Ricoh Aficio MP 301SPF Owner's Manual
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 "Read This First" before using the
machine.
For information not in this manual, refer to
the HTML/PDF files on the supplied
CD-ROM.
Appendix
Troubleshooting
Adding Paper and Toner
Web Image Monitor
Document Server
Scan
Print
Fax
Copy
Getting Started
What You Can Do with This Machine
User Guide
TABLE OF CONTENTS
How to Read the Manuals.................................................................................................................................6
Symbols Used in the Manuals.......................................................................................................................6
Model-Specific Information...............................................................................................................................7
Names of Major Features..................................................................................................................................8
1. What You Can Do with This Machine
I Want to Save Paper.........................................................................................................................................9
I Want to Convert Documents to Electronic Formats Easily..........................................................................10
I Want to Register Destinations.......................................................................................................................11
I Want to Operate the Machine More Effectively.........................................................................................12
You Can Customize the [Home] Screen as You Like.....................................................................................13
You Can Make Copies Using Various Functions...........................................................................................14
You Can Print Data Using Various Functions.................................................................................................15
You Can Utilize Stored Documents.................................................................................................................16
You Can Send and Receive Faxes without Paper.........................................................................................17
You Can Send and Receive Faxes Using the Internet...................................................................................19
You Can Use the Facsimile and the Scanner in a Network Environment....................................................21
You Can Prevent Information Leakage (Security Functions).........................................................................22
You Can Monitor and Set the Machine Using a Computer.........................................................................23
You Can Prevent an Unauthorized Copy.......................................................................................................24
2. Getting Started
Guide to Names and Functions of Components............................................................................................25
Guide to Components (mainly Europe).................................................................................25
Guide to Components (mainly Asia)......................................................................................27
Guide to Components (mainly North America)....................................................................30
Guide to Functions of the Machine's Options................................................................................................33
Guide to Functions of the Machine's External Options (mainly Europe)............................33
Guide to Functions of the Machine's External Options (mainly Asia).................................34
Guide to Functions of the Machine's External Options (mainly North America)................34
Guide to the Names and Functions of the Machine's Control Panel...........................................................35
How to Use the [Home] Screen......................................................................................................................38
Adding Icons to the [Home] Screen...........................................................................................................39
Registering Functions in a Program.................................................................................................................44
Example of Programs...................................................................................................................................46
1
Turning On/Off the Power..............................................................................................................................48
Turning On the Main Power........................................................................................................................48
Turning Off the Main Power........................................................................................................................48
When the Authentication Screen is Displayed...............................................................................................50
User Code Authentication Using the Control Panel..................................................................................50
Logging In Using the Control Panel............................................................................................................50
Logging Out Using the Control Panel.........................................................................................................51
Placing Originals..............................................................................................................................................52
Placing Originals on the Exposure Glass (mainly Europe)..................................................52
Placing Originals on the Exposure Glass (mainly Asia).......................................................52
Placing Originals on the Exposure Glass (mainly North America)......................................53
Placing Originals in the Auto Document Feeder.......................................................................................54
3. Copy
Basic Procedure................................................................................................................................................55
Auto Reduce/Enlarge......................................................................................................................................57
Duplex Copying...............................................................................................................................................59
Specifying the Original and Copy Orientation.........................................................................................61
Combined Copying.........................................................................................................................................62
One-Sided Combine...................................................................................................................................63
Two-Sided Combine....................................................................................................................................64
Copying onto Custom Size Paper from the Bypass Tray..............................................................................67
Copying onto Envelopes.................................................................................................................................68
Sort....................................................................................................................................................................70
Changing the Number of Sets....................................................................................................................70
Storing Data in the Document Server.............................................................................................................72
4. Fax
Basic Procedure for Transmissions (Memory Transmission)..........................................................................73
Sending Originals Using the Exposure Glass (Memory Transmission)...................................................74
Registering a Fax Destination......................................................................................................................75
Deleting a Fax Destination..........................................................................................................................76
Transmitting while Checking Connection to Destination (Immediate Transmission)...................................78
Sending Originals Using the Exposure Glass (Immediate Transmission)................................................79
Canceling a Transmission................................................................................................................................80
2
Canceling a Transmission Before the Original Is Scanned......................................................................80
Canceling a Transmission While the Original Is Being Scanned.............................................................80
Canceling a Transmission After the Original Is Scanned (While a Transmission Is in Progress)...........81
Canceling a Transmission After the Original Is Scanned (Before a Transmission Is Started)................81
Sending at a Specific Time (Send Later)........................................................................................................83
Storing a Document.........................................................................................................................................84
Sending Stored Documents.........................................................................................................................85
Printing the Journal Manually..........................................................................................................................87
5. Print
Quick Install......................................................................................................................................................89
Displaying the Printer Driver Properties..........................................................................................................90
Standard Printing..............................................................................................................................................91
When Using the PCL 6 Printer Driver..........................................................................................................91
Locked Print.......................................................................................................................................................92
Sending a Locked Print File.........................................................................................................................92
Printing a Locked Print File Using the Control Panel..................................................................................92
Hold Print..........................................................................................................................................................94
Sending a Hold Print File.............................................................................................................................94
Printing a Hold Print File Using the Control Panel.....................................................................................94
Stored Print........................................................................................................................................................96
Sending a Stored Print File..........................................................................................................................96
Printing a Stored Print File Using the Control Panel...................................................................................97
6. Scan
Basic Procedure When Using Scan to Folder................................................................................................99
Creating a Shared Folder on a Computer Running Windows/Confirming a Computer's Information.....
....................................................................................................................................................................100
Registering an SMB Folder.......................................................................................................................102
Deleting an SMB Registered Folder.........................................................................................................105
Entering the Path to the Destination Manually........................................................................................105
Basic Procedure for Sending Scan Files by E-mail......................................................................................107
Registering an E-mail Destination.............................................................................................................108
Deleting an E-mail Destination.................................................................................................................109
Entering an E-mail Address Manually.....................................................................................................110
3
Basic Procedure for Storing Scan Files........................................................................................................111
Checking a Stored File Selected from the List.........................................................................................112
Specifying the File Type................................................................................................................................113
Specifying Send Settings...............................................................................................................................114
7. Document Server
Storing Data...................................................................................................................................................115
Printing Stored Documents............................................................................................................................117
8. Web Image Monitor
Displaying Top Page.....................................................................................................................................119
Viewing Received Fax Documents Using Web Image Monitor.................................................................121
9. Adding Paper and Toner
Loading Paper into Paper Trays...................................................................................................................123
Loading Paper into Tray 1........................................................................................................................123
Loading Paper into Trays 2 and 3...........................................................................................................124
Loading Paper into the Bypass Tray.............................................................................................................127
Settings to Use the Bypass Tray under the Printer Function....................................................................129
Loading Orientation-Fixed Paper or Two-Sided Paper..............................................................................132
Recommended Paper Sizes and Types........................................................................................................135
Thick Paper.................................................................................................................................................138
Envelopes...................................................................................................................................................139
Adding Toner.................................................................................................................................................142
Sending Faxes or Scanned Documents When Toner Has Run Out......................................................143
Disposing of Used Toner...........................................................................................................................144
10. Troubleshooting
Indicators........................................................................................................................................................145
When an Indicator for the [Check Status] Key Is Lit....................................................................................146
Panel Tone......................................................................................................................................................148
When You Have Problems Operating the Machine...................................................................................149
When Messages Are Displayed on the Control Panel...............................................................................154
Messages Displayed When Using the Copy/Document Server Function...........................................154
Messages Displayed When Using the Facsimile Function.....................................................................156
Messages Displayed When Using the Printer Function..........................................................................169
Messages Displayed When Using the Scanner Function......................................................................182
4
When Messages Are Displayed on Your Computer Screen.....................................................................197
Messages Displayed When Using the Scanner Function......................................................................197
11. Appendix
Trademarks.....................................................................................................................................................203
INDEX...........................................................................................................................................................205
5
How to Read the Manuals
Symbols Used in the Manuals
This manual uses the following symbols:
Indicates points to pay attention to when using the machine, and explanations of likely causes of paper
misfeeds, damage to originals, or loss of data. Be sure to read these explanations.
Indicates supplementary explanations of the machine's functions, and instructions on resolving user
errors.
This symbol is located at the end of sections. It indicates where you can find further relevant information.
[ ]
Indicates the names of keys on the machine's display or control panels.
Indicates instructions stored in a file on a provided CD-ROM.
(mainly Europe and Asia), (mainly Europe), or (mainly Asia)
(mainly North America)
Differences in the functions of Region A and Region B models are indicated by two symbols. Read the
information indicated by the symbol that corresponds to the region of the model you are using. For
details about which symbol corresponds to the model you are using, see p.7 "Model-Specific
Information".
6
Model-Specific Information
CMR015
This section explains how you can identify the region your machine belongs to.
There is a label on the rear of the machine, located in the position shown below. The label contains
details that identify the region your machine belongs to. Read the label.
The following information is region-specific. Read the information under the symbol that corresponds to
the region of your machine.
(mainly Europe and Asia)
If the label contains the following, your machine is a region A model:
• CODE XXXX -27, -29
• 220–240 V
(mainly North America)
If the label contains the following, your machine is a region B model:
• CODE XXXX -17
• 120–127 V
• Dimensions in this manual are given in two units of measure: metric and inch. If your machine is a
Region A model, refer to the metric units. If your machine is a Region B model, refer to the inch
units.
• If your machine is a region A model and "CODE XXXX -27" is printed on the label, see
" (mainly Europe)".
• If your machine is a region A model and "CODE XXXX -29" is printed on the label, see
" (mainly Asia)".
7
Names of Major Features
In this manual, major features of the machine are referred to as follows:
• Auto Document Feeder ADF
8
1. What You Can Do with This Machine
BRL059S
You can search for a description by what you want to do.
I Want to Save Paper
Printing multi-page documents on both sides of sheets (Duplex Copy)
See "Duplex Copying", Copy/ Document Server .
Printing multi-page documents and received faxes on a single sheet (Combine (Copier/Fax))
See "Combined Copying", Copy/ Document Server .
See "Combine Two Originals", Fax .
Printing received faxes on both sides of sheets (2 Sided Print)
See "Two-Sided Printing", Fax .
Converting received faxes to electronic formats (Paperless Fax)
See "Confirming/Printing/Deleting Received and Stored Documents", Fax .
Sending files from the computer without printing them (LAN-Fax)
See "Sending Fax Documents from Computers", Fax .
Checking how much paper is saved ([Information] screen)
See "How to Use the [Information] Screen", Getting Started .
9
BQX138S
1. What You Can Do with This Machine
I Want to Convert Documents to Electronic Formats Easily
Sending scan files
See "Basic Procedure for Sending Scan Files by E-mail", Scan .
Sending the URL of the folder in which scan files are stored
See "Sending the URL by E-mail", Scan .
Storing scan files in a shared folder
See "Basic Procedure When Using Scan to Folder", Scan .
Storing scan files on media
See "Basic Procedure for Saving Scan Files on a Removable Memory Device", Scan .
Converting transmitted faxes to electronic formats and sending them to a computer
See "Overview of Folder Transmission Function", Fax .
Managing and using documents converted to electronic formats (Document Server)
See "Relationship between Document Server and Other Functions", Copy/ Document Server .
10
I Want to Register Destinations
BRL060S
I Want to Register Destinations
Using the control panel to register destinations in the Address Book
See "Registering Entered Destinations to the Address Book", Fax .
See "Registering a destination in the address book manually", Scan .
Using Web Image Monitor to register destinations from a computer
See "Registering Internet Fax Destination Information Using Web Image Monitor", Fax .
Downloading destinations registered in the machine to the LAN-Fax driver destination list
See "Using the machine's Address Book as the LAN-Fax destination list", Fax .
11
BQX139S
1. What You Can Do with This Machine
I Want to Operate the Machine More Effectively
Registering and using frequently-used settings (Program)
See "Registering Functions in a Program", Convenient Functions .
Registering frequently-used settings as initial settings (Program as Defaults (Copier/Document
Server/Fax/Scanner))
See "Changing the Default Functions of the Initial Screen", Convenient Functions .
Registering frequently-used printing settings to the printer driver
See "Using One Click Presets", Print .
Changing the initial settings of the printer driver to frequently-used printing settings
See "Displaying the Printing Preferences Dialog Box", Print .
Adding shortcuts to frequently used programs or Web pages
See "Adding Icons to the [Home] Screen", Convenient Functions .
Changing the order of the function and shortcut icons
See "Changing the Order of Icons on the [Home] Screen", Convenient Functions .
12
CMQ001
You Can Customize the [Home] Screen as You Like
You Can Customize the [Home] Screen as You
Like
The icons of each function are displayed on the [Home] screen.
• You can add shortcuts to often used programs or Web pages to the [Home] screen. The programs
or Web pages can be recalled easily by pressing the shortcut icons.
• You can display only the icons of functions and shortcuts that you use.
• You can change the order of the function and shortcut icons.
• For details about the features on the [Home] screen, see "How to Use the [Home] Screen", Getting
Started .
13
CMQ002
1. What You Can Do with This Machine
You Can Make Copies Using Various Functions
• You can reduce or enlarge the copy image. With the Auto Reduce/Enlarge function, the machine
automatically calculates the reproduction ratio based on the sizes of the originals and the paper
you have specified.
• Copier functions such as Duplex and Combine allow you to save on paper by copying multiple
pages onto single sheets.
• You can copy onto various types of paper such as envelopes and OHP transparencies.
• You can sort copies.
• See Copy/ Document Server .
14
CMQ004
You Can Print Data Using Various Functions
You Can Print Data Using Various Functions
• This machine supports network and local connections.
• You can send PDF files directly to the machine for printing, without having to open a PDF
application.
• You can print or delete print jobs stored on the machine's hard disk, which have been previously
sent from computers using the printer driver. The following types of print jobs can be selected:
Sample Print, Locked Print, Hold Print, and Stored Print.
• You can collate printed paper.
• You can print files stored on a removable memory device and specify print conditions such as print
quality and print size.
• See Print .
15
CJQ603
1. What You Can Do with This Machine
You Can Utilize Stored Documents
You can store files scanned in copier, facsimile, printer, or scanner mode on the machine's hard disk.
With Web Image Monitor, you can use your computer to search for, view, print, delete, and send
stored files via the network. You can also change print settings and print multiple documents (Document
Server).
• You can retrieve stored documents scanned in scanner mode to your computer.
• Using the file format converter, you can download documents stored in copier, Document Server,
or printer mode to your computer.
• For details about the Document Server in copier mode and how to use the Document Server, see
"Storing Data in the Document Server" and "Document Server", Copy/ Document Server .
• For details about the Document Server in printer mode, see "Saving and Printing Using the
Document Server", Print .
• For details about the Document Server in fax mode, see "Storing a Document", Fax .
• For details about the Document Server in scanner mode, see "Storing and Saving the Scanned
Documents", Scan .
16
CJQ604
You Can Send and Receive Faxes without Paper
You Can Send and Receive Faxes without
Paper
Reception
You can store and save received fax documents as electronic formats in the machine's hard disk
without printing them.
You can use Web Image Monitor to check, print, delete, retrieve, or download documents using
your computer (Storing received documents).
• See "Confirming/Printing/Deleting Received and Stored Documents", Fax .
Transmission
You can send a fax from your computer over the network (Ethernet or wireless LAN) to this
machine, which then forwards the fax via its telephone connection (LAN-Fax).
17
CJQ605
1. What You Can Do with This Machine
• To send a fax, print from the Windows application you are working with, select LAN-Fax as
the printer, and then specify the destination.
• You can also check the sent image data.
• For details about the machine's settings, see "Network Settings Requirements", Connecting the
Machine/ System Settings .
• For details about how to use the function, see "Fax via Computer", Fax .
18
xxx@xxx.com
xxx.xxx.xxx.xxx
xxx@xxx.com
xxx.xxx.xxx.xxx
xxx@xxx.com
xxx.xxx.xxx.xxx
xxx@xxx.com
xxx.xxx.xxx.xxx
CJQ606
You Can Send and Receive Faxes Using the Internet
You Can Send and Receive Faxes Using the
Internet
E-mail Transmission and Reception
This machine converts scanned document images to e-mail format, and transmits and receives this
data over the Internet.
• To send a document, specify an e-mail address instead of dialing the destination telephone
number (Internet Fax and e-mail transmission).
• This machine can receive e-mail messages via Internet Fax or from computers (Internet Fax
Reception and Mail to Print).
• Internet Fax compatible machines and computers that have e-mail addresses can receive email messages via Internet Fax.
IP-Fax
The IP-Fax function sends or receives documents between two facsimiles directly via a TCP/IP
network.
• To send a document, specify an IP address or host name instead of a fax number (IP-Fax
Transmission).
• This machine can receive documents sent via Internet Fax (IP-Fax Reception).
• Using a VoIP gateway, this machine can send to G3 facsimiles connected to the public
switched telephone network (PSTN).
• For details about settings, see "Network Settings Requirements", Connecting the Machine/ System
Settings .
19
1. What You Can Do with This Machine
• For details about how to transmit and receive documents over the Internet, see "Transmission" and
"Reception", Fax .
20
CJQ607
You Can Use the Facsimile and the Scanner in a Network Environment
You Can Use the Facsimile and the Scanner in
a Network Environment
• You can send scan files to a specified destination using e-mail (Sending scan files by e-mail).
• You can send scan files directly to folders (Sending scan files by Scan to Folder).
• You can use this machine as a delivery scanner for the ScanRouter delivery software*1 (Network
delivery scanner). You can save scan files in the delivery server or send them to a folder in a
computer on the same network.
• You can use Web Services on Devices (WSD) to send scan files to a client computer.
The ScanRouter delivery software is no longer available for sale.
*1
• See Fax , Scan , or Connecting the Machine/ System Settings .
21
CJQ608
1. What You Can Do with This Machine
You Can Prevent Information Leakage (Security Functions)
• You can protect documents from unauthorized access and stop them from being copied without
permission.
• You can control the use of the machine, as well as prevent machine settings from being changed
without authorization.
• By setting passwords, you can prevent unauthorized access via the network.
• You can erase or encrypt the data on the hard disk to prevent the information from leaking out.
• You can limit the volume of the usage of the machine for each user.
• See Security Guide .
22
CJQ609
You Can Monitor and Set the Machine Using a Computer
You Can Monitor and Set the Machine Using a
Computer
Using Web Image Monitor, you can check the machine's status and change the settings.
You can check which tray is running out of paper, register information in the Address Book, specify the
network settings, configure and change the system settings, manage jobs, print the job history, and
configure the authentication settings.
• See Connecting the Machine/ System Settings or Web Image Monitor Help.
23
CJQ613
1. What You Can Do with This Machine
You Can Prevent an Unauthorized Copy
You can print embedded pattern on paper to prevent them from being copied.
• Using the printer driver, you can embed a pattern in the printed document. If the document is
copied on a machine with the Copy Data Security unit, protected pages are grayed out in the
copy, preventing confidential information from being copied. Protected fax messages are grayed
out before being transmitted or stored. If a document protected by unauthorized copy guard is
copied on a machine that is equipped with the Copy Data Security unit, the machine beeps to
notify users that unauthorized copying is being attempted.
If the document is copied on a machine without the Copy Data Security Unit, the hidden text
becomes conspicuous in the copy, showing that the copy is unauthorized.
• Using the printer driver, you can embed text in the printed document for unauthorized copy
prevention. If the document is copied, scanned, or stored in a Document Server by a copier or
multifunction printer, the embedded text appears conspicuous in the copy, discouraging such
unauthorized copying.
• For details, see the printer driver Help, Print , and Security Guide .
24
2. Getting Started
CMR001
1
2
3
4
5
6
7
8
9
10
This chapter describes how to start using this machine.
Guide to Names and Functions of Components
Guide to Components (mainly Europe)
• Do not obstruct the ventilation holes by placing objects near them or leaning things against them. If
the machine overheats, a fault might occur.
Front and left view
1. Exposure glass cover or ADF
(The illustration shows the ADF.)
Lower the exposure glass cover or the ADF over originals placed on the exposure glass.
If you load a stack of originals in the ADF, the ADF will automatically feed the originals one by one.
2. Extenders
3. Control panel
4. Internal tray
Raise these extenders to support large paper.
See p.35 "Guide to the Names and Functions of the Machine's Control Panel".
Copied/printed paper and fax messages are delivered here.
25
CMR002
1
2
3
4
5
6
2. Getting Started
5. Front cover
Open to access the inside of the machine.
6. Paper tray
Load paper here.
7. Paper tray unit (Tray 2 and Tray 3)
Load paper here.
8. Main power switch
To operate the machine, the main power switch must be on. If it is off, turn the switch on.
9. Ventilation holes
Prevent overheating.
10. Internal tray guide
Open out and raise the end fence to support large paper.
Front and right view
1. Exposure glass
Place originals face down here.
2. Right cover
Open this cover to remove jammed paper fed from the paper tray.
3. Bypass tray
Use to copy or print on OHP transparencies and label paper (adhesive labels).
4. Paper guides
When loading paper in the bypass tray, align the paper guides flush against the paper.
5. Extender
Pull this extender out when loading paper in the bypass tray.
26
6. Lower right cover
CMR016
1
Open this cover when a paper jam occurs.
Rear and left view
Guide to Names and Functions of Components
1. Ventilation holes
Prevent overheating.
Guide to Components (mainly Asia)
• Do not obstruct the ventilation holes by placing objects near them or leaning things against them. If
the machine overheats, a fault might occur.
27
CMR001
1
2
3
4
5
6
7
8
9
10
2. Getting Started
Front and left view
1. ADF
Lower the ADF over originals placed on the exposure glass.
If you load a stack of originals in the ADF, the ADF will automatically feed the originals one by one.
2. Extenders
Raise these extenders to support large paper.
3. Control panel
See p.35 "Guide to the Names and Functions of the Machine's Control Panel".
4. Internal tray
Copied/printed paper and fax messages are delivered here.
5. Front cover
Open to access the inside of the machine.
6. Paper tray
Load paper here.
7. Paper tray unit (Tray 2 and Tray 3)
Load paper here.
8. Main power switch
To operate the machine, the main power switch must be on. If it is off, turn the switch on.
9. Ventilation holes
Prevent overheating.
10. Internal tray guide
Open out and raise the end fence to support large paper.
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