Ricoh AFICIO MP 4500, AFICIO MP 3500 User Manual

Operating Instructions

Troubleshooting

When the Machine Does Not Operate As Wanted

1

Troubleshooting When Using the Copy Function

2

Troubleshooting When Using the Facsimile Function

3

Troubleshooting When Using the Printer Function

4

Troubleshooting When Using the Scanner Function

5

Adding Paper, Toner and Staples

6

Clearing Misfeeds

7

Remarks

8

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 "About This Machine" before using the machine.

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.

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.

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.

Depending on which country you are in, certain units may be optional. For details, please contact your
local dealer.

Caution:

Use of controls or adjustments or performance of procedures other than those specified in this manual
might result in hazardous radiation exposure.

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

For good copy quality, the supplier recommends that you use genuine toner from the supplier.

The supplier shall not be responsible for any damage or expense that might result from the use of parts
other than genuine parts from the supplier with your office products.

Power Source

220-240 V, 50/60 Hz, 8 A or more.

Please be sure to connect the power cord to a power source as shown above. For details about power
source, see p.109 “Power Connection”.

Manuals for This Machine

Refer to the manuals that are relevant to what you want to do with the machine.

Important

❒ Media differ according to manual.

❒ The printed and electronic versions of a manual have the same contents.

❒ Adobe Acrobat Reader/Adobe Reader must be installed in order to view the

manuals as PDF files.

❒ Depending on which country you are in, there may also be html manuals. To

view these manuals, a Web browser must be installed.

❖ About This Machine

Be sure to read the Safety Information in this manual before using the machine.
This manual provides an introduction to the functions of the machine. It also
explains the control panel, preparation procedures for using the machine,
how to enter text, and how to install the CD-ROMs provided.

❖ General Settings Guide

Explains User Tools settings, and Address Book procedures such as register­ing fax numbers, e-mail addresses, and user codes. Also refer to this manual
for explanations on how to connect the machine.

❖ Troubleshooting

Provides a guide to solving common problems, and explains how to replace
paper, toner, and other consumables.

❖ Security Reference

This manual is for administrators of the machine. It explains security func­tions that the administrators can use to protect data from being tampered
with, 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.

❖ Copy/Document Server Reference

Explains Copier and Document Server functions and operations. Also refer to
this manual for explanations on how to place originals.

❖ Facsimile Reference

Explains Facsimile functions and operations.

❖ Printer Reference

Explains Printer functions and operations.

❖ Scanner Reference

Explains Scanner functions and operations.

i

❖ Network Guide

Explains how to configure and operate the machine in a network environ­ment, and use the software provided.
This manual covers all models, and includes descriptions of functions and
settings that might not be available on this machine. Images, illustrations, and
information about operating systems that are supported might also differ
slightly from those of this machine.

❖ Other manuals

• Quick Reference Copy Guide

• Quick Reference Fax Guide

• Quick Reference Printer Guide

• Quick Reference Scanner Guide

• PostScript3 Supplement

•UNIX Supplement

• Manuals for DeskTopBinder Lite

• DeskTopBinder Lite Setup Guide

• DeskTopBinder Introduction Guide

•Auto Document Link Guide

Note

❒ Manuals provided are specific to machine types.

❒ For “UNIX Supplement”, please visit our Web site or consult an authorized

dealer.

❒ “PostScript3 Supplement” and “UNIX Supplement” include descriptions of

functions and settings that might not be available on this machine.

ii

TABLE OF CONTENTS

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

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

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

1. When the Machine Does Not Operate As Wanted

Indicators................................................................................................................3

When the Function Status Indicator Lights Up in Red.......................................4

When You Have Problems Operating the Machine.............................................5

When a Job Is Not Performed.............................................................................10

2. Troubleshooting When Using the Copy Function

When a Message Is Displayed............................................................................15

When You Cannot Make Clear Copies ............................................................... 18

When You Cannot Make Copies As Wanted ..................................................... 20

When Memory Is Full ...............................................................................................24

3. Troubleshooting When Using the Facsimile Function

Adjusting the Volume ..........................................................................................25

When a Message Is Displayed............................................................................27

When You Cannot Send or Receive Fax Messages As Wanted...................... 35

When You Need to Cancel a Transmission .............................................................38

When an Error Report Is Printed ........................................................................39

Turning Off the Main Power / In the Event of Power Failure............................40

When an Error Occurs Using Internet Fax ........................................................41

Error Mail Notification...............................................................................................41

Error Report (E-Mail)................................................................................................41

Server-Generated Error E-mail ................................................................................41

4. Troubleshooting When Using the Printer Function

When You Cannot Connect to the USB Interface .............................................43

When a Message Is Displayed during Installation............................................ 44

For Windows 95 / 98 / Me, Windows 2000 and Windows NT 4.0 ............................44

For Windows XP Professional and Windows Server 2003 ......................................44

For Windows XP Home Edition................................................................................45

When a Message Is Displayed............................................................................46

Status Messages......................................................................................................46

Alert Messages ........................................................................................................47

Checking the Error Log ............................................................................................49

When You Cannot Print.......................................................................................50

When the Data In Indicator Does Not Light Up or Flash ..........................................52

Other Printing Problems ..................................................................................... 53

iii

5. Troubleshooting When Using the Scanner Function

When Scan Results Are Not As Expected .........................................................59

When You Cannot Send Scanned Files.............................................................60

When Stored Files Cannot Be Accessed .................................................................60

When You Cannot Browse the Network to Send a Scan File ..................................60

When the TWAIN Driver Cannot Be Started ............................................................60

When Stored Files Cannot Be Edited ......................................................................61

When the Network Delivery Function Cannot Be Used ...........................................61

Operation Is Not Possible When Messages Appear ................................................ 61

When a Message Is Displayed............................................................................62

When a Message Is Displayed on the Control Panel...............................................62

When a Message Is Displayed on the Client Computer...........................................69

6. Adding Paper, Toner and Staples

Loading Paper ......................................................................................................73

Loading Paper into Paper Trays ..............................................................................73

Loading Paper into the Large Capacity Tray (Optional)...........................................74

Changing the Paper Size.....................................................................................77

Changing the Paper Size in the Paper Trays...........................................................77

Adding Toner........................................................................................................81

Removing Toner.......................................................................................................82

Inserting Toner .........................................................................................................82

Sending Fax Messages When Toner Has Run Out .................................................83

Adding Staples.....................................................................................................84

1000-Sheet Finisher.................................................................................................84

2 Tray Finisher .........................................................................................................85

Booklet Finisher .......................................................................................................86

Booklet Finisher (Saddle Stitch)...............................................................................86

Replacing the Stamp Cartridge .......................................................................... 88

7. Clearing Misfeeds

Removing Jammed Paper ...................................................................................91

Locating Jammed Paper ..........................................................................................92

When A Is Lit............................................................................................................93

When B Is Lit............................................................................................................93

When C Is Lit............................................................................................................94

When D Is Lit............................................................................................................95

When E Is Lit............................................................................................................95

When P Is Lit............................................................................................................96

When U Is Lit............................................................................................................97

When R Is Lit............................................................................................................98

When Y Is Lit..........................................................................................................100

When Z Is Lit .......................................................................................................... 100

Removing Jammed Staples ..............................................................................101

1000-Sheet Finisher...............................................................................................101

2 Tray Finisher ....................................................................................................... 102

Booklet Finisher .....................................................................................................103

Booklet Finisher (Saddle Stitch).............................................................................104

Removing Punch Waste ....................................................................................105

iv

8. Remarks

Where to Put Your Machine ..............................................................................107

Machine Environment ............................................................................................ 107

Moving....................................................................................................................108

Power Connection..................................................................................................109

Access to the Machine ...........................................................................................110

Maintaining Your Machine ................................................................................ 111

Cleaning the Exposure Glass.................................................................................111

Cleaning the Exposure Glass Cover ...................................................................... 112

Cleaning the Auto Document Feeder.....................................................................112

Changing the Photoconductor Unit (PCU) .............................................................113

INDEX....................................................................................................... 114

v

vi

How to Read This Manual

Symbols

This manual uses the following symbols:

Indicates important safety notes.

Ignoring these notes could result in serious injury or death. Be sure to read these
notes. They can be found in the “Safety Information” section of About This Machine.

Indicates important safety notes.

Ignoring these notes could result in moderate or minor injury, or damage to the
machine or to property. Be sure to read these notes. They can be found in the
“Safety Information” section of About This Machine.

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 that appear on the machine’s display panel.

{ }

Indicates the names of keys on the machine’s control panel.

1

2

1. When the Machine Does
Not Operate As Wanted

This chapter describes basic troubleshooting procedures.

Indicators

This section describes the indicators that light when the machine requires the
user to remove misfed paper, or add paper, toner, or staples.

d: Add Staple indicator Appears when staples run out. See p.84 “Adding Sta-

ples”.

D: Add Toner indicator Appears when toner runs out. See p.81 “Adding Toner”.

B: Load Paper indicator Appears when paper runs out. See p.73 “Loading Pa-

per”.

x: Misfeed indicator Appears when a misfeed occurs. See p.91 “Removing

Jammed Paper”.

3

When the Machine Does Not Operate As Wanted

When the Function Status Indicator Lights Up in Red

1

When the function status indicator lights up in red, press the corresponding
function key, and then refer to the following table.

Problem Cause Solution

Documents and reports
do not print out.

Documents and reports
do not print out.

An error has occurred.

The machine is unable to
connect to the network.

The paper output tray is
full.

There is no paper left. Add more paper. See p.73 “Loading Pa-

The function whose indica­tor is lit in red is defective.

A network error has oc­curred.

Remove the prints from the tray.

per”.

Record the code number shown in the
display and contact your service repre­sentative. See “When a Message Is Dis­played” of each chapter.

You can use other functions normally.

• Check the displayed message and
take an appropriate action. See
“When a Message Is Displayed” of
each chapter.

• Check that the machine is correctly
connected to the network, and that
the machine is correctly set. See
“Network Settings”, General Set­tings Guide.

• Contact the administrator.

• If the function status indicator is still
lit in red even after trying to solve
the problem as described here, con­tact your service representative.

Reference

p.15 “Troubleshooting When Using the Copy Function”

p.15 “When a Message Is Displayed”

p.25 “Troubleshooting When Using the Facsimile Function”

p.27 “When a Message Is Displayed”

p.43 “Troubleshooting When Using the Printer Function”

p.46 “When a Message Is Displayed”

p.59 “Troubleshooting When Using the Scanner Function”

p.62 “When a Message Is Displayed”

“Network Settings”, General Settings Guide

4

When You Have Problems Operating the Machine

When You Have Problems Operating the
Machine

This section describes common problems and messages.

If other messages appear, follow the instructions displayed.

Important

❒ If you cannot make copies as you want because of paper type, paper size, or

paper capacity problems, use recommended paper. See “Copy Paper”, About
This Machine.

Problem Cause Solution

Please wait.” ap-

“
pears.

Although the copier
screen appears when the
machine is turned on us­ing the main power
switch, it cannot be
switched to another
screen by pressing the
{Facsimile} or {Scanner}
key.

The machine has just
been turned on and the
User Tools screen is dis­played, but the User
Tools menu has items
missing.

This message appears
when you turn on the op­eration switch or change
the toner bottle.

Functions other than the
copier function are not
yet ready.

Functions other than the
copier function are not
yet ready. Time required
varies by function. Func­tions appear in the User
Tools menu when they
become ready for use.

Wait for the machine to get ready.

Wait a little longer.

Wait a little longer.

1

The display is off.

The display is off. The machine is in Energy

The display is off. The operation switch is

Nothing happens when
the operation switch is
turned on.

Memory is full. There are too many

The screen contrast knob is
turned to the dark position.

Saver mode.

turned off.

The main power switch
is turned off.

scanned pages or stored
files: hard disk capacity
is exceeded.

Set the screen contrast knob to the light
position to see the display panel properly.
See “Control Panel”, About This Machine.

Press the {Energy Saver} key to cancel
Energy Saver mode.

Turn on the operation switch.

Turn on the main power switch.

Press [Delete File] to delete unnecessary
documents.

5

When the Machine Does Not Operate As Wanted

Problem Cause Solution

1

The main power indica­tor continues blinking
and does not turn off
when pressed.

Original images are
printed on the reverse
side of the paper.

Misfeeds occur frequently.

Misfeeds occur frequently.

This occurs in the follow­ing cases:

• The exposure glass
cover or ADF is open.

• The machine is com­municating with ex­ternal equipment.

• The hard disk is active.

You have loaded the pa­per incorrectly.

The tray's side fences are
not locked.

The tray's end guide is
not set properly.

Close the exposure glass cover or ADF,
and check if the machine is communicat­ing with a computer.

Load paper correctly. Load paper into
Tray 1-4 with the print side up, and into
the LCT or bypass tray with the print
side down. See p.76 “Orientation-fixed
paper or two-sided paper”.

• Remove the paper. See p.91 “Remov­ing Jammed Paper”.

• Check that the side fences are locked.
See p.77 “Changing the Paper Size”.

• Remove the paper. See p.91 “Remov­ing Jammed Paper”.

• Check that the end guide is set prop­erly. See p.77 “Changing the Paper
Size”.

Misfeeds occur frequently.

An error message re­mains, even if misfed pa­per is removed.

Cannot print in duplex
mode.

Cannot print in duplex
mode.

Cannot print in duplex
mode.

You may have loaded pa­per of a size not shown
on the paper size selector.

When a misfeed message
appears, it remains until
you open and close the
cover as required.

You cannot use paper in
the bypass tray for du­plex printing.

[1 Sided Copy] is selected
for Paper Type: Tray 1-4.

Duplex printing cannot
be done with thick pa­per, OHP transparencies,
or labels selected as the
paper type.

• Remove the paper. See p.91 “Remov­ing Jammed Paper”.

• When using paper of a size that can­not be detected automatically, use
Tray Paper Settings to set the paper
size. See “Tray Paper Size: Tray 1-4”,
General Settings Guide and “Copy
Paper”, About This Machine.

Clear misfed paper, and then open and
close the front cover. See p.91 “Remov­ing Jammed Paper”.

For duplex printing, select Tray 1-4 in
copier mode or with the printer driver.

Select [2 Sided Copy] for Paper Type: Tray
1-4. See “Paper Type: Tray 1-4”, General
Settings Guide.

Select a paper type that allows duplex
printing. See “Paper Type: Tray 1-4”,
General Settings Guide.

The user code entry dis­play appears.

Users are restricted by
user management.

Enter the user code (up to eight digits),
and then press [q].

6

When You Have Problems Operating the Machine

Problem Cause Solution

The Authentication dis­play appears.

You do not have

“

the privileges to
use this func­tion.

“

” appears.

You do not have
the privileges to
use this func­tion.

displayed even though
you have entered a valid
user code.

Authentication failed. The entered login user

Authentication failed. The machine cannot per-

“

” continues to be

The selected
file(s) which you
do not have ac-

Basic Authentication,
Windows Authentica­tion, LDAP Authentica­tion or Integration Server
Authentication is set.

The use of the function is
restricted to authenticat­ed users only.

This user code is not al­lowed to use the function
selected.

name or login password
is not correct.

form authentication.

You have tried to delete
files without the authori­ty to do so.

cess privileges
to could not be
deleted.

” appears.

Enter your login user name and user
password. See “When the Authentica­tion Screen is Displayed”, About This
Machine.

Contact the administrator.

Press the {Energy Saver} key. Confirm
that the display goes off, and then press

{

Energy Saver} key again. The display

the
will return to the user code entry dis­play. When printing under the copier or

{

printer function, press the
key only after printing has finished.

Inquire the user administrator for the cor­rect login user name and login password.

Contact the administrator.

Files can be deleted by the person who
created the file. To delete a file which
you are not authorized to delete, contact
the person who created the file.

Energy Saver}

1

7

When the Machine Does Not Operate As Wanted

❖ Document Server

Problem Cause Solution

1

“

Scanned pages
exceeded max.
number. Do you
want to store the
scanned pages as
a file?

You forgot your pass­word.

You cannot find out what
is stored in a file.

You cannot find out what
is stored in a file.

” appears.

The number of scanned
pages exceeds the capac­ity per file of the Docu­ment Server.

You cannot access a pro­tected file without enter­ing the password.

You may not be able to
ascertain the contents of
a file simply from the file
name.

You may not be able to
ascertain the contents of
a file simply from the file
name.

To store scanned pages as a file, press
[Store File]. Scanned data is stored as a
file in the Document Server. If you do
not want to store scanned pages, press
[No]. Scanned data is deleted.

Contact the administrator.

To delete the files stored in the docu­ment server, select [Delete All Files in Doc-
ument Server]. As this will permanently
delete every single file, make sure the
document server does not contain any
files you want to keep. See “Delete All
Files in Document Server”, General Set­tings Guide.

Check the date or time column in the
Document Server: Select Files to Print
display.

Check document content by printing its
first page. Press the line of the document
in the Document Server: Select Files to
Print display, and then press [Print 1st
Page] followed by the {Start} key.

Memory frequently be­comes full.

You want to check print
quality before making a
large print run.

Original is be-

“

ing scanned by
another func­tion.

” appears.

The document server
memory is full.

You can print a single
copy without specifying
the setting again.

The Copy or Scanner
function is in use.

Delete unnecessary files. On the file se­lection display, select unnecessary files,
and then press [Delete File]. If this does
not increase available memory, do the
following.

• Switch to the scanner display, and
then delete unnecessary files stored
under the scanner function.

• Switch to the printer display, and
then delete unnecessary files stored
under Sample Print, Locked Print,
Hold Print, or Stored Print.

Check print quality by printing out only
the first set using the {Sample Copy} key.

To cancel a job in progress, first press

[Exit], and then press the {Copy} key or
{Scanner} key. Next, press the
{Clear/Stop} key. When the message

[Stop] key was pressed.

“

Stop printing?

[Stop].

” appears, press

8

When You Have Problems Operating the Machine

Note

❒ Using curled paper often causes misfeeds, soiled paper edges, or slipped po-

sitions while performing staple or stack printing. When using curled paper,
take the stiffness out of the paper with your hands to straighten out the curl,
or load the paper up side down. Also, to prevent paper from curling, lay pa­per on a flat surface, and do not lean it against the wall.

Reference

“Control Panel”, About This Machine

“When the Authentication Screen is Displayed”, About This Machine

“Copy Paper”, About This Machine

“Tray Paper Size: Tray 1-4”, General Settings Guide

“Paper Type: Tray 1-4”, General Settings Guide

“Delete All Files in Document Server”, General Settings Guide

1

9

1

When the Machine Does Not Operate As Wanted

When a Job Is Not Performed

If you are not able to carry out your job, it may be that the machine is being used
by another function.

Wait until the current job is completed before trying again. In certain cases, you
can carry out another job using a different function while the current job is being
performed. Performing multiple functions simultaneously like this is called
“Multi-accessing”.

Combination Chart

❖ Function Compatibility

The chart shows Function Compatibility when print priority is set to “Inter­leave”. See “Print Priority”, General Settings Guide.

: Simultaneous operations are possible.

: Operation is enabled when the relevant function key is pressed and remote

switching (of the scanner) is done.

: Operation is enabled when the {Interrupt} key is pressed to interrupt the

preceding operation.

→: Operation is performed automatically once the preceding operation ends.
×: The operation must be started once the preceding operation ends. (Simul-

taneous operations are not possible.)

Function you want to

Function in progress

Copier

10

select

Using the
control panel

Stapling

Sort

Copier

Using the control panel

Stapling

×××

*1 → *1 → *1

*1 → *1 → *1

Sort

Facsimile Printer Scanner

Interrupt Copying

Using the control panel

Copying

*5 *2

Transmission

Using the control panel

Scanning an Original for Memory Transmission

*2

Memory Transmission

*2

*2

Immediate Transmission

Reception

Memory Reception

Print

Data Reception

Printing Received Data

Printing

→

Stapling

Using the control panel

Scanning using the Network TWAIN Scanner

*2 *2

*2 *2

Document Server

Scanning

Using the control panel

Scanning a Document to Store in Document Server

*2 *4 *4 *4

*2

Printing from Document Server

DeskTopBinder

Printing from Document Server

Professional/Lite

Sending a Fax from Document Server

Web Document Server

Printing

When a Job Is Not Performed

Function you want to

select

Function in progress

Using the
control panel

Copying

Interrupt

Copying
Using the control
panel

Scanning an
Original for
Memory
Transmission

Memory
Transmission

Transmission

Immediate

Facsimile

Transmission

Memory Re­ception

Printing Re-

Reception

ceived Data

Data Reception

Sort Print

Stapling

Printer

Print

Using the
control panel

Scanning
using the
Network

Scanner

TWAIN
Scanner

Scanning

Copier

Using the control panel

Stapling

Sort

Facsimile Printer Scanner

Copying

Transmission

Using the control panel

Scanning an Original for Memory Transmission

Interrupt Copying

Using the control panel

Memory Transmission

Immediate Transmission

Reception

Memory Reception

Print

Data Reception

Printing Received Data

Printing

Document Server

Stapling

Using the control panel

Scanning using the Network TWAIN Scanner

Scanning

Using the control panel

Scanning a Document to Store in Document Server

×××× × ЧЧЧЧЧЧ

×××× × → →→ЧЧЧЧЧЧ→ →

×× ×

ЧЧЧЧЧЧЧ × ЧЧЧЧЧЧ

*3 *3 *3 *7

ЧЧЧЧЧЧЧ

*3

×

*3

ЧЧЧЧЧЧ →

*3 *3 *3 *7

*7

×

*7

→→→

→→

→

*5

→→

×××

ЧЧЧЧЧЧЧ × ЧЧЧЧЧЧ

×× × × ××× ×

DeskTopBinder

Professional/Lite

Printing from Document Server

Printing from Document Server

Sending a Fax from Document Server

→

*4 *4 *4

1

Web Document Server

Printing

11

When the Machine Does Not Operate As Wanted

1

Function you want to

Function in progress

Using the
control panel

Scanning a
Document to
Store in Doc­ument Server

Printing

Document Server

from Docu­ment Server

Printing
from Docu­ment Server

Sending a
Fax from
Document
Server

DeskTopBinder

Professional/ Lite

Printing

Web

Document

Server

*1

Simultaneous operations are only possible once the preceding job documents are all
scanned and [NextJob] appears.

*2

You can scan a document once the preceding job documents are all scanned.

*3

Simultaneous operations are only possible with an additional line installed and
when the fax function is not using the line given priority in the facsimile settings.

*4

During stapling, printing automatically starts after the current job.

*5

Stapling is not available.

*6

Simultaneous operations become possible after you press [NextJob].

*7

During parallel reception, any subsequent job is suspended until reception is completed.

select

Copier

Using the control panel

Stapling

Sort

Facsimile Printer Scanner

Copying

Transmission

Using the control panel

Scanning an Original for Memory Transmission

Interrupt Copying

Using the control panel

Memory Transmission

Immediate Transmission

Reception

Memory Reception

Print

Data Reception

Printing Received Data

Printing

Stapling

Using the control panel

Scanning using the Network TWAIN Scanner

Scanning

×× × × ЧЧЧЧЧ

*4

*4

*4

*4

*4

*4

Document Server

Using the control panel

Scanning a Document to Store in Document Server

Printing from Document Server

×××

*6 *6 *6

×

→→

DeskTopBinder

Professional/Lite

Web Document Server

Printing from Document Server

Sending a Fax from Document Server

Printing

×

12

When a Job Is Not Performed

Note

❒ Stapling cannot be used at the same time for multiple functions.

❒ A machine with the 1000–sheet finisher installed, that is printing with the sta-

pling operation on paper larger than A4 size, starts the subsequent job (for
which the finisher shift tray is specified as the output tray) only after the cur­rent print job finishes.

❒ While printing is in progress, scanning using another function may take more

time.

Reference

“Print Priority”, General Settings Guide

1

13

1

When the Machine Does Not Operate As Wanted

14

2. Troubleshooting When
Using the Copy Function

This chapter describes likely causes of and possible solutions for copier function
problems.

When a Message Is Displayed

This section describes the machine's main messages. If other messages appear,
follow the instructions they contain.

Important

❒ For messages that are not listed here, see p.5 “When You Have Problems Op-

erating the Machine”.

Message Cause Solution

Cannot detect
original size.

Cannot detect
original size.

Cannot detect
original size.

Check original
orientation.

Check paper
size.

Rotate Sort is
not available
with this paper
size.

Cannot punch pa­per of this size.

An irregular original is
placed.

An irregular original is
placed.

Original is not placed. Place your originals.

Original is not placed in a
proper orientation.

An irregular paper size is
set.

A size of paper for which
Rotate Sort is not availa­ble is selected.

The Punch function can­not be used with paper
size selected.

Select paper manually, not in Auto Pa­per Select mode, and do not use Auto
Reduce/Enlarge function. See “Sizes dif­ficult to detect”, Copy/Document Serv­er Reference.

Place the original on the exposure glass.
See “Placing Originals on the Exposure
Glass” and “Sizes difficult to detect”,
Copy/Document Server Reference.

Change the orientation of the original.

If you press the {Start} key, copy will
start onto the selected paper.

Select a proper paper size. See “Supple­mentary Information”, Copy/Docu­ment Server Reference.

Select a proper paper size. See “Supple­mentary Information”, Copy/Docu­ment Server Reference.

It is over sta­pling capacity.

Cannot staple
paper of this
size.

The number of sheets per set
is over the staple capacity.

The Staple function can­not be used with the pa­per size selected.

Check the stapler capacity. See “Supple­mentary Information”, Copy/Docu­ment Server Reference.

Select a paper size that can be used with
the Staple function. See “Supplementary
Information”, Copy/Document Server
Reference.

15

Troubleshooting When Using the Copy Function

Message Cause Solution

2

Duplex is not
available with
this paper size.

Maximum number
of sets is nn.

(“nn” indicates the max­imum number of sets.)

Scanned pages
exceeded max.
number. Do you
want to store the
scanned pages as
a file?

Original is be­ing scanned by
another func­tion.

You do not have
the privileges
to use this func­tion.

The Duplex function can­not be used with the pa­per size selected.

The number of copies ex­ceeds the maximum copy
quantity.

The number of scanned
pages exceeds the capaci­ty per file of the Docu­ment Server.

The Document Server
function is in use.

This user code is not al­lowed to use the function
selected.

Select a proper paper size. See “Supple­mentary Information”, Copy/Docu­ment Server Reference.

You can change the maximum copy
quantity. See “Max. Copy Quantity”,
General Settings Guide.

If you want to store scanned originals as
a file, press [Store File]. The originals are
stored as a file in the Document Server. If
you do not want to store any scanned
originals, press [No]. Scanned data will
be cleared.

To cancel a job being processed, press

[Exit], and then press the {Document Serv-
er} key. Next, press the {Clear/Stop} key.

When the message “

[Stop] key

was pressed. Stop storing?

appears, press [Stop].

Contact the administrator.

”

You do not have
the privileges
to use this func­tion.

Authentication
has failed.

Authentication
has failed.

The selected
file(s) which
you do not have
access privileg­es to could not
be deleted.

This user code is not al­lowed to use the function
selected.

The entered login user
name or login password
is not correct.

The machine cannot per­form authentication.

You have tried to delete
files without the authori­ty to do so.

If the message continues to be displayed
and you cannot switch the screen, press
the {Energy Saver} key. Confirm that the
display goes off, and then press the {En-
ergy Saver} key again. The display will
return to the user code entry display.
When printing under the copier or print­er function, press the {Energy Saver} key
only after printing has finished.

Inquire the user administrator for the cor­rect login user name and login password.

Contact the administrator.

Files can be deleted by the person who
created the file. To delete a file which
you are not authorized to delete, contact
the person who created the file.

16

When a Message Is Displayed

Message Cause Solution

Updating the
destination
list... Please
wait. Specified
destination(s)
or sender's name
has been
cleared.

The destination list is be­ing updated from the
network using SmartDe­viceMonitor for Admin.
Depending on the
number of destinations
to be updated, there may
be some delay before you
can resume operation.
Operations are not possi­ble while this message is
displayed.

Wait until the message disappears. Do
not switch off the power while this mes­sage is displayed.

Reference

p.5 “When You Have Problems Operating the Machine”

“Max. Copy Quantity”, General Settings Guide

“Sizes difficult to detect”, Copy/Document Server Reference

“Placing Originals on the Exposure Glass”, Copy/Document Server Reference

“Supplementary Information”, Copy/Document Server Reference

2

17

Troubleshooting When Using the Copy Function

When You Cannot Make Clear Copies

This section describes likely causes of and possible solutions for unclear copies.

Problem Cause Solution

2

Copies appear dirty. Image density is too

high.

Copies appear dirty. Auto Image Density is

not selected.

The reverse side of an
original image is copied.

The reverse side of an
original image is copied.

A shadow appears on
copies if you use pasted
originals.

The same copy area is
dirty whenever making
copies.

The same copy area is
dirty whenever making
copies.

Image density is too
high.

Auto Image Density is
not selected.

Image density is too
high.

The exposure glass or
ADF is dirty.

[Original Type] is set to
[Text / Photo], and an orig-

inal with text and photo­graphs that can hardly
be distinguished from
each other is loaded.

Adjust the image density. See “Adjust­ing Copy Image Density”, Copy/Docu­ment Server Reference.

Select Auto Image Density. See “Adjust­ing Copy Image Density”, Copy/Docu­ment Server Reference.

Adjust the image density. See “Adjust­ing Copy Image Density”, Copy/Docu­ment Server Reference.

Select Auto Image Density. See “Adjust­ing Copy Image Density”, Copy/Docu­ment Server Reference.

Adjust the image density. See “Adjust­ing Copy Image Density”, Copy/Docu­ment Server Reference.

Change the orientation of the original.

Put mending tape on the pasted part.

Clean them. See p.111 “Maintaining
Your Machine”.

Select [Generation], and then begin copy­ing. See “Selecting the Original Type Set­ting”, Copy/Document Server Reference.

18

Copies are too light. Image density is too

light.

Copies are too light. A light copy may result

when you use damp or
rough grain paper.

Copies are too light. The toner bottle is almost

empty.

Copies are too light. The paper is damp. Use paper that has been stored in the

Parts of images are not
copied.

The original is not set
correctly.

Adjust the image density. See “Adjust­ing Copy Image Density”, Copy/Docu­ment Server Reference.

Use the recommended paper. See “Copy
Paper”, About This Machine.

Contact your service representative.

Add toner. See p.81 “Adding Toner”.

recommended temperature and humid­ity condition. See “Copy Paper”, About
This Machine.

Set originals correctly. See “Placing
Originals”, Copy/Document Server
Reference.

When You Cannot Make Clear Copies

Problem Cause Solution

Parts of images are not
copied.

Images appear only partially.

Black lines appear. The exposure glass or

White lines appear. The exposure glass or

White lines appear. When D is blinking, ton-

Copies are blank. The original is not set

A moiré pattern is pro­duced on copies.

The correct paper size is
not selected.

The paper is damp. Use paper that has been stored in the

scanning glass is dirty.

scanning glass is dirty.

er is beginning to run
out.

correctly.

Your original has a dot
pattern image or many
lines.

Select the proper paper size.

recommended temperature and humid­ity condition. See “Copy Paper”, About
This Machine.

Clean them. See p.111 “Maintaining
Your Machine”.

Clean them. See p.111 “Maintaining
Your Machine”.

Add toner. See p.81 “Adding Toner”.

When using the exposure glass, face the
originals down. When using the ADF,
face them up.

Place the original on the exposure glass
at a slight angle.

2

Black spots appear on the
copy of a photographic
print.

Because of high humidi­ty, the photographic
print has stuck to the ex­posure glass.

Place the print on the exposure glass in
either of the following ways:

• Place an OHP transparency on the ex­posure glass, and then place the print
on top of the OHP transparency.

• Place the print on the exposure glass,
and then place two or three sheets of
white paper on top of it. Leave the ex­posure glass cover or auto-document
feeder (ADF) open when copying.

Reference

“Copy Paper”, About This Machine

“Placing Originals”, Copy/Document Server Reference

“Adjusting Copy Image Density”, Copy/Document Server Reference

“Selecting the Original Type Setting”, Copy/Document Server Reference

19

Troubleshooting When Using the Copy Function

When You Cannot Make Copies As Wanted

This section describes likely causes and remedies when copy results are not as expected.

❖ Basic

2

Problem Cause Solution

Misfeeds occur frequently.

Misfeeds occur frequently.

Misfeeds occur frequently.

Misfeeds occur frequently.

Misfeeds occur frequently.

Copy paper becomes
creased.

The number of sheets
loaded exceeds the ca­pacity of the machine.

The paper is damp. Use paper that has been stored in the

The paper is too thick or
too thin.

The copy paper is wrin­kled or has been fold­ed/creased.

Printed paper is being
used.

The paper is damp. Use paper that has been stored in the

Load paper only as high as the upper
limit mark on the paper tray or bypass
tray. See p.73 “Loading Paper” and
“Copying from the Bypass Tray”,
Copy/Document Server Reference.

recommended temperature and humid­ity condition. See “Copy Paper”, About
This Machine.

Use recommended paper. See “Copy
Paper”, About This Machine.

Use recommended paper. Use paper
that has been stored in the recommend­ed temperature and humidity condi­tion. See “Copy Paper”, About This
Machine.

Use recommended paper. Do not use
paper that has been already copied or
printed onto. See “Copy Paper”, About
This Machine.

recommended temperature and humid­ity condition. See “Copy Paper”, About
This Machine.

20

Copy paper becomes
creased.

Copies are not stapled. There are jammed sta-

Copies are not stapled. The number of copies ex-

Copies are not stapled. Copy paper is curled. Turn the copy paper over in the tray.

Staples are wrongly posi­tioned.

You cannot combine sev­eral functions.

The paper is too thin. Use recommended paper. See “Copy

Paper”, About This Machine.

Remove jammed staples. See p.101 “Re-

ples in the stapler.

ceeds the capacity of the
stapler.

Originals are not set cor­rectly.

Selected functions can­not be used together.

moving Jammed Staples”.

Check the stapler capacity. See “Supple­mentary Information”, Copy/Docu­ment Server Reference.

Check the correct position to place the
originals. See “Staple”, Copy/Docu­ment Server Reference.

Check the combination of functions and
make the settings again. See “Function
Compatibility”, Copy/Document Serv­er Reference.

When You Cannot Make Copies As Wanted

Problem Cause Solution

When sorting, the pages
are divided into two
blocks.

Paper does not output
during printing with sta­pling.

The copy is grayed out or
a text pattern appears in
the background of the
copy.

Images are skewed. The side fences in the pa-

Images are skewed. The paper is feeding in at

The memory became full
in the middle of sorting
and the pages were de­livered in two blocks.

When you stop printing
while using the staple
function, paper not sta­pled during printing
may be left in the staple
unit.

You have copied a copy­guarded document pro­tected from unauthor­ized copying.

per feed tray are not
locked.

a slant.

❖ Edit

Problem Cause Solution

You can interrupt copying when the
memory becomes full. See “Memory
Full Auto Scan Restart”, General Set­tings Guide.

Press the {Clear Modes} key and cancel
copy settings, including stapling.

2

Check the document. See “Unauthor­ized Copy Control”, Printer Reference.

Check that the side fences are locked.
See p.77 “Changing the Paper Size”.

Load the paper correctly. See p.73
“Loading Paper”.

When using the Double
Copies function, parts of
the original image are not
copied.

When using the Border,
Centre, or Centre/ Bor­der function, parts of the
original image are not
copied.

When using the Border,
Centre, or Centre/ Bor­der function, parts of the
original image are not
copied.

When using the Margin
Adjustment function,
parts of the original im­age are not copied.

Combination of original
and copy paper is not
correct.

You set a wide erased
margin.

Originals are not
scanned correctly.

You set a wide erased
margin.

Select A3L for A4K originals and A4
for A5 originals.

Make the margin width narrower. You
can adjust it between 2 - 99 mm (0.1" -

3.9"). See “Erase Border Width” and

“Erase Centre Width”, General Settings
Guide.

Place the originals correctly.

Set a narrower margin with User Tools.
You can set the width between 0 - 30
mm (0" - 1.2").

See “Front Margin: Left / Right”, “Back
Margin: Left / Right”, “Front Margin:
Top / Bottom”, and “Back Margin: Top
/ Bottom”, General Settings Guide.

21

Troubleshooting When Using the Copy Function

Problem Cause Solution

2

When using the Margin
Adjustment function,
parts of the original im­age are not copied.

When using the Image
Repeat function, the orig­inal image is not copied
repeatedly.

❖ Stamp

Problem Cause Solution

The stamp position is
wrong.

❖ Combine

Problem Cause Solution

Copies made with the
Booklet or Magazine
function cannot be folded
into a book correctly.

There is a lack of margin
space on the opposite side
of the binding position.

You selected copy paper
the same size as the orig­inals, or you did not se­lect the proper
reproduction ratio.

The paper orientation is
wrong.

You selected a setting
(“Open to Left” or “Open
to Right”) that does not
match the orientation of
originals.

Set a narrower margin with User Tools.
You can set the width between 0 - 30
mm (0" - 1.2").

See “Front Margin: Left / Right”, “Back
Margin: Left / Right”, “Front Margin:
Top / Bottom”, and “Back Margin: Top
/ Bottom”, General Settings Guide.

Select copy paper larger than the origi­nals or select the proper reproduction
ratio.

Check the paper orientation and stamp
position.

Change the setting. See “Orientation:
Booklet, Magazine”, General Settings
Guide.

22

When using the Combine
function, parts of the im­age are not copied.

Copies are not in correct
order.

❖ Duplex

Problem Cause Solution

Cannot print in duplex
mode.

Cannot print in duplex
mode.

Cannot print in duplex
mode.

You specified a repro­duction ratio that does
not match the sizes of
your originals and copy
paper.

You placed the originals
in the incorrect order.

You have loaded paper
on the bypass tray.

You have loaded paper
exceeding 105 g/m

You have selected a tray
which is set to [1 Sided

Copy] in [Tray Paper Set­tings] in [System Settings].

2

.

When you specify a reproduction ratio
using the Manual Paper Select function,
check that the ratio matches your origi­nals and the copy paper. Select the cor­rect reproduction ratio before using the
Combine function.

When placing a stack of originals in the
ADF, the last page should be on the bottom.

If you place an original on the exposure
glass, start with the first page to be copied.

Remove paper loaded on the bypass
tray. Load paper in another tray.

Change the paper.

Set the tray to [2 Sided Copy] in [Tray Pa-
per Settings] in [System Settings]. See “Pa-
per Type: Tray 1-4”, General Settings
Guide.