten keys.

Enter the e-mail address destina-

CCCC

tion and then press [OK].

Entering an IP-Fax Destination

When using IP-Fax transmission, specify the IP-Fax destination (IP address, host name, or alias telephone number) in place of the fax number. See p.68 “IP-Fax Function”.

Note

❒ You can enter up to 128 characters.

Page 44

Faxing

Press to switch the destina-

AAAA

tion to IP-Fax destination.

Reference

“Entering Text”, General Set- tings Guide

The destination is specified.

Press [Manual Input].

BBBB

Note

❒ Press [ProgDest] in this order to

store the entered IP-Fax destination in the Address Book. See p.37 “Registering Entered Destinations to the Address Book”.

Note

❒ You can manually enter the des-

tination using the ten keys.

Enter the IP-Fax destination and

CCCC

then press [OK].

----IP-Fax Destination

Depending on the network to which this machine is connected or this machine's configuration, enter the IP-Fax destination as follows:

Note

❒ If you have set both of “Enable

H.323” and “Enable SIP” parameters to “On” with “IP-Fax Settings” under “Facsimile Features”, [Protocol] appears. Press this button to select a protocol to be used.

❒ If you enter an incorrect charac-

ter, press [Backspace], or [Delete All]. Then, re-enter the character correctly.

❒ To change the IP-Fax destina-

tion after pressing

[Edit Dest.]

destination, and then press

, re-enter an IP-Fax

[OK]

, press

[OK]

❖❖❖❖ When not using a gatekeeper/SIP

server

• From IP-Fax to IP-Fax Specify the IP address or host name of the receiving machine. Example: IP address: 192.168.

1.10 Example: Host name: tokyo. abc.co.jp

• From IP-Fax to G3 fax Specify the G3 fax telephone number of the receiving machine. Example :0312345678

Page 45

Specifying a Destination

❖❖❖❖ When using a gatekeeper/SIP server

• From IP-Fax to IP-Fax Specify the alias telephone number of the receiving machine. Example: 0311119999 (alias telephone number) Example: 9999 (ID number)

• From IP-Fax to G3 fax Specify the G3 fax telephone number of the receiving machine. Example) 0312345678

Note

❒ When you enter a destination via a

gateway (G3 fax connected to the public telephone line, etc.) into the Address Book or Destination List, you must specify its terminal telephone number. In case of transmitting to G3 Fax using IP-Fax, and when you are not using the SIP server/gatekeeper, it is necessary to register the gateways. See p.148

“IP-Fax Settings”, Facsimile Refer- ence <Advanced Features> .

❒ When you specify a destination

with IP-Fax, depending on the receiver’s network configuration, you may need to specify the IP address and number of the receiving machine. For example, if the receiver’s IP address is “192.168.

1.10” and the port number is

“2100”, specify “ 192.168.1.10: 2100”. Ask the network administrator for details.

❒ When you specify a host name, de-

pending on the receiver’s network configuration, you may need to specify the host name and port number of the receiving machine. For example, if the receiver’s host name is “tokyo.abc.co.jp”and the port number is “2100”, specify “to- kyo.abc.co.jp”. Ask the network administrator for details.

❒ An alias telephone number is a tel-

ephone number available in the network registered in the gatekeeper.

❒ Pay attention to the number of tel-

ephone number digits set in the gateway/IP-address conversion table to avoid transmission error.

Registering Entered Destinations to the Address Book

You can register a fax number, e-mail address, or IP-Fax destination to the Address Book.

When registering a destination directly entered or displayed on the Redial screen in the Address Book, appears in the destination field.

See “Fax Destination” and “E-mail Destination”, General Settings Guide.

Note

❒ Depending on security settings,

[ProgDest] may not be displayed, and not be registered.

❒ When you press the {{{{Facsimile}}}}

key after changing the contents of the Address Book, the “Destina- tion list/machine settings are updated. Selected destination or function settings have been cleared. Please reselect the settings.” message appears. Press [Ex-

it]. The standby display appears.

Reference

“Fax Destination”, General Settings Guide

“E-mail Destination”, General Set- tings Guide

“Registering Names to a Group”,

General Settings Guide

[ProgDest]

Page 46

Faxing

Enter fax number, e-mail address,

AAAA

or IP-Fax destination you want to register, then press [ProgDest].

Press [Names] and enter any neces-

BBBB

sary information.

Press [OK].

CCCC

Using Destination Lists

When you program a destination number into a destination list, you can specify the destination by just selecting the Quick Dial key from the destination list.

The programmed name appears on Quick Dial key.

Pressing switch the destination list between fax number, e-mail address, and IP-Fax number.

If you program multiple destinations into a Group, you can send messages to all destinations in that Group using just a few keystrokes. Destinations programmed in a group are indicated by .

Preparation

In the destination list, program an individual fax number, IP-Fax number, e-mail address and/or groups of destinations. See “Fax Destination”, “E-mail Destination”, and “Registering Names to a Group”, General Settings Guide.

Limitation

❒ Group Dial can be used only for

Memory Transmission; it cannot be used for Immediate Transmission. The machine automatically changes to Memory Transmission when you use Group Dial.

❒ A total of 500 destinations (per

message) can be programmed for Group Dial.

Note

❒ To check the contents of Quick Di-

al, print the destination list. See

“Administrator Tools”, General Settings Guide.

❒ A stored name can be printed out

on the first page of a received fax at the other end. See p.73 “Label Insertion”, Facsimile Reference <Ad- vanced Features> .

❒ To check the contents of the

Groups, print the list. See “Admin- istrator Tools”, General Settings Guide.

Press to switch the destina-

AAAA

tion between fax number, e-mail address, and IP-Fax number.

Page 47

Press the title key where the de-

BBBB

sired destination is programmed.

For example, if you want to specify “NEW YORK OFFICE” programmed

in “LMN”, press [

LMN

Specifying a Destination

Specifying a single destination

A Press the Quick Dial key pro-

grammed with the desired destination.

Note

❒ There are three types of title for

destination lists; “Title 1”, “Title 2”, and “Title 3”. The above display shows “Title 1”.

Switching the titles of destination lists

A Press . B Press [Switch Title]. C Select the type of the title, and

then press [Exit].

Select a destination.

CCCC

Note

❒ Pressing switches the des-

tination list between fax number, e-mail address, and IPFax number.

Note

❒ If the desired Quick Dial key

is not shown, press [UUUU] and [TTTT] to look through the list.

❒ To cancel the selection, press

the selected Quick Dial key again. You can also press the {{{{Clear / Stop}}}} key to cancel the selection.

❒ To select more destinations,

repeat steps

and C.

Specifying a group of destinations

A Press the Quick Dial key pro-

grammed with the desired group.

Note

❒ The Destination List regis-

tered in the group selected in

appears.

Page 48

Faxing

❒ To cancel any destination(s)

among the group, press [UUUUP- rev.] and [TTTTNext] to display the desired destination. Then, press the {{{{Clear/Stop}}}} key.

❒ If a destination where a fax

DDDD

number, e-mail address, or IP-Fax number is not programmed is included in the specified group, the “The specified group contains some invalid destination(s). Do you want to select only valid destination(s)?” message appears. Press [Select ] to specify destinations where the fax number, the e-mail address, or IP-Fax is programmed. Press [Cancel] to change the destination. If the destination in destination type does not exist, you can prioritize a destination you want to quote. See p.164 “User Parameters”, Facsimile Ref-

erence <Advanced Features>

(switch 32, bit 0).

❒ To sel ect more grou ps, repeat

and C.

steps

Press the {{{{Start}}}} key.

Page 49

Searching for a Destination

Use this procedure to search through the destination lists for a particular destination.

❖❖❖❖ Search by Destination Name

p.41 “ Search by Destination Name”

❖❖❖❖ Search by Fax Number

p.42 “Search by Fax Number”

❖❖❖❖ Search by E-mail Address

p.43 “Search by E-mail Address”

❖❖❖❖ Search by IP-Fax Destination

p.44 “Search by IP-Fax Destination”

❖❖❖❖ Search by LDAP Server

p.45 “Search by LDAP Server”

❖❖❖❖ Specifying a Registration Number

p.47 “Specifying a Registration Number”

Note

❒ If you press [Fax], [E-mail] or [IP-

Fax] on the search result display,

you can switch between fax destination, e-mail destination and IPFax destination.

❒ The search returns only destina-

tions whose beginnings match the entered name.

❒ A warning appears if the search re-

turns more than 100 items. Press [OK] and change the destination name to view fewer destinations.

Press , the magnifier icon.

AAAA

Press [Advanced Search].

BBBB

Press [Search by Dest. Name].

CCCC

Enter a destination name to search

DDDD

for, and then press

[OK]

Search by Destination Name

Note

This function distinguishes between

❒

small and capital letters.

Page 50

Faxing

Note

❒ If you enter a wrong destination

name, press [←←←←] / [→→→→] and [Backspace] / [Delete All], and then enter the destination name again.

Confirm the entered character and

EEEE

[OK]

press

The screen in progress of search is displayed.

When the search is finished, a result appears.

Select a destination.

FFFF

Search by Fax Number

Press , the magnifier icon.

AAAA

Press [Advanced Search].

BBBB

Press [Fax Number].

CCCC

Note

❒ If the desired destination does

not appear, use [UUUU] or [TTTT] to scroll through the list.

Enter a number to search for, and

DDDD

then press [OK].

Page 51

Searching for a Destination

Note

❒ If you enter a wrong number,

press [←←←←] / [→→→→] and [Clear] or {{{{Clear/Stop}}}} key, and then enter the number again.

Confirm the entered fax numbers

EEEE

and press [OK].

A search-in-progress message appears.

When the search is finished, a result appears.

Select a destination.

FFFF

Press , the magnifier icon.

AAAA

Press [Advanced Search].

BBBB

Press [E-mail Address].

CCCC

Note

❒ If the desired destination does

not appear, use [UUUU] or [TTTT] to scroll through the list.

Search by E-mail Address

Limitation

❒ You can search by e-mail address

only. To search by fax number, see p.42 “Search by Fax Number” .

Enter an e-mail address to search

DDDD

for, and then press [OK].

Page 52

Faxing

Note

❒ If you enter a wrong e-mail ad-

dress, press [←←←←] / [→→→→] and [Backspace] / [Delete All], and then enter the e-mail address again.

Confirm the entered characters

EEEE

and press [OK].

A search-in-progress message appears.

When the search is finished, a result appears.

Select a destination.

FFFF

Search by IP-Fax Destination

Press , the magnifier icon.

AAAA

Press [Advanced Search].

BBBB

Press [Search IP-Fax Dest.].

CCCC

Note

❒ If the desired destination does

not appear, use [UUUU] or [TTTT] to scroll through the list.

Enter an IP-Fax destination to

DDDD

search for, and then press [OK].

Page 53

Searching for a Destination

Note

❒ If you enter a wrong destina-

tion, press [←←←←] / [→→→→] and [Back- space] / [Delete All] and then enter the destination again.

Confirm entered IP-Fax destina-

EEEE

tion and press [OK].

A search-in-progress message appears.

When the search is finished, a result appears.

Select a destination.

FFFF

Search by LDAP Server

Press .

AAAA

Press [Search LDAP].

BBBB

Press [Select Server].

CCCC

Select the LDAP server to search

DDDD

for.

Note

❒ LDAP servers can be pro-

grammed under System Setting. See Network Guide for the details.

❒ Make sure at least one LDAP

server is highlighted.

Note

❒ If the desired destination does

not appear, use [UUUU] or [TTTT] to scroll through the list.

Press [OK].

EEEE

Press [Advanced Search].

FFFF

Page 54

Faxing

Enter a partial string for each search

GGGG

condition.

Press [Search Criteria] for each con-

HHHH

dition, and then select the search criteria.

Note

❒ Conditions (Name, E-mail Ad-

dress, Fax Number, Company Name, and Department Name) are those programmed in the LDAP server.

❒ Press each condition to display

the entry field, where you enter necessary information.

❒ You can add one additional

search condition for LDAP servers by specifying the Arbitrary Search Condition under Programming/Changing LDAP Server under System Setting. See Network Guide for the details.

❒ The string you enter in the

[Name] condition field is read as the first or last name, depending on the administrative setting. For example, to search for the name “John Doe”, ask the system administrator whether you should enter “John” or “Doe”.

Note

❒ The meanings of the search cri-

teria are as follows:

• [

Search Beginning Word

for strings that start with the specified character. Example) When searching for “ABC”, enter “A”.

• [Search End Word]: Search for

strings that end with the specified character. Example) When searching for “ABC”, enter “C”.

• [

Exact Match

that fully match the specified character. Example) When searching for “ABC”, enter “ABC”.

• [Include One of Words]: Search

for strings that include the specified character. Example) When searching for “ABC”, enter “A”, “B”, or

“C”.

• [Exclude Words]: Search for

strings that do not include the specified character. Example) When searching for “ABC”, enter “D”.

• [

Fuzzy Search

search (according to the searching method supported by the LDAP server).

]: Search for strings

]: Perform a fuzzy

]: Search

Page 55

Searching for a Destination

Press [OK].

IIII

Note

❒ Although one user can program

multiple e-mail addresses, only one address can be retrieved by the search. The address retrieved by the search depends on the searching method supported by the LDAP server. However, the address programmed first is normally retrieved.

❒ Press [

tailed information of the selected destination.

When the search is finished, the search result appears.

Select a destination.

JJJJ

Note

❒ If the required destination does

not appear, press [UUUU] or [TTTT] to display it.

] to display the de-

Details

Specifying a Registration Number

Enter a registration number using

CCCC

the number keys.

Note

❒ You do not need to enter the

first zeros of a registration number when the display prompts you to enter five digits. If you do not enter 5 digits, press the {{{{#}}}} key to complete the entry.

The corresponding destination appears.

Use this procedure to select a destination by specifying a registration number.

Press to switch the destina-

AAAA

tion between fax number, e-mail address, and IP-Fax number.

Press [

BBBB

Registration No.

The registration number entry display appears.

Note

❒ If the “

Cannot find the spec-

ified Registration No.

message appears, the specified registration number is wrong.

[Exit]

Press tion number again, and then follow the procedure from step If the “

under the specified No.

message appears, the key is wrong. Press low the procedure from step

, check the registra-

No valid destination

[

]

, and then fol-

Exit

”

Page 56

Faxing

Reception

There are two ways you can set up your machine to handle incoming calls:

• Manual Reception (external tele-

phone required)

• Auto Reception

You can change the reception mode only if a standard G3 line is used.

You cannot change the reception mode when a line other than the standard G3 line (G3-2) is used.

❖❖❖❖ Manual Reception

When a telephone call comes in, the machine rings. If the call is a fax message, you must switch manually to facsimile mode.

Preparation

You can only use this function after programming a Quick Operation key as the reception mode switch with [Quick Operation Key 1], [Quick Operation Key 2], or [Quick Op- eration Key 3] under Gen. Settings/ Adjust. See p.143 “General Settings/Adjustment”, Facsimile Ref- erence <Advanced Features> .

Press the [Switch RX Mode] Quick

AAAA

Operation key.

❖❖❖❖ Auto Reception

When a telephone call comes in, the machine automatically receives it as a fax message. Use this setting on a dedicated fax line.

Note

❒ The external telephone is re-

quired to use this machine as a telephone.

Select the reception mode, and

BBBB

then press [OK].

Switching the Reception Mode

You can switch reception modes using the Reception Settings menu (under Facsimile Features). See p.145

“Reception Settings”, Facsimile Refer- ence <Advanced Features> .

If you program a Quick Operation key with Switch Reception Mode, you can switch reception mode quickly.

The standby display appears.

Note

❒ To cancel the selection, press

[Cancel].

Page 57

Receiving a Fax in Manual Reception Mode

When the machine rings, pick up

AAAA

the handset of the external telephone.

If you hear beeps, press the {{{{Start}}}}

BBBB

key or the {{{{Start Manual RX}}}} key. (The {{{{Start}}}} key is only available in facsimile mode when an original is not placed.)

Replace the handset of the exter-

CCCC

nal telephone. The machine will start receiving.

Limitation

❒

When printing documents stored in the Document Server, the

{{{{

Start Manual RX

{{{{

}}}}

key cannot be used to

Start

switch to facsimile mode. Press

{{{{2}}}}

key of the external tele-

the phone.

}}}}

key or the

Reception

Page 58

Faxing

Page 59

3. Using Internet Fax Functions

There are two types of Internet Fax function.

• Internet Fax Functions (by E-Mail). See p.51 “Internet Fax Functions (by EMail)”.

• IP-Fax Function. See p.68 “IP-Fax Function”.

Internet Fax Functions (by E-Mail)

This machine converts scanned document images to e-mail format and transmits the data over the Internet.

The e-mail sent by this machine can be received by another Internet Fax machine. Instead of dialing the telephone number of the destination you want to send to, you enter the relevant e-mail address.

You can also print or forward received e-mail messages.

AGU001S

Note

❒ In the following explanation, Internet Fax Functions (by E-Mail) is referred to

as “Internet Fax”.

❒ This machine must be connected to a LAN and set up correctly in order to use

its Internet Fax functions. See “Connection and Setup”, Network Guide.

❒ The Internet Fax function supported by this machine is compliant with ITU-

T Rec. T.37. See p.204 “Compatible Machines”, Facsimile Reference <Advanced Features> .

❒

You can receive e-mail messages with an attached TIFF-F image from computers.

Page 60

Using Internet Fax Functions

Internet Fax Precautions

• Internet Fax communicates with a server over a LAN. It cannot communicate directly with other parties.

• If a transmission is not successful, this machine usually receives an e-mail error notification. See p.197 “Server-Generated Error E-mail”, Facsimile Refer- ence <Advanced Features> . However, e-mail error notifications may not be transmitted for various reasons. We recommend you confirm receipt of important document by calling the other party.

• The level of security for Internet communications is low. We recommend you use the telephone network for confidential communications.

• Voice communication is not supported over a LAN.

• Internet Fax delivery might be delayed due to network congestion. Use a

standard fax whenever communication is time sensitive.

• If you use this machine with dial-up connection, the Auto E-mail Reception function accesses the provider's server via telephone line and may incur call charges even if you do not receive e-mail. To reduce the frequency of server access, specify a large E-mail Reception Interval, or configure the Auto E-mail Reception to “Off”. For the E-mail Reception Interval setting, see “Connection and Setup”, Network Guide.

• You cannot place pages on the exposure glass after you have started using the ADF.

Functions Not Supported by E-mail Transmission

The following functions are supported with standard fax transmission, but not with Internet Faxing.

• Immediate Transmission

• Confidential Transmission

• ID Transmission

• Polling Transmission

• Chain Dial

• Transmission by SUB Code

• On Hook Dial

• Manual Dial

• JBIG Transmission

• Batch Transmission

• ECM (Error Correction Mode)

• Memory File Transfer

Page 61

Internet Fax Functions (by E-Mail)

Functions Not Supported by E-mail Reception

The following functions are supported with standard fax reception, but not with Internet Faxing.

• Confidential Reception

• Memory Lock Reception

• Polling Reception

• SUB Code reception

• Authorized Reception

• Reception File Print Quantity

T.37 Full Mode

This machine is T.37 full mode compatible. T.37 full mode is an international standard for Internet Fax transmission. (ITU-T announcement, RFC2532)

When an Internet Fax communication is made between T.37 full mode compatible machines, the receiver side sends the return receipt (dispatched) in response to the reception confirmation request attached to the sent e-mail. This return receipt includes the receiver's reception capability information (compression type, paper size, and resolution). When the receiver is programmed in the Address Book as the full mode destination, the sender side automatically registers the received information in the Address Book. This allows you to send subsequent an Internet Fax document to that receiver based on this information.

Note

❒ When you program a destination in the Address Book via a Web browser,

program the T.37 full mode supporting machine as the T.37 full mode destination. See p.124 “Programming Destination Information from Web Browser”, Facsimile Reference <Advanced Features> .

❒ When you use Internet Fax transmission, you can send a document to multi-

ple destinations at once. However, when you specify full mode destinations, since each destination may have a different reception capability, transmission is done one by one in the specified transmission order.

❖❖❖❖ Returning a Return Receipt

When an e-mail is received, if the sender requests reception confirmation, the receiver sends a return receipt that includes the receiving machine's capability (compression type, paper size, and resolution).

Page 62

Using Internet Fax Functions

❖❖❖❖ Registering the Received Reception Confirmation Contents

When the sender receives the return receipt that includes the receiver's reception capability, the sender checks the sent final recipient address is programmed in the Address Book. If it is programmed as a full mode destination, the sender automatically registers the receiver's reception capability. The registered reception capability is updated each time the sender receives new reception capability information. The sender can send documents to the receiver based on this information.

❖❖❖❖ Requesting a Reception Confirmation

When the receiver's machine supports T.37 full mode and is programmed as

a full mode machine and its reception capability is set in the Address Book, the machine requests the reception confirmation from the receiver. Then, the machine will receive the return receipt (sent) that includes the receiver's reception capability.

Note

❒ If the receiver is programmed as the simple mode machine or not pro-

grammed in the Address Book, the receiver's reception capability cannot be registered.

❒ If you know the receiver's reception capability, you can set it manually. How-

ever, this setting will be overwritten when the machine receives the return receipt. See p.124 “Programming Destination Information from Web Browser”, Facsimile Reference <Advanced Features> .

Page 63

Sending Internet Fax Documents

This section describes how to scan a document into the memory and send it as e-mail. Specify the destination's e-mail address instead of fax number.

You can send Internet Fax documents only by Memory Transmission. If you specify Immediate Transmission in Internet Fax, the mode is switched to Memory Transmission when one email address or more is specified.

Preparation

You need to make System Settings beforehand. See “Connection and Setup”, Network Guide.

When sending documents, you can set e-mail options using [Sub TX Mode].

You can set the following options:

❖❖❖❖ Enter Subject

Allows you to enter a subject for the document you want to send.

Note

For convenience, program fre-

❒

quently-used subjects. “Urgent”, and “High” are programmed as default. See “Connection and Setup”, Network Guide.

❒ You can enter up to 128 charac-

ters in total.

❒ If you send e-mail without set-

ting a subject/text in “E-mail Options” under “ Sub TX Mode”, a subject is automatically inserted. For details about how the subject is automatically inserted, see p.61 “About the Email Subject” and p.67 “Re- ceived Images”.

❒ You cannot send a subject only

as e-mail without an original.

❖❖❖❖ Enter Text

Allows you to enter the text to be transmitted.

Note

❒ To enter text, program it before-

hand. See “Connection and Setup”, Network Guide.

❒ You cannot send a text only

without an original.

❖❖❖❖ Reception Notice

You can confirm sent documents were properly received using email or Journal.

❖❖❖❖ BCC Transmission

E-mails are sent to all specified destinations as bcc.

Important

❒ If power outage lasts about an

hour, or the machine is disconnected from the power outlet for about an hour, documents stored in the fax machine's memory are deleted. If any document is deleted, the Power Failure Report is automatically printed out when the main power switch is turned on. Use this report to check which documents were deleted. Simply turning off the power by pressing the Operation switch does not delete stored documents. See p.196 “Turning Off the Main Power / When a Power Failure Occurs”, Facsimile Reference <Advanced Features> .

❒ You may not be able to send large

files as e-mail, depending on email environment conditions.

❒ The level of security for Internet

communications is low. Use of the telephone network is recommended for confidential communications.

Page 64

Using Internet Fax Functions

Limitation

❒ When available memory is low,

you may not be able to send Internet Fax documents.

❒ Depending on security settings,

you must specify a sender name so the receiving party can recognize the sender. Specify the sender name using one of the following methods:

Under [

•

sending machine's mail address and [

dress Name

and Setup”, Network Guide.

• Specify a sender whose mail ad-

dress is registered under Sender Settings. See “Fax Destination”,General Settings Guide and p.5 “Sender Settings”, Facsimile Reference <Advanced Features> .

Note

❒ Because the machine sends docu-

ments as e-mail messages with an attached TIFF-F image, viewer applications are required in order to view documents when they are received on a computer.

❒ You can limit the size of transmit-

ted e-mail messages in “E-mail Settings” of “Facsimile Features”. See p.147 “E-mail Settings”, Facsimile Reference <Advanced Features> .

❒ See p.67 “Received Images” for

how e-mail is actually received by the computer when it is sent with mail options selected.

E-mail Account

Administrator's E-mail Ad-

], and set [

] to [On]. Se

Auto Specify Sender

], set the

e “Connection

❒ When you send Internet Fax docu-

ments specifying a user code, and the e-mail address is set as the routing destination of the specified user code, a Communication Result Report is sent after the transmission is completed. This makes it possible to verify the result of a transmission.

❒ You can specify fax destination and

Internet Fax destination simultaneously.

❒ You cannot send e-mails to a desti-

nation as cc.

Press to switch the destina-

AAAA

tion to e-mail address.

When you set an e-mail option,

BBBB

press [Sub TX Mode].

If you are not setting e-mail options, proceed to step

Page 65

Sending Internet Fax Documents

Press [E-mail Options].

CCCC

To enter the subject

A Press [Change] for Enter Sub-

ject.

There are two methods of entering a subject: Selecting from programmed subjects, or entering characters directly. If you are entering characters, proceed to step C.

B Select the subject from the dis-

played list.

The selected subject appears in the manual input column.

Note

❒ You can enter extra charac-

ters after the selected subject. If you do not need to enter extra characters, proceed to step E.

C Press [Manual Input].

After entering the subject, press

[OK]

Reference

“Entering Text”, General Set- tings Guide

Page 66

Using Internet Fax Functions

Entered characters appear in the manual input column.

Note

❒ You can add a programmed

subject after the entered subject. Select the subject from the displayed subjects.

E Press [OK].

B Select a text, and then press

[OK].

To set reception notice

A Select [On] or [Off] for Recept.

Notice.

Reference

p.61 “Confirming Reception”

To enter the text

To set BCC transmission

A Press [Change] for Enter Text.

A Select [Yes] or [No] for BCC TX.

Page 67

Sending Internet Fax Documents

Press [OK].

DDDD

Press [OK].

EEEE

Place the original.

FFFF

Note

❒ Place the original in the same

manner as a standard fax. See p.11 “Placing Originals”.

❒ Use any method to place the

original, and then press the {{{{Start}}}} key.

Reference

p.11 “Placing Originals”

Select the scan settings you re-

GGGG

quire.

Note

❒ When using Internet Fax trans-

mission, documents are sent at “Detail” resolution, even if you specify “Super Fine”. To send documents at “Super Fine”, specify this resolution when registering the destination in the Address Book. See p.53 “T.37 Full Mode”.

Reference

p.28 “Resolution”

p.29 “Original Type”

p.30 “ Image Density (Contrast)”

Enter the e-mail address.

HHHH

If there is only one destination, proceed to step

Reference

p.35 “Entering an E-mail Address”

p.38 “Using Destination Lists”

p.45 “Search by LDAP Server”

p.47 “Redial”, Facsimile Refer-

ence <Advanced Features>

Page 68

Using Internet Fax Functions

To send the same document to

IIII

multiple destinations, press [

Add

Note

❒ It is not necessary to press [Add]

when adding destinations using the destination list.

Specify the next destination.

JJJJ

Note

❒ Pressing switches the des-

tination list between fax number, e-mail address, and IPFax number.

❒ To specify more destinations,

repeat steps

and J.

Press the {{{{Start}}}} key.

KKKK

This starts reading the document into memory. The e-mail send operation starts after the read operation is complete. When scanning is complete, the Communicating indicator lights and transmission starts.

Note

❒ With a large volume of docu-

ment, it may take some time before transmission starts. This is due to the time the machine requires to convert the data in memory.

❒ To cancel transmission of an In-

ternet Fax, see p.63 “Canceling a Transmission of an Internet Fax”.

Page 69

Sending Internet Fax Documents

----About the E-mail Subject

If you send an E-mail without specifying a subject, a subject is automatically inserted. Subjects differ depending on [Stamp Sender Name] settings. See p.5 “Sender Settings”,

Facsimile Reference <Advanced Features> .

❖❖❖❖ When Stamp Sender Name is set to

[On]:

From “Stamp Sender Name” Fax Message NO.xxxx.

❖❖❖❖ When Stamp Sender Name is set to

[Off]:

• If Own Fax Number and Own

Name are programmed: Subject from “ Own Fax Number” (“Own Name”) (Fax Message NO.xxxx)

• If only Own Fax Number is pro-

grammed: Subject from “Own Fax Number” (Fax Message NO.xxxx)

• If only Own Name is programmed:

Subject from “Own Name” (Fax Message NO.xxxx)

• If neither Own Fax Number nor

Own Name are programmed: Subject fax Message NO.xxxx

Note

❒ “xxxx” is the document number

that appears in the Journal.

Reference

p.74 “Selecting transmission options for a single transmission”,

Facsimile Reference <Advanced Features>

----E-mail Text

When Internet Fax e-mail is sent to computer, the following information is always inserted in the e-mail text. To check the host name and e-mail address, see “Settings Up the Machine on a Network”, Network Guide.

This e-mail was sent from “Host Name” (product name)

Queries to: “Administrator's e-mail address”

Confirming Reception

When Reception Notice is set under “E-mail Options”, the receiver sends back a reception notice message. Once the reception notice message has been received, “OK” appears in the Result column of Journal, allowing the originator to verify that the transmission has been received.

Limitation

❒ The Reception Notice feature is

only available if the receiver supports MDN (Message Disposition Notification).

Note

❒ If your fax is not received normal-

ly, “Error” appears in the Result column.

❒ Information regarding the last 250

messages is recorded, but only the last 50 communications appear in Journal. If you do not receive a reception notice message for one of the last 50 communications from the receiver's machine, you may not be able to confirm that the email has been received by the Journal's Result column.

Page 70

Using Internet Fax Functions

❒ If you specify mailing list address-

es, do not set for Reception Notice. Otherwise, you will receive multiple reception notice messages from e-mail recipients, and the Result column will be overwritten each time a new notice message is received. However, if you receive a reception notice message indicating an error, “Error” appears in the Result column and will not be

overwritten, even if you subsequently receive a reception notice message as “OK” following the error message.

❒ Reception notice results are only

shown in Journal. The Result column in all other files, lists, and transmission reports show “- -”.

❒ Reception notice messages them-

selves are not recorded in Journal.

❒ You can select whether or not to

print the Reception Notice. This can be set with User Parameters. See p.164 “User Parameters”, Fac-

simile Reference <Advanced Features> (switch 21, bit 0).

❒ You cannot send e-mails using Re-

ception Notice.

Page 71

Canceling a Transmission of an Internet Fax

When fax, Internet Fax, and IP-Fax destinations are specified simultaneously, as well as only a fax or IP-Fax destination is specified, you can cancel transmission using the same method.

Note

❒ You cannot cancel transmission

once the document has been scanned.

Before the Original Is Scanned

Use this procedure to cancel a transmission before pressing the {{{{Start}}}} key.

Press the {{{{Clear Modes}}}} key.

AAAA

While the Original Is Being Scanned In

Use this procedure to cancel a transmission after pressing the {{{{Start}}}} key.

Press the {{{{Clear/Stop}}}} key.

AAAA

The machine stops scanning.

Note

❒ When documents are placed in

the ADF, you can cancel transmission simply by removing them.

Note

❒ You can also cancel scanning by

pressing [Stop Scanning].

❒ Scanning may be completed

while you are performing the cancel operation.

❒

If the transmission finishes while you are carrying out this procedure, it will not be canceled.

Page 72

Using Internet Fax Functions

Press [Stop Transmission].

After the Original Has Been

CCCC

Scanned In

Note

❒ Depending on the paper size and

time when you cancel the transmission, you cannot cancel transmission of an Internet Fax.

Press [Change / Stop TX File].

AAAA

The list of stored files being transmitted or waiting for transmission appears.

Select the file you want to cancel.

BBBB

Note

❒ To cancel a transmission of an-

other file(s), repeat the steps and C.

❒ To cancel [Stop Transmission],

press [Save].

Press [Exit].

DDDD

The standby display appears.

Note

❒ If the desired file is not shown,

press [UUUUPrev.] or [TTTTNext] to find it.

❒ There are cases when a destina-

tion may not be selected as the destination appears as “*”, depending on the security settings.

Page 73

Receiving Internet Fax

You can receive e-mail documents by Internet Fax.

There are two methods of receiving email: Auto E-mail Reception and Manual E-mail Reception.

Limitation

❒ E-mail with attachments other

than TIFF-F format files cannot be received. Senders receive an Error Mail Notification if their e-mail contains attachments. You can select whether or not the machine sends this message with User Parameters. See p.164 “User Parameters”, Facsimile Reference <Advanced Features> (switch 21, bit 7). However, TIFF-F documents created by the Saving function of DeskTopBinder can be received.

❒ If “Require Secure Password Au-

thentication (SPA) for all client connections” is selected in Windows Server 2003, reception is not possible.

Note

❒ When Reception Protocol is set to

POP3 or IMAP4, you can set the machine to retain incoming e-mail or delete it from the server in “Sys- tem Settings”. See “Connection and Setup”, Network Guide.

❒ With User Parameters, you can

have the machine return the acknowledgment of e-mail to the sender. See p.164 “User Parameters”, Facsimile Reference <Advanced Features> (switch 21, bit 1).

Receiving Internet Fax

Auto E-mail Reception

When this function is turned on, the machine periodically checks the email server for incoming e-mail and downloads it as necessary.

E-mail auto-reception should be set in “System Settings”. When you select auto-reception, set the reception interval in minutes.

See “Connection and Setup”, Network Guide.

Note

❒ If memory runs out, e-mail will not

be received at the specified intervals. Reception will resume when sufficient memory becomes available.

Manual E-mail Reception

The following operation allows you to receive e-mail at all times.

Preparation

Program the Manual E-mail RX function to a Quick Operation key beforehand. See p.143 “General Settings/Adjustment”, Facsimile Reference <Advanced Features> .

Press [Manual E-mail RX].

AAAA

Access the server to check for email. Receive any saved e-mails.

Page 74

Using Internet Fax Functions

Check the message, and then press

BBBB

[

]

Exit

The standby display appears.

Page 75

Receiving Internet Fax

Received Images

Here is an example of an Internet Fax message sent from this machine and received on a computer using Outlook e-mail software.

The received image varies according to e-mail software.

E-mail transmitted without speci-

fying a subject in “E-mail Options”.

E-mail transmitted with a subject

specified in “E-mail Options”.

From

The name (e-mail address) of the sender

Note

❒ The display format of the sender name

differs according to that of the Stamp Sender Name setting and other functions.

Date

The date and time of e-mail transmission

The e-mail address of the recipient

ADJ007S

Subject

Shows the subject specified in “E-mail Options” at the time of transmission. If no subject is specified, one is automatically assigned in the format shown in 1 above.

Note

❒ The format varies according to Stamp

Sender Name and other settings. See p.61 “About the E-mail Subject”.

The message is inserted in all e-

mails. “xxxx” is the product name.

Attachment File

Any message included by the sender is displayed as an attached document.

Page 76

Using Internet Fax Functions

IP-Fax Function

The IP-Fax function sends/receives documents between two facsimiles directly connected to a TCP/IP network.

IP-Fax uses SIP and H.323 as the network protocol.

Specify an IP address or host name instead of a fax number for sending. When using a gatekeeper, specify its alias telephone number. Specify addresses of the gatekeeper or SIP server (proxy serer, registrar, redirect server) as appropriate in “Setting IP-Fax” Facsimile Initial Settings. See “Fax Destination”,General Set-

tings Guide. You can also send to a G3 facsimile connected to the public switched telephone network (PSTN) via a gateway (T.38-compliant).

When using an SIP server, you can send by specifying SIP User Name.

You can also transmit to a G3 facsimile connected to the public switched telephone network (PSTN) via a gateway (T.38-compliant).

Since your machine and the receiver’s machine are on the same network, no mail server is necessary. You can communicate with the receiver directly. Transmission speed is higher than with the G3 network.

To cancel IP-Fax transmission, see p.20 “Canceling a Memory Transmission”.

Page 77

IP-Fax Function

You can receive IP-Faxes in the same manner as standard faxes. See p.48 “Recep- tion”.

AGU002S

Note

❒ To use IP-Fax functions, this machine must be connected to a LAN and set up

correctly under “Setting IP-Fax.” See p.148 “IP-Fax Settings”, Facsimile Refer- ence <Advanced Features> .

❒ IP-Fax supported by this machine is ITU-T Rec. T.38 compliant to.

Page 78

Using Internet Fax Functions

----Terminology

❖❖❖❖ H.323

A protocol that specifies the compression/decompression method of audio, images, and data files sent or received via one-to-one communication over a LAN or Internet.

❖❖❖❖ SIP

A communication control protocol for Internet telephone that utilizes VoIP

(which converts voice information to IP packets) and is equipped with functions such as transfer and caller number display similar to telephone network compared to other protocols such as H.323.

❖❖❖❖ Gatekeeper (VoIP gatekeeper)

A gatekeeper manages devices connected to an IP network and converts alias telephone numbers to IP addresses and performs authentication functions. In addition, a gatekeeper governs band (transmission rate assignment) and access control.

❖❖❖❖ Gateway (VoIP gateway)

A gateway connecting a telephone network and IP network, it has functions such as protocol conversion for connect these different network, and also connects communication devices (telephones, facsimiles, etc.) to a LAN or other network.

❖❖❖❖ SIP server

A SIP server mediates connection requests between devices connected to an IP network and is composed mainly of servers that have the following three functions:

• Proxy server: Issues requests and relays responses.

• Registrar server: Receives registration of a users positional information

within an IP network.

• Redirect server: Used to inquire the destination of a request.

Notes on Using IP-Fax

• You cannot send to a firewall-protected network.

• You cannot use telephones on a LAN.

Functions not Available for IP-Fax Transmission

You can use the following functions with standard fax transmission, but not IPFax transmission:

• Batch transmission

• Manual dial

Page 79

Sending by IP-Fax

IP-Fax function uses TCP/IP (LAN or Internet), and the same procedures as the standard fax function. Functions available in both standard and IP-Fax transmission can be used in generally same manner.

By connecting your machine to a gateway (T.38-compliant) or gatekeeper, you can send to a standard G3 facsimile connected to the public switched telephone network (PSTN) via TCP/IP.

Preparation

Make the necessary System Settings beforehand. See “Network

Guide.”

Note

❒ If you have set “Enable H.323” and

“Enable SIP” parameters to “On”

with “IP-Fax Settings” under “Facsimile Features”, [VVVVSelect Protocol] appears. Press this button to select a protocol to be used.

❒ To send via the Internet, the receiv-

er’s machine must also be connected to the Internet. You cannot send to a firewall-protected network.

❒ For a list of gateways (T.38-compli-

ant) or gatekeepers that are certified as operable with this machine, contact your local reseller or service provider.

❒ When using the transfer request

function, you can specify the IPFax destination to the transfer station. See p.88 “Sending the Transfer Result Report”, Facsimile Reference <Advanced Features> .

❒ When you specify the IP-Fax trans-

mission under Sender Settings , a transmission result notification mail is sent to the destination . See p.81 “Communication Result Report (Memory Transmission)”,

Facsimile Reference <Advanced Features> .

Press to switch the destina-

AAAA

tion to IP-Fax number.

Specify the IP-Fax destination of

BBBB

the receiver.

Reference

p.35 “Entering an IP-Fax Destination”

p.38 “Using Destination Lists”

p.47 “Redial”, Facsimile Refer-

ence <Advanced Features>

Note

❒ When both the H.323 setting

and SIP setting are set to ON under [IP-Fax Settings] of [Fac- simile Features], [Protocol] ap- pears. Press [Protocol] to select the protocol you want to use.

Page 80

Using Internet Fax Functions

To add a destination, press [Add].

CCCC

If you do not want to add a destination, proceed to Step

Note

❒ When using a destination list,

multiple destinations are added automatically and you need not press [Add].

Specify the next destination.

DDDD

Note

❒ Press to switch the destina-

tion between fax number, e-mail address, and IP-Fax number.

❒ To add another destination, re-

peat Steps

Press the {{{{Start}}}} key.

EEEE

The machine starts to scan the original and stores it in memory. When scanning ends, the Communicating indicator lights and transmission starts.

and D.

Page 81

4. Programming

Initial Settings and Adjustments

You can send information to the other party when transmitting or receiving a fax message. This information is shown on the display of the other machine and printed as a report. The following information can be sent.

Important

❒ You can confirm programmed set-

tings from the User Parameter List. We recommend that you print and keep the User Parameter List when you program or change settings. See p.169 “Printing the User Parameter List”, Facsimile Reference <Advanced Features> .

❖❖❖❖ Fax Header

The Fax Header is printed as the header of every fax you send. You should include your name in the Fax Header. You can program Fax Header1 or Fax Header2. When you send originals using Quick Dial, you can select which Fax Header will be printed on the message received by the other party.

Note

❒ You can register up to 32 char-

acters in the Fax Header.

❒ You can use characters, sym-

bols, numbers, and spaces.

❒ You can set whether or not to

print a Fax Header using [Fax Header Print] under transmission options. See p.73 “Fax Header Print”, Facsimile Reference <Ad- vanced Features> .

❒ In program No. 1 you can regis-

ter a preference about whether or not the Fax Header is always printed. You will then switch the setting using the Fax Header Print function only when necessary. See p.129 “Registering a priority function using a program”, Facsimile Reference <Ad- vanced Features> .

Reference

p.73 “Fax Header Print”, Facsimile Reference <Advanced Features>

p.129 “Registering a priority function using a program”, Fac-

simile Reference <Advanced Features>

❖❖❖❖ Own Name

The Own Name is sent to the other party when you send or receive a fax using a G3 line. This name should include your name. The Own Name is shown on the display of the other machine and printed in a report.

Limitation

❒ Own Name works only when

the other machine is of the same manufacturer, and has the Own Name function.

Note

❒ You can use characters, sym-

bols, numbers, and spaces.

❒ You can register up to 20 char-

acters as an Own Name.

Page 82

Programming

❖❖❖❖ Own Fax Number (facsimile number

of sender)

The sender's Own Fax Number is sent to the other party when sending a fax using a G3 line. The received facsimile number is shown on the display of the other machine and printed in a report. This function is available regardless of the manufacturer of the other party's machine.

Note

❒ You can register up to 20 char-

acters in Own Fax Number.

Program the name and facsimile

EEEE

number.

Programming a Fax Header

A Confirm that the [Fax Header] is

selected, and press [First Name] or [Second Name].

Programming

B Enter a fax header, and then

Press the {{{{User Tools/Counter}}}} key.

AAAA

Press [Facsimile Features].

BBBB

press [OK].

Make sure the [Gen. Settings/ Ad-

CCCC

just] screen is displayed.

Press [Program Fax Information ].

DDDD

Reference

“Entering Text”, General Set- tings Guide

Page 83

Initial Settings and Adjustments

Programming an Own Name

A Press [Own Name].

B Press [

C Enter an own name, and then

Own Name

press [OK].

Programming an Own Fax Number

A Press [Own Fax Number].

B Select line type to program.

Note

❒ The display differs depend-

ing on the optional units installed on your machine.

C Enter your own facsimile's

number using the number keys, and then press [OK].

Reference

“Entering Text”, General Set- tings Guide

Note

❒ To enter a + sign or a space,

press [+] or [Space].

❒ If you make a mistake, press

[Clear] or the {{{{Clear / Stop}}}} key, and then enter the facsimile number again.

Page 84

Programming

Press [Exit].

FFFF

Press the {{{{User Tools/Counter}}}} key.

GGGG

The standby display appears.

Press [Fax Header], [Own Name], or

EEEE

[

Own Fax Number

] to edit.

Editing

Note

❒ The following procedure explains

how to edit Own Name, as an example of editing.

Press the {{{{User Tools/Counter}}}} key.

AAAA

Press the item you want to edit.

FFFF

Press [Facsimile Features].

BBBB

Press [Backspace] or [Delete All],

GGGG

and then re-enter the name or number.

Make sure the [Gen. Settings/ Ad-

CCCC

just] screen is displayed.

Press [

DDDD

Program Fax Information

Press [OK].

HHHH

Page 85

Initial Settings and Adjustments

Press [Exit].

IIII

Press the {{{{User Tools/Counter}}}}key.

JJJJ

The standby display appears.

Deleting

Note

❒ The following procedure explains

how to delete Own Name, as an example of deleting.

Press the {{{{User Tools/Counter}}}} key.

AAAA

Make sure the [Gen. Settings/ Ad-

CCCC

] screen is displayed.

just

Press [Program Fax Information ].

DDDD

Press [Fax Header], [Own Name], or

EEEE

[Own Fax Number] to delete.

BBBB

Press [

Facsimile Features

Press the item you want to delete.

FFFF

Page 86

Programming

Press

GGGG

press

Press [Exit].

HHHH

[Backspace]

[OK]

[Delete All]

, and

Press the {{{{User Tools/Counter}}}}key.

IIII

The standby display appears.

Page 87

Programming Fax Destinations and Folder Destinations in the Address Book

You can program fax numbers, e-mail addresses, IP-Fax numbers, and folder destinations using Address Book Management in the Administrator Tools menu under System Settings. You can also register programmed fax numbers, e-mail addresses, IP-Fax numbers, and folder destinations in a Group.

Note

❒ When you press the {{{{Facsimile }}}} key to show the facsimile initial display after

changing the contents of the Address Book, the “Destination List/Device Settings have been undated” message appears. Press [Exit] to bring up the facsimile's initial display.

❒ You can register in the Address Book using Web Image Monitor or SmartDe-

viceMonitor for Admin. For details about installation, see “Monitoring and Configuring the Printer”, Network Guide, or, for information about the Ad- dress Book, see the relevant Help.

Reference

“Fax Destination”, General Settings Guide

“E-mail Destination”, General Settings Guide

“Registering Names to a Group”, General Settings Guide

Page 88

Programming

Page 89

5. Troubleshooting

Adjusting the Volume

You can change the volume of the following sounds that the machine makes.

❖❖❖❖ On Hook Mode

Heard when the {{{{On Hook Dial}}}} key is pressed.

❖❖❖❖ At Transmission

Heard when the machine sends a message.

❖❖❖❖ At Reception

Heard when the machine receives a message.

❖❖❖❖ At Dialing

Heard after pressing the {{{{Start}}}} key, until the line connects to the destination.

❖❖❖❖ At Printing

Heard when a received message is printed. See p.95 “Print Completion Beep”, Facsimile Reference <Ad- vanced Features> .

Note

❒ You can adjust the On Hook vol-

ume when you press the {{{{On Hook Dial}}}} key. See p.56 “On Hook Dial”,

Facsimile Reference <Advanced Features> .

Press [Facsimile Features].

BBBB

Make sure the [Gen. Settings/ Ad-

CCCC

just] screen is displayed.

Press [Adjust Sound Volume].

DDDD

Press [Lower] or [Louder] for each

EEEE

item, and then press [OK].

Press the {{{{User Tools/Counter}}}} key.

AAAA

Note

❒ You can hear the actual volume

by pressing [Check].

❒ If you press [Cancel], the volume

setting is canceled. The display returns to that of step

Page 90

Troubleshooting

Press the {{{{User Tools/Counter}}}} key.

FFFF

The standby display appears.

Page 91

When the {Facsimile} Key Is Lit in Red

When the {{{{Facsimile}}}} Key Is Lit in Red

If this key is lit, press the key to enter the facsimile mode. Then, refer to the table below and take the appropriate action.

AAG008S

Problem Solutions

The paper output tray is full. Remove the paper from the tray.

A facsimile error has occurred. The facsimile has a problem. Contact your

Out of paper Add more paper.

A network error has occurred. • Check the displayed message. See p.85 “Er-

service representative. See p.85 “Error Messages and Their Meanings” The copier will still function normally.

“Loading Paper”,

ror Messages and Their Meanings”.

• Check the machine is correctly connected to the network, and the machine is correctly set. See

• Consult your network administrator.

• When the key is still lit in red even if you

take the measures above, please contact your service representative.

General Settings Guide

Network Guide

Page 92

Troubleshooting

When Toner Runs Out

When the machine has run out of toner, the symbol appears on the display. Note that even if there is no toner left, you can still send fax messages.

Important

❒ The number of communications,

that have been executed after the toner has run out and that automatically-output Journal has not list, exceeds 200, communication will not be possible.

Limitation

❒ The Memory Storage Report, Poll-

ing RX Reserve Report, and Confidential File Report are not printed.

Make sure that the machine is in

AAAA

facsimile mode.

Note

❒ If the standby screen is not dis-

played, press the {{{{Facsimile}}}} key.

Press [

Exit

BBBB

mission operation.

The error message disappears.

], and then perform trans-

Reference

p.16 “Memory Transmission”

p.23 “Immediate Transmission”

Page 93

Error Messages and Their Meanings

If there is an error, one of the following messages may appear on the display. If other message appears, follow the message.

Message Causes and solutions

You do not have the privileges to use this function.

Authentication has failed.

The specified group contains some destination(s) that do not have access privileges. Do you want to select only the privileged destination(s)?

Put original back, check it and press [Start].

Error occurred, and transmission was cancelled.

Cannot detect original size. Place original again, then press [Start].

Call Service

Functional problems with facsimile. Please call service.

Memory is full. Cannot scan more. Transmitting only scanned pages.

Following output tray is full. Remove paper.

Use of this function is restricted. Ask the administrator.

Wrong login user name or password. Confirm correct login user name or password.

Authentication is not possible from this machine. Ask the administrator.

The group you have selected contains the destinations that you have no permission to access. Select only the destinations that you are permitted to access.

Original jammed during Memory Transmission. Place originals that have not been scanned again.

A document jam occurred during Immediate Transmission. Press pages that have not been sent.

An error occurred during Immediate Transmission. Press nal.

[OK]

, and then resend the

[OK]

, and then resend the origi-

Note

❒

There may be a problem with the machine or the telephone line (for example noise or cross talk). If the error reoccurs frequently, contact your service representative.

The machine failed to detect the size of the original. Place originals again, and then press

{{{{Start}}}}

the

There is a problem with the fax. Record the code number shown in the disp lay and contact your servic e representative. The copy function will still work normally.

If you press standby mode and starts transmitting the pages that have been stored.

The paper output tray is full. Remove paper from the tray indicated in the display.

key.

[Exit]

, the machine returns to

Page 94

Troubleshooting

Message Causes and solutions

Cannot scan to send fax message as scanner is in use for other function.

Destination list / machine settings are updated. Selected destinations or function set-

The Copy or Document Server function is in use. To cancel the job in process, do th e following, and then try faxing again.

Press [Exit], and then press the {{{{Copy}}}} or {{{{Doc- ument Server}}}} key. Next press the {{{{Clear/Stop}}}} key. When the message “

pressed.Stop copying?

[Stop] key was

[Stop]

” or “

key was pressed. Stop storing?

appears, press [Stop].

Wait with the main power switch on. The machine will enter standby mode after it exits from RDS mode.

”

tings have been cleared. Please re-select the settings.

Check whether there are any network problems.

[13-10]

Check whether there are any network problems.

[13-11]

Check whether there are any network problems.

[13-17]

Check whether there are any network problems.

[13-18]

Check if the alias telephone number is correctly programmed.

• Check the alias telephone number is correctly programmed using the Web browser. See the Web browser's Help.

• Consult your network administrator.

Cannot access gatekeeper.

• Use your Web browser to check the gatekeeper address is correctly programmed. See the Web browser's Help.

• Consult your network administrator.

Registering of user name is rejected by SIP server.

• Use your Web browser to check the SIP server address and user name are correctly programmed. See the Web browser's Help.

• Consult your network administrator.

Cannot access to SIP server.

• Use your Web browser to check the SIP server address is correctly programmed. See the Web browser's Help.

• Consult your network administrator.

Page 95

Error Messages and Their Meanings

Message Causes and solutions

Check whether there are any network problems.

[14-01]

Cannot find the DNS server, SMTP server or folder for transfer.

• Check the DNS server is correctly programmed using the Web browser. See the Web browser's Help.

• Check the SMTP server's IP address and host name are correctly programmed using the Web browser. See the Web browser's Help.

• Check that the login user ID and password for folder authentication in Authentication Information are correctly programmed. See “Registering a Folder”, General Settings Guide.

• Check the SMTP server is correctly programmed using the Web browser. See the Web browser's Help.

• Check the folder for transfer is correctly specified.

• Check the PC in which the folder for transfer is specified is operating correctly.

• Check the LAN cable is correctly connected to the machine. See “Connection and Setup”, Network Guide.

• Consult your network administrator.

Page 96

Troubleshooting

Message Causes and solutions

Check whether there are any network problems.

[14-09]

Check whether there are any network problems.

[14-33]

Check whether there are any network problems.

[

]

15-01

• E-mail transmission was refused by SMTP authentication, POP before SMTP authentication or login authentication of the PC in which the folder for transfer is specified.

• Check the user name and password for SMTP authentication or POP before SMTP authentication are correctly programmed from File Transfer under System Settings. See “Connection and Setup”, Network Guide. You can also use the Web browser for confirmation. See the Web browser's Help.

• Check the user name and password of the e-mail account are correctly programmed from File Transfer under System Settings. See “Connection and Setup”, Network Guide. You can also use the Web browser for confirmation. See the Web browser's Help.

• First confirm the configuration values of the folder destination for transfer, in the Program/Change/Delete Address Book under System Settings. Then check that the login user ID and password for folder authentication in Authentication Information are correctly programmed. See “Register- ing a Folder”, General Settings Guide.

• Check the folder for transfer is correctly specified.

• Check the PC in which folder for transfer is specified is correctly operated.

• Consult your network administrator.

No machine's e-mail address is programmed.

• Check the machine's e-mail address is correctly programmed from File Transfer under System Settings. See “Connection and Setup”, Network Guide. You can also use the Web browser for confirmation. See the Web browser's Help.

• Consult your network administrator.

No POP3/IMAP4 server's address is programmed.

• Check the host name or IP address of the POP3/IMAP4 server is correctly programmed using the Web browser. See the Web browser's Help.

• Consult your network administrator.

Page 97

Error Messages and Their Meanings

Message Causes and solutions

Check whether there are any network problems.

[15-02]

Check whether there are any network problems.

[15-03]

Check whether there are any network problems.

[15-11]

Check whether there are any network problems.

[

]

15-12

Cannot log on to the POP3/IMAP4 server.

• Check the user name and password of the email account are correctly programmed from File Transfer under System Settings. See “Connection and Setup”, You can also use the Web browser for confirmation. See the Web browser's Help.

• Consult your network administrator.

No machine's e-mail address is programmed.

• Consult your network administrator.

Cannot find the DNS server or POP3/IMAP4 server.

• Check the DNS server's IP address is correctly programmed using the Web browser. See the Web browser's Help.

• Check the DNS server is correctly programmed using the Web browser. See the Web browser's Help.

• Check the host name or IP address of the POP3/IMAP4 server is correctly programmed using the Web browser. See the Web browser's Help.

• Check the POP3/IMAP4 server is correctly programmed using the Web browser. See the Web browser's Help.

• Check the LAN cable is correctly connected to the machine.

• Consult your network administrator.

Cannot log on to the POP3/IMAP4 server.

• Check the user name and password for POP before SMTP authentication are correctly programmed from File Transfer under System Settings. See “Connection and Setup”, Network Guide. You can also use the Web browser for confirmation. See the Web browser's Help.

• Consult your network administrator.

Network Guide

Page 98

Troubleshooting

----Out of paper display message

If the paper tray runs out of paper, “ appears on the display, asking you to add more paper.

Note

❒ If there is paper left in the other paper trays, you can receive messages as usu-

al, even if the message appears on the display.

❒ You can turn this function on or off with the User Parameters. See p.164 “User

Parameters”, Facsimile Reference <Advanced Features> (switch 05, bit 7).

No paper. Load it, then press [Exit].

”

----Network error display message

Check whether there are any network problems.

If the “

pears, the machine is not correctly connected to the network or the settings of the machine is not correct. If you do not need to connect the machine to the network, you can select so that the message disappear and the key goes out with User Parameters. See p.164 “User Parameters”, Facsimile Reference <Advanced Features> (switch 21, bit 6).

Note

❒ When you restart connecting the machine to the network, make sure to set

“Display” with User Parameters.

” message ap-

Page 99

Solving Problems

This table lists some common problems and their solutions.

Problem Causes and solutions Reference

Image background appears dirty when received at the other end. Images from the back page appear.

Printed or sent image contains spots.

Received image is too light. Request the sender to increase

The machine failed to print received fax messages.

Message appears blank at the other end.

Both transmission and receiving are impossible.

Adjust scan density. p.30 “Image Density (Con-

The ADF or exposure glass is dirty. Clean them.

Make sure that ink or correction fluid is dry before placing originals.

image density.

When using moist, rough, or processed paper, the printed image may be partly invisible. Only use recommended paper.

When D appears on the display, toner is beginning to run out. Replace the toner cartridge soon.

If this happened when the receive file indicator was lit, a problem such as run out of paper or toner might disable printing.

Store has been selected for Reception File Setting. Print the fax messages using a Web browser or the Print Stored RX File function.

When B is lit, load paper into the tray.

The original was placed upside down. Place it properly.

Make sure that the modular cord is correctly connected.

The terminal adaptor setting is incorrect. Check the setting.

trast)”

“Maintaining Your Machine”,

General Settings Guide

---

“Copy Paper”,

tings Guide

“DAdding Toner”,

Settings Guide

p.84 “Substitute Reception”,

Facsimile Reference <Advanced Features>

p.123 “Printing fax information using a Web browser”,

Facsimile Reference <Advanced Features>

p.34 “Printing Received and Stored Documents”,

Reference <Advanced Features>

“Loading Paper”,

tings Guide

p.11 “Placing Originals”

p.199 “Connecting the Machine to a Telephone Line and Telephone”,

ence <Advanced Features>

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Solving Problems

General Set-

General

Facsimile

General Set-

Facsimile Refer-

Page 100

Troubleshooting

Problem Causes and solutions Reference

Transmission is possible, though receiving is impossible.

Receiving is possible, though transmission is impossible.

When using On Hook Dial or Manual Dial, “ appears and transmission is not allowed.

LAN-Fax Driver does not work.

Receiving

All fax messages stored in me mo ry ha ve bee n l os t. Th os e messages include ones stored through Memory Transmission/Reception, Confidential Reception, Substitute Reception, or Auto Document.

Transmission failed due to “E.5) Exceeded max. E-mail size” error.

The optional terminal adaptor setting is incorrect. Check the setting.

If the machine fails to detect the size of the original when

”

the {{{{Start}}}} key is pressed, it performs a receiving operation. Press [Scan Area], select the scan area, and then resend the document.

The entered login user name, login password, or driver encryption key is incorrect. Check your login user name, login password, or driver encryption key, and enter them correctly.

A high security level is set by the extended security function. Consult your administrator about appropriate security settings.

When about one hour passes after power of the machine is turned off, all fax messages stored in memory are lost. If any messages have been lost for this reason, a Power Failure Report is automatically printed when the machine is turned on. If fax messages stored for Memory Transmission have been lost, check the destinations and resend the messages. If fax messages received through Memory , Confidential or Substitute Reception have been lost, ask the senders to resend the messages. If Auto Documents have been lost, reprogram them.

If the e-mail size specified on the machine is too large, the Internet Fax document cannot be sent. Set Max. E-mail Size to [Off], or set the maximum email size to a larger value. Then, re-send the document.

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p.13 “Setting a Scan Area”

Ask the administrator.

p.196 “Turning Off the Main Power / When a Power Failure Occurs”, Facsimile Refer-

ence <Advanced Features>

p.147 “E-mail Settings”, Facsimile Reference <Advanced Features>

Ricoh 3232 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual