Ricoh FAX2700L Operator’s Manual FX24OM

OPERATOR’S MANUAL

RICOH FAX2400L

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.

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
Optional Features fo r Transmission 27
Sending Quickly 32
Changing T ransmission Mode 32
Redialing 34

RECEIVING FAX MESSAGES 35

Selecting the Rece pt ion Mode 35
Receiving Fax Messages When The re I s a P rob lem 36

TELEPHONE CALLS 38

Making a Telephone Call 38
Answering the Telephone 40
Phoning and Faxing on the Same Call 40
Speaker and Buzzer Volume Adjustments 41

ADVANCED FEATURES 42

TRANSMISSION 42

Tra nsfer Request 42
Programming Keystrokes 47
Sending Confid en tia l Me ssag es 50
Storing an Often Used Document (Auto Documen t) 53
Restricting Access to the Ma chin e 56
Tonal Signals 60
Storing Part of a Number 62
Closed Network (Transmission) 64
Preventing Transfer to a Wrong Connections 65
ECM (Error Correction Mode) and Page Retransmission 66
Batch T ra nsmissio n (Feat ure Exp an der Req uire d) 67
Well Log Transmission 68

RECEPTION 69

Receiving Confidential Messages (Feature Expander Re quired ) 69
Locking Incoming Messa ges (Memory Lo ck) 72
Rejection of Messages from Unid en tif ied Sende rs 76
Authorized Reception 77
Forwarding (Feature Expander Required) 80
Wild Cards 86
Reverse Order Printing (Feature Expander Required) 87
Multi-copy Document Rece pt ion (Feat ure Expander Required) 88
Printing a Center Mark 91
Reducing the Page Length 92
Closed Network (Reception) 93
Entering a List of Sende rs to Treat Differently 94

OTHER 97

Calling to Request a Message (Polling) 97
File Management 104
Saving Energy 10 6
Night Time r 108
Counters 111
Entering PC Printer Mode (Printer In terface Required) 112
Copying 1 13
Dual Access 1 14
RDS (Remote Diagnostic System) 115
AI Short Protocol 116

REPORTS 117

AUTOMATICALLY PRINTED REPORTS 117

Descriptions of the Available Reports 117
Switching Reports On/Off 119
Printing a Sample of Data on the Rep ort s 120

Report Formats 121

USER-INITIATED REPORTS 123

Descriptions of Ava ilable Report s 123

LOOKING AFTER THE MACHINE 126

REPLACING PAPER 126
REPLACING THE TONE R CASS ETTE AND CLEANI NG PAD 127

Replacement Procedure 127

USER MAINTENANCE PROCEDURES 129

Cleaning Re fe rence Table 129
Cleaning Procedure 130
Cleaning the Corona Wire 133
Replacing the A DF Roller Asse mbly and th e S eparatio n Pad 135
Replacing the Photoconductor 137

SOLVING PROBLEMS 140

DOCUMENT JAMS 140

Clearing a Document Jam 140
Adjusting the Docu men t Feeder 141

COPY JAMS 142

Cassette Entrance 142
Copy Feed Area 143

COMMUNICATION PROBLEMS 146
OPERATING DIFFICULTI ES 146
DISPLAYED ERROR MESSAGES 150
ERROR CODES 151
CALLING THE SERVICE STATION 153
DEDICATED TRANSMISSION P ARAME TERS 153

TECHNICAL REFERENCE 154

STORING TELEPHO NE NUMBERS 154
STORING NAMES AND LABELS 154

Punctuation Marks and Symbols 155
Editing with the Clea r K ey and Cursor 155

IF YOU MAKE A MISTAKE 155
ON/OFF SWITCHES AND USER PARAMETERS 156

On/Off Swit che s 156
User Parameter Settings 157

SPECIFICATIONS 162

APPENDIX A
INSTALLATION AND INITIAL SETT INGS 163

LOCATION 163
ATTACHING THE DOCUMENT TABLE AND DOCUMENT TRAY 164
INSTALLING THE PHOTOCONDUCTOR, TO NER CAS SETTE AND
CLEANING PAD 165
CONNECTING THE MACHINE 167
LOADING PAPER IN THE CASSETTE 168
ATTACHING THE OPTIO NAL HANDSET 170
INSTALLING THE OPTIONAL FEATURE EXPANDER 170
SOME ITEMS MUST BE PROGRAMMED FIRST 171

Overview 171
Selecting the Display Language Select ion 171
Setting the Date and Time 172
Daylight Saving T ime 172
Setting Your Machine’s Id entification 173
Pulse Dial or Tone Dial? 176

QUICK DIAL, SPEED DIAL, AND GRO UP DIAL 177

Three Convenient Ways to Dial 177
Programming Quick Dials 179
Programming Speed Dials 182
Programming Groups 184
Storage C a pacity for Telephone Number s 188

DEALING WITH JUNK FAX MAIL 189
OTHER ITEMS TO PROGRAM AT YOUR LEISURE 189

GLOSSARY 190

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 9 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 66 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 177.

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 42.

Quick Dial, Speed Dial, and Group Dial

See page 56.

See page 28.

2

Sending a Fax Later

Confidential Communication

See pages 50 and 69.

Keystroke Programs

INTRODUCTION

Printer Interface

INTRODUCTION

See page 47.

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

See page 53.

Forwarding

See page 112.

Authorized Reception (cuts out junk fax mail)

See page 77.

Batch Transmis sion

See page 80.

Transmission Deadline

See page 29.

See page 67.

Protection against Wrong Connections

See page 65.

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 plu g secu rely int o the

wall socket.

3. Make sure that the wall outlet is nea r the

machine and readily accessible.

GENERAL

PRECAUTIONS

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 someo ne .

8. The wall outlet must be easily accessible.

Groun ding

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 temp era tu re to 68°F at less

than 18°F per hour.

2. Wa it fo r 30 to 60 minu te s.

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 will
be erased if power is switched off.

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.
Printer Key Press this when you wish to enter the printer mode.
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 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.

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

transmission. If it is not lit, your document will be sent
immediately without being stored. Press the 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
type names and labels such as the RTI and TTI.

4. Speed Dial Key Press this to dial using the Speed Dial feature.
Pause/Redial Key Press this if you need to insert a pause when dialing. Or press

this to redial the last number that was dialed.

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, or to enter Speed Dial codes.
Energy Saver Key Hold down for a few seconds this to start or end the energy

saver mode.

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.

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.

Maximum

Minimum

4.1"

5.8"

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

Correct Size for the Document Fee der

Thickness: 2 to 8 mils (20 lb paper)
Length and Width: See the above dia gra m .
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.

47.2"

8.5"

12.0"

Uniform Page Size

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

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: Copies 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.

Cross-references

Send Later: see page 28.

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 27.

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 you r 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 the message, 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 ind icat or is lit. If it is not, press Memory.

3. Place your fax message fa ce 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 27.

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 188 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

187.)

1. Place a docume nt in to the fee de r.

TRANSMIT OPTION
DIAL FAX NUMBER

k

ROUTINE

OPERATION

2. Press Quic k 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