Ricoh FAX2700L Operator’s Manual FX37OMUS [US]

OPERATOR’S MANUAL

RICOH FAX3700L

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

Optional Equipment

Memory (FEATURE EXPANDER TYP E 100 2M, FEATURE EXPANDER TYPE
100 4M)

Either a 2-Mbyte memory card or a 4-Mbyte memo ry ca rd can be added.

PC Printer Interface Kit (PRINTER INTE RFACE TYPE 100)

This allows you to use the machine as a lase r print er fo r a n IBM1 or compatible
personal computer.

Telephone Handset (HANDSET TYPE 100)

This permits voice communication (ove r t he PSTN).

PC-FAX EXPANDER TYPE 100

This allows use of this machine as a scanner, PC Fax modem and convenient
200dpi printer.

PAPER CASSETTE TYPE 100

This gives this machine addit ion al 100 sheet paper capacity withe single shee t by
pass.

PAPER FEED UNIT TYPE140F
500 sheet paper feed un it can be adde d to the base machin e.

COUNTER TYPE 100

1

Copyright Notice

IBM is a registered trademark of Int ern at ion al Bu sine ss Machin es Corporation.

US

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.

ENERGY SAVING INFORMATION

As an Energy Star Partner, we have determined that this fax model
meets Energy Star guidelines for energy efficiency.

This product was designed to reduce the environmental impact associated
with fax equipment. This is accomplished by means of energy saving features
such as Low Power (Energy Saver) mode and Night Timer. Please see
applicable sections of operating manual for details.

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 "Installation and Initial Settings" 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 instruct ion s for lat er use.

3. Follow all warnings and instructions marke d on the product.

4. Unplug this product from the wall outlet before clea nin g. 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 produ ct on an un sta ble cart, stand, or table. The product
may fall, causing serious dama ge to th e pro du ct or inju ring the user.

7. Slots and openin gs in th e cabinet and the back or bot to m are pro vided for
ventilation; to ensure reliab le op era tio n of the prod uct and to pro tect it from
overheating, th ese openings must not be blocked or covered. The opening s
should never be blocked by placin g th e product on a bed, sofa, rug, or oth er
similar surface. This product should not be placed in a built-in installa tion
unless proper ventilation is provided.

8. This product should be ope rated from the type of power so urce indicated on
the marking label. If you are no t sure of th e typ e of power available, consult
an authorized sales person or your local power company.

9. This product is equipped with a 3-wire groun din g typ e plu g, a plug having a
third (grounding) pin. This plu g will only fit into a grounding-type power outle t.
This is a safety feature. If you are unable to insert the plu g int o th e ou tlet,
contact your electrician to replace your obsolete outlet. Do not defeat the
purpose of the grounding type plug. (This do es no t apply in cou nt ries in which
the 2-wire, non-grounded type of plug is used .)

10. Do not allow anything to rest on th e power cord . Do no t loca te this pro du ct
where persons will walk on the cord.

11. If an extension cord is u sed with this product, make sure that the tot al of the
ampere ratings on the prod uct s plug ge d int o the extension cord does not
exceed the extension cord ampere rating. Also, make sure that th e t ot al o f a l l
products plugged into the wall outlet does not exceed 15 amperes.

12. Never push objects of an y kind int o th is p rod uct through cabinet slots as they
may touch dangerous voltage poin ts or sho rt out pa rts th at could result in a
risk of fire or electric shock. Never spill liquid of any kind on the pro du ct.

13. Do not attempt to service th is prod uct yourself, as opening or removing covers
may expose you to dangerous voltage points or ot her risks. Refer all servicing
to qualified service personnel.

14. Unplug this product from the wall outle t and ref er servicin g to qualifie d service
personnel under the fo llowing conditions:
A. When the power cord or plug is damag ed or fraye d.
B. If liquid has been spilled into the prod uct .
C. If the product has been exposed to rain or water.
D. If the product does not operate norma lly when the operat ing instructions

are followed. Ad just only those controls th at are covered by the o pe rating
instructions since improper a dju stme nt of ot her controls may result in
damage and will often required extensive work by a qualifie d techn ician
to restore the produ ct to norma l ope ration.

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.

Table of Contents

INTRODUCTION 1

SOME OF THE THINGS THAT THIS MACHINE CAN DO 2

HOW TO USE THIS MANUAL 4

MANUAL OVERVIEW 4
CONVENTIONS 5

Keynames 5
Displays 5
Symbols 6

GENERAL PRECAUTIONS 7

POWER AND GROUNDING 7
COLD WEATHER POWER-UP 8
THUNDERSTORMS 8
COPY PAPER 9
TONER CARTRIDGES 9
OPERATING PRECAUTIONS 9
GENERAL 10

GUIDE T O COMPONENTS 11

1. MAIN BODY 11

2. OPERATION PANEL 12

ROUTINE OPERATION 14

SENDING A FAX MESSAGE 14

Precautions Con cerning Unacceptable Docu ment T yp es 14
Tra nsmissio n Pro ced ure at a Glance 16
Sending a Page with Very Fine Detail 23
Dialing with the Telephone Directory 27
Optional Features fo r Transmission 28
Sending Quickly 33
Changing T ransmission Mode 33
Using the Stamp 34
Redialing 35

RECEIVING FAX MESSAGES 37

Selecting the Rece pt ion Mode 37
Receiving Fax Messages When The re I s a P rob lem 38

TELEPHONE CALLS 40

Making a Telephone Call 40
Answering the Telephone 42

Phoning and Faxing on the Same Call 42
Speaker and Buzzer Volume Adjustments 43

ADVANCED FEATURES 44

TRANSMISSION 44

Tra nsfer Request 44
Programming Keystrokes 49
Sending Confid en tia l Me ssag es 52
Storing an Often Used Document (Auto Documen t) 55
Restricting Access to the Ma chin e 58
Tonal Signals 62
Storing Part of a Number 64
Printing Your Personal Identification at the Other E nd 65
Closed Network (Transmission) 66
Preventing Transfer to a Wrong Connections 67
ECM (Error Correction Mode) and Page Retransmission 68
Batch T ra nsmissio n (Feat ure Exp an der Req uire d) 69
Well Log Transmission 70

RECEPTION 71

Receiving Confidential Messages (Feature Expander Re quired ) 71
Locking Incoming Messa ges (Feat ure Expa nd er Req uire d) 74
Rejection of Messages from Unid en tif ied Sende rs 78
Authorized Reception 79
Forwarding (Feature Expander Required) 82
Specified Cassette Select ion (O ptional Lower Cassette) 88
Wild Cards 91
Reverse Order Printing (Feature Expander Required) 92
Multi-copy Document Rece pt ion (Feat ure Expander Required) 93
Printing a Center Mark 96
Checkered Mark 97
Reception T ime 98
Reducing the Page Length 98
Two in One (Into 1) 99
Closed Network (Reception) 100
Entering a List of Sende rs to Treat Differently 101

OTHER 104

Calling to Request a Message (Polling) 104
File Management 111
Saving Energy 113
Night Time r 115
Counters 118
Entering PC Printer Mode (Printer In terface Required) 119
Dual Access 120
RDS (Remote Diagnostic System) 121
AI Short Protocol 122

Copying 122

REPORTS 123

AUTOMATICALLY PRINTED REPORTS 123

Descriptions of the Available Reports 123
Switching Reports On/Off 125
Printing a Sample of Data on the Rep ort s 126
Report Formats 127

USER-INITIATED REPORTS 129

Descriptions of Ava ilable Report s 129

LOOKING AFTER THE MACHINE 132

REPLACING PAPER 132
REPLACING THE TONE R CASS ETTE AND CLEANI NG PAD 133

Replacement Procedure 133

REPLACING THE STAMP 135
CHANGING THE PAPER SIZE
(MAIN CASSETTE AND OPTIONAL PAPER FEED CASSETTE) 135
(OPTIONAL REMOVABLE CASSETTE) 137
USER MAINTENANCE PROCEDURES 139

Cleaning Re fe rence Table 139
Cleaning Procedure 140
Cleaning the Corona Wire 144
Replacing the A DF Roller Asse mbly and th e S eparatio n Pad 145
Replacing the Photoconductor 147

SOLVING PROBLEMS 150

DOCUMENT JAMS 150

Clearing a Document Jam 150
Adjusting the Docu men t Feeder 151

COPY JAMS 152

Cassette Entrance 152
Copy Feed Area 154
Copy Jams When You Use the Optional Re movable Cassette 157

COMMUNICATION PROBLEMS 158
OPERATING DIFFICULTI ES 158
DISPLAYED ERROR MESSAGES 162
ERROR CODES 163
CALLING THE SERVICE STATION 165
DEDICATED TRANSMISSION P ARAME TERS 165

TECHNICAL REFERENCE 166

STORING TELEPHO NE NUMBERS 166
STORING NAMES AND LABELS 166

Punctuation Marks and Symbols 167
Editing with the Clea r K ey and Cursor 167

IF YOU MAKE A MISTAKE 167
ON/OFF SWITCHES AND USER PARAMETERS 168

On/Off Swit che s 168
User Parameter Settings 169

SPECIFICATIONS 174

APPENDIX
INSTALLATION AND INITIAL SETT INGS 175

LOCATION 175
ATTACHING THE DOCUMENT TABLE AND DOCUMENT TRAY 176
INSTALLING THE PHOTOCONDUCTOR, TO NER CAS SETTE AND
CLEANING PAD 177
CONNECTING THE MACHINE 179
LOADING PAPER IN THE CASSETTE 180
INSTALLING REMOV ABLE CAS SE TTE AND LO ADING PAPER 182
ATTACHING THE OPTIO NAL HANDSET 185
INSTALLING THE OPTIONAL FEATURE EXPANDER 185
USING MANUAL FEE D 186

Using Manual Feed with the Removable Cassett e (Op tio n) 186

SOME ITEMS MUST BE PROGRAMMED FIRST 187

Overview 187
Selecting the Display Language Select ion 187
Setting the Date and Time 188
Daylight Saving T ime 188
Setting Your Machine’s Id entification 189
Pulse Dial or Tone Dial? 192

QUICK DIAL, SPEED DIAL, AND GRO UP DIAL 193

Three Convenient Ways to Dial 193
Programming Quick Dials 195
Programming Speed Dials 198
Programming Groups 201
Storage C a pacity for Telephone Number s 205

DEALING WITH JUNK FAX MAIL 206
OTHER ITEMS TO PROGRAM AT YOUR LEISURE 206

GLOSSARY 207

INTRODUCTION

Transmit

Thank you for purchasin g this product. This multi-funct ion office machine offers a
wide range of fax, copier, printer, and conve nie nt featu res.

What Does a Fax Machine Do?

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 documents, 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 befor e the
machine leaves the factory (refer to page 68 for more
information about ECM).

Document

Received
Message

Errors

INTRODUCTION

The line condition is affected by the weather;
thunderstorms can cause electrical noise on telephone lines.
In addition, the quality and condition of switching equipment used by your phone company can
affect fax communication.

1

See page 193.

INTRODUCTION

SOME OF THE THINGS THAT THIS MACHINE CAN DO

This machine has many feat ures. Here is a sample of what the machin e can do.

Sending a Fax to More Than One Location

See page 20.

Restricting Access to the Machine

Network Feature (Transfer Request)

See page 44.

Quick Dial, Speed Dial, and Group Dial

See page 58.

See page 29.

2

Sending a Fax Later

Confidential Communication

See pages 52 and 71.

Keystroke Programs

INTRODUCTION

Printer Interface

INTRODUCTION

See page 49.

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

See page 55.

Forwarding

See page 119.

Authorized Reception (cuts out junk fax mail)

See page 79.

Batch Transmis sion

See page 82.

Transmission Deadline

See page 30.

See page 69.

Protection against Wrong Connections

See page 67.

3

HOW TO USE THIS MANUAL

MANUAL OVERVIEW

Your facsimile machine is equipped with a wide range of labor-saving and
cost-saving featu res. This ma nu al exp lain s e ach of th ese features, and how you
can put them to use. No te tha t th e external appearance of th e mach ine in some
illustrations may be slightly different from the actual machine.

The manual consists of th e fo llowing sections.
❐ How to Use this Manual - This is the section tha t you are no w read ing . It

contains an overview of the manual and the conve nt ion s used by the authors. It
also contains quick refere nce sections on how to input telep ho ne numb ers and
names, and how to correct errors that you may inadverte ntly make whe n
operating the machine.

❐ General Prec auti ons - This se ctio n lists preca ut ions 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 whe re th e main

components of your machine are situated.

❐ Operation Panel - This describes the function s of t he various buttons and

indicators that are on your mach ine ’s operation panel.

❐ Routine Operation - This section describe s the fea tu res and settings that you

will normally be using every day.

❐ Advanced Features - This section exp lain s how to take advantage of the

special features of you r f ax mach ine , including how to set up networks for
economical distribution of fax messages over long distances.

❐ Reports - This section expla ins th e reports that the machine gen era te s.
❐ Looking After the Ma chi ne - This section shows you what to do when

consumable supplies run out . The user main te na nce 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 ja ms, ref er to this sect ion . Man y routine
problems can be solved without a service call.

❐ Specifications - This is a list of techn ical capabilities of your machine.
❐ Te chnical Reference - Input tin g cha ract ers, sett ing up the use r switches,

specifications and othe r tech nical information.

❐ Appendix A (Installing the Machine) - The be st pla ce t o in sta ll you r mach ine

is described here. Please also refe r to it whe n you plan to move the machine
to another locatio n. It also expla ins th e things you have to do before you can
send your fax message, and lists important featu res that will make faxin g more
convenient.

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

4

HOW TO USE THIS MANUAL CONVENTIONS

CONVENTIONS

The following conventio ns were used when writing this man ua l.

Keynames

These have been prin te d in a bo ld typeface.
For example: When you see a comman d in bo ld such as " Sta rt" means "Press
the Start key on the operation panel".

On the operation pa ne l, th ere are four arrow keys (up, down, lef t,
right). This is the scroll key. It is often used in the operat ing
procedures to gain access to various features. For example, if you
see k in the manual, you are being asked to press the
right-pointing arrow (k) on the scroll key.

HOW TO USE

THIS MANUAL

Displays

Messages seen on the display are sho wn in a larger box, normally on the right
hand side of the page, directly op posite the step that brought it up on the screen.
After following a step in a proced ure , che ck the displa y to see if it corresp on ds to
the one in the manual. This ma y help you to check whether you are following the
procedure successfully. The following examples show three common types of
display.

Example A: The keys tha t ca n b e p resse d
are shown on the upper right of the displa y.
In this example, you can press Yes and

j

and k on the scroll key.
Example B: The cho ices of settings for a

feature are shown on th e scre en . Th e
current setting is indica te d (it is set to ON). If
you press j or k on the scroll key, the
setting will be changed to OFF.

Example C: The

ABC

in the upper right of
the display indicate s tha t you can inp ut
letters using the Qu ick Dial keys, an d j and

k

on the scroll key.

SELECT LANGUAGE Y/
ENGLISH

AUTHORIZED Y/
ON kOFF

RTI/CSI ABC

t t t t t t t t t t t t t t t t t t t t

j k

j k

5

CONVENTIONS HOW TO USE THIS MANUAL

Most procedures start from sta nd by mod e,
that is, when the disp lay is as shown on th e
right. The value after "

READY

" shows how

READY 100% 10:00AM
SET DOC. OR DIAL NO.

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 high ligh t impo rta nt poin ts or dire ct you
towards other part s of th e manual that are related to the feature currently being
described.

indicates a hint (for examp le, giving a page numbe r where
related informatio n can be found).

6

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 followin g.

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 out let is near th e

machine and readily accessible.

GENERAL

PRECAUTIONS

4. Do not connect other equ ipment to the

same socket.

5. Do not step on or set an yth ing on the

power cord.

6. Do not connect other equ ipment to the

same extension cord.

7. Be sure that the power cord is not in a

position where it would trip someo ne .

8. The wall outlet must be easily accessible.

Grounding

Ground the machine an d th e lightning protection circuit in acco rda nce with
regulation s. Do no t gro und to gas or water pipes, or to a telephone ground plug .
Proper groundin g is to th e gro un d te rmina l of the power outlet. Be sure that th e
ground terminal of the power outlet is properly grounded.

The lightning prot ection circuit for the machine req uire s the machine to be
properly grounded. If pro pe r grou nding is provided, about 90% of lightning
damage can be prevent ed . For saf ety, be sure to connect the mach ine to a
three-prong gro un de d outlet.

7

COLD WEATHER POWER-UP GENERAL PRECAUTIONS

COLD WEATHER POWER-UP

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 minut es.

3. Turn the power on.

Do not use the machine near a humidifier.

THUNDERSTORMS

With proper grou nd ing , about 90% of lightning
damage can be prevent ed . Howe ver, if
possible, during severe ele ctric storms turn
the power switch off an d disco nnect the power
cord and telephone line cord.

NOTE:

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

8

GENERAL PRECAUTI ON COPY PAPER

COPY PAPER

❐ 16 to 24 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 fing ers 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 use d in the pape r trays: Post cards, tracin g

paper, OHP sheets, adhesive labels

❐ Do not overload the paper trays.
❐ If multi-sheet feeding occurs or dog-eared copie s are mad e whe n usin g

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 expo sed to he at .
❐ Keep out of the reach of child ren .
❐ Do not eat toner.
❐ Do not lay heavy objects on toner cartridges.
❐ Do not incinerate toner or t oner containers. Toner dust may cause flash ba ck

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 o bje cts to fall insid e

the machine.

❐ The fusing unit may be very ho t. Be care fu l when han dlin g it.

GENERAL

PRECAUTIONS

9

GENERAL 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 att empt to access any part of the
machine except those described in this manual.

❐ Do not make modificatio ns or rep lacements other than those ment ioned in this

manual.

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

OZONE

The machine genera te s ozon e du ring ope rat ion . Normally, the ozone level is
safe for operators. Howe ver, durin g a long cop y run or while print ing a long
message, ozone od or may appe ar; in such a case, ventilate the room.

WARNING:

This symbol is intended to alert the user to the prese nce of
important operating and maintenance (servicing)
instructions in the litera ture accompanying the mach ine .

This symbol is attached to some compo ne nts to ale rt th e
user not to touch them, beca use they may be very hot.

10

GUIDE TO COMPONENTS

6

4

1. MAIN BODY

5

3

2

1

GUIDE TO

COMPONENTS

1 Document Table
2 Document Guide
3 Operation Panel
4 Power Switch
5 Document Tray
6 Paper Cassette
7 Copy Tray

7

11

4

OPERATION PANEL GUIDE TO COMPONENTS

2. OPERATION PANEL

2

1

3

1.
Communicating

Indicator
Receive File

Indicator

Check Display
Indicator

Add Toner
Indicator

Add Paper Indicator

Lights when a fax message is being transmitted or received.

Lights when an incoming message was received into memory.
Blinks when a confidential reception file or memory lock file has
been stored in the memory.

Lights when some error occurs. See the instruction that appears
on the display.

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

Lights when a cassette is empty.

d

PC Printer Option
Indicators

Reception Mode
Selector Key

Contrast
Selector Key

Resolution Selector
Key

Halftone Key Press this to use halftone transmission mode.

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 to select Auto Receive or Manual Receive.

Press this to select either Darken, Normal or Lighten.

Press this to select either Standard, Detail, or Fine transmission
mode.

12

GUIDE TO COMPONENTS OPERATION PANEL

2. Display Displays prompts, warnings, and selected modes.
Stamp Key Press this to enable or disable the stamp feature.
Function Key Press to use one of the numbered functions explained in this

manual.

Yes/No Keys Use to answer questions on the display.
Scroll Key When an arrow is shown on the display, use these keys to

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

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

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

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

group, or a keystroke program. You can also use these keys to
enter names and labels such as the RTI and TTI.

4. Speed Dial/Tel
Directory Key

Pause/AI Redial Key Press this key to insert a pause when dialing or programming a

On Hook Dial Key Press this to dial without picking up the handset.
Clear Key Use this as a backspace key during programming.
Ten Keypad Use this as a telephone keypad to access user functions, or to

Energy Saver Key Hold this down for a few seconds to start or end the energy

Copy Key Press this to copy the document now in the feeder.
Stop Key Press this to stop the machine and return it to standby mode.
Start Key Press this to start fax communication.

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

number. Also use it to redial a previously dialled number (the
machine remembers the last 10).

enter Speed Dial codes.

saver mode.

GUIDE TO

COMPONENTS

13

ROUTINE OPERATION

SENDING A FAX MESSAGE

Precautions Concerning Unacceptable Document Types

Before you send you r docu ment, make sure that it meets the fo llowing
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 Fee der

Maximum

Minimum

4.1"

5.8"

* The shaded part will not be scanned, because it is outside the maximum scanning
width range.

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 characte rs may not be tra nsmit te d clea rly.

Uniform Page Size

Do not use diffe rent sizes of document in the same tran smission.

47.2"

10.07"

12.0"

Dry Ink

All ink must be dry before you pla ce th e do cume nt in the fee de r.

14

ROUTINE OPERATION SENDING A FAX MESSAGE

Page Condition

Do not place damaged pages in the automatic document feeder.

Originals that contain the follo wing mate rials sho uld not be placed in the
document feeder. Make copies of these originals and scan the copies.

ROUTINE

OPERATION

NOTE: Cop ies made with a copier that uses silicone oil may cause a misfe ed . To

avoid this, do not scan such copies until five or ten minutes aft er cop ying .

15

SENDING A FAX MESSAGE ROUTINE OPERATION

Transmission Procedure at a Glance

Overview

There are two ways to send a fa x message:

❐ Immediate T ransmission
❐ Memory Tran smission

Sending Quickly (Immediate Transmission)

This feature is known as Immediate Transmission.
This is convenient when:

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

other party.

❐ Your machine’s memory is getting full.
The machine dials immediat ely af te r you pre ss Sta rt (or at the specif ied late r time,

if you used a time-delay fe ature like Send Later). The messa ge is scan ne d a nd
transmitted page by page without being sto red in memory.

16

ROUTINE OPERATION SENDING A FAX MESSAGE

Scanning Quickly (Memory Transmission)

This feature is known as Memory Transmission.
This is convenient because:
❐ Fax messages can be scanne d much more qu ickly (you can take your

document away from the fax machine without waiting to o lon g).

❐ While your fax message is being sent , an ot he r 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 pla ce with the same

operation.

After you press Start , th e machine doesn’t dial until all the page s of you r fax
message have been store d in the memory.

The default mode of th is machin e is Me mory Transmission, so the procedures
described in this manual will be based on the assump tio n th at you are using
Memory Tra nsmission. Immediate Transmission is described in a separat e
section (see page 33).

Cross-references

Send Later: see page 29.

ROUTINE

OPERATION

17

SENDING A FAX MESSAGE ROUTINE OPERATION

Sending to Just One Location

1. Make sure that the machin e is in stan db y
mode:
The display on the operation panel must
be as shown on the right.

2. Carefully place your fa x me ssag e fa ce
down into the auto document feeder.

NOTE: You can dial without placing the

message in the feeder first.
Place the document after you
dial the number and go to step 4.

READY 100% 10:00AM
SET DOC. OR DIAL NO.

TRANSMIT OPTION
DIAL FAX NUMBER

k

❐ 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 mo re than 30 pages.
❐ Do not use unsuitable types of original (see pages

14 and 15).

❐ Adjust the document guides to fit the width of the

pages.

Selecting Cont rast and Resolution: See page 23.
Options for Sendi ng a Message: See page 28.

GOOD

❐ Do not use pages of different sizes.
❐ The pages sho ul d be arranged loosely, but

the leadin g edges should be tidy, as shown
above.

BAD

18

ROUTINE OPERATION SENDING A FAX MESSAGE

3. Dial in one of the following ways.

a) Ten Keypad b) Quick Dial c) Speed Dial d) Handset

✬ : Only if the telephone handset is installed.

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.

TRANSMIT Y/START
2125551234

t t t t t t t t t t

4. Start.

5. The machine stores your fax messa ge .

✬

6. The machine dials, and the line to the
other party is connected.

NOTE: Watch t he disp lay. The

identification of the other party
will appear.

7. After sending th e messa ge , the machine
hangs up automatically.

NEW YORK OFFICE
A4 → A4 TRANSMIT

ROUTINE

OPERATION

19

SENDING A FAX MESSAGE ROUTINE OPERATION

Sending to More Than One Location (Broadcasting)

1. Make sure that the machine is in standby mode (see page 18).

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

3. Place your fax message face do wn int o
the feeder.

❐ You can dial without placing the message in the

feeder first. Place the document after you dial
the number and go to step 5.

Selecting Contrast and Resolution:
See page 23.
Options for Sending a Me ss age:
See page 28.

4. Dial in one of the following ways.

a) Ten Keypad b) Quick Dial c) Speed Dial d) Group Dial ✬

✬ : Method: Press the Quick Dia l key th e Grou p is stored in (in the examp le , pre ss key 08).

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.

TRANSMIT OPTION
DIAL FAX NUMBER

TRANSMIT Y/START
12225553333

Example: Group 1 stored in
Quick Dial key 08

Quick Dial key 08

t t t t t t t t t

k

20

ROUTINE OPERATION SENDING A FAX MESSAGE

5. Yes.

TRANSMIT OPTION
DIAL NEXT NUMBER

k

6. Either:

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

The machine will dial the first dest ina tio n (or, if you selected Send Later, it will
return to standby mod e and th e fax message will be sent at the time that you
selected).

NOTE: In theory, you can send the same fax message to up to 132 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 205 for more information concerning the
limitations of this feature.

Transmission Using the Group key

Outlined below is the procedu re fo r using the Grou p key. You have to program the
Group key into the Qu ick Dial 32 key. (Programming the Group key - see page

204.)

1. Place a document in to the fee de r.

TRANSMIT OPTION
DIAL FAX NUMBER

k

ROUTINE

OPERATION

2. Press Quick Dia l ke y 32 (Group key).

3. Enter a Group number.
Example 1: Press 1 on the ten keypad .

4. Start.

GROUP 1-7/N
G

t

GROUP Y/START
G1 DISTRIBUTOR

21