Ricoh FAX2500L Operator's Manual 5600 U

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OPERATOR’S MANUAL

RICOH FAX5600L

Please read all of these instructions and keep this manual by your machine.

Optional Equipment

Memory (Fax Memory Type 30 1MB-II, Fax Memory Type 30 2MB)

Either a 1-Mbyte memory card, a 2-Mbyte memory card, or a 40-Mbyte hard disk can be added.

ISDN G4 Kit (ISDN Option Type 90)

This allows you to send and receive messages using the ISDN (Integrated Services Digital Network).

PC Printer Interface Kit (Printer Interface Type 60)

This allows you to use the machine as a laser printer for an IBM1 or compatible personal computer.

High Resolution Printer Memory Card (400 dpi Option Type 90)

This allows you to print received fax messages at high resolution when the other party transmits them at Super Fine (400 x 400 dpi) resolution. Note that even if you install this option, the maximum resolution is 300 x 300 dpi when printing from the computer using the PC Printer Interface.

Paper Feed Unit (Paper Feed Unit Type 30)

Up to four 500-sheet paper feed units can be added to the base machine, for a total capacity of 2,250 sheets.

Telephone Handset (Handset Type 20/30)

This permits voice communication (over the PSTN).

Cabinet (Cabinet Type 40)

This provides a base with wheels for you to move the machine around easily.

Note

The PC Printer Interface kit and the 40 Mb hard disk cannot both be installed together on the same machine. The PC Printer Interface kit and the ISDN G4 kit cannot both be installed together on the same machine.

IBM is a registered trademark of International Business Machines Corporation.

WARNING: This equipment has been tested and found to comply with the limits for a Class A digital device, pursuant to Part 15 of the FCC Rules. These limits are designed to provide reasonable protection against harmful interference when the equipment is operated in a commercial environment. This equipment generates, uses, and can radiate radio frequency energy and, if not installed and used in accordance with the instruction manual, may cause harmful interference to radio communications. Operation of this equipment in a residential area is likely to cause harmful interference in which case the user will be required to correct the interference at his own expense.

✬

CAUTION: Use of control or adjustments or performance of procedures

other than those specified herein may result in hazardous radiation exposure.

Class A

This Digital Apparatus does not exceed the Class A limits for Radio noise emissions from Digital Apparatus as set out in the Interference-causing equipment entitled "Digital Apparatus", ICES-003 of the Department of Communications.

Cet appareil numérique respecte les limites de bruits radioélectriques applicables aux appareils numériques de classe A prescrites dans la norme sur le matériel brouilleur : "Appareils Numériques", NMB-003 édictée par le ministre des Communications.

Notice about the Telephone Consumer Protection Act (Valid in the USA only) Attention please! The Telephone Consumer Protection Act of 1991 among other things makes it

unlawful for any person to send any message via a telephone fax machine unless such message clearly contains in a margin at the top or bottom of each transmitted page or on the first page of the transmission, the date and time it is sent and an identification of the business or other entity, or other individual sending the message and the telephone number of the sending machine or such business, other entity, or individual. This information is transmitted with your document by the TTI (Transmit Terminal Identification) feature.

In order for you to meet the requirement, your machine must be programmed by following the instructions in the accompanying Operation Manual. In particular, please refer to the "Getting Started" and/or "Programming" sections. Also refer to the TTI (Transmit Terminal Identification) programming procedure to enter the business identification and telephone number of the terminal or business. Do not forget to set the date and time.

Thank you

IMPORTANT SAFETY INSTRUCTIONS

1. Read all of these instructions.

2. Save these instructions for later use.

3. Follow all warnings and instructions marked on the product.

4. Unplug this product from the wall outlet before cleaning. Do not use liquid cleaners or aerosol cleaners. Use a damp cloth for cleaning.

5. Do not use this product near water.

6. Do not place this product on an unstable cart, stand, or table. The product may fall, causing serious damage to the product or injuring the user.

7. Slots and openings in the cabinet and the back or bottom are provided for ventilation; to ensure reliable operation of the product and to protect it from overheating, these openings must not be blocked or covered. The openings should never be blocked by placing the product on a bed, sofa, rug, or other similar surface. This product should not be placed in a built-in installation unless proper ventilation is provided.

8. This product should be operated from the type of power source indicated on the marking label. If you are not sure of the type of power available, consult an authorized sales person or your local power company.

9. This product is equipped with a 3-wire grounding type plug, a plug having a third (grounding) pin. This plug will only fit into a grounding-type power outlet. This is a safety feature. If you are unable to insert the plug into the outlet, contact your electrician to replace your obsolete outlet. Do not defeat the purpose of the grounding type plug. (This does not apply in countries in which the 2-wire, non-grounded type of plug is used.)

10. Do not allow anything to rest on the power cord. Do not locate this product where persons will walk on the cord.

11. If an extension cord is used with this product, make sure that the total of the ampere ratings on the products plugged into the extension cord do not exceed the extension cord ampere rating. Also, make sure that the total of all products plugged into the wall outlet does not exceed 15 amperes.

12. Never push objects of any kind into this product through cabinet slots as they may touch dangerous voltage points or short out parts that could result in a risk of fire or electric shock. Never spill liquid of any kind on the product.

13. Do not attempt to service this product yourself, as opening or removing covers may expose you to dangerous voltage points or other risks. Refer all servicing to qualified service personnel.

14. Unplug this product from the wall outlet and refer servicing to qualified service personnel under the following conditions: A. When the power cord or plug is damaged or frayed. B. If liquid has been spilled into the product. C. If the product has been exposed to rain or water. D. If the product does not operate normally when the operating instructions

are followed. Adjust only those controls that are covered by the operating instructions since improper adjustment of other controls may result in damage and will often required extensive work by a qualified technician

to restore the product to normal operation. E. If the product has been dropped or the cabinet has been damaged. F. If the product exhibits a distinct change in performance, indicating a

need for service.

CONTENTS

IMPORTANT SAFETY INSTRUCTIONS

INTRODUCTION

WHAT DOES A FAX MACHINE DO? 1 TELEPHONE LINE PROBLEMS AFFECT FAX COMMUNICATION 1 SOME OF THE THINGS THAT THIS MACHINE CAN DO 2

HOW TO USE THIS MANUAL

MANUAL OVERVIEW 4 CONVENTIONS 5 STORING TELEPHONE NUMBERS 7 STORING NAMES AND LABELS 7 IF YOU MAKE A MISTAKE 8 ON/OFF SWITCHES AND USER PARAMETERS 9

GENERAL PRECAUTIONS

POWER AND GROUNDING 14 COLD WEATHER POWER-UP 15 THUNDERSTORMS 15 COPY PAPER 16 TONER CARTRIDGES 16 OPERATING PRECAUTIONS 16 GENERAL 17

GUIDE TO COMPONENTS

COMPONENT DIAGRAM 18

OPERATION PANEL

OPERATION PANEL DIAGRAM 19

INSTALLING THE MACHINE

LOCATION 21 CONNECTING THE MACHINE 22

BEFORE YOU SEND YOUR FIRST FAX

SOME ITEMS MUST BE PROGRAMMED FIRST 23

Overview 23 Language Selection 23 Date and Time 24 Daylight Saving Time 24 Terminal Identification 25

RTI (Remote Terminal Identification) 26 TTI (Transmit Terminal Identification) 26 CSI (Called Subscriber Identification) 27

Telephone Line Type 28

QUICK DIAL, SPEED DIAL, AND GROUP DIAL 29

Three Convenient Ways to Dial 29

Quick Dial and Speed Dial 29 Groups 30

Programming Quick Dial 31

Programming a New Quick Dial 31 Editing a Quick Dial 32 Erasing a Quick Dial 33

Programming Speed Dials 34

Programming a New Speed Dial 34 Editing a Speed Dial 36 Erasing a Speed Dial 37

Programming Groups 38

Entering Group Programming Mode and Selecting a Group 38 Storing Numbers in a Group 39 Checking Which Numbers are Already in the Group 40 Storing a Label for this Group 40 Storing a Group Transfer Station 41 Erasing the Group 42

Limits on the Use of Stored Telephone Numbers 43

DEALING WITH JUNK FAX MAIL 44 OTHER ITEMS TO PROGRAM AT YOUR LEISURE 44

ROUTINE OPERATION

SENDING A FAX MESSAGE 45

Precautions Concerning Unacceptable Document Types 45 Transmission Procedure at a Glance 47

Overview 47

Immediate Transmission 47

Memory Transmission 48 Sending to Just One Location 49 Sending to More Than One Location (Broadcasting) 51

Check your Destinations Before Dialing 52 Possible Problems 53

Contrast, Resolution, and Halftone Modes 54

Contrast 55 Resolution 55 Halftone 55 Selecting the Halftone Type 56 Home Position Setting Adjustments 57

Dialing with the Telephone Directory 58 Optional Features for Transmission 59

Personal Code 59 Send Later 60 Transmission Deadline (TRD) 61 Page Count (Immediate Transmission only) 62 Auto Reduce 63

On/Off Selection Switch 63

Auto Reduce Home Position Adjustment 64 TTI 64 ID Transmission 65 Economy Transmission 66

On/Off Selection Switch 67

Storing the Economy Transmission Time 67 Voice Request (This feature requires a handset) 67

Direct Fax Number Entry 68 Immediate Transmission 69

Procedure 69 Converting Immediate Transmission to Memory Transmission 69 Transmission Mode Home Position Adjustment 70

Using the Stamp 71

Changing the Stamp On/Off Home Position Setting 71

Redialing 72

Automatic Redialing 72 Using the AI (Artificial Intelligence) Redial Key 73

RECEIVING FAX MESSAGES 74

Selecting the Reception Mode 74

Manual Receive Mode 74 Auto Receive Mode 75

Substitute Reception 75

Overview 75 Switching Substitute Reception On or Off 76

TELEPHONE CALLS 77

Making a Telephone Call 77

Using On Hook Dial 77 Using the Handset 78 Using AI Redial 78

Answering the Telephone 79 Phoning and Faxing on the Same Call 79

To Talk Before Sending a Fax (On Hook Dial) 79 To Talk After Sending a Fax 80

Speaker and Buzzer Volume Adjustments 80

ADVANCED FEATURES

NETWORKING 81

Overview 81 What Networking Features Does This Machine Have? 82 Preparing the Machine for Networking Operations 83

Storing the Country Code 83 Storing your Machine’s Own Telephone Number 84 Storing your Area Code Prefix 84 Storing the ID Code 85 Groups 86

Transfer Request 87 Combining Transfer Request with Broadcasting 90 Two-step Transfer 91

Digital Link 91 Analog Link 92

Multi-step Transfer 93 Your Machine as a Transfer Station (Memory Card or Hard Disk Required) 94 Transfer Request by Tonal Signals 94

Setting the Machine up for Transfer Request by Tonal Signals 94 Storing the Remote ID 95 Switching Transfer Request by Tonal Signals On/Off 95 Procedure for Transfer Request by Tonal Signals 96

Full Procedure 96

Example Procedure (for Quick Reference) 97

Beep Tones 98

TRANSMISSION 99

Keystroke Programs 99

Overview 99 Storing a Keystroke Program 100 Labeling a Program 101 Using a Program 102

Transmission Program 102

Free Polling Reception Program 102 Erasing a Program 103

Confidential Transmission 104

Overview 104 Procedure 105 Confidential ID Override Option 105

Auto Document 106

Overview 106 Storing an Auto Document 107 Labeling an Auto Document 107

Using an Auto Document 108 Printing the Contents of an Auto Document 108 Erasing an Auto Document 109

Restricting Access to the Machine 110

Overview 110 Programming the Personal Codes 110

Storing a Personal Code 111

Editing or Erasing a Personal Code 112 Switching on Restricted Access 113 Operating the Machine with Restricted Access Switched On 114

Tonal Signals 115 Chain Dialing 116 Secure Transmission 117

Overview 117 Changing the Secure Transmission On/Off Home Position Setting 117 Making a Secure Transmission 118

Specified Image Area 118

Overview 118 Changing the Specified Image Area On/Off Home Position Setting 119 Specifying an Image Area 119

Label Insertion 120 Closed Network (Transmission) 121 Protection Against Wrong Connections 122 ECM (Error Correction Mode) and Page Retransmission 123 Batch Transmission 124

Overview 124 Changing the Batch Transmission On/Off Home Position Setting 125

Well Log Transmission 125

RECEPTION 126

Confidential Reception (Memory Card or Hard Disk Required) 126

Overview 126 Storing a Confidential ID 127 Printing a Confidential Fax Message 127 Confidential File Report 128

Memory Lock (Memory Card or Hard Disk Required) 129

Overview 129 Storing a Memory Lock ID 129 Switching Memory Lock On/Off 130 Printing from Memory Lock (Memory Card or Hard Disk Required) 130

Rejection of Messages from Unidentified Senders 131 Authorized Reception 132

Overview 132 Programming the Authorized Senders 133 Switching Authorized Reception On/Off 134

Forwarding (Memory Card or Hard Disk Required) 134

Overview 134 Programming the Forwarding Feature 136

Editing the Forwarding Feature 138 Switching Forwarding On/Off 140 Enabling and Disabling the Forwarding Mark 140

Specified Cassette Selection (Optional Paper Feed Unit Required) 141

Overview 141 Programming the Specified Cassette Selection Feature 142 Switching Specified Cassette Selection On/Off 143

Wild Cards 144 Reverse Order Printing (Memory Card or Hard Disk Required) 145 Multi-sort Document Reception (Memory Card or Hard Disk Required) 146 Center Mark 147 Checkered Mark 148 Reception Time 149 Length Reduction 150 Two in One 151 Closed Network (Reception) 152

OTHER 153

Polling 153

Overview 153 Polling Transmission 154

Free Polling 154

Secured Polling 155

Stored ID Override 156 Polling Reception 158

Operating Procedure 158

Stored ID Override Option 159 Continuous Polling Reception 159

File Management 160

File Retention Time and File Retransmission 160 File Retransmission 160 Erasing a File from Memory 161 Printing a File 162

User Function Keys 163

User Function Codes 163 Function Programs 164

Storing a Function Program 164

Using a Function Program 165

Deleting a Function Program 165

OMR Sheets 166

Introduction 166 Using an OMR Sheet 166 Completing an OMR Sheet 167 The Five Types of OMR Sheets 170

User Parameter Program Sheet 170

Quick/Speed Dial Program Sheet 170

Group Program Sheet 171

Transmission Program Sheet 172

Transfer Request Program Sheet 173 Procedures 174

To Print an OMR Sheet 174

Using an OMR Sheet to Send a Fax Message 174

Using an OMR Sheet to Program the Machine 175 Errors 175

Power Saver 176

Overview 176 Programming Procedure 177 Switching the Power Saver On or Off 178

Counters 179 Communication Result Display 179 Entering PC Printer Mode (Printer Interface Required) 180 Selecting the Paper Feed Cassette for Printer Mode (Printer Interface and Paper Feed Unit Required) 180 Copying 181 Dual Access 182 Inch-to-millimeter Conversion 182 RDS (Remote Diagnostic System) 183

Overview 183 Switching RDS On/Off 183

Short Preamble 184 AI Short Protocol 184

REPORTS

AUTOMATICALLY PRINTED REPORTS 185

Descriptions of the Available Reports 185

TCR (Transmission Confirmation Report) 185 Transmission Result Report 185 Error Report 185 Communication Failure Report 185 Memory Storage Report 185 Power Failure Report 186 Transfer Result Report 186 Polling Reserve Report 186 Polling Result Report 186 Polling Clear Report 186 Confidential File Report (Memory Card or Hard Disk Required) 186 Transmission Deadline Report/Polling Confirmation List 187

Switching Reports On/Off 187 Printing a Sample of Data on the Reports 188 Report Formats 189

USER-INITIATED REPORTS 191

Descriptions of Available Reports 191

TCR 191 File List 191

Quick Dial List 192 Speed Dial List 192 Group Dial List 192 Program List 192 User Function List 192 Personal Code List 192 Authorized Reception List 192 Forwarding List 193 Specified Cassette Selection List 193 User Parameter List 193

LOOKING AFTER THE MACHINE

REPLACING PAPER 194 REPLACING THE TONER CASSETTE 195

Replacement Procedure 195 Ordering Toner 197

Switching the Ordering Toner Feature On/Off 197 Ordering Toner Procedure 198

REPLACING THE STAMP 199 CHANGING THE PAPER SIZE OF THE CASSETTE 200

Upper Cassette 200 Lower Cassette(s) 202

USER MAINTENANCE PROCEDURES 203

User Maintenance Table 203 User Maintenance Procedure 204

Scanner 204 Main Body 208 Lower Paper Feed Unit(s) (If one or more are installed) 212

SOLVING PROBLEMS

DOCUMENT JAMS 213

Clearing a Document Jam 213 Adjusting the Document Feeder 214

COPY JAMS 215

Cassette Entrance 215 Inside the Machine 216 Copy Feed-out Area 217 Lower Cassette Entrance 218

COMMUNICATION PROBLEMS 218 OPERATING DIFFICULTIES 219 DISPLAYED ERROR MESSAGES 223 ERROR CODES 225 CALLING THE SERVICE STATION

Switching Service Report Transmission On/Off 227 Sending a Service Report 228

DEDICATED TRANSMISSION PARAMETERS 228

(SERVICE REPORT TRANSMISSION) 227

SPECIFICATIONS

TABLE OF SPECIFICATIONS 229

APPENDIX

APPENDIX A. PAPER FEED UNIT 230

Operation 230 Maintenance 230 Copy Jams 230

APPENDIX B. FAX MEMORY TYPE 90 40 MB HD 231

General 231 Operation 231

APPENDIX C. ISDN G4 OPTION TYPE 90 232

Introduction 232 Setting up the Group 4 Interface 233

Subaddress Key 233 Own ISDN-G4 Number 233 Own ISDN-G3 Number 234 Next Transfer Station 235

Operation 236

Dialing and Storing Telephone Numbers 236

Overview 236

Transmission Procedure 237

Storing a Telephone Number 238 Automatic Fallback from Group 4 Mode to Group 3 Mode 240 Terminal ID 240 Explanation of the Items in the Group 4 Identifier 241

Transmitter and Receiver Terminal IDs 241

Date and Time 241

Page Number 241 Switching the Command Information Line On/Off 242 Terminal ID Verification 243

Troubleshooting 243

Call Progress Signals (CPS) 243

GLOSSARY 244

INDEX

OFFICIAL NOTICE TO USERS

FUNCTION LIST

INTRODUCTION

Thank you for purchasing this product. This multi-function office machine offers a wide range of fax, printer, and convenience features.

WHAT DOES A FAX MACHINE DO?

When you write a letter, you normally seal it in an envelope, attach a stamp, and post it in the nearest mail box. Then, in a few days, depending on the postal service, the letter will arrive at its destination. However, you may not be aware of its arrival until you get a return letter.

A fax machine speeds up this process. After you have written your letter, place it face down in your fax machine’s document feeder, dial the destination’s fax number, then press the Start key.

The fax machine scans your letter, and converts it into a series of black and white dots (the number of dots that there are across and down the page depends on the resolution that you selected; refer to the specifications section of this manual for details). This series of dots is transformed into an electrical signal and sent out over the telephone line to the destination fax machine.

The receiving fax machine reconstructs your letter from the incoming signal, and prints it. If you are worried about whether the message arrived at the destination, you can check a report

called the TCR (Transaction Confirmation Report). When you print this report, you will see the results of the most recent fax communications made by your machine.

You can use your fax machine to send and receive many types of document, even photographs.

TELEPHONE LINE PROBLEMS AFFECT FAX COMMUNICATION

Quick and accurate transmission of fax messages depends on the condition of the telephone line. If the line condition is very good, this machine will transmit a letter-size page in about 6 seconds. However, if the line is noisy, the speed may be reduced significantly, and the data may be damaged.

The symptoms of data loss caused by a noisy telephone line are seen on the printouts of received messages. An example is shown opposite. Note that lines are missing from the page at the indicated locations. ECM (Error Correction Mode) is an effective countermeasure against this type of error; you have the choice of having the ECM feature switched on or off. It is switched on before the machine leaves the factory. (Refer to page 123 for more information about ECM).

The line condition is affected by the weather; thunderstorms can cause electrical noise on telephone lines. In addition, the operation of the equipment in the telephone company’s control office can also cause noise on the line.

Document

Transmit

Received Message

Errors

INTRODUCTION

SOME OF THE THINGS THAT THIS MACHINE CAN DO

This machine has many features. Here is a sample of what the machine can do.

Sending a Fax to More Than One Location

See page 51.

Restricting Access to the Machine

Network Features, including Transfer Request

See page 81.

Quick Dial, Speed Dial, and Group Dial

See page 110.

Sending a Fax Later

See page 60.

See page 29.

Confidential Communication

See pages 104 and 126.

INTRODUCTION

Keystroke Programs

See page 99.

Auto Document (sends a commonly transmitted page with one touch)

User Function Keys

See page 163.

Authorized Reception (cuts out junk fax mail)

See page 106.

See page 134.

Transmission Deadline

Forwarding

See page 132.

Batch Transmission

See page 124.

Protection against Wrong Connections

See page 61.

See page 122.

HOW TO USE THIS MANUAL

MANUAL OVERVIEW

Your facsimile machine is equipped with a wide range of labor-saving and cost-saving features. This manual explains each of these features, and how you can put them to use. Note that the external appearance of the machine in some illustrations may be slightly different from the actual machine.

The manual consists of the following sections.

❐ How to Use this Manual - This is the section that you are now reading. It

contains an overview of the manual and the conventions used by the authors. It also contains quick reference sections on how to input telephone numbers and names, and how to correct errors that you may inadvertently make when operating the machine.

❐ General Precautions - This section lists precautions that you should keep in

mind when operating the machine. Read this section before you begin to use your machine.

❐ Guide to Components - This contains a diagram that shows where the main

components of your machine are situated.

❐ Operation Panel - This describes the functions of the various buttons and

indicators that are on your machine’s operation panel.

❐ Installing the Machine - If you are setting up your machine for the first time, a

service technician will do the physical installation, so that is not described here. However, this section tells you the best type of place to install your machine. So, please refer to it when you plan to move the machine to another location.

❐ Before you Send your First Fax - This section explains the things that you

have to do before you can send your first fax message and lists important features that will make faxing more convenient.

❐ Routine Operation - This section describes the features and settings that you

will normally be using every day.

❐ Advanced Features - This section explains how to take advantage of the

special features of your fax machine, including how to set up networks for economical distribution of fax messages over long distances.

❐ Reports - This section explains the reports that the machine generates. ❐ Looking After the Machine - This section shows you what to do when

consumable supplies run out. The user maintenance procedure in this section should be done every six months if you want to keep your machine in top condition.

❐ Solving Problems - If your machine cannot communicate, or if it generates

error codes or experiences paper jams, refer to this section. Many routine problems do not need to be solved by an experienced technician.

❐ Specifications - This is a list of technical data you might like to refer to

occasionally.

❐ Appendix - This describes the optional hard disk, paper feed unit, and ISDN

Group 4 kit. The PC Printer Interface Kit comes with a separate manual.

❐ Quick Reference Guide - This indicates how to use this machine at a glance.

HOW TO USE

THIS MANUAL

HOW TO USE THIS MANUAL

CONVENTIONS

The following conventions were used when writing this manual.

Keynames

These have been printed in a different typeface and enclosed by a box. For example: " Start " means "Press the Start key on the operation panel". If you see something like " # x 3", this means that you have to press the # key 3 times.

On the operation panel, there is a circular key with four arrows (up, down, left, right) printed on it. This is the scroll key. It is often used in the operating procedures to gain access to various features. For example, if you see ← in the manual, you are being asked to press the left-pointing arrow on the scroll key.

Displays

Messages seen on the display are shown in a larger box, normally on the right hand side of the page, directly opposite the step that brought it up on the screen. After following a step in a procedure, check the display to see if it corresponds to the one in the manual. This may help you to check whether you are following the procedure successfully. The following examples show three common types of display.

Example A: The keys that can be pressed are shown on the screen in small boxes. In this example, you can press the Yes, No, or Clear keys, or the down arrow on the scroll key (see the arrow at the top right).

Example B: The choices of settings for a feature are shown on the screen. The current setting is highlighted (white on black). If you press the right-pointing arrow on the scroll key, the setting will be changed to OFF.

MEMORY TRANS. OPTIONS

PRESS YES OR CLR

2125551234

OPTION SELECT AUTO REDUCE ON OFF TTI

YES

TO END

Example C: The ABC in the bottom right of the display indicates that you can input letters using the Quick Dial Keys, and

QUICK DIAL ENTER LABEL

ABC

numbers using the ten-key pad on the operation panel.

HOW TO USE THIS MANUAL

Most procedures start from standby mode, that is, when the display is as shown on the right. The value after "MEMORY" shows how

MEMORY TRANS. APR. 4. 12:25PM

SET DOCUMENT

MEMORY 100%

much memory space is remaining.

NOTE: If you start a procedure and do not enter anything at the operation panel for more than 5 minutes, the machine returns to standby mode.

Symbols

The text contains a few symbols that highlight important points or direct you towards other parts of the manual that are related to the feature currently being described.

indicates a hint (for example, indicating a page number where related information can be found).

indicates that you can access the current feature by pressing a User Function Key provided, if you have already programmed a User Function Key to perform a particular function. Using Function 35, you can program User Function Keys as short cuts to access some features. (See page 163 for more about programming the User Function Keys).

indicates that you can switch the current feature on or off using Function 81 or Function 91. Some features must be switched on before they will work.

indicates that you can operate this feature with an OMR Sheet as well as from the operation panel. (See page 166 and the pages following for full details concerning OMR Sheets.)

HOW TO USE

THIS MANUAL

HOW TO USE THIS MANUAL

STORING TELEPHONE NUMBERS

To dial a telephone number or store it as a Quick Dial or Speed Dial, type it into the machine at the ten-key pad on the operation panel.

STORING NAMES AND LABELS

You can enter names using the Quick Dial Keys. Use Quick Dial Keys 01 to 26 for the letters of the alphabet (or 33 to 58 if the quick dial label plate on the operation panel is flipped over to the right), and use Quick Dial 30 (or 62) as a spacebar. The letters are printed on the surface of each key. If you wish to enter a digit from 0 to 9, use the ten-key pad.

The cursor appears on the screen as a black dash below the cursor position. If you wish to move the cursor while editing a name or number, press the ← and → arrows on the circular scroll key on the operation panel. If you wish to enter a punctuation mark or symbol, use Quick Dial 31 (or 63). See "Punctuation Marks and Symbols" on the next page for more details.

Quick Dial 32 (or 64) can be used as a Shift key, to select upper or lower case letters.

KEY DESCRIPTION KEY DESCRIPTION KEY DESCRIPTION

01/33 A 12/44 L 23/55 W 02/34 B 13/45 M 24/56 X 03/35 C 14/46 N 25/57 Y 04/36 D 15/47 O 26/58 Z 05/37 E 16/48 P 27/59 06/38 F 17/49 Q 28/60 07/39 G 18/50 R 29/61 08/40 H 19/51 S 30/62 Space 09/41 I 20/52 T 31/63 Punctuation Marks 10/42 J 21/53 U and Symbols

11/43 K 22/54 V 32/64 Shift key (see p. 8)

Not used

HOW TO USE THIS MANUAL

Punctuation Marks and Symbols

SELECT P 1/5

If you press 31 or 63 while entering a label, a menu of symbols will appear, as

1! 2" 3# 4$ 5% 6& 7’ 8( 9)

shown on the right.

❐ To select a symbol, press the required key on the ten-key pad. For example, if

you wish to enter a ’#’, press 3 . Then move the cursor forward with the scroll key so that you can enter the next letter, digit, or symbol in the item that you are typing into the display.

❐ If the symbol that you need is not on the screen, scroll through the pages of

symbols with the ↑ and ↓ keys.

TO CANCEL

Shift Key

As shown in example C on page 5, ’ABC’ can be seen in the bottom right of the display while you are inputting a label. This indicates that upper case letters will be stored. If you wish to input lower case letters, press 32 or 64 . The ’ABC’ will change to ’abc’, and the letters that you type in will be stored as lower case letters. To change back to upper case letters, press 32 or 64 again.

IF YOU MAKE A MISTAKE

If you make a mistake when inputting a name or number, either:

❐ Press No to erase the entire name or number and start again. ❐ Press Clear to erase the last letter or digit that you entered.

If you enter the wrong function number, either:

❐ Press No then input the correct function number. ❐ Press Function to return to standby mode and start again.

If you dialed the wrong number, either:

❐ Press No . If scanning has already begun, press Stop . ❐ If you already programmed the number into the machine by pressing Yes,

remove the document from the document feeder and start again, or use the destination reviewing feature (option 08) to cancel that particular destination only (see page 52).

HOW TO USE

THIS MANUAL

HOW TO USE THIS MANUAL

ON/OFF SWITCHES AND USER PARAMETERS

Some of the features in this machine can be switched on or off, and some of them do not work unless they are switched on first. Other features can be adjusted in various ways. Each adjustment or on/off switch is explained in the relevant sections of the manual.

There are two user functions to help you adjust these features and switch them on/off.

❐ Function 81 (On/Off Switches) ❐ Function 91 (User Parameters)

On/Off Switches

This feature allows you to switch some of the major features of the machine on or off. The overall procedure is explained below. However, each of the adjustments that can be made using this procedure are explained in the relevant parts of the manual.

As well as a series of on/off switches, Function 81 allows access to the following features.

❐ Telephone Line Type

DP: Pulse Dial TT: Touch Tone

❐ Halftone Type

SPD MODE: The machine will use the Basic Halftone Process STD MODE: The machine will use the higher quality Error Diffusion Process.

1. Function 6 0 2 2 2 2

8 1

PSTN LINE TYPE SELECT

DP TT

YES

TO END

The first displayed item is the telephone line type: DP = Pulse Dial, TT = Touch Tone. In the above display, TT is currently selected.

2. Scroll through the list of features with ↑ and ↓ until the required fea ture appears. Example: Authorized Reception press ↓ once.

AUTHORIZ.RX SELECT

ON OFF

YES

TO END

HOW TO USE THIS MANUAL

3. Change the setting by using ← or → .

AUTHORIZ.RX SELECT

ON OFF

YES

TO END

4. Either:

❐ Change another setting: Go to step 2. ❐ Finish: Yes Function

A table showing the order of appearance of the switches is given below. Some of these switches may not be seen depending on the options that you have installed with the machine (1:Optional Memory or hard disk required, 2: Optional paper feed unit required, 3: Optional printer interface kit required). *:This only appears if you have asked a service technician to switch RDS on.

Feature

Telephone Line Type None Halftone Type 8 times Authorized Reception Once Daylight Saving Time/Summer Time 9 times Memory Lock Forwarding Specified Cassette Selection Power Saver 5 times RDS * 6 times Confidential File Report

↓

Twice File Retention Time 10 times 3 times Cassette used for Printer Mode 4 times

7 times

Feature

↓

11 times

User Parameter Settings

A wide range of features can be switched on or off by using the User Parameters. However, this feature is more difficult to use than the On/Off Switches. The switches and adjustments are presented on the screen as rows of digits. Each digit can be either 0 or 1. Each feature is allocated one or more digit. The value of the digit determines the status of the feature.

The overall procedure is explained below. However, each of the adjustments that can be made using this procedure are explained in the relevant parts of the manual.

1. Function 6 0 2 2 2 2

9 1

❐ At this time, you can print a User

Parameter List if you press → Start .

USER PARAMETER PRINT LIST DEFAULT: 01000000 SWITCH00: 01000000

YES

TO END

HOW TO USE

THIS MANUAL

HOW TO USE THIS MANUAL

2. The current settings for switch 00 are now displayed on the bottom line of the display. If the settings for this switch are the way that you want them, go to step 4.

❐ The top line shows the settings normally seen in a machine just delivered

from the factory.

3. To change the required setting, press a number from 0 to 7 corresponding to the digit that you wish to change.

Example: 0 . The value of the digit changes, in this case from 0 to 1.

USER PARAMETER PRINT LIST DEFAULT: 01000000 SWITCH00: 01000001

YES

TO END

Each switch contains 8 digits, which act as on/off switches for various features. The digits are numbered from 7 to 0; the setting of digit 7 is shown at the left side of the display and digit 0 is at the right.

4. Either:

❐ Scroll through the switches with ↑ and ↓ until the required switch

appears. Then go to step 3.

❐ Finish: Yes Function

The user parameter switches are outlined below.

Switch 00 - Home position settings

Digit Purpose

1 2

3 4

7 Halftone 0: Off 1: On

Stamp 0: Off

1: On (successfully scanned documents will be marked)

Resolution Digit 2 Digit 1 Setting Digit 2 Digit 1 Setting

0 0 Normal 1 0 Darken 0 1 Lighten 1 1 Do not use this.

Resolution Digit 4 Digit 3 Setting Digit 4 Digit 3 Setting

0 0 Standard 1 0 Super Fine 0 1 Detail 1 1 Do not use this.

Transmission mode 0: Memory transmission

1: Immediate transmission

If you change any of the contrast, resolution, transmission mode, stamp, or halftone settings before making a transmission, then: 0: The setting(s) will not return to the home position after the transmission. 1: The setting(s) will return to the home position after the transmission.

HOW TO USE THIS MANUAL

Switch 01 - Printing of various items on received messages

Digit Purpose

Mark to be printed at the receiving side to distinguish messages that are sent from your machine when it is acting as a forwarding station (Memory card or hard disk

required) 0: Off 1: On

Forwarding mark:

1 2 Reception time 0: Off 1: On

3 TSI printing 0: Off 1: On 4 Checkered mark 0: Off 1: On

6, 7 Do not change these settings.

Center mark 0: Off 1: On The center mark is not printed when the machine is used for making copies

Printing of the Command Information Line (ISDN kit required)

0: Off 1: On

This has the same effect as the TTI On/Off setting.

Switch 02 - Automatic printing of reports

Digit Purpose

0 1 Do not change this setting.

2 Memory storage report 0: Off 1: On 3 Polling reserve report (polling reception) 0: Off 1: On 4 Polling result report (polling reception) 0: Off 1: On

5 6 Polling clear report 0: Off 1: On

7 TCR 0: Off 1: On

Transmission result report (memory transmission)

0: Off 1: On

Transmission result report (immediate transmission)

0: Off 1: On

Switch 03 - Automatic printing of reports, Various

Digit Purpose

Inclusion of part of the image on the following reports: Transmission Result Report,

1 Do not change this setting. 2 Transfer Request by Tone Dial 0: Disabled 1: Enabled 3 Secure Transmission home position 0: Off 1: On 4 Batch Transmission home position 0: Off 1: On 5 Specified Image Area home position 0: Off 1: On

6 to 7 Do not change these settings.

Memory Storage Report, Polling Clear Report, Communication Failure Report, Transfer Result Report, Transmission Deadline Report, Polling Confirmation List 0: No 1: Yes

HOW TO USE

THIS MANUAL

HOW TO USE THIS MANUAL

Switch 04 - Various

Digit Purpose

0 1

2 Auto reduce 0: Off 1: On 3 Do not change these settings. 4 5 Restricted Access 0: Off 1: On

Do not change these settings.

Service Report Transmission 0: Disabled 1: Enabled If this is set to 1, store your dealer’s fax number in Quick Dial Key 63. Then, when you need to order toner, use the procedure on page 227. If you wish to use Quick Dial 63 for a number other than that of your dealer, set this bit to 0. Quick Dial Key 63 can now be programmed in the same way as other Quick Dial Keys. However, you will not be able to use the Service Report Transmission feature.

Ordering Toner 0: Disabled 1: Enabled If this is set to 1, store your dealer’s fax number in Quick Dial Key 64. Then, when you need to order toner, use the procedure on page 197. If you wish to use Quick Dial 64 for a number other than that of your dealer, set this bit to 0. Quick Dial Key 64 can now be programmed in the same way as other Quick Dial Keys. However, you will not be able to use the Ordering Toner feature.

Switch 05 - Various

Digit Purpose

0 Substitute reception 0: Off 1: On 1 2 Two in One 0: Off 1: On

3 Memory reception if no RTI or CSI received 0: Possible 1: Not possible

4 to 7 Do not change these settings.

Reverse order printing (Memory card or hard disk required)

0: Off 1: On

Switches 06 and 07 - Do not use

GENERAL PRECAUTIONS

WARNING: Do not attempt any maintenance or troubleshooting other than

that mentioned in this manual. This machine contains a laser beam generator and direct exposure to laser beams can cause permanent eye damage.

POWER AND GROUNDING

Pay attention to the following.

Power Supply

1. Power requirements: 115 V, 60 Hz

2. Insert the power plug securely into the wall socket.

3. Make sure that the wall outlet is near the machine and readily accessible.

4. Do not connect other equipment to the same socket.

5. Do not step on or set anything on the power cord.

6. Do not connect other equipment to the same extension cord.

7. Be sure that the power cord is not in a position where it would trip someone.

8. The wall outlet must be easily accessible.

Grounding

Ground the machine and the lightning protection circuit in accordance with regulations. Do not ground to gas or water pipes, or to a telephone ground plug. Proper grounding is to the ground terminal of the power outlet. Be sure that the ground terminal of the power outlet is properly grounded.

The lightning protection circuit for the machine requires the machine to be properly grounded. If proper grounding is provided, about 90% of lightning damage can be prevented. For safety, be sure to connect the machine to a three-prong grounded outlet.

COLD WEATHER POWER-UP

GENERAL

PRECAUTIONS

Avoid raising the room temperature abruptly when it is below 57°F, or condensation may form inside the machine.

1. Raise the room temperature to 68°F at less than 18°F per hour.

2. Wait for 30 to 60 minutes.

3. Turn the power on.

Do not use the machine near a humidifier.

THUNDERSTORMS

GENERAL PRECAUTIONS

With proper grounding, about 90% of lightning damage can be prevented. However, if possible, during severe electric storms turn the power switch off and disconnect the power cord and telephone line cord.

Note for users with no hard disk

All fax messages stored in the memory may be erased if power is switched off for more than an hour.

GENERAL PRECAUTIONS

COPY PAPER

❐ 15-20 lb. copy paper is recommended: letter or legal sizes are the most

commonly used

❐ Do not use damp paper, or copies will be defective. ❐ Do not touch copy paper if your fingers are wet or oily; fingerprints may appear

on the copy.

❐ Keep paper in a vinyl bag if it will not be used for a long time. ❐ Store in a cool dry place. ❐ Store flat. Do not stand upright. ❐ The following materials cannot be used in the paper trays: Post cards, Tracing

paper, OHP sheets, Adhesive labels

❐ Do not overload the paper trays. ❐ If multi-sheet feeding occurs or dog-eared copies are made when using

recycled paper in the paper tray, fan the recycled paper and load it in the paper tray again.

TONER CARTRIDGES

❐ Store in a cool, dark place. ❐ Never store where they may be exposed to heat. ❐ Keep out of the reach of children. ❐ Do not eat toner. ❐ Do not lay heavy objects on toner cartridges. ❐ Do not incinerate toner or toner containers. Toner dust may cause flashback

when exposed to an open flame.

OPERATING PRECAUTIONS

❐ While the machine is in operation, do not turn off the main switch or unplug the

power cord.

❐ Keep corrosive liquids, such as acid, off the machine. ❐ Do not allow paper clips, staples, or other small metallic objects to fall inside

the machine.

❐ The fusing unit may be very hot. Be careful when handling it.

GENERAL

PRECAUTIONS

GENERAL PRECAUTIONS

GENERAL

❐ Read the Important Safety Information at the front of this manual. ❐ Since some parts of the machine are supplied with high voltage, make sure

that you do not attempt any repairs or attempt to access any part of the machine except those described in this manual.

❐ Do not make modifications or replacements other than those mentioned in this

manual.

❐ When not using the machine for a long period, disconnect the power cord.

OZONE

The machine generates ozone during operation. Normally, the ozone level is safe for operators. However, during a long copy run or while printing a long message, ozone odor may appear; in such a case, ventilate the room.

WARNING:

This symbol is attached to some components to alert the user not to touch them, because they may be very hot.

This symbol is intended to alert the user to the presence of important operating and maintenance (servicing) instructions in the literature accompanying the machine.

GUIDE TO COMPONENTS

1 Document Table 8 Scanner Release 2 Document Guide 9 Lifting Handle 3 Operation Panel 10 Front Cover Release 4 Telephone : optional 11 Cassette 5 Manual Feed Button 12 Copy Tray 6 Document Tray 13 Lower Cassette(s) or Drawers: optional

Up to 4 units can be added below the upper cassette

7 Power Switch (on the rear) 14 Base : optional

(labelled Cabinet Type 40 on the carton)

OPERATION PANEL

OPERATION

PANEL

1. Power Indicator Lights when the power switch is on. To use the machine, turn the switch to ’On’.

Communicating Indicator

Receive File Indicator

Confidential File Indicator

Reception Mode Selector Key

Stamp Key Press to enable or disable the stamp feature. Line Fail

Indicator Clear Copy

Indicator Add Toner

Indicator Call Service

Indicator Clear

Original Indicator

Add Paper Indicator

Close Cover Indicator

Lights when a fax message is being transmitted or received.

Lights when an incoming message was received into memory because the machine was out of paper or jammed.

Lights when a confidential file has been received and stored in the memory. Blinks when a message has been stored using Memory Lock, if no confidential files are present.

Press to select Auto Receive or Manual Receive.

Blinks when transmission fails.

Blinks when paper has jammed in the printer.

Blinks when the toner cartridge is almost empty, and lights when it is empty.

Blinks when the machine diagnostics detect a problem that requires service.

Blinks when a document has jammed in the scanner.

Lights when a cassette is empty.

Blinks when a cover is open.

5 6

OPERATION PANEL

2. Display Displays prompts, warnings, and selected modes.

Function Key Press to use one of the numbered functions. Yes/No Keys Use to answer questions on the display. Scroll Key When an arrow is shown on the display, use this key to access

the options, items, or functions shown by the arrow. Also use it to move the cursor when programming or editing a displayed item.

3. PC Printer Option

Indicators

Halftone Key Press this to use halftone mode. Contrast

Selector Key Resolution Selector

Key Memory Key If the indicator is lit, your document will be stored before

G4/G3 Selector Key When dialing, press this key to light the indicator that

4. Quick Dial Keys Each of these can be programmed with a telephone number, a

These indicators are only used when the optional Printer Interface Kit is installed. See the operation manual for the Printer Interface Kit for full details.

Press this to select either Darken, Normal, or Lighten.

Press this to select either Standard, Detail, or Super Fine.

transmission. If it is not lit, your document will be sent immediately without being stored. Press the key to change the mode.

corresponds with the type of network that you wish to communicate on. The G4 setting is only available if you have installed the optional ISDN Interface Kit.

group, or a keystroke program. You can also use these keys to type names and labels such as the RTI and TTI. To access keys 01 to 32, flip the number plate over to the right. To access keys 33 to 64, flip the number plate over to the left.

5. User Function Keys Each of these can be programmed for rapid access to frequently used features. If the light under a key is on, the feature can be used.

6. Speed Dial/Tel

Directory Key AI Redial Key Press this to redial one of the last ten numbers that was dialed. On Hook Dial Key Press this to dial without picking up the handset. Pause Key Press this if you need to insert a pause when dialing. Clear Key Use this as a backspace key during programming. Ten Key Pad Use this as a telephone keypad, or to enter Speed Dial codes. Stop Key Press this to stop the machine and return it to standby mode. Start Key Press this to start fax communication. Copy Key Press this to copy the document now in the feeder.

Press this to dial using Speed Dial or the Telephone Directory Feature.

INSTALLING THE MACHINE

INSTALLING THE

MACHINE

LOCATION

For the best possible performance, install your machine in a place which satisfies the following conditions.

❐ Not exposed to direct sunlight ❐ Well ventilated (air turnover at least three times per hour); to avoid the build-up

of ozone, make sure to locate the machine in a large well-ventilated room which has an air turnover of more than 30 yd3/hr per person.

❐ Level ❐ Not subject to vibration ❐ Away from other electronic equipment, to avoid interference ❐ Away from areas containing corrosive gas ❐ Dust-free ❐ Condensation-free ❐ Temperature 63 to 82°F ❐ Humidity 40 to 70% RH (do not install near a humidifier) ❐ Away from heaters and air conditioners, to avoid sudden changes of

temperature

❐ Within 5 yards of a three-pin grounded power outlet (115 Volts, 60 Hz) ❐ With the clearance as shown on the right

4 "

NOTE: This machine generates a certain amount of ozone. Although the

amount generated is within safety requirements, it is recommended that, to avoid ozone buildup, you install the machine in a room which can be air-conditioned or well ventilated.

INSTALLING THE MACHINE

CONNECTING THE MACHINE

A service technician will install the machine. Before using the machine:

❐ Make sure that it is properly connected to the telephone line and the power

outlet, as shown below.

CAUTION

Do not switch on until everything is connected properly. If you wish to move the machine to a new location, contact a service technician.

❐ Program the Telephone Line Type setting (use Function 81; see page 28). If

your telephone normally sends out tones when dialing, use the TT setting; if it normally sends out pulses, use the DP setting. Also, make sure that the switch on the handset is set up correctly.

IMPORTANT POINTS ABOUT POWER CONNECTION

❐ The wall outlet supply must not vary more than 20 V either side of 115 Vac. ❐ The power cord should not be laid in a place where it might trip somebody. ❐ Do not lay anything on the power cord. ❐ If you have to use an extension cord, make sure that it is capable of carrying

125V/15A, and that your facsimile terminal is the only piece of equipment connected to that cord.

BEFORE YOU SEND YOUR FIRST FAX

BEFORE YOU SEND

YOUR FIRST FAX

SOME ITEMS MUST BE PROGRAMMED FIRST Overview

After you have installed your new machine and connected it to the telephone line, there are a few things that you have to do before you start to send fax messages from your new machine.

You should set up your machine’s clock and identification. In fact, for faxes sent to from, or within the United States, the United States’ Federal Communications Commission (FCC) states that the fax message must contain header information that identifies the sender (or the sender’s organization), and the date and time that the fax was sent. To do this, program the following features.

❐ Date and Time/Daylight Saving Time: see page 24. ❐ RTI (Remote Terminal Identification): see page 26. ❐ TTI (Transmit Terminal Identification): see page 26. ❐ CSI (Called Subscriber Identification): see page 27.

In addition, you also have to make sure that the fax machine’s dialing circuits are set up correctly. There are two settings: Pulse Dial, and Tone Dial. If you select the wrong setting, your machine will not be able to dial fax numbers. If you are not sure which setting to use, contact your telephone company. To change this setting, see the following section of the manual.

❐ Telephone Line Type: see page 28.

Also, if you have a handset attached to your fax machine, make sure that its dialing circuit is also set up correctly (there is probably a switch on the side of the handset).

Language Selection

If your native language is Spanish or French, you can have the machine display instructions and print reports in either of these languages instead of in English.

1. Function 6 0 2 2 2 2

9 4

LANGUAGE SELECT

ENGLISH FRENCH SPANISH

YES

TO END

2. Use the ← and → arrows on the scroll key to move the cursor to the cor rect language. Press Yes Function to finish.

❐ Once you have done this, all displays and reports will be in the selected language.

BEFORE YOU SEND YOUR FIRST FAX

Date and Time

Your fax machine has an internal clock. It controls the following features.

❐ The time display on the operation panel while the machine is idle. ❐ Operation of time-delay features like Send Later. ❐ The date and time that is printed out on pages that you receive, if Reception

Time is switched on.

❐ The date and time that is printed out at the other end on pages received from

your machine.

Program the correct date and time when you install the machine.

Cross-references: Send Later: see page 60. Reception Time: see page 149. Economy Transmission: see page 66.

1. Function 6 0 2 2 2 2 9 2

CLOCK INPUT DATE/TIME

FEB 01 1992 (SAT) 01:56PM

YES

TO END

2. Use the ← and → arrows on the scroll key to move the cursor across the display. Use the keypad to correct the individual elements.

❐ To change the month, move the cursor to the month and scroll through the

months with the ↑ and ↓ keys.

❐ To change from AM to PM and vice versa, move the cursor to the time, and

press

or # .

❐ Press Yes Function when the display is correct.

Daylight Saving Time

Whenever local custom requires advancing the clock or setting the clock back, use this feature. You can easily move the clock forwards when daylight saving time begins, and back when it ends.

❐ When you install the machine for the first time, take care that the setting is

correct before you set the date and time.

1. Function 6 0 2 2 2 2 8 1 then ↓ until the screen is as shown opposite.

DAYLIGHT SAVING TIME SELECT

ON OFF

YES

TO END

BEFORE YOU SEND

YOUR FIRST FAX

BEFORE YOU SEND YOUR FIRST FAX

2. Use the ← and → arrows on the scroll key to switch this feature on or off.

3. To store your setting: Yes

Terminal Identification

There are three labels which identify yourself to the operator at the other end. These labels are called the RTI, the TTI, and the CSI.

❐ RTI (Remote Terminal Identification) and CSI (Called Subscriber

Identification): These appear at the other end in the display on the operation panel during communication, and on reports after communication.

❐ TTI (Transmit Terminal Identification): This is printed at the other end at the

top of each page received from your machine.

You can see the RTI, TTI, and CSI of the other party during the communication (see the following diagram) and on reports printed by the machine later.

RTI or CSI

TTI

Some machines may reject your transmitted fax messages if you have not stored the RTI, TTI, or CSI in advance.

Note: You can switch the TTI off for a particular transmission if you do not wish

it to be printed on your pages as they are printed at the other end. See page 64.

BEFORE YOU SEND YOUR FIRST FAX

RTI (Remote Terminal Identification)

Your RTI appears on the other party’s operation panel during communication, if the other machine was made by the same manufacturer as yours. The RTI can have up to 20 characters (numbers and letters can be used, along with some punctuation marks). Program something easy to recognize, such as your name, company name, or department name within the company.

1. Function 6 0 2 2 2 2

6 1 then ↓ until the screen is as

shown opposite.

2. Yes

3. Input the RTI that you will be using. Example: XYZ COMPANY

Note: Not more than 20 characters.

Input and editing are explained on page 7.

4. Yes Function

TTI (Transmit Terminal Identification)

RTI

YES

TO SET PREVIOUS

RTI

TO CANCEL NEXT

TO CANCEL

RTI

XYZ COMPANY ABC

YES

CLR . NO

ABC

Your TTI is printed at the other end on the top edge of each page that you send. The TTI can have up to 32 characters (numbers and letters can be used, along with some punctuation marks). Program something easy to recognize, such as your name, company name, or department name within the company.

1. Function 6 0 2 2 2 2

6 1 then ↓ until the screen is as

shown opposite.

2. Yes

TTI

YES

TO SET PREVIOUS

TTI LABEL INSERTION

1. INPUT 2. COPY RTI

TO CANCEL NEXT

SELECT

YES

TO END

3. Either:

BEFORE YOU SEND

YOUR FIRST FAX

❐ Copy the RTI across and store that

as the TTI: 2 . Then go to step 5. (Or, if you wish to edit the TTI: ↑ Yes )

❐ Input a new TTI or edit the TTI that

is already there: 1 . Go to step 4.

4. Input the TTI that you will be using. Example: XYZ COMPANY HEAD OFFICE

BEFORE YOU SEND YOUR FIRST FAX

TTI

TO CANCEL

ABC

Note: Not more than 32 characters.

Input and editing are explained on page 7.

TTI

XYZ CO. HEAD OFFICE ABC

YES

CLR . NO

5. Yes Function

CSI (Called Subscriber Identification)

Your CSI appears on the other party’s operation panel during communication instead of your RTI, if the other party’s machine is another manufacturer’s product. The CSI can have up to 20 characters (only numbers and spaces can be used). Enter your fax machine’s telephone number, because some features of your machine may not work if the CSI is not the same as the telephone number.

1. Function 6 0 2 2 2 2

6 1 then ↓ until the screen is as

shown opposite.

CSI

YES

TO SET PREVIOUS

TO CANCEL NEXT

2. Yes

CSI

YES

TO END

3. Input your telephone number. Note: Not more than 20 digits.

❐ If you wish to input a "+" sign, to signify

your international dial access code (this is a common practice in Europe): 31

CSI

212-555-6789

YES

CLR . NO

4. Yes Function

BEFORE YOU SEND YOUR FIRST FAX

Telephone Line Type

If the setting of this feature is incorrect, you will not be able to dial using the machine’s keypad or automatic dialer.

There are two basic types of telephone company exchange:

❐ Exchanges using Tone Dialing (also known as DTMF, TT, or sometimes PB) ❐ Exchanges using Pulse Dialing (also known as PD or DP)

The telephone line type setting in your fax machine must match the type of exchange that you are connected to. If you are not sure what type your local exchange is, ask the telephone company.

Note: If there is a handset connected to your fax machine, make sure that it is

also set up in the correct dialing mode.

Change the setting for the fax machine using Function 81.

1. Function 6 0 2 2 2 2 8 1

The first displayed item is the telephone line type: DP = Pulse Dial, TT = Touch Tone. In the above display, TT is currently selected.

2. Change the setting by using ← or → .

3. Finish: Yes Function

PSTN LINE TYPE SELECT

DP TT

YES

TO END

BEFORE YOU SEND

YOUR FIRST FAX

BEFORE YOU SEND YOUR FIRST FAX

QUICK DIAL, SPEED DIAL, AND GROUP DIAL Three Convenient Ways to Dial

Instead of dialing the full number on the fax machine’s keypad, you can use Speed Dial, Quick Dial or Group Dial.

These features allow you to store telephone numbers in your machine’s memory. (A stored number will remain in the memory, and you can use it as many times as you wish without having to reprogram it.)

Then, when you need to dial a number, just call it up (for example, by pressing the required Quick Dial Key).

Quick Dial and Speed Dial

Quick Dial and Speed Dial are very convenient for dialing numbers that you often call, especially if these numbers are very long (like international numbers).

These features greatly improve the convenience of operating your machine. However, first, you have to program the telephone numbers that you need into the Quick Dial Keys and Speed Dial Codes in your machine.

After programming your Quick Dials and Speed Dials, you can dial a telephone number with very few keystrokes.

❐ For Quick Dial, just press a Quick Dial Key then press Start. ❐ For Speed Dial, press the key on the operation panel labeled "Speed Dial",

enter a two-digit Speed Dial Code, then press Start. You can also access Speed Dial codes using the Telephone Directory feature (see page 58).

BEFORE YOU SEND YOUR FIRST FAX

You can store up to 64 Quick Dial Keys and 100 Speed Dial Codes in this model. When you store a Quick Dial or Speed Dial, you can also store the name of the

other party as a quick reference (this name will be displayed on the operation panel before you press the Start key, so you can check whether you have selected the correct number). This label is used with features such as Telephone Directory or Label Insertion.

For the Quick Dial Keys, you can also attach adhesive labels to the quick dial plate.

Cross-references

Telephone Directory: see page 58. Label Insertion: see page 120.

Groups

If you frequently send the same message at the same time to more than one place, program these telephone numbers into a group. Then you can send the messages to all the addresses in that group with just a few keystrokes.

You can also program a name for that group (for example, "Branch Offices"), which will be displayed before you press the Start key. This helps you to check whether you selected the correct group.

You can store up to 10 Groups in this machine. Groups can be used with the following features.

❐ Sending to More Than One Location (Broadcasting); see page 51. ❐ Transfer Request; see page 87. ❐ Polling Reception; see page 158.

Caution: There are limits on the number of addresses that can be dialed with

each of these features. Do not store more numbers in the group than the capacity of the feature that you plan to use it with. These limits are:

Broadcasting: 200 addresses Transfer Request: 30 addresses Polling Reception: 200 addresses

BEFORE YOU SEND

YOUR FIRST FAX

BEFORE YOU SEND YOUR FIRST FAX

Programming Quick Dial

This machine has 64 Quick Dial Keys (01 to 64), each of which can be programmed as one of the following: Quick Dial Key, Group, Auto Document, or Keystroke Program. The page number in the following table shows the location of the programming procedure.

1 Quick Dial A fax or telephone number This page

Group A set of fax numbers that you often wish to

Keystroke Program A program of settings, features, and

3 4 Auto Document A page that you often send, such as a map. Page 106

send the same fax to at the same time.

destinations.

Using the following procedure, you can store telephone numbers as Quick Dials. You can also store a label with each number for use with the Label Insertion feature.

Cross-reference Label Insertion: see page 120.

Page 38

Page 99

Note: You cannot use the following procedure to store Groups, Keystroke Pro -

grams or Auto Documents.

Programming a New Quick Dial

1. Function 3 1

❐ At this time, you can print a Quick Dial

List if you press → Start .

QUICK DIAL CHOOSE KEY

PRINT LIST

TO CANCEL

2. Press the Quick Dial Key that you wish to program. Example: 01

❐ If you pressed the wrong key,

press No .

3. Yes

QUICK DIAL

QUICK DIAL ENTER FAX NUMBER

YES

TO CANCEL

4. Enter the telephone number at the op eration panel’s ten key pad.

QUICK DIAL

2125551234

YES

CLR

If your machine is behind a PBX, include the access code and a pause before the tel. number. For an international number, place a pause after the country code. To input a pause, press the Pause key.

BEFORE YOU SEND YOUR FIRST FAX

5. Yes

6. Either:

❐ Input a label using the Quick Dial

keys. Then press Yes .

Inputting and editing labels: see page 7.

❐ Do not program a label:

Press Yes .

7. Switch Label Insertion on or off. Use the ← and → arrows on the scroll key to select the required setting. Then: Yes

QUICK DIAL ENTER LABEL

QUICK DIAL OPTION SETTING

LABEL INSERTION ON OFF

SELECT

QUICK DIAL CHOOSE KEY

YES

PRINT LIST

TO CANCEL

ABC

TO END

8. Either

❐ Program another: Go to step 2 ❐ Finish: Function

Editing a Quick Dial

1. Function 3 1

2. Press the Quick Dial key that you wish to edit. Example: 01

❐ If the wrong number is displayed, use

the ↑ and ↓ keys to scroll through the Quick Dial Keys on the screen.

3. Yes

4. Edit the number.

❐ Use ← and → to move the cursor, and

use Clear to delete the character at the cursor.

After entering the new number, press Yes .

QUICK DIAL CHOOSE KEY

QUICK DIAL

01 XYZ CO. NEW YORK

2125551234

QUICK DIAL

2125551234

QUICK DIAL

XYZ CO. NEW YORK ABC

PRINT LIST

TO CANCEL

YES

CLR . NO

CLR

5. Either

BEFORE YOU SEND

YOUR FIRST FAX

❐ Change the label: Edit the existing

label, then press Yes .

❐ Keep the label as it is: Yes

Inputting and editing labels: see page 7.

6. Switch Label Insertion on or off. Use the ← and → arrows on the scroll key to select the required setting. Then: Yes

BEFORE YOU SEND YOUR FIRST FAX

QUICK DIAL OPTION SETTING

LABEL INSERTION ON OFF

SELECT

QUICK DIAL CHOOSE KEY

YES

TO END

7. Either

❐ Program another: Go to step 2. ❐ Finish: Function

Erasing a Quick Dial

1. Function 3 1

2. Press the Quick Dial key that you wish to erase. Example: 01

❐ If the wrong number is displayed, use

the ↑ and ↓ keys to scroll through the Quick Dial Keys on the screen.

QUICK DIAL CHOOSE KEY

QUICK DIAL

01 XYZ CO. NEW YORK

2125551234

PRINT LIST

TO CANCEL

PRINT LIST

TO CANCEL

YES

3. Yes

4. Erase the number: No .

QUICK DIAL

2125551234

QUICK DIAL ENTER FAX NUMBER

YES

CLR

TO CANCEL

After erasing a number, you may store a new one to replace it if you wish. If you do not wish to store a new number, press No again. Then go to step 2

to continue or press Function if you have finished.

BEFORE YOU SEND YOUR FIRST FAX

Programming Speed Dials

Using this feature, you can store telephone numbers as Speed Dial Codes. You can also store a label with each telephone number for use with the Telephone Directory and Label Insertion features.

Telephone Directory

This makes using Speed Dial Codes more convenient. When you program a Speed Dial Code, you can program a name and a telephone number. Then, instead of having to refer to the latest Speed Dial Code list when you want to dial that number, you can type in the first letter of the name, and scroll through the list of names that begin with that letter until you find the right one. You may also program the letter under which you wish to file the label. For example, if a Speed Dial Code has the label HOTEL NEW YORK, you may wish to file this label under N instead of under H if your Telephone Directory contains a lot of hotels. This would make it easier to find using the Telephone Directory feature; type in N instead of H, then scroll through the N’s until you find the HOTEL NEW YORK.

Cross-reference

Label Insertion: see page 120. Telephone Directory: see page 58.

Programming a New Speed Dial

1. Function 3 2

❐ At this time, you can print a Speed Dial

List if you press → Start .

2. Input the Speed Dial Code that you wish to program (from 00 to 99). Example: 0 0

❐ If you input the wrong code,

press No .

3. Yes

4. Enter the telephone number at the op eration panel’s ten key pad.

SPEED DIAL ENTER SPEED CODE

SPEED DIAL

SPEED DIAL ENTER FAX NUMBER

PRINT LIST

TO CANCEL

YES

TO CANCEL

SPEED DIAL

01144715551234

YES

CLR

If your machine is behind a PBX, include the access code and a pause before the telephone number. For an international number, place a pause after the country code. To input a pause, press the Pause key.

BEFORE YOU SEND

YOUR FIRST FAX

BEFORE YOU SEND YOUR FIRST FAX

5. Yes

SPEED DIAL ENTER LABEL

6. Either:

❐ Input a label using the Quick Dial

keys (such as XYZ CO. LONDON). Then press Yes .

Inputting and editing labels: see page 7.

SPEED DIAL

00 INPUT: X ABC

YES

CLR

❐ Do not program a label for this

number: Press Yes . Go to step 9.

7. The letter shown next to " INPUT" will be used with the Telephone Directory feature when searching for a name. Either:

❐ Do not change the letter : press Yes . ❐ If you wish to use another letter, input the letter.

Example: Change to "L" for London;

Clear L Yes

SPEED DIAL OPTION SETTING

LABEL INSERTION ON OFF

SELECT

YES

TO END

ABC

8. Switch Label Insertion on or off. Use the ← and → arrows on the scroll key to select the required setting. Then: Yes

9. Either:

❐ Program another: Go to step 2. ❐ Finish: Function

SPEED DIAL ENTER SPEED CODE

PRINT LIST

TO CANCEL

BEFORE YOU SEND YOUR FIRST FAX

Editing a Speed Dial

1. Function 3 2

2. Input the Speed Dial Code that you wish to edit. Example: 0 0

❐ If the wrong number is displayed, press No

or use the ↑ and ↓ keys to scroll through the Speed Dial Codes on the screen.

3. Yes

4. Edit the number.

❐ Use ← and → to move the cursor, and

use Clear to delete the cursor character.

After entering the new number, press Yes .

SPEED DIAL ENTER SPEED CODE

SPEED DIAL

00 XYZ CO. LONDON

01144715551234

SPEED DIAL

01144715551234

SPEED DIAL

XYZ CO. LONDON ABC

PRINT LIST

TO CANCEL

YES

CLR . NO

CLR

5. Either

❐ Change the label: Edit the existing

label, then press Yes .

❐ Keep the label as it is: Yes

Inputting and editing labels: see page 7.

6. Either:

❐ Change the letter in the INPUT col -

umn (for example, to P): Clear P Yes

❐ Do not change the letter: Yes .

SPEED DIAL

00 INPUT: X ABC

SPEED DIAL OPTION SETTING

LABEL INSERTION ON OFF

SELECT

YES

CLR

YES

TO END

7. Switch Label Insertion on or off. Use the

BEFORE YOU SEND

YOUR FIRST FAX

← and → arrows on the scroll key

to select the required setting. Then: Yes

8. Either

❐ Program another: Go to step 2. ❐ Finish: Function

Erasing a Speed Dial

BEFORE YOU SEND YOUR FIRST FAX

SPEED DIAL ENTER SPEED CODE

PRINT LIST

TO CANCEL

1. Function 3 2

2. Input the Speed Dial Code that you wish to erase. Example: 0 0

❐ If the wrong number is displayed, press No

or use the ↑ and ↓ keys to scroll through the Speed Dial Codes on the screen.

3. Yes

4. Erase the number: No .

SPEED DIAL ENTER SPEED CODE

SPEED DIAL

00 XYZ CO. LONDON

01144715551234

SPEED DIAL

01144715551234

SPEED DIAL ENTER FAX NUMBER

PRINT LIST

TO CANCEL

YES

CLR

TO CANCEL

After erasing a number, you can store a new one to replace it. If you do not wish to store a new number, press No again, then go to step

2 to continue or press Function if you have finished.

BEFORE YOU SEND YOUR FIRST FAX

Programming Groups

Groups allow you to combine some numbers into one group, for easy sequential transmission to all the numbers in that group. These numbers can be selected from those already stored in Quick Dial Keys or Speed Dial Codes, or you can select other numbers by entering them at the keypad.

You can also store a label with each Group. This label will be displayed when you select the Group.

Note: See page 51 to see how to dial a group. The Group programming procedure has several modules. Entering Group

Programming mode will be explained first, followed by each of the modules.

Entering Group Programming Mode and Selecting a Group

1. Function 3 3

❐ At this time, you can print a Group List if

you press → Start .

2. Input the number of the group that you wish to program.

❐ There are 10 groups, from 01 to 10.

Example: Group 01, 0 1 Yes

❐ If this group already exists, go to step 4. ❐ If you input the wrong group number,

press No .

3. Press the Quick Dial Key in which you wish to store this new group. Example: 08

❐ If you pressed the wrong key: No

GROUP DIAL GROUP SETTING G PRINT LIST

GROUP DIAL CHOOSE KEY G 01

GROUP DIAL G 01 08

TO CANCEL

YES

TO SKIP

TO CANCEL

4. Yes

GROUP DIAL SELECT G 01 08 DEST. 0

1. ADDRESS 2. CHECK 3. LABEL

YES

TO END

You are now ready to access one of the five Group Programming Modules. These are explained on the following pages.

BEFORE YOU SEND

YOUR FIRST FAX

BEFORE YOU SEND YOUR FIRST FAX

Storing Numbers in a Group

First, enter Group Programming mode as explained on page 38. Then:

1. Press 1 .

2. Input the number that you wish to store in the group. For example:

❐ Quick Dial 25: 25

❐ Speed Dial 00: Speed Dial 0 0

❐ Full number: Input at the keypad

on the operation panel.

GROUP DIAL ENTER FAX NUMBER G 01 08 DEST. 0 NO TO CANCEL

GROUP DIAL G 01 08 DEST. 0

25 XYZ COMPANY ROME

GROUP DIAL G 01 08 DEST. 0

00 XYZ COMPANY PARIS

GROUP DIAL G 01 08 DEST. 0

011-44-21-5842261

YES

CLR

3. Store the number in the group: Yes

❐ The number after DEST has increased by 1.

The number after DEST shows how many telephone numbers are stored in the group.

GROUP DIAL ENTER FAX NUMBER G 01 08 DEST. 1 NO TO CANCEL

NOTE: Do not store more than 200 numbers in a Group. If you plan to use

this Group for Transfer Requests, do not store more than 30 in it.

4. Either:

❐ Input another number: Go to step 2. ❐ Finish storing numbers in this

group: No .

GROUP DIAL SELECT G 01 08 DEST. 0

1. ADDRESS 2. CHECK 3. LABEL

YES

TO END

Now, you can either:

❐ Use another module (press a key from 1 to 5). ❐ Start working on another Group (press Yes then go to step 2 of the

procedure on page 38).

❐ Return to standby mode by pressing Function .

BEFORE YOU SEND YOUR FIRST FAX

Checking Which Numbers are Already in the Group

First, enter Group Programming mode as explained on page 38. Then:

1. Press 2 .

GROUP DIAL NO TO CANCEL G 01 08 DEST. 1/25 CLR:

XYZ COMPANY ROME

2. Press ↓ to scroll through the numbers on the display.

❐ To erase the displayed number:

Clear .

❐ When you have finished checking

this group: No .

3. Now, you can either:

❐ Use another module (press a key

GROUP DIAL SELECT G 01 08 DEST. 0

1. ADDRESS 2. CHECK 3. LABEL

YES

from 1 to 5).

❐ Start working on another Group

(press Yes then go to step 2 of the procedure on page 38).

❐ Return to standby mode by pressing Function .

Storing a Label for this Group

First, enter Group Programming mode as explained on page 38. Then:

CLR

TO END

1. Press 3 .

GROUP DIAL ENTER LABEL G 01 08

2. Input a label for the group using the Quick Dial keys. Example: EUROPE BRANCHES

Inputting and editing labels: see page 7.

3. Press Yes .

GROUP DIAL G 01 08

EUROPE BRANCHES ABC

GROUP DIAL SELECT G 01 08 DEST. 0

1. ADDRESS 2. CHECK 3. LABEL

YES

CLR . NO

YES

Now, you can either:

❐ Use another module (press a key from 1 to 5). ❐ Start working on another Group (press Yes then go to step 2 of the

procedure on page 38).

❐ Return to standby mode by pressing Function .

ABC

TO END

BEFORE YOU SEND

YOUR FIRST FAX

BEFORE YOU SEND YOUR FIRST FAX

Storing a Group Transfer Station

The Group Transfer Station is one of the features of this machine that allows you to set up fax transmission networks.

Briefly, the Group Transfer Station allows another party to send you a fax message and instruct your machine to send it to each number in the same Group, through the Group Transfer Station, which acts as a broadcaster. This means that your machine will relay the fax message to the Group Transfer Station, and that station will then send it on to each of the numbers stored in that Group. All this will be done automatically, without requiring your presence at the machine.

Your Machine

Group: Group Transfer Station: C End Receivers: D, E, and F

The use of the Group Transfer Station is described in more detail in the section entitled "Networking".

To store a Group Transfer Station for a particular Group, first, enter Group Programming mode as explained on page 38. Then:

1. Press 4 .

GROUP DIAL ENTER TRANSF. STN G 01 08 DEST. 0 NO TO CANCEL

2. Store the telephone number of the termi nal that you wish to act as the Group Transfer Station for this group.

❐ Input the number as a Quick Dial, Speed Dial,

or full number at the keypad.

Example: Quick Dial 15, press 15 .

GROUP DIAL G 01 08 DEST. 0

15 XYZ COMPANY LONDON

YES

CLR

BEFORE YOU SEND YOUR FIRST FAX

3. Yes

GROUP DIAL SELECT G 01 08 DEST. 0

1. ADDRESS 2. CHECK 3. LABEL

YES

TO END

Now, you can either:

❐ Use another module (press a key from 1 to 5). ❐ Start working on another Group (press Yes then go to step 2 of the

procedure on page 38).

❐ Return to standby mode by pressing Function .

Erasing the Group

This procedure deletes this Group and all the numbers stored in it. The Speed Dial Codes and Quick Dial Keys that you used in this Group will not be deleted from the memory; you can continue to use them for other purposes.

First, enter Group Programming mode as explained on page 38. Then:

1. Press 5 .

GROUP DIAL G 01 08 WILL BE ALL CLEARED

CLEAR?

YES

2. Either:

❐ To delete the group: Yes ❐ To keep the group: No

GROUP DIAL SELECT G 01 08 DEST. 0

1. ADDRESS 2. CHECK 3. LABEL

YES

Now, you can either:

❐ Use another module (press a key from 1 to 5). ❐ Start working on another Group (press Yes then go to step 2 of the

procedure on page 38).

❐ Return to standby mode by pressing Function .

TO END

BEFORE YOU SEND

YOUR FIRST FAX

BEFORE YOU SEND YOUR FIRST FAX

Limits on the Use of Stored Telephone Numbers

When you use the three features listed in the following table, you can dial more than one number. However, there are some limitations, as explained on this page.

COMMUNICATION

FEATURE

Broadcasting 51 200 Transfer Request

(✬1) Polling Reception

PAGE MAX. NUMBER OF

ADDRESSES/FAX

MESSAGE

87 30

158 200

TOTAL FAXES

200

TOTAL

ADDRESSES

FOR ALL

FAXES

500 (Note: Any fax number can be used for more than one fax message at the same time)

MAX. STORED

PAGES

1200 (✬4)

The following table shows how many telephone numbers you can store in the machine.

Quick Dials 64 Speed Dials 100 Ten Key Pad (✬2) 65 Groups (✬3) 10

✬1 The limitations on this feature are imposed by the capacity of the broadcasting

machine.

✬2 This is the number of full telephone numbers that can be input into the

machine at any one time. For example, if there is a broadcasting operation in memory using 64 full numbers, you can only input one more full number for any operation, including storage in groups, until the broadcast has finished. Also, if you have stored, say, 30 numbers at the ten key pad into your groups, then you will only be able to input 35 full dial numbers at any one time for other operations, such as broadcasting.

✬3 You can program up to 10 groups. Each group can contain up to 200

numbers; however, if you plan to use a Group for Transfer Request, make sure that this group does not have more than 30 numbers. You can store any Quick Dial or Speed Dial number in a group. You may also store up to 65 numbers that are not programmed as Quick or Speed Dials; see Note 2 above for the restrictions on the use of these numbers.

✬

4 This is the theoretical maximum number of pages that can be stored. In

practice, you will only be able to store this number of pages if you install the optional hard disk unit.

BEFORE YOU SEND YOUR FIRST FAX

DEALING WITH JUNK FAX MAIL

The following features will help you to reject unwanted junk fax mail.

❐ Authorized Reception: see page 132. ❐ Closed Network (Reception): see page 152. ❐ Rejection of messages from unauthorized senders: see page 131.

OTHER ITEMS TO PROGRAM AT YOUR LEISURE

The following features will help you use the machine more quickly and efficiently.

❐ Auto Document: see page 106. ❐ User Function Keys: see page 163. ❐ Function Programs: see page 164. ❐ Keystroke Programs: see page 99. ❐ Chain Dialing: see page 116. ❐ Ordering Toner: see page 197.

To use the full range of features provided by this fax machine, you need to program other items. These procedures are all given in the relevant sections of the manual.

ROUTINE OPERATION

ROUTINE

OPERATION

SENDING A FAX MESSAGE Precautions Concerning Unacceptable Document Types

Before you send your document, make sure that it meets the following requirements.

Caution: Documents that do not meet these requirements can cause your machine to jam or may cause some components of the machine to become damaged or dirty.

Correct Size for the Document Feeder

Thickness: 2 to 8 mils (20 lb paper) Length and Width: See the above diagram. If the page is too short, put it inside a document carrier or enlarge it with a copier. If the page is too long, divide it into two or more sheets.

Clearly Written

Small faint characters may not be transmitted clearly.

Uniform Page Size

Do not use different sizes of document in the same transmission.

Dry Ink

All ink must be dry before you place the document in the feeder.

SENDING A FAX MESSAGE ROUTINE OPERATION

Page Condition

Do not place damaged pages in the automatic document feeder.

Originals that contain the following materials should not be placed in the document feeder. Make copies of these originals and scan the copies.

Note: Copies made with a copier that uses silicone oil may cause a misfeed. To

avoid this, do not scan such copies until five or ten minutes after copying.

ROUTINE

OPERATION

ROUTINE OPERATION SENDING A FAX MESSAGE

Transmission Procedure at a Glance

Overview

There are two ways to send a fax message.

❐ Immediate Transmission ❐ Memory Transmission

Immediate Transmission

Immediate Transmission is convenient when:

❐ You wish to send a message immediately ❐ You quickly wish to check whether you have successfully connected with the

other party

❐ Your machine’s memory is getting full The machine dials immediately after you press Start (or at the specified later time,

if you used a time-delay feature like Send Later). The message is scanned and transmitted page by page without being stored in memory.

SENDING A FAX MESSAGE ROUTINE OPERATION

Memory Transmission

Memory Transmission is convenient because: ❐ Fax messages can be scanned much more quickly (you can take your

document away from the fax machine without waiting too long).

❐ While your fax message is being sent, another user can operate the machine

(people will not have to wait by the fax machine too long).

❐ You can send the same message to more than one place with the same

operation.

After you press Start, the machine doesn’t dial until all the pages of your fax message have been stored in the memory.

The default mode of this machine is Memory Transmission, so the procedures described in this manual will be based on the assumption that you are using Memory Transmission. Immediate Transmission is described in a separate section.

Cross-references

Send Later: see page 60. Economy Transmission: see page 66.

ROUTINE

OPERATION

ROUTINE OPERATION SENDING A FAX MESSAGE

Sending to Just One Location

1. Make sure that the machine is in standby mode:

❐ The display on the operation panel must

be as shown on the right.

MEMORY TRANS. APR. 4. 12:25PM

SET DOCUMENT

MEMORY 100%

2. Carefully place your fax message into the auto document feeder.

❐ To dial without placing the message in the

feeder first, see Direct Fax Number Entry on page 68.

❐ If you only wish to scan a part of the

document, use the Specified Image Area feature. See page 118 for details.

❐ The pages must be placed face down in the

feeder, with the first page at the bottom of the stack.

❐ Feed the pages in so that the top edge goes in

first.

❐ Do not feed in more than 50 pages. ❐ Do not use unsuitable types of original (see

pages 45 and 46).

❐ Adjust the document guides to fit the width of

the pages.

MEMORY TRANS. OPTIONS

ENTER FAX NUMBER

❐ Do not use pages of different sizes. ❐ The pages should be arranged loosely,

but the leading edges should be tidy, as shown above.

Selecting Contrast and Resolution: See page 54. Options for Sending a Message: See page 59. Scanning only a part of the document (Specified Image Area): See page 118.

SENDING A FAX MESSAGE ROUTINE OPERATION

3. Dial in one of the following ways.

a) Ten Key Pad b) Quick Dial c) Speed Dial d) Handset

If your machine is behind a PBX, dial the access code, then a pause, then the telephone number. For an international number, press the Pause key after entering the country code.

MEMORY TRANS. OPTIONS

PRESS YES OR CLR

2125551234

✬ : Only if the telephone handset is installed.

✬

4. Start

The machine stores your fax message.

STORING MEMORY 99% PAGE 1

FILE NO. 0056

5. The machine dials, and the line to the other party is connected. Note: Watch the display. The identification of the other party will appear.

6. After sending the message, the machine hangs up automatically.

ROUTINE

OPERATION

ROUTINE OPERATION SENDING A FAX MESSAGE

Sending to More Than One Location (Broadcasting)

1. Make sure that the machine is in standby mode (see page 49).

2. Make sure that the Memory indicator is lit. If it is not, press

Memory .

3. Place your fax message face down into the feeder.

If you only wish to scan a part of the

❐

document, use the Specified Image Area feature. See page 118 for details.

To broadcast without placing the message in the feeder first, see page 68.

MEMORY TRANS. OPTIONS

ENTER FAX NUMBER

Selecting Contrast and Resolution: See page 54. Options for Sending a Message: See page 59. Scanning only a part of the document (Specified Image Area): See page 118.

4. Dial in one of the following ways.

You can program a User Function Key for use with Group Dial. See below.

a) Ten Key Pad b) Quick Dial c) Speed Dial d) Group Dial ✬

MEMORY TRANS. OPTIONS

PRESS YES OR CLR

2125551234

✬ : Method 1: Press the Quick Dial Key the Group is stored in (in the example, press key 08).

Method 2: If you do not know which Quick Dial Key the Group is stored in but you do know the Group number, use Method 2. You must have programmed one of the User Function Keys in advance with code 02 (Group Dial), using Function 35 (see page 163). In the above example, F4 has been made the Group Dial key; press F4 then input the Group number.

If your machine is behind a PBX, dial the access code, then a pause, then the telephone number. For an international number, place a pause after the country code. To input a pause, press the Pause key.

SENDING A FAX MESSAGE ROUTINE OPERATION

5. Yes

Here, DEST: 2 indicates that the machine is asking you to input the second telephone number in your list of destinations for this fax message.

MEMORY TRANS. OPTIONS

ENTER NO. OR

START

DEST: 2

6. Either

❐ Dial another number: Go to step 4. ❐ Press

Start .

STORING MEMORY 99% PAGE 1

FILE NO. 0056

The machine will dial the first destination (or, if you selected Send Later, it will return to standby mode and the fax message will be sent at the time that you selected).

NOTE: In theory, you can send the same fax message to up to 200 different

destinations using the above procedure. However, this number depends on how many numbers are currently waiting in memory to be dialed. See the table on page 43 for more information concerning the limitations to this feature.

Check your Destinations Before Dialing

If you wish to send a fax message to more than one location, you can scroll through the list of telephone numbers that you have input so far to check whether you have missed any out or entered any wrong numbers.

This feature is useful when using features such as Broadcasting, Transfer Request, and Polling Reception.

Cross-reference

Broadcasting: see page 51. Transfer Request: see page 87. Polling Reception: see page 158.

1. Press ↓ 0 8

❐ The number after DEST shows how

many numbers you have input so far.

CHECK DEST. PRESS

01 XYZ CO. NEW YORK

DEST.: 2

YES

2. Use the ↓ arrow to scroll through the list of destinations that you have already input.

❐ To cancel a destination that you have input by mistake:

❐ To finish checking: Yes

ROUTINE

OPERATION

ROUTINE OPERATION SENDING A FAX MESSAGE

Possible Problems

You want to take out the document

Press the scanner release button, open the scanner, and take out the document.

Caution: Do not pull out the document without opening the scanner, or you

will damage the machine.

You want to send more than 50 pages

While the last page is being fed in, place more pages (up to 50) in the feeder.

You made a mistake while dialing

If you already pressed If you haven’t pressed

No . The entire number is deleted. Enter a new number.

❐

Clear . Only the last digit is deleted.

❐

Start , press Stop immediately. Start yet, either:

Indicators are blinking

❐ If the Clear Original indicator ( ) is blinking:

Take out the document (see page 213). Then redial the destination.

❐ If the Line Fail indicator ( ) on the operation panel is blinking:

If the Communicating lamp is not lit, press

Stop .

If the Communicating lamp is lit, wait until it goes out, then press

The buzzer is ringing

The other party wishes to speak with you. Proceed as shown below.

Stop .

SENDING A FAX MESSAGE

ROUTINE OPERATION

Contrast, Resolution, and Halftone Modes

You may wish to send many different types of fax message. Some of these may be difficult to reproduce at the other end. However, your machine has three settings that you can adjust to help you transmit your document with the best possible image quality.

CONTRAST

Orgnal A

1 1

TYPEWRITi

Contras! Normal

Darken

Contrast

R - Black

RESOLUTION

Or[gmal B

Resolukm Standard

Resolullon

EIetall

,——

If you are not sure whether your settings are suitable, make a copy of the document using these settings The printout shows how the fax message will look when it is printed at

If your fax message has more than one page, you can select different settings

the other end.

for each page. For example, if you wish to use a different resolution just for

page 2, change the resolution setting while page 1 is being scanned. Then, while page 2 is being scanned, you can return the resolution setting to the original setting.

ROUTINE OPERATION SENDING A FAX MESSAGE

Contrast

The text and diagrams in your document must stand out clearly from the paper they are written on. If your document has a darker background than normal (for example, a newspaper clipping), or if the writing is faint, adjust the contrast.

There are three grades.

Normal: Suitable for most documents Darken: Use for documents with faint writing (such as those written in pencil) Lighten: Use for documents that have a dark or patchy background

Resolution

If your document contains fine print or detailed diagrams, use a higher resolution

setting.

Standard: Suitable for most typewritten documents Detail: Use for documents with small print or fine details

Fine: Use this for high quality reproduction

Super Fine: 400 dpi memory option required

Note: Super fine is available when the sender and receiver each have the 400 dpi

option.This machine has 4 resolution modes, but there are 3 resolution indicators

on the operation panel. So, when you would like to know which mode you are

using, see the mode column on the TCR report.

Halftone

If your document contains a photograph, or diagrams with complex shading patterns or grays, switch Halftone Mode onto achieve optimum image quality.

‘—-1

Without Halftone

With Halftone

-–1

SENDING A FAX MESSAGE ROUTINE OPERATION

Selecting the Halftone Type

This model has two types of Halftone, the Dither Process, and the higher quality Error Diffusion Process. To change the currently used Halftone type, perform the following procedure.

Function 6 0 2 2 2 2 8 1

PSTN LINE TYPE SELECT

DP TT

YES

TO END

2. Scroll through the list of features with

↑ and ↓ keys until SELECT

the

HALFTONE appears.

SELECT HALFTONE SELECT

SPD MODE STD MODE

YES

TO END

3. Change the setting by using

SPD MODE: The machine will use the Basic Halftone Process. STD MODE: The machine will use the higher quality Error Diffusion Process.

← or → .

4. Finish: Yes Function

Halftone Mode slows down the transmission speed, and may increase your communication costs, especially if you use the Error Diffusion process. Higher resolutions also do this. This is because these settings create larger amounts of data to be sent.

Messages are transmitted the fastest if you use the standard resolution setting, and keep Halftone off.

ROUTINE

OPERATION

ROUTINE OPERATION SENDING A FAX MESSAGE

Home Position Setting Adjustments

For the contrast, resolution, and halftone, you can select whether the settings return to home position at the end of transmission (in a new machine, they do). Also, you can change the home positions of these settings.

If you need other adjustments, contact a service representative. The procedure is as follows (see page 10 if you need more information about the

User Parameter settings adjustment procedure).

Function 6 0 2 2 2 2 9 1

❐ At this time, you can print a User

Parameter List if you press

→ Start .

USER PARAMETER PRINT LIST DEFAULT: 01000000 SWITCH00: 01000000

YES

TO END

2 17 4 36

2. The settings for switch 00 are now shown on the bottom line of the display.

The settings that you may need to change are those for digits 1, 2, 3, 4, 6, and 7. The functions of these are as follows.

Digit Purpose

Resolution home position 1 2

Resolution home position 3 4

If you change any of the contrast, resolution, transmission mode, stamp, or halftone 6

7 Halftone on/off home position 0: Off 1: On

settings before making a transmission, then:

0: The setting(s) will not return to the home position after the transmission.

1: The setting(s) will return to the home position after the transmission.

Digit 2 Digit 1 Setting Digit 2 Digit 1 Setting 0 0 Normal 1 0 Darken 0 1 Lighten 1 1 Do not use this.

Digit 4 Digit 3 Setting Digit 4 Digit 3 Setting 0 0 Standard 1 0 Super Fine 0 1 Detail 1 1 Do not use this.

3. If you wish to change one of the settings, press the key on the ten key pad that corresponds to the digit that you wish to change.

Example:

4. Finish:

3 . The value of digit 3 changes.

Yes Function

SENDING A FAX MESSAGE ROUTINE OPERATION

Dialing with the Telephone Directory

This can be done for any number that you have stored as a Speed Dial Code with a label programmed for it.

Example: You wish to dial "XYZ CO. LONDON".

1. Make sure that the machine is in standby mode (see page 49).

2. Place your document in the feeder.

Speed Dial/Tel Directory

4. Press the first letter of the name: X (Quick Dial Key 24 or 48 )

Press

X repeatedly until the correct

number is displayed.

Yes

MEMORY TRANS. OPTIONS

ENTER FAX NUMBER

MEMORY TRANS. OPTIONS

ENTER FAX NUMBER

TELEPHONE DIRECTORY

YES

SCROLL: X PRESS

01 XYZ CO. LONDON

MEMORY TRANS. OPTIONS

PRESS

YES

01 XYZ CO. LONDON

CLR

6. Yes again.

7. Either:

❐ Dial more numbers. ❐ Press

Start .

Programming Speed Dial Codes: See page 34.

MEMORY TRANS. OPTIONS

ENTER NO. OR

START

DEST: 2

ROUTINE

OPERATION

ROUTINE OPERATION SENDING A FAX MESSAGE

Optional Features for Transmission

When you make a routine transmission, you can access a few optional features. These options are only available if "

OPTIONS " can be seen in the top right

corner of the display.

Personal Code

Personal Codes do the following. ❐ They allow you to keep track of machine usage (for example, for billing

purposes). If everybody uses a Personal Code when they use the fax machine, the codes, or the names programmed into the codes, will be printed on the report that is called the TCR (Transaction Confirmation Report). This will help you to check on who has been using the machine, and how often.

❐ They allow personalization of documents and printed reports. For example, if

you use Label Insertion and store your name with your Personal Code, the receiver of your fax message will see your name at the top of the printout. This eliminates the need for a cover page.

❐ They allow you to restrict use of the machine to authorized personnel only. If

you switch the Restricted Access feature on, users have to enter their personal code before they can use the machine. The personal code must have already been stored in the machine. This may deter unauthorized personnel from casually using the machine.

Cross-references

Programming Personal Codes: see page 110. Label Insertion: see page 120. Restricted Access: see page 110. TCR: see page 185

SENDING A FAX MESSAGE ROUTINE OPERATION

If you input your Personal Code, your name will appear on the TCR and Transmission Result Report.

1. Either:

❐ Press ❐

↓ 0 1

If you have programmed one of the User Function Keys to activate this feature, just press that key and go to step 2.

PERSONAL CODE ENTER CODE

TO END

2. Example:

❐ The display shows the name that was

stored with the code that you selected. In this example, it is SMITH.

7 3 6 2

3. Yes

❐ See page 110 for details on how to program

the Personal Codes and their labels.

Send Later

PERSONAL CODE PRESS

7362 SMITH

MEMORY TRANS. OPTIONS

ENTER FAX NUMBER

YES

Using this feature, you can instruct the machine to delay transmission of your fax message until a later time, which you specify. This allows you to take advantage of off-peak telephone line charges without having to be by the machine at the time.

CAUTION

If your machine’s memory is full, you will have to keep the message in the document feeder. This means that nobody can use the document feeder unless they remove your document. This would automatically cancel the Send Later operation.

ROUTINE

OPERATION

ROUTINE OPERATION SENDING A FAX MESSAGE

1. Press ↓ 0 2

2. Example: Send at 11:30 pm

1 1 3 0

❐ To change AM to PM or the other way

around, press

Yes

❐ The Send Later time cannot be more

than 24 hours into the future.

# .

Transmission Deadline (TRD)

SEND LATER ENTER START TIME : AM/PM: # NOW 12:15 PM NO TO END

SEND LATER PRESS TODAY 11:30 PM AM/PM: #

MEMORY TRANS. OPTIONS

ENTER FAX NUMBER

YES

If your message has to be sent to the other end before a certain time, use the Transmission Deadline option and input this deadline.

If the line is busy, the machine will redial at set intervals either until the message gets through or until the deadline passes. Before the deadline passes, there is no limit to the number of times that the machine can redial.

After the deadline passes, the machine will print a report which indicates whether or not your message was sent within the deadline. Then, the message will be erased from memory.

This feature is only available with Memory Transmission.

Cross-reference

Transmission Deadline Report: see page 187.

SENDING A FAX MESSAGE ROUTINE OPERATION

1. Press ↓ 0 3

2. Example: The deadline is 12:50 pm.

1 2 5 0

❐ The TRD time cannot be more than 24 hours

into the future.

❐ To change AM to PM or the other way

around, press

Yes

# .

Page Count (Immediate Transmission only)

TRD ENTER TRD TIME : AM/PM: # NOW 12:15 PM NO TO END

TRD PRESS TODAY 12:50 PM AM/PM: #

MEMORY TRANS. OPTIONS

ENTER FAX NUMBER

YES

When your fax message is printed at the other end, page numbers will be printed on the top of each page. Using the Page Count feature, you can select the format in which the page numbers are printed.

If you use Page Count:

❐ Page numbers will be printed in batch-numbering format (for example, p1/3,

p2/3, and p3/3 for a three-page message). This makes it easy for the other party to see how many pages you sent, and if any are missing. However, you have to input the number of pages at the keypad before sending.

If you do not use Page Count:

❐ Page numbers will be printed only as a sequence (for example, p1, p2, p3).

This makes it difficult for the other party to tell at a glance whether any pages are missing (for example, due to a double feed in your machine’s document feeder).

Note: If you do not select Immediate Transmission, Page Count is automatically

switched on, and the pages are counted automatically.

ROUTINE

OPERATION

ROUTINE OPERATION SENDING A FAX MESSAGE

1. Press ↓ 0 4

PAGE COUNT SET COUNT PAGE(S)

TO END

2. Example: 10 pages

1 0

3. Yes

PAGE COUNT PRESS 10 PAGE(S)

MEMORY TRANS. OPTIONS

ENTER FAX NUMBER

YES

Auto Reduce

If the fax message that you are sending is wider than the printer paper in the receiving machine, the condition of the printout at the other end depends on whether or not Auto Reduce is switched on. (It is switched on in a new machine at the factory.)

If Auto Reduce is on:

❐ Your machine will reduce the image so that it will fit on the printer paper. ❐ During transmission, the display panel will inform you of the type of reduction

that is being done. For example, "

B4 TO A4 TRANSMIT" means that your

B4-width [10.1"] original is being reduced to A4-width [8.3"] before being sent out.

If you have switched Auto Reduce off:

❐ Your machine will not reduce the image. Parts of your image at the left and

right edges will not be printed at the other end. However, the central part of the document will be printed without any reduction.

On/Off Selection Switch

1. Press

↓ 0 7

OPTION SELECT AUTO REDUCE ON OFF TTI

YES

TO END

2. If you wish to change the AUTO REDUCE setting, press ← or → until the displayed setting is correct.

Yes when you have finished.

SENDING A FAX MESSAGE ROUTINE OPERATION

Auto Reduce Home Position Adjustment

You can change the home position of the Auto Reduce setting if you wish. Do not do this unless the current home position is inconvenient for you, and you often find yourself having to change the Auto Reduce setting before sending a fax.

The procedure is as follows (see page 10 for more information about the User Parameter settings adjustment procedure).

Function 6 0 2 2 2 2 9 1

❐ At this time, you can print a User

Parameter List if you press

→ Start .

USER PARAMETER PRINT LIST DEFAULT: 01000000 SWITCH00: 01000000

YES

TO END

2. The settings for switch 00 are now shown on the bottom line of the display.

3. Press

↓ until the settings for switch 04

are shown. You need to change digit 2.

Digit 2

4. If you wish to change the setting, press

2 .

0: Auto Reduce is Off 1: Auto Reduce is On.

5. Finish:

Yes Function

TTI

Normally, the TTI programmed in your machine is printed at the top of each of the pages you transmit when they are received at the other end. The top of the image will be overprinted if there is no margin at the top of the transmitted page.

In some cases, you may wish the other party to receive an unmarked copy of your original. In this case, you can switch TTI off.

Note: If you switch TTI off, make sure that Label Insertion is also off if you want

the image received at the other end to be unmarked.

Cross-reference

TTI: see page 26. Label Insertion: see page 120

1. Either:

❐ Press ❐

↓ 0 7

If you have previously programmed this feature as a User Function Key, press that key.

OPTION SELECT AUTO REDUCE ON OFF TTI

YES

TO END

ROUTINE

OPERATION

ROUTINE OPERATION SENDING A FAX MESSAGE

2. Press ↓ until "TTI ON OFF"is displayed. If you wish to change the

TTI setting, press ← or → until the displayed

setting is correct.

Yes when you have finished.

ID Transmission

You must have stored an ID Code before you can use this feature; see page 85. If you switch ID Transmission on, transmission will only take place if the other

terminal’s ID Code is the same as yours. This feature can stop you from accidentally sending information to the wrong place, if you co-ordinate ID Codes with the other party.

This feature works in the same way as Closed Network. To enable Closed Network, you must have it switched on by a service technician; it then stays on for all communications until you have it switched off. However, you can use ID Transmission for whichever transmissions you like. For receptions, ID Transmission does not work; you will have to use Closed Network if you wish to use this type of feature for your received fax messages.

ID Transmission may not be reliable when communicating with terminals produced by another maker.

Cross-reference

ID Code: see page 85. Closed Network: see page 121.

1. Press ↓ 0 7

OPTION SELECT AUTO REDUCE ON OFF TTI

YES

TO END

2. Press ↓ until "ID TRANSMIT ON OFF"is displayed.

If you wish to change the

ID TRANSMIT setting, press ← or → until the

displayed setting is correct.

SENDING A FAX MESSAGE ROUTINE OPERATION

3. Yes when you have finished.

Economy Transmission

This feature is similar to Send Later. However, it has the added bonus of automatically combining two cost-saving features: use of off-peak rates, and Batch Transmission. Also, you do not have to input the required transmission time every time, like you do with Send Later. However, with Send Later, you can input a different time of transmission for each fax message.

If you select Economy Transmission, your fax message will be sent at the time that you previously stored for this feature using Function 74 (see the next page). Also, all messages that were stored for sending to the same destination using this feature will be batched automatically.

Cross-reference

Send Later: see page 60. Batch Transmission: see page 124.

On/Off Selection Switch

1. Either:

❐ Press ❐

2. Press

If you wish to change the

↓ 0 7

If you have previously programmed this feature as a User Function Key, press that key.

↓ until "ECONOMY TRANS. ON OFF" is displayed.

ECONOMY TRANS. setting, press ← or → until

OPTION SELECT AUTO REDUCE ON OFF TTI

YES

TO END

the displayed setting is correct.

Yes when you have finished.

ROUTINE

OPERATION

ROUTINE OPERATION SENDING A FAX MESSAGE

Storing the Economy Transmission Time

Before using Economy Transmission, you must use Function 74 to program a time for Economy Transmissions to start. This should be the start of the off-peak rate period for your area. After you have stored this, you will not need to change it again until your telephone company changes the starting time of the off-peak rate period.

Function 6 0 2 2 2 2 7 4

ECONOMY TX TIME= 11 :00AM

2. Input the time that you always wish Economy Transmissions to start.

❐ To change from AM to PM and vice versa, press

3. Press

Yes Function when the display is correct.

* or # .

Voice Request (This feature requires a handset)

YES

TO END

Using this feature, you can have a telephone conversation with the other party, on the same call, after your fax message has been sent out. This is useful if you wish to discuss the contents of the fax message with the other party.

You can save overall telephone line costs because you don’t have to redial the other party to have the conversation.

Note: This feature cannot be used with Memory Transmission. The following procedure tells you how to set up a Voice Request. However, refer

to "Talk After Sending a Fax" on page 80 for details on how to answer the phone when it rings.

SENDING A FAX MESSAGE ROUTINE OPERATION

1. Press ↓ 0 7

OPTION SELECT AUTO REDUCE ON OFF TTI

YES

TO END

2. Press ↓ until "VOICE REQUEST ON OFF" is displayed.

If you wish to change the

VOICE REQUEST setting, press ← or → until

the displayed setting is correct.

Yes when you have finished.

Direct Fax Number Entry

This feature allows you to input destination fax numbers before placing the document in the feeder. This is useful when you would like to read the destination fax number off the document without having to write it down on the reverse side or on another scrap of paper.

1. Either:

Function 1 6

❐ ❐

If you have previously programmed this feature as a User Function Key, press that key.

MEMORY TRANS. OPTIONS

ENTER FAX NUMBER

2. Input the destination telephone number(s).

3. Place your document in the feeder and press

Start .

MEMORY TRANS. OPTIONS

PRESS YES OR CLR

2125551234

ROUTINE

OPERATION

ROUTINE OPERATION SENDING A FAX MESSAGE

Immediate Transmission

Procedure

If you do not wish to store the fax message in memory before sending it out, use the following procedure. ❐ The merits and demerits of Immediate Transmission and Memory Transmission

are discussed on pages 47 and 48.

1. Make sure that the machine is in standby mode (see page 49).

Memory

❐ The Memory indicator should go out.

3. Place the document face down into the feeder.

4. Dial (only one destination).

See page 50 for how to dial.

5. Start

IMMEDIATE TX OPTIONS

ENTER FAX NUMBER

IMMEDIATE TX OPTIONS

YES OR CLR . NO

PRESS

2125551234

DIALING

2125551234 FILE NO. 0046

6. The machine dials and the line to the other party is connected. The number that you dialed is displayed (or if you used Quick Dial or Speed Dial, the Quick Dial or Speed Dial Label stored for that number is displayed).

Converting Immediate Transmission to Memory Transmission

If there is a message still waiting in the document feeder, you can convert it into a memory file if you press

Memory Start . The document will be scanned and

stored into memory, leaving the document feeder free for others to use.

SENDING A FAX MESSAGE ROUTINE OPERATION

Transmission Mode Home Position Adjustment

The default mode of your machine is Memory Transmission. If you wish, you can change this home position to Immediate Transmission.

The procedure is as follows (see page 10 if you need more information about the User Parameter settings adjustment procedure).

Function 6 0 2 2 2 2 9 1

❐ At this time, you can print a User

Parameter List if you press

→ Start .

USER PARAMETER PRINT LIST DEFAULT: 01000000 SWITCH00: 01000000

YES

TO END

2. The settings for switch 00 are now shown on the bottom line of the display. The setting that you need to change is that for digit 5.

3. If you wish to change the setting, press

4. Finish:

Yes Function

Digit 5 0: Memory Transmission 1: Immediate Transmission

5 .

ROUTINE

OPERATION

ROUTINE OPERATION SENDING A FAX MESSAGE

Using the Stamp

If press the Stamp key to light the Stamp indicator, the machine stamps the bottom of each page. During memory transmission, the stamp indicates that the page was successfully stored. For immediate transmission, it shows that the page was sent successfully. You must switch the stamp on before you press the machine will not stamp the first page. ❐ If you wish the stamp to be at the top of each page instead of at the bottom,

contact your service representative.

Changing the Stamp Home Position Setting

If you wish to change the Stamp home position setting, do the following. (See page 10 if you need more information about the User Parameter settings

adjustment procedure).

Function 6 0 2 2 2 2 9 1

USER PARAMETER PRINT LIST DEFAULT: 01000000 SWITCH00: 01000000

Start , or

YES

TO END

❐ At this time, you can print a User

Parameter List if you press

→ Start .

2. The settings for switch 00 are now shown on the bottom line of the display. The setting that you need to change is that for digit 0.

3. If you wish to change the setting, press

4. Finish:

Yes Function

0 .

Digit 0 0: The stamp home position is "Off". If you press the Stamp key to use the Stamp, the Stamp will be disabled at the end of the transmission. 1: The stamp home position is "On". After the transmission, the Stamp will stay enabled.

SENDING A FAX MESSAGE ROUTINE OPERATION

Redialing

If a message was not transmitted successfully, that does not mean that you have to enter the telephone number again. In many cases, the machine will redial the destination automatically. Or, with the AI Redial key, you can redial with just a few keystrokes.

Automatic Redialing

The machine will automatically redial the other party if any of the following conditions occurred.

❐ The other party was busy ❐ There was no reply from the other party ❐ The message was rejected by the machine at the other end because of

excessive errors (in this case, redialing will only take place if Memory Transmission was used)

Redialing is done 4 times at 5 minute intervals (for a memory transmission) or 2 times at 2 minute intervals (for an immediate transmission). ❐ The number of redials and the redial interval may be adjusted by a service

technician.

During redialing, the number being dialed is displayed in brackets at the top of the screen, as shown on the right.

If redialing fails for an immediate transmission, the display appears as shown opposite. You can convert this communication to a memory transmission to free up the machine for other users. Press Memory then Start.

[ 2125551234] MEMORY TRANS. APR. 4. 12:25PM

SET DOCUMENT

MEMORY 99%

REDIAL STANDBY

OR SELECT MEMORY MODE (PRESS MEMORY + START)

ROUTINE

OPERATION

ROUTINE OPERATION SENDING A FAX MESSAGE

Using the AI (Artificial Intelligence) Redial Key

The machine learns and remembers the last 10 telephone numbers that you input. Then, if you have to redial one of these numbers, just press the AI Redial key until the number or name of the party you wish to redial is displayed, then press the Start key.

This feature has the following uses. ❐ If the machine is waiting to redial the other party, you do not have to wait for the

redialing interval to expire. Press the AI Redial key until the required telephone number or name is displayed, then press the Start key.

❐ If you wish to send another message to the same address that you just sent

one to recently, you don’t have to dial the full number again if it is still in the AI Redial memory. Place the message in the feeder, then press the AI Redial key until the required telephone number or name is displayed, then press the Start key.

Notes: ❐ Using AI Redial, you cannot retry a failed Memory Transmission.

However, you can redial the telephone number, as explained above.

❐ AI Redial employs the AI Short Protocol feature. ❐ The AI Redial key does not work if you used the handset to dial.

Cross-reference AI Short Protocol: see page 184.

To send a fax using AI Redial, do the following:

1. Make sure that the machine is in standby mode (see page 49).

2. Place your document into the feeder.

AI Redial

AI REDIAL NO. DIRECTORY 1 SCROLL PRESS

01 XYZ CO. NEW YORK

4. Scroll through the numbers in the AI Redial memory using the

↑ and ↓

arrows of the scroll key.

❐ To select a number:

Yes x 2

MEMORY TRANS. OPTIONS

ENTER NO. OR

START

5. Either

❐ Select another number: go to step 4. ❐ Start the transmission:

Start

YES

DEST: 2

RECEIVING FAX MESSAGES ROUTINE OPERATION

RECEIVING FAX MESSAGES Selecting the Reception Mode

There are two ways to set up your machine to receive fax messages.

❐ Auto Receive Mode ❐ Manual Receive Mode

Press the reception mode key to switch between the modes.

Manual Receive Mode

This mode is selected when the Manual Receive indicator is lit. This setting is convenient if you wish to use your fax machine’s handset to answer

telephone calls coming in on the same line as fax messages. However, your fax machine cannot automatically receive fax messages; you have to be by the machine if a fax message comes in.

The machine operates as follows.

1 2

1. The machine rings continuously until you answer the call. Pick up the handset.

2. If you hear a voice from the other end, speak in reply. If you hear a tone every few seconds, the other end is a fax terminal.

Note: Remove any documents that are in the feeder.

3. If the person at the other end wishes to send you a fax message, press

Start to receive the message. Then hang up the handset.

4. The machine starts to receive the message. The Communicating indicator lights.

ROUTINE

OPERATION

ROUTINE OPERATION RECEIVING FAX MESSAGES

Auto Receive Mode

This mode is selected when the Auto Receive indicator is lit. Incoming faxes are received automatically. You do not have to be by the machine

if the power switch is kept on. Use this mode when you must leave the machine.

1. The telephone rings once.

2. The machine automatically starts to receive the message.

Substitute Reception

Overview

If the printer is jammed or out of supplies, you will still be able to receive fax messages; any messages coming in will be stored in the machine’s memory.

If the "Receive File" indicator is lit, a message has been stored in the memory using the Substitute Reception feature.

Check the following:

❐ The printer paper may be used up. If so, add paper: see page 194. ❐ The toner may have finished. If so, add toner: see page 195. ❐ The printer paper may have jammed. If so, remove the jam: see page 215. ❐ If the Call Service indicator is lit, your machine needs to be repaired. ❐ If there appears to be no problem, somebody may be making copies while a

fax message is coming in.

The messages received into memory will be printed and erased after the machine has been returned to normal operation.

RECEIVING FAX MESSAGES ROUTINE OPERATION

Switching Substitute Reception On or Off

There are two conditions under which you may wish to disable this feature. ❐ If you do not like keeping received fax messages in memory: After your

machine has received a fax message to memory, it sends an OK signal to the other end. However, if something happens to your machine and you lose the fax message before you have a chance to read it, the sender will not be informed. Therefore, you may not wish to use the Substitute Reception feature.

❐ If you do not wish to have your memory full of mail from unknown

senders: If you have not enabled the Authorized Reception feature, you can

receive fax messages from anybody. However, you can see who they are from because their identifier (the TTI) is printed at the top of each page. If the other party has not programmed their identifiers (perhaps in an attempt to hide their identity), you may not wish to receive their messages into memory, which would take up valuable space.

Cross-reference

ECM: see page 123. Authorized Reception: see page 132.

If you wish to switch Substitute Reception on or off, do the following procedure. (See page 10 if you need more information about the User Parameter settings adjustment procedure).

Function 6 0 2 2 2 2 9 1

❐ At this time, you can print a User Parame-

ter List if you press

→ Start .

2. The settings for switch 00 are now shown on the bottom line of the display.

3. Press

↓ until the settings for switch 05

are shown. The settings that you need to change are those for digits 0 and 3.

The meanings of these settings are as follows.

Digit Purpose

Substitute Reception under all circumstances (for example, if you have limited memory space) 0: Disabled, 1: Enabled

Reception to memory (including Substitute Reception, Memory Lock, Forwarding, and Transfer Requests from another station) when no RTI or CSI identifiers were received from the other party 0: Enabled, 1: Disabled

USER PARAMETER PRINT LIST DEFAULT: 01000000 SWITCH00: 01000000

YES

TO END

3 0

4. If you wish to change the setting, press 0 or 3 .

5. Finish:

Yes Function

ROUTINE

OPERATION

ROUTINE OPERATION TELEPHONE CALLS

TELEPHONE CALLS

A handset is required to execute the procedures in this section. You can use your fax machine for dialing in the same way as you would use a

telephone. This is useful when calling fax machines that are usually kept in Manual Receive Mode, as well as for telephone conversations.

❐ You can dial using Quick Dial Keys or Speed Dial Codes. ❐ With the On Hook Dial feature, you do not have to pick up the handset before

dialing.

❐ You can send a fax message after finishing the conversation, without having to

make a new call.

Cross-reference Manual Receive Mode: see page 74.

Making a Telephone Call

Using On Hook Dial

Using On Hook Dial is like using the handset (see the next page), except that you do not have to pick it up before dialing. Just press the On Hook Dial key, and dial the number. When you hear the other party on the fax machine’s built-in speaker, you can pick up the handset. This keeps both hands free for referring to telephone numbers while you are dialing.

On Hook Dial

ON HOOK MODE

Note: Do not pick up the handset.

2. Dial.

See page 50 for how to dial. Do not use the handset.

Note: Do not press Start .

❐ If you wish to cancel the call,

press

On Hook Dial .

ON HOOK MODE PRESS

2125551234

START

AFTER TONE

3. Listen to your machine’s built-in speaker. When the other party answers, pick up the handset.

4. Replace the handset when you have finished.

TELEPHONE CALLS ROUTINE OPERATION

Using the Handset

Using the fax machine’s built-in or optional handset, you can use the fax machine in the same way as a normal telephone. Pick up the handset and dial on the fax machine’s ten-key pad (or use a Quick Dial Key or Speed Dial Code if you wish).

1. Pick up the handset.

HANDSET MODE

2. Dial.

See page 50 for how to dial.

Note: Do not press Start .

HANDSET MODE

PRESS

2125551234

START

AFTER TONE

3. Continue as for a normal telephone conversation.

Using AI Redial

Use AI Redial if you wish to redial a number that you dialed recently.

On Hook Dial AI Redial

AI REDIAL NO. DIRECTORY 1 SCROLL PRESS

YES

2. Scroll through the numbers in the AI Redial memory using the

↑ and ↓

arrows of the scroll key. When the correct number is displayed, press

❐ The number will be dialed immediately.

Yes .

01 XYZ CO. NEW YORK

ON HOOK MODE PRESS

2125551234

START

AFTER TONE

ROUTINE

OPERATION

ROUTINE OPERATION TELEPHONE CALLS

Answering the Telephone

If the telephone rings just once:

A fax is coming in. Do not pick up the handset.

If the telephone rings continuously:

1. Pick up the handset and speak to the other party.

❐ If you hear a high-pitched tone, a fax is coming in.

Press

Start then hang up.

2. If the caller wants to send you a fax, press Start after speaking. Then hang up.

❐ If nothing happens after you press Start , the power may be switched off or the

telephone may not be connected up correctly.

Phoning and Faxing on the Same Call

To Talk Before Sending a Fax (On Hook Dial)

On Hook Dial

2. Dial. Note: Do not use the handset.

Do not press

Start .

3. If you hear a voice from the machine’s built-in speaker, pick up the handset and speak to the other party.

❐ If you hear a high-pitched tone instead of a voice, place your fax message in the feeder,

then press

Start .

4. When you are ready to send your fax message, place your message in the feeder, then ask the other party to press

5. When you hear a high-pitched tone, press

Start .

TELEPHONE CALLS ROUTINE OPERATION

6. Replace the handset.

❐ Do not replace the handset if you wish to speak to the other party again.

When your machine emits a tone, press

Stop then speak.

To Talk After Sending a Fax

Use the Voice Request option (see page 67). Then, during transmission:

1. When your machine emits a tone, pick up the handset, press

Stop and

speak.

❐ If the machine did not emit a tone, the other party did not answer the call.

2. After speaking, hang up.

❐ Do not hang up if you have more pages to send. Instead:

1. Place the pages into the feeder.

2. Ask the other party to press

3. When you hear a high-pitched tone, press

Start .

Speaker and Buzzer Volume Adjustments

Your machine has a built in speaker. With this speaker, you can listen to the telephone line without picking up the handset. The speaker will be automatically switched off just before the start of facsimile data communication.

When you are sending a fax message, you will be able to hear the line after the machine has dialed. If the line is busy, you can press the Stop key and start another operation without having to wait for the machine to disconnect the line.

If the speaker volume is not satisfactory, you can adjust it.

Function 6 0 2 2 2 2 9 3

MONITOR VOLUME SET VOLUME TRANSMISSION: >>>> PRESS

2. ❐ Increase: →

❐ Decrease: ← ❐ Test the current setting: Start .

Press

Stop when you have

finished the test.

❐ Accept:

Yes

MONITOR VOLUME SET VOLUME RECEPTION: >>>> PRESS

3. Repeat step 2 for each adjustment that appears on the screen.

START

YES

TO END

YES

TO END

ADVANCED FEATURES

ADVANCED

FEATURES

NETWORKING Overview

This section explains how you can use this machine to distribute fax messages over networks of fax machines.

As we have seen (Sending to More Than One Location, page 51), you can send the same fax message directly from your machine to more than one location. The diagram in that section shows your machine sending the same fax to three locations. This feature is commonly known as Broadcasting.

However, with Broadcasting, you or your organization has to pay for three fax calls. If these are all long distance calls, that can be quite expensive. If you use the networking features provided with this machine, you will be able to reduce costs by sending the fax message only once, to a Transfer Station, and that Transfer Station will distribute your fax message.

Networking using a

Broadcasting

Transfer Station (Transfer Request)

You can take advantage of your machine’s Group Dial, Broadcasting, and Transfer Request features to set up extensive facsimile networks. Such networks can save time and cost if you set them up to perform commonly-used broadcasting operations, especially if long-distance communications are involved.

Cross-references

Groups: see page 30. Broadcasting: see page 51. Transfer Request: see page 87.

NETWORKING ADVANCED FEATURES

What Networking Features Does This Machine Have?

The machine’s networking features are summarized below.

❐ Transfer Request: This allows you to send a fax message to a number of

destinations via a single Transfer Station (see page 87). Transfer Request can be combined with Broadcasting to set up more complex networks (see page

90).

❐ Two-step Transfer: This process adds a Relaying Terminal between you and

the Transfer Station. The Relaying Terminal could be a machine in your area that has access to a long-distance high-speed digital link, which would pass on your fax message to the Transfer Station, which would then distribute your fax message over low-speed local lines. See page 91 for details on this feature.

❐ Multi-step Transfer: This allows you to set up a string of Transfer Stations in

different areas. The Transfer Station in each area would distribute your message to destinations in the same area, and pass on your message to the next Transfer Station in the chain. See page 93 for more on this feature.

When you look at these procedures later in this section, they may seem rather complex. However, once you have decided upon a certain operation, and if you plan to use it frequently, program it as a Keystroke Program. Next time, this will allow you to start the operation with only one keystroke.

Note

Your sales or service representative will be able to help make all the necessary group and transfer station number programming in the various broadcasting terminals throughout your proposed network. Please co-ordinate with your sales representative to obtain correct programming at the time of installation.

Cross-references

Transfer Request: see page 87. Transfer Request combined with Broadcasting: see page 90. Two-step Transfer: see page 91. Multi-step Transfer: see page 93. Keystroke Programs: see page 99.

ADVANCED

FEATURES

ADVANCED FEATURES NETWORKING

Preparing the Machine for Networking Operations

Before you can start to set up fax communication networks, there are some items that you have to program in your machine. These are as follows.

❐ Your Country Code ❐ Your Fax Machine’s Own Telephone Number ❐ Your Area Code Prefix (normally not necessary in the USA) ❐ The ID Code (the ID Code of your machine and all the Relaying Terminals and

Transfer Stations must be the same)

If you install the optional Group 4 ISDN kit, there are some other items that you will have to program. These are dealt with in Appendix C, which covers the ISDN kit.

You will also have to plan how you program your Groups (in co-ordination with other people at other locations who will use your machine as a Transfer Station), and you must also know how all the Relaying Terminals and Transfer Stations have programmed their Groups.

Storing the Country Code

The Country Code is the code that callers in other countries have to input when dialing a number inside your own country. For the USA, this code is ’1’.

1. Function 6 0 2 2 2 2 6 1

2. Yes

COUNTRY CODE

YES

TO SET PREVIOUS

COUNTRY CODE ID SETTING

TO CANCEL NEXT

YES

TO END

3. Input only your country code. Do not in put your international dial access code. Example: USA - 1

COUNTRY CODE

YES

CLR . NO

4. Yes Function

NETWORKING ADVANCED FEATURES

Storing your Machine’s Own Telephone Number

Store your fax terminal’s telephone number using this feature. If you do not do this, you will not be able to use the Transfer Request feature.

If your fax machine’s telephone number changes, do not forget to change the stored telephone number data.

1. Function 6 0 2 2 2 2

6 1 ↓

2. Yes

OWN ANALOG NUMBER

3. Input your fax terminal’s telephone number.

❐ The format of the number must be as follows:

International Dial Prefix, Your Country Code, Your Area Code, then you must add a Pause, followed by your telephone number.

Check the International Dialing Prefix and the Country Code with your local telecommunications operator. The example shown is for the USA; the codes to add are 011 and 1.

NOTE: Use the Pause key to add a

pause.

OWN ANALOG NUMBER

YES

TO SET PREVIOUS

TO CANCEL NEXT

YES

0111212-5551234

CLR . NO

TO END

4. Yes Function

Storing your Area Code Prefix

The Area Code Prefix is the digit that is added to area codes when you dial another area within your own country. In many countries, this code is just a zero. In Spain, a ’9’ is used, and in the USA, the setting is just left blank.

1. Function 6 0 2 2 2 2

6 1 ↓ ↓

AREA CODE PREFIX

YES

TO SET PREVIOUS

TO CANCEL NEXT

ADVANCED

FEATURES

ADVANCED FEATURES NETWORKING

2. Yes

3. Input the area code prefix.

4. Yes Function

Storing the ID Code

AREA CODE PREFIX 212-5551234

:0 - 9

YES

TO END

Before programming the ID Code, confer with other users in your fax network to agree on an ID Code. This is because communications using ID Codes will fail if the codes are not the same.

The ID Code can be any four-digit code (using digits 0 to 9 and letters A to F), except 0000 and FFFF.

In addition to the networking features described in this section, ID Codes are used with the following communication features. The same code must be used by all members of your fax network and all people you wish to communicate with using these features.

❐ Polling: see page 153. ❐ Closed Network: see pages 121 and 152. ❐ ID Transmission: see page 65.

Features using ID Codes can only be used between terminals made by the same maker.

NETWORKING ADVANCED FEATURES

To store an ID Code, do the following.

1. Function 6 0 2 2 2 2

6 1 then ↓ until the screen is as

shown opposite.

2. Yes

ID CODE

YES

TO SET PREVIOUS

ID CODE ID SETTING

TO CANCEL NEXT

YES

TO END

3. Input the ID Code that you will be using. Example: 4 3 6 3

❐ Do not use 0000 or FFFF.

ID CODE

YES

4363

CLR . NO

4. Yes Function

Groups

The way to program a Group has already been explained and will not be repeated here. See page 38 and the pages following that for all the procedu res. However, there are two points to keep in mind when you are setting up Groups for networking operations.

Limitations on the size of a Group: You can store up to 200 destinations in a Group. However, the networking features can only handle Groups that have up to 30 destinations. If you are programming a Group for networking purposes, do not put more than 30 numbers in that Group.

Group Transfer Station: You can specify a Group Transfer Station for each of your Groups. Then another party can send you a fax message and instruct your machine to send it to each number in a Group, through the Group Transfer Station, which acts as a broadcaster. Your machine will then relay the fax message to that group’s Group Transfer Station, which will then send the fax message to each of the numbers stored in that Group. You should store Group Transfer Stations for Groups that you wish to use with the Two-step and Multi-step Transfer features. For instructions on how to store a Group Transfer Station for a Group, see page 41.

Ricoh FAX2500L Operator's Manual 5600 U

Specifications and Main Features

Frequently Asked Questions

User Manual

IMPORTANT SAFETY INSTRUCTIONS

INTRODUCTION

WHAT DOES A FAX MACHINE DO?

TELEPHONE LINE PROBLEMS AFFECT FAX COMMUNICATION

SOME OF THE THINGS THAT THIS MACHINE CAN DO

HOW TO USE THIS MANUAL

MANUAL OVERVIEW

CONVENTIONS

Keynames

Displays

Symbols

STORING TELEPHONE NUMBERS

STORING NAMES AND LABELS

Punctuation Marks and Symbols

Shift Key

IF YOU MAKE A MISTAKE

ON/OFF SWITCHES AND USER PARAMETERS

On/Off Switches

User Parameter Settings

GENERAL PRECAUTIONS

POWER AND GROUNDING

Power Supply

Grounding

COLD WEATHER POWER-UP

THUNDERSTORMS

COPY PAPER

TONER CARTRIDGES

OPERATING PRECAUTIONS

GENERAL

GUIDE TO COMPONENTS

OPERATION PANEL

INSTALLING THE MACHINE

LOCATION

CONNECTING THE MACHINE

BEFORE YOU SEND YOUR FIRST FAX

Language Selection

Date and Time

Daylight Saving Time

Terminal Identification

RTI (Remote Terminal Identification)

TTI (Transmit Terminal Identification)

CSI (Called Subscriber Identification)

Telephone Line Type

Quick Dial and Speed Dial

Groups

Programming Quick Dial

Programming a New Quick Dial

Editing a Quick Dial

Erasing a Quick Dial

Programming Speed Dials

Programming a New Speed Dial

Editing a Speed Dial

Erasing a Speed Dial

Programming Groups

Entering Group Programming Mode and Selecting a Group

Storing Numbers in a Group

Checking Which Numbers are Already in the Group

Storing a Label for this Group

Storing a Group Transfer Station

Erasing the Group

Limits on the Use of Stored Telephone Numbers

DEALING WITH JUNK FAX MAIL

OTHER ITEMS TO PROGRAM AT YOUR LEISURE

ROUTINE OPERATION

Transmission Procedure at a Glance

Overview

Immediate Transmission

Memory Transmission

Sending to Just One Location

Sending to More Than One Location (Broadcasting)

Possible Problems

Contrast, Resolution, and Halftone Modes

Contrast

Resolution

Halftone

Selecting the Halftone Type