Ricoh AFICIO SP 4100SFL, AFICIO SP 4100SF, AFICIO SP 4110SF Manual

User's Manual

Safety Information

When using this equipment, the following safety precautions should always be followed.

Safety During Operation

In this manual, the following important symbols are used:

WARNING:

Indicates potentially hazardous situations, which if instructions are not followed, could result in death or serious injury.

CAUTION:

Indicates a potentially hazardous situation which, if instructions are not followed, may result in minor or moderate injury or damage to property.

Important:

Indicates operational requirements and restrictions. Please read and follow these instructions to ensure a proper operation and to avoid damage to the machine.

Note:

Indicates further explanation or clarification. Reading this is highly recommended.

WARNING:

To avoid hazardous electric shock or fire, do not remove any covers or screws other than those specified in this manual.

CAUTION:

9To reduce the risk of fire, use only no.26AWG or larger telecommunication line cord.

9Disconnect the power plug by pulling the plug, not the cable.

9Do not touch the metal fingers of the ADF pad module. The edges are sharp and touching them may result in injury.

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Precautions

yDo not install the equipment near heating or air conditioning units.

yDo not install the equipment in a humid or dusty place.

yUse only the AC adapters (HEG42-240200-7L by Hitron) included with the machine. Using other AC adapters may damage the machine and void the warranty.

yPlace the equipment securely on an even, flat surface. Tilted or uneven surfaces may cause mechanical or paper-feeding problems.

yRetain the box and packing materials for shipping purposes.

Notice

Important

yDo not make copies of any item for which copying is prohibited by law.

yCopying the following items are normally prohibited by the local law:

yBank bills, revenue stamps, bonds, stock certificates, bank drafts, checks, passports, driver's licenses.

yThis machine is equipped with a function that prevents making counterfeit bank bills. Due to this, images similar to bank bills may not be copied properly.

Copyrights and Trademarks

Ethernet is a registered trademark of Xerox Corporation.

Microsoft, Windows, Windows NT, Windows XP, and Windows Vista are registered trademarks of Microsoft Corporation in the United States and/or other countries.

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

Warranty

The information contained in this document(s) is subject to change without notice.

The manufacturer makes no warranty of any kind with regard to this material, including, but not limited to, the implied warranties of fitness for a particular purpose.

The manufacturer shall not be liable for errors contained herein or for incidental or consequential damages in connection with the furnishing, performance, or use of this material.

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FCC Radio Frequency Interference Statement

This product has been tested and found to comply with the limits for a class B digital device, pursuant to Part 15 of the FCC rules. Operation is subject to the following two conditions: (1) this device may not cause harmful interference, and (2) this device must accept any interference received, including interference that may cause undesired operation. The FCC Class B limits are designed to provide reasonable protection against harmful interference in a residential installation. This equipment generates, uses, and can radiate radio frequency energy and, if not installed and used in accordance with the instructions, may cause harmful interference to radio communications. However, there is no guarantee that interference will not occur in a particular installation. If this equipment does cause harmful interference to radio or television reception, which can be determined by turning the equipment off and on, the user is encouraged to try to correct the interference by one or more of the following measures:

Reorient or relocate the receiving antenna.

Increase the separation between the equipment and receiver.

Connect the equipment into an outlet on a circuit different from that to which the receiver is connected.

Consult your point of purchase or service representative for additional suggestions.

CE Warning

This product satisfies the Class B limits of EN55022, EN55024 and safety requirements of EN 60950.

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Table of Contents
1	Getting Started.........................................................	1
	Introduction.................................................................................................	1
	Features.......................................................................................................	1
	External View...............................................................................................	3
	The Front View....................................................................................	3
	The Connection Ports..........................................................................	4
	The Control Panel................................................................................	5
	Preinstallation Information..........................................................................	7
	Internet Communication Features .............................................................	10
	Scan to E-mail...................................................................................	10
	Scan to Folder...................................................................................	11
2	Installing Your Machine..........................................	12
	Minimum Configuration Requirements .......................................................	12
	Unlocking the Scan Unit .............................................................................	13
	Installing the Input Paper Tray..................................................................	14
	Installing the Paper Stopper ......................................................................	15
	Connecting the Cables................................................................................	16
	Connecting the ADF Cable.................................................................	16
	Connecting the Ethernet Cable..........................................................	16
	Connecting the Printer Cable ............................................................	16
	Connecting the Telephone Line .........................................................	17
	Connecting the Power and Turning on the Machine ..........................	17
3	Installing the Printer Driver ...................................	18
	Before Installing the Printer Driver............................................................	18
	Selecting the Panel Display Language...............................................	18
	Printing the Test Page ......................................................................	19
	Installing the Printer Driver Using Network...............................................	20
4	Configuring the Machine.........................................	24
	Specifying the Product’s Network Settings ................................................	25
	Specifying More Administrator Settings by the Product’s Web Page ..........	27
	Specifying More Administrator Settings by the Network Management
	Tool ........................................................................................................	29
	Specifying A Folder Template.....................................................................	49
	Settings the Servers to Store Your Image.........................................	49
	Specifying a Folder Template by the Product’s Embedded Web Page 56
	Editing a Folder by the Product’s Web Page......................................	59
	Setting Required Fax Settings....................................................................	64
	Setting Your Location........................................................................	64
	Setting Your Fax Header ...................................................................	65
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5	Operation................................................................	66
	Loading Paper ............................................................................................	67
	Notice on Using the ADF ...................................................................	67
	Placing Document(s) in the ADF.......................................................	68
	Placing Document(s) on the Glass....................................................	69
	Making Copies ............................................................................................	70
	Basic Operation ................................................................................	70
	Advanced Operation .........................................................................	71
	Sending Your Document to E-mails ............................................................	74
	Basic Operation ................................................................................	74
	Advanced Operation .........................................................................	75
	Using the Soft Keyboard...................................................................	79
	Using the Address Book....................................................................	80
	Sending Your Document to Filing Servers...................................................	82
	Basic Operation ................................................................................	82
	Advanced Operation .........................................................................	83
	Adding A New Folder ........................................................................	87
	Faxing Your Scanned Document .................................................................	90
	Basic Operation ................................................................................	90
	Advanced Operation .........................................................................	92
	Canceling a Fax Job ..........................................................................	94
	Using the Phone Book.......................................................................	95
	Scanning Your Documents..........................................................................	96
	System Requirements.......................................................................	96
	Driver Installation Procedure ...........................................................	96
	Scanner Operation............................................................................	98
	A Glance of the User Interface..........................................................	99
	Using the Basic Features ................................................................	100
	Using the Advanced Features .........................................................	103
	Using Other Tools...........................................................................	111
	Printing Your Document ...........................................................................	112
6	Troubleshooting....................................................	113
	Information Message................................................................................	113
	Information Messages During Scanning and Copying .....................	113
	Information Messages During Networking .....................................	114
	Information Messages During E-Mailing .........................................	115
	Information Messages During Filing...............................................	117
	Information Codes During Faxing...................................................	120
	Clearing a Paper Jam................................................................................	122
	Removing the Abnormal Line Image.........................................................	123
	When a Job is Not Performed ...................................................................	124
	Troubleshooting When Using the Printer Function ...................................	125
7	Maintaining Your Machine.....................................	126
	Cleaning the Glass ....................................................................................	126
	Cleaning the LCD-display..........................................................................	127
	Cleaning the ADF ......................................................................................	128
	Replacing the ADF Snap-in Pad.................................................................	129

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Appendix ...................................................................

130

Managing the Address Book.....................................................................	130
Adding an E-mail Address ...............................................................	130
Modifying an E-mail Address...........................................................	133
Deleting an E-mail Address .............................................................	135
Adding A New Group.......................................................................	137
Modifying a Group...........................................................................	140
Deleting Groups ..............................................................................	142
Managing Fax Phone Book .......................................................................	143
Adding a New Fax Number..............................................................	143
Deleting or Modifying Phone Numbers ............................................	144
Adding a New Fax Group.................................................................	145
Modifying a Phone Group ................................................................	146
Deleting a Phone Group ..................................................................	146
Account Management...............................................................................	147
Setting up Account Management By the Product’s Web Page .........	147
Specifications...........................................................................................	152
Index .......................................................................................................	156

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1 Getting Started

Introduction

Thank you for purchasing the product, a 4-in-1 MFP. The product offers an unprecedented document delivery technology, transmitting paper documents electronically over the internet. With the product, you can instantly scan paper-based document and deliver the electronic image to various destinations including e-mail addresses, printer, fax machine, ftp servers, web site, or someone else’s computer on the network. The new way to distribute documents is faster, more cost effective, and safer than any traditional methods such as mail, or courier.

Features

Digital Copying:

Since the product includes a laser printer, it is able to perform digital copies with outstanding copy quality. With an intuitive control panel and a quality LCD-display, making digital copy becomes fast and easy.

E-mailing:

Connected to an ethernet network and a SMTP server, the product allows you to transmit document(s) to your e-mail as attachment. With a touch of the e-mail key and the selection of your recipients' e-mail addresses, the document(s) is/are first scanned and converted into an image file, and then transmitted to remote recipients within minutes.

Filing (Scan to Folder):

The product allows you to send the scanned documents to a server or a personal computer’s file folder over intranet with FTP (File Transfer Protocol), HTTP (Hypertext Transfer Protocol), HTTPS (a secure way of using HTTP), CIFS (Common Internet File System). The scan-to-folder feature off-loads the mail server from handling large attachments.

Faxing:

With the built-in fax modem and an additional telephone line, the product is able to transmit your scanned document to a remote fax machine just like regular fax machine.

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Sending Multi-Page Document:

With the Auto Document Feeder, the product allows a stack of 50-page document(s) to be continuously scanned at one time in reliable quality to increase your efficiency.

Managing the Product Remotely:

The product provides a convenient way to manage your e-mail address book, filing destinations (folders), and telephone book remotely. By simply typing the machine's IP address in the URL field of your browser, the product web page will be prompted. This web page allows the administrator to create up to 2000 e-mail addresses, 40 filing destinations, and 200 fax numbers to conveniently deliver the scanned documents to multiple recipients.

2

External View

The Front View

1

2

7

3

4

5

6

1.	Input Paper Tray and Paper Support	5.	Control Panel
2.	Paper Stopper	6.	LCD-display
3.	Document Cover	7.	ADF Unit

4.Handle

3

The Connection Ports

	1	2	3	4	5	6	7	8
1.	Line Jack:			To connect the product to a “RJ-11” telephone
				jack provided by the telephone company with
				a telephone line.
				Note: If you wish to use the product as a
				regular fax machine, you must plug one end of
				the telephone line to the “Line” jack (the
				external one) and plug the other end to the
				“RJ-11” telephone jack with a telephone line.
2.	Telephone Jack:			This telephone jack should be ignored since no
				handset is provided with the product.
3.	LAN Port:			To connect network with a network cable..
4.	Printer Port:			To connect the printer with a USB cable.
5.	USB Port:			To connect a computer as a USB scanner.
6.	ADF Port:			To connect the ADF unit with an ADF cable.
7.	24VDC/2.0A:			To connect power with a power cable.
8.	Power Switch:			To turn on and off the machine.

4

The Control Panel

Part B Part C

Part D

Part A

Part A: LCD Display

Used to display current operation.

Part B: Function Keys:

Used to select a working mode.

Function Keys:

Press to make copy.

Press to send your scanned document to e-mail.

Press to send your scanned document to a designated server.

Press to send your scanned document to a fax machine.

5

Part C: The Numeric Keypad:

Used to enter copy quantity, or the fax number.

Part D: Start & Other Keys:

Used to select special requirements or the start key to start sending or copying your document(s).

Select to access the user tools to set up the system.

Select to clear current settings and return to the default settings. Press the button for over 5 seconds to return to the factory default settings.

Select to enter power saving mode.

•The Power LED – Used to indicate power on and ready status.

•The Alert LED – Used to indicate error.

•The Sleep LED – Used to indicate power-saving status.

Select to stop processing.

Select to start copying, e-mailing, filing or faxing in black and white mode.

Select to start copying, e-mailing, or filing in color mode.

6

Preinstallation Information

The product has to be setup properly on your network to perform e-mail and filing functions. Before using the product, please setup the product properly on your network for e-mail and filing function. The following network parameters have to be set.

Important !

Make a copy of the following table and ask your Network Administrator to complete the information.

1.	DHCP Enable:
2.	IP Address:	. . .
3.	Subnet Mask:	. . .
4.	Gateway IP:	. . .
5.	DNS Server:	. . .
6.	SMTP Server:
7.	SMTP Port:	25
8.	POP3 Server:
9.	POP3 Port:
10. LDAP Server:		. . .
11. LDAP Port:

7

Explanation of contents:

	1.	*DHCP Enable:		Choose Yes to obtain IP/subnet/gateway
				addresses automatically from DHCP server.
2.		*IP Address:		The Internet Protocol (IP) address assigned to
				your machine by your network administrator or
				by DHCP server.
	3.	Subnet Mask:		The net mask address assigned by your
				network administrator or by DHCP server.
4.		Gateway IP:		The gateway IP address assigned by your
				network administrator or by DHCP server or by
				DHCP server.
	5.	*DNS server:		The IP address of DNS server assigned by your
				network administrator.
6.		*SMTP Server:		The IP address of your SMTP mail server
				assigned by your network administrator.
	7.	SMTP Port:		The port number of your SMTP Mail Server.
8.		*POP3 Server:		The IP address of your POP3 server.
	9.	*POP3 Port		The port number of your POP3 server.
	10. *LDAP Server:			The IP address of your LDAP server.
	11. LDAP Port:			The port number of your LDAP server.

8

Note:

1.DHCP server: With DHCP (Dynamic Host Configuration Protocol), a host can automatically be given a unique IP address each time it connects to a network--making IP address management an easier task for network administrators. If the DHCP server is available from your network, you do not need to enter TCP/IP, subnet mask, gateway, and DNS information. Instead, this information will be automatically given for the product.

2.IP Address: An IP (Internet Protocol) address uniquely identifies a host connection to an IP network. System administrator or network designer assigns the IP address. The IP address consists of two parts, one identifying the network and the one identifying your node.

The IP address is usually written as four numbers separated by periods. Each number can be zero to 255. For example, 10.1.30.186 could be an IP address.

3.SMTP: Stands for Simple Mail Transfer Protocol. It is the main communication protocol used to send and receive e-mail on the internet.

4.DNS: Stands for Domain Name System. The DNS server identifies hosts via names instead of IP addresses. If the DNS server is available on your network, you can enter the domain name instead of digits for the IP address.

5.POP3: POP3 is the latest Post Office Protocol 3, this is a service that stores and serves e-mails for various client machines that are not connected to the Internet 24 hours a day. E-mails are held in POP3 until you log on.

6.LDAP: Stands for Lightweight Directory Access Protocol. LDAP enables users to access directories and address books directly from external networked devices to simplify document distribution.

9

Internet Communication Features

Scan to E-mail

The product allows you to deliver your scanned document to e-mail addresses on the network. The document is first scanned and converted to a standard PDF, JPEG, TIFF, or MTIF (Multi-page TIFF) file format and then transmitted to remote recipients simultaneously as an e-mail attachment.

When you send an e-mail to someone via the product, the product uses Simple Mail Transfer Protocol (SMTP) to transfer your outgoing e-mails to your SMTP mail server, and then send these e-mails to your recipients through internet.

		Intranet
			Internet
MFP
	≈	E-mail Server	PC
PC

≈

MFP

PC

10

Scan to Folder

Through the intranet with FTP (File Transfer Protocol), HTTP (Hypertext Transfer Protocol), HTTPS (a secure way of using HTTP), or CIFS (Common Internet File System), the product allows you to save scanned document directly to a designated server or a personal computer on the network in a standard PDF, JPEG, JPEG_EXIF, TIFF, or MTIFF file format.

CIFS is the sharing system of Microsoft Windows. What’s unique about this filing function is to let entire corporate users share one machine to send documents to each desired file folder on a designated server or individual computer.

	Intranet	FTP, HTTP,
		HTTPS servers

MFP

CIFS servers (Windows)

PC

11

2 Installing Your Machine

This chapter is specifically targeted to the persons who are responsible for the administration of the product. It is recommended that the administrator read this chapter before installing the machine.

Minimum Configuration Requirements

To make the best use of the product, the following configuration is required:

To send e-mails from the product:

•TCP/IP network

•A SMTP and a optional POP3 server

To file document(s) via intranet

•FTP, HTTP, HTTPS, or CIFS protocol environment

•Windows 98SE, Windows NT, Windows 2000, Windows Me, Windows XP, Windows Vista, HTTP or FTP server

12

Unlocking the Scan Unit

The scan unit is locked during transport to protect the scanning mechanism from being damaged. Be sure to unlock the scan unit before using the machine.

1). Locate the lock switch beneath the scanner.

Note:

2). Move the lock switch to the

“unlocked position”.

“Locked Position”

“Unlocked Position”

The scanning unit at this position before locking the scanner

If you need to move the product for repair or any other reason, be sure to lock the product before moving. To lock the product, please do the following,

1.Turn off the product.

2.If the scan unit is not located at the front of the glass, turn on the product. After the scan unit returns to the front end, turn off the product.

3.Move the lock switch to the “Locked Position”.

13

Installing the Input Paper Tray

1.Attach the Paper Support to the Input Paper Tray.

Input Paper

Tray

Paper

Support

2.Then, attach the Input Paper Tray to the machine.

14

Installing the Paper Stopper

Attach the Paper Stopper to the slot of the document cover as illustrated below.

-If you are using A4 or letter size paper, pull the lever up to avoid document falling from the MFP to the floor.

-If you are using legal size paper, press down the lever.

Paper Stopper

Lever

Document

Cover

Your

Document

15

Connecting the Cables

Connecting the ADF Cable

Connect the ADF (Auto Document Feeder) cable (attached to the document cover) to the ADF port at the back of the product.

ADF Port

Connecting the Ethernet Cable

1.Connect one end of your Ethernet LAN cable to an available port of your Ethernet Hub.

2.Connect the other end to the LAN port at the back of the product.

LAN Port

Connecting the Printer Cable

1.Connect one end of the printer cable to the printer.

2.Connect the other end to the PRINTER port at the rear of the product.

Printer Port

16

Connecting the Telephone Line

1.Plug one end of the telephone line to the LINE jack at the left end of the rear panel.

Line Jack

2.Plug the other end of telephone line to the “RJ-11” telephone jack provided by the telephone company.

Connecting the Power and Turning on the Machine

1.Press the power switch to the “0” position to turn off the product.

2.Connect the small end of the power cable to the power (24Vdc/2.0A) jack of the product.

24Vdc/2.0A Jack

3.Connect the other end to an appropriate power outlet.

4.Press the power switch to the “I” position to turn on the product. After showing the booting up message, the LCD display prompts the preset ready status.

Note:

You can press the Energy Saver button on the control panel to switch to the power saving mode. If the product is idle for 15 minutes (default setting), it automatically shuts off the scanning lamp. Press any key except the Power Saving button to return to the ready status.

17

3 Installing the Printer Driver

Before beginning this chapter, be sure to set up the machine by following the procedures shown in the Quick Installation Guide.

Before Installing the Printer Driver

Selecting the Panel Display Language

The default language setting for the printer display panel is English. Omit the following procedure if you want to use English on the panel display.

1.Turn on the printer power.

2.Press the Menu key.

3.Press the ▼ or ▲ key to display Language, and then press the # Enter key.

4.Press the ▼ or ▲ key to select the language, and then press the # Enter key.

5.Press the Menu key to return to the initial screen.

18

Printing the Test Page

You can confirm that the printer works properly by printing a test page (configuration page). However, you cannot check the connection between the printer and your computer by printing the test page.

1.Press the Menu key.

2.Press the ▼ or ▲ key to display List/Test Print, and then press the # Enter key.

3.Press the ▼ or ▲ key to display Config.Page, and then press the # Enter key.

4.Press the # Enter key to return to the initial screen.

19

Installing the Printer Driver Using Network

1.Insert the provided CD-ROM into the CD-ROM drive. If Auto Run starts, click Cancel, and then Exit.

2.Open the Printers and Faxes window or Printers window.

3.Click Add a printer.

This will start the Add Printer Wizard, and then click Next.

4.Click Local printer attached to this computer or Local printer, clear the Automatically detect and install my Plug and Play printer check box, and then click Next.

5.Click Create a new port, and then select Standard TCP/IP Port in "Type of port".

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6.Click Next to run the Add Standard TCP/IP Printer Port Wizard.

7.Enter the scanner's IP address, and then click Next.

For setting the scanner's IP address, see "Specifying the Product’s Network Settings".

8.Click Have Disk....

21

9.Click Browse..., and then specify a location for the printer driver.

If the CD-ROM drive is D, the source files of the printer driver are stored in the following location:

RPCS printer driver

D:\DRIVERS\RPCS\WIN2K_XP\(Language)\DISK1

D:\DRIVERS\RPCS\WIN9X_ME\(Language)\DISK1

PCL5E printer driver

D:\DRIVERS\PCL5E\WIN2K_XP\(Language)\DISK1

D:\DRIVERS\PCL5E\WIN9X_ME\(Language)\DISK1

PCL6 printer driver

D:\DRIVERS\PCL6\WIN2K_XP\(Language)\DISK1

D:\DRIVERS\PCL6\WIN9X_ME\(Language)\DISK1

PostScript 3 printer driver

D:\DRIVERS\PS3\WIN2K_XP\(Language)\DISK1

D:\DRIVERS\PS3\WIN9X_ME\(Language)\DISK1

10.Select the Setup Information file for the printer driver you want to install, and then click Open.

22

11.Click OK.

12.Follow the on-screen instructions to complete the driver installation.

Note:

When you use the printer under Windows Vista, you have to download the printer driver from the following supplier’s web site. Select this printer and the operating system you are using, and then download it.

23