Ricoh Aficio MP C3002, Aficio MP C5502, Aficio MP C4502, Aficio MP C3502 Owner's Manual

User Guide

What You Can Do with This Machine

Getting Started

Copy

Fax

Print

Scan

Document Server

Web Image Monitor

Adding Paper and Toner

Troubleshooting

Appendix

For information not in this manual, refer to the HTML/PDF files on the supplied CD-ROM.

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.

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 Send and Receive Faxes by Using the Machine without Fax Unit Installed................................	21
You Can Use the Facsimile and the Scanner in a Network Environment....................................................	22
You Can Prevent Information Leakage (Security Functions).........................................................................	23
You Can Monitor and Set the Machine Using a Computer.........................................................................	24
You Can Prevent an Unauthorized Copy.......................................................................................................	25
2. Getting Started
Guide to Names and Functions of Components............................................................................................	27
Guide to Components of Types 1 and 2...................................................................................................	27
Guide to Components of Types 3 and 4...................................................................................................	30
Guide to Functions of the Machine's Options................................................................................................	33
Guide to Functions of the Machine's External Options.............................................................................	33
Guide to the Names and Functions of the Machine's Control Panel...........................................................	45
How to Use the [Home] Screen......................................................................................................................	48
Adding Icons to the [Home] Screen...........................................................................................................	49
Registering Functions in a Program.................................................................................................................	53
Example of Programs...................................................................................................................................	55
Turning On/Off the Power..............................................................................................................................	59
Turning On the Main Power........................................................................................................................	59

1

Turning Off the Main Power........................................................................................................................	59
When the Authentication Screen is Displayed...............................................................................................	61
User Code Authentication Using the Control Panel..................................................................................	61
Logging In Using the Control Panel............................................................................................................	61
Logging Out Using the Control Panel.........................................................................................................	62
Placing Originals..............................................................................................................................................	63
Placing Originals on the Exposure Glass...................................................................................................	63
Placing Originals in the Auto Document Feeder.......................................................................................	63
3. Copy
Basic Procedure................................................................................................................................................	67
Auto Reduce / Enlarge....................................................................................................................................	69
Duplex Copying...............................................................................................................................................	71
Combined Copying.........................................................................................................................................	73
One-Sided Combine...................................................................................................................................	74
Two-Sided Combine....................................................................................................................................	75
Copying onto Custom Size Paper from the Bypass Tray..............................................................................	78
Copying onto Envelopes.................................................................................................................................	79
Copying onto Envelopes from the Bypass Tray.........................................................................................	79
Copying onto Envelopes from the Paper Tray...........................................................................................	80
Finishing............................................................................................................................................................	81
Staple............................................................................................................................................................	81
Punch.............................................................................................................................................................	83
Storing Data in the Document Server.............................................................................................................	86
4. Fax
Basic Procedure for Transmissions (Memory Transmission)..........................................................................	87
Registering a Fax Destination......................................................................................................................	89
Deleting a Fax Destination..........................................................................................................................	90
Transmitting while Checking Connection to Destination (Immediate Transmission)...................................	92
Canceling a Transmission................................................................................................................................	94
Canceling a Transmission Before the Original Is Scanned......................................................................	94
Canceling a Transmission While the Original Is Being Scanned.............................................................	94
Canceling a Transmission After the Original Is Scanned.........................................................................	95
Sending at a Specific Time (Send Later)........................................................................................................	96

2

Storing a Document.........................................................................................................................................	97
Sending Stored Documents.........................................................................................................................	98
Printing the Journal Manually.......................................................................................................................	100
5. Print
Quick Install....................................................................................................................................................	101
Displaying the Printer Driver Properties........................................................................................................	102
Standard Printing...........................................................................................................................................	103
When Using the PCL 6 Printer Driver.......................................................................................................	103
Locked Print....................................................................................................................................................	104
Sending a Locked Print File.......................................................................................................................	104
Printing a Locked Print File Using the Control Panel...............................................................................	104
Hold Print........................................................................................................................................................	106
Sending a Hold Print File..........................................................................................................................	106
Printing a Hold Print File Using the Control Panel...................................................................................	106
Stored Print.....................................................................................................................................................	108
Sending a Stored Print File........................................................................................................................	108
Printing a Stored Print File Using the Control Panel................................................................................	109
6. Scan
Basic Procedure When Using Scan to Folder.............................................................................................	111
Creating a Shared Folder on a Computer Running Windows/Confirming a Computer's Information.....
....................................................................................................................................................................	112
Registering an SMB Folder.......................................................................................................................	114
Deleting an SMB Registered Folder.........................................................................................................	117
Entering the Path to the Destination Manually........................................................................................	118
Basic Procedure for Sending Scan Files by E-mail......................................................................................	119
Registering an E-mail Destination.............................................................................................................	120
Deleting an E-mail Destination.................................................................................................................	121
Entering an E-mail Address Manually.....................................................................................................	122
Basic Procedure for Storing Scan Files........................................................................................................	123
Checking a Stored File Selected from the List.........................................................................................	124
Specifying the File Type................................................................................................................................	125
Specifying Scan Settings...............................................................................................................................	126

3

7. Document Server
Storing Data...................................................................................................................................................	127
Printing Stored Documents............................................................................................................................	129
8. Web Image Monitor
Displaying Top Page.....................................................................................................................................	131
Viewing Received Fax Documents Using Web Image Monitor.................................................................	133
9. Adding Paper and Toner
Loading Paper into Paper Trays...................................................................................................................	135
Loading Paper into the Bypass Tray.............................................................................................................	137
Settings to Use the Bypass Tray under the Printer Function....................................................................	138
Loading Paper into the Small Size Paper Tray............................................................................................	142
Loading Paper into Tray 3 (LCT)...................................................................................................................	144
Loading Paper into the Large Capacity Tray (LCT).....................................................................................	146
Recommended Paper Sizes and Types........................................................................................................	148
Thick Paper.................................................................................................................................................	156
Envelopes...................................................................................................................................................	157
Adding Toner.................................................................................................................................................	161
Sending Faxes or Scanned Documents When Toner Has Run Out......................................................	162
Disposing of Used Toner...........................................................................................................................	163
10. Troubleshooting
Indicators........................................................................................................................................................	165
When an Indicator for the [Check Status] Key Is Lit....................................................................................	166
Panel Tone......................................................................................................................................................	168
When You Have Problems Operating the Machine...................................................................................	169
When Messages Are Displayed on the Control Panel...............................................................................	176
Messages Displayed When Using the Copy/Document Server Function...........................................	176
Messages Displayed When Using the Facsimile Function.....................................................................	180
Messages Displayed When Using the Printer Function..........................................................................	197
Messages Displayed When Using the Scanner Function......................................................................	211
When Messages Are Displayed on Your Computer Screen.....................................................................	226
Messages Displayed When Using the Scanner Function......................................................................	226
11. Appendix
Trademarks.....................................................................................................................................................	233

4

INDEX...........................................................................................................................................................

235

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 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

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.

CJS021

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, -67, -69

•220–240 V

(mainly North America)

If the label contains the following, your machine is a region B model:

•CODE XXXX -17, -51, -57

•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.

7

Names of Major Features

In this manual, major features of the machine are referred to as follows:

•Auto Reverse Document Feeder ARDF

•Auto Document Feeder ADF (in this manual, "ADF" refers to the ARDF and the one-pass duplex scanning ADF)

•Large capacity tray LCT

•Envelope Feeder EF3020 Small size paper tray

8

1. What You Can Do with This Machine

You can search for a procedure either by keyword or by what you want to do.

I Want to Save Paper

BRL059S

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

1. What You Can Do with This Machine

I Want to Convert Documents to Electronic Formats Easily

BQX138S

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

I Want to Register Destinations

BRL060S

Using the control panel to register destinations in the Address Book

See "Registering Entered Destinations to the Address Book", Fax.

See "Entering an E-mail Address 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

1. What You Can Do with This Machine

I Want to Operate the Machine More Effectively

BQX139S

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

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.

CJQ611

•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

1. What You Can Do with This Machine

You Can Make Copies Using Various Functions

CJQ601

•You can make copies in full color. You can switch the color copy mode depending on the type of originals used and the desired finish.

•You can print stamps on copies. Stamps can include background numbers, scanned images, dates, and page numbers.

•You can adjust the color tones and image quality of your copies.

•You can reduce or enlarge the copy image. With the Auto Reduce / Enlarge function, the machine automatically detects the original size, and then selects an appropriate reproduction ratio based on the paper size you select. If the orientation in which your original is placed is different from that of the paper you are copying onto, the machine rotates the original image by 90 degrees and fits it on the copy paper.

•Copier functions such as Duplex, Combine, Booklet, and Magazine 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.

•The finisher allows you to sort, staple, and punch holes in your copies.

•See Copy/ Document Server.

14

You Can Print Data Using Various Functions

You Can Print Data Using Various Functions

CJQ602

•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.

•The finisher allows you to collate, staple, and punch holes in your prints.

•If the PictBridge card is installed, you can connect a PictBridge-compatible digital camera to this machine using a USB cable. This allows you to print the photographs stored on the camera using the camera's own interface.

•You can print files stored on a removable memory device and specify print conditions such as print quality and print size.

•See Print.

15

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).

CJQ603

•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 "Saving and Storing the Scanned Documents", Scan.

16

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.

CJQ604

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

1. What You Can Do with This Machine

CJQ605

•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

You Can Send and Receive Faxes Using the Internet

You Can Send and Receive Faxes Using the

Internet

[e-mail]

xxx.xxx.xxx.xxx

[e-mail]

xxx.xxx.xxx.xxx

CJQ606

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 e- mail 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

You Can Send and Receive Faxes by Using the Machine without Fax Unit Installed

You Can Send and Receive Faxes by Using the Machine without Fax Unit Installed

You can send and receive faxes through a different machine's fax functions via a network (Remote Fax).

CJQ612

•To use the remote fax function, install the fax connection unit on the client-side machine and remote machine.

•The procedure for sending faxes is as same as that of for the machine with the fax unit. When a job has finished, confirm results displayed on sending history or printed on reports.

•You can forward the received documents from the remote machine with facsimile function to the client-side machine.

•For details, see "Sending/Receiving Documents Using a Remote Machine (Remote Fax)", Fax.

21

1. What You Can Do with This Machine

You Can Use the Facsimile and the Scanner in a Network Environment

CJQ607

•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.

*1 The ScanRouter delivery software is no longer available for sale.

• See Fax, Scan, or Connecting the Machine/ System Settings.

22

You Can Prevent Information Leakage (Security Functions)

You Can Prevent Information Leakage

(Security Functions)

CJQ608

•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.

23

1. What You Can Do with This Machine

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.

CJQ609

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.

24

You Can Prevent an Unauthorized Copy

You Can Prevent an Unauthorized Copy

You can print embedded pattern on paper to prevent them from being copied.

CJQ613

•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.

25

1. What You Can Do with This Machine

26

2. Getting Started

This chapter describes how to start using this machine.

Guide to Names and Functions of Components

Guide to Components of Types 1 and 2

•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
		2
		5
		6
	4	7
		3
		8
		9

CJS001

1.ARDF

Lower the ARDF over originals placed on the exposure glass.

If you load a stack of originals in the ARDF, the ARDF will automatically feed the originals one by one. The ARDF scans both sides of an original one side at a time.

27

2.Getting Started

2.Exposure glass

Place originals face down here.

3.Ventilation holes

Prevent overheating.

4.Main power switch

To operate the machine, the main power switch must be on. If it is off, open the cover and turn the switch on.

5.Control panel

See p.45 "Guide to the Names and Functions of the Machine's Control Panel".

6.Internal tray 1

Copied/printed paper and fax messages are delivered here.

7.Front cover

Open to access the inside of the machine.

8.Paper trays (trays 1–2)

Load paper here.

9.Lower paper trays

Load paper here.

Front and right view

1	2
	3
	4

5

CJS002

28