Ricoh AFICIO SP 4100SFL, AFICIO SP 4100SF, AFICIO SP 4110SF User 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:

9 To reduce the risk of fire, use only no.26AWG or larger telecommunication line cord. 9 Disconnect the power plug by pulling the plug, not the cable.

9 Do not touch the metal fingers of the ADF pad module. The edges are sharp and touching

them may result in injury.

Precautions

y Do not install the equipment near heating or air conditioning units. y Do not install the equipment in a humid or dusty place. y Use 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.

y Place the equipment securely on an even, flat surface. Tilted or uneven surfaces may

cause mechanical or paper-feeding problems.

y Retain the box and packing materials for shipping purposes.

Notice

Important

y Do not make copies of any item for which copying is prohibited by law. y Copying the following items are normally prohibited by the local law: y Bank bills, revenue stamps, bonds, stock certificates, bank drafts, checks, passports,

driver's licenses.

y This 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.

iii

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.

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

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

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

vii

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.

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.

External View

The Front View

1. Input Paper Tray and Paper Support 5. Control Panel

2. Paper Stopper 6. LCD-display

3. Document Cover 7. ADF Unit

4. Handle

The Connection Ports

1 2

1. Line Jack: To connect the product to a “RJ-11” telephone

3 4 5 6 7 8

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 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.

jack should be ignored since no

The Control Panel

Part B

Part A

Part C

Part D

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.

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.

+ 28 hidden pages