Ricoh MP2001 SP User Guide

User Guide

What You Can Do with This Machine

Getting Started

Copy

Fax

Print

Scan

Document Server

Web Image Monitor

Adding Paper and Toner

Troubleshooting

Appendix

For information not in this manual, refer to the HTML/PDF files on the supplied

CD-ROM.

For safe and correct use, be sure to read the Safety Information in "Read This First" before using the machine.

TABLE OF CONTENTS
How to Read the Manuals.................................................................................................................................			6
Symbols Used in the Manuals.......................................................................................................................			6
Model-Specific Information...............................................................................................................................			7
Names of Major Features..................................................................................................................................			8
1. What You Can Do with This Machine
Saving Paper.......................................................................................................................................................			9
Converting Documents to Electronic Formats Easily......................................................................................			10
Registering Destinations...................................................................................................................................			11
Operating the Machine More Effectively......................................................................................................			12
Customizing the [Home] Screen.....................................................................................................................			13
Making Copies Using Various Functions........................................................................................................			14
Printing Data Using Various Functions............................................................................................................			15
Utilizing Stored Documents.............................................................................................................................			16
Sending and Receiving Faxes without Paper.................................................................................................			17
Sending and Receiving Faxes via the Internet...............................................................................................			19
Sending and Receiving Faxes by Using the Machine without Fax Unit Installed.......................................			21
Using the Facsimile and the Scanner in a Network Environment.................................................................			22
Preventing Information Leakage (Security Functions)....................................................................................			23
Monitoring and Setting the Machine Using a Computer..............................................................................			24
Preventing Unauthorized Copying.................................................................................................................			25
2. Getting Started
Guide to Names and Functions of Components............................................................................................			27
Guide to Components	(mainly Europe and Asia).................................................................		27
Guide to Components	(mainly North America)....................................................................		29
Guide to Functions of the Machine's Options................................................................................................			32
Guide to Functions of the Machine's External Options		(mainly Europe and Asia)............	32
Guide to Functions of the Machine's External Options		(mainly North America)................	33
Guide to the Names and Functions of the Machine's Control Panel...........................................................			34
Changing the Display Language....................................................................................................................			37
How to Use the [Home] Screen......................................................................................................................			38
Adding Icons to the [Home] Screen...........................................................................................................			39
Registering Functions in a Program.................................................................................................................			44
Example of Programs...................................................................................................................................			46

1

Turning On/Off the Power..............................................................................................................................		49
Turning On the Main Power........................................................................................................................		49
Turning Off the Main Power........................................................................................................................		49
When the Authentication Screen Is Displayed...............................................................................................		51
User Code Authentication Using the Control Panel..................................................................................		51
Logging In Using the Control Panel............................................................................................................		51
Logging Out Using the Control Panel.........................................................................................................		52
Placing Originals..............................................................................................................................................		53
Placing Originals on the Exposure Glass	(mainly Europe and Asia)..................................	53
Placing Originals on the Exposure Glass	(mainly North America)......................................	53
Placing Originals in the Auto Document Feeder.......................................................................................		54
3. Copy
Basic Procedure................................................................................................................................................		57
Reducing or Enlarging Originals.....................................................................................................................		59
Preset Reduce/Enlarge...............................................................................................................................		59
Zoom.............................................................................................................................................................		60
Auto Reduce/Enlarge.................................................................................................................................		61
Duplex Copying...............................................................................................................................................		63
Specifying the Original and Copy Orientation.........................................................................................		64
Combined Copying.........................................................................................................................................		66
One-Sided Combine...................................................................................................................................		67
Two-Sided Combine....................................................................................................................................		68
Copying onto Custom Size Paper from the Bypass Tray..............................................................................		71
Copying onto Envelopes.................................................................................................................................		72
Sort....................................................................................................................................................................		74
Changing the Number of Sets....................................................................................................................		75
Storing Data in the Document Server.............................................................................................................		76
4. Fax
Basic Procedure for Transmissions (Memory Transmission)..........................................................................		77
Sending Originals Using the Exposure Glass (Memory Transmission)...................................................		78
Registering a Fax Destination......................................................................................................................		79
Deleting a Fax Destination..........................................................................................................................		80
Transmitting while Checking Connection to Destination (Immediate Transmission)...................................		82

2

Sending Originals Using the Exposure Glass (Immediate Transmission)................................................	83
Canceling a Transmission................................................................................................................................	84
Canceling a Transmission Before the Original Is Scanned......................................................................	84
Canceling a Transmission While the Original Is Being Scanned.............................................................	84
Canceling a Transmission After the Original Is Scanned (While a Transmission Is in Progress)...........	85
Canceling a Transmission After the Original Is Scanned (Before a Transmission Is Started)................	85
Sending at a Specific Time (Send Later)........................................................................................................	87
Storing a Document.........................................................................................................................................	88
Sending Stored Documents.........................................................................................................................	89
Printing the Journal Manually..........................................................................................................................	91
5. Print
Quick Install......................................................................................................................................................	93
Displaying the Printer Driver Properties..........................................................................................................	94
Standard Printing..............................................................................................................................................	95
When Using the PCL 6 Printer Driver..........................................................................................................	95
Locked Print.......................................................................................................................................................	96
Sending a Locked Print File.........................................................................................................................	96
Printing a Locked Print File Using the Control Panel..................................................................................	96
Hold Print..........................................................................................................................................................	98
Sending a Hold Print File.............................................................................................................................	98
Printing a Hold Print File Using the Control Panel.....................................................................................	98
Stored Print.....................................................................................................................................................	100
Sending a Stored Print File........................................................................................................................	100
Printing a Stored Print File Using the Control Panel................................................................................	101
6. Scan
Basic Procedure When Using Scan to Folder.............................................................................................	103
Creating a Shared Folder on a Computer Running Windows/Confirming a Computer's Information.....
....................................................................................................................................................................	104
Registering an SMB Folder.......................................................................................................................	106
Deleting an SMB Registered Folder.........................................................................................................	109
Entering the Path to the Destination Manually........................................................................................	110
Basic Procedure for Sending Scan Files by E-mail......................................................................................	111
Registering an E-mail Destination.............................................................................................................	112

3

Deleting an E-mail Destination.................................................................................................................	113
Entering an E-mail Address Manually.....................................................................................................	114
Basic Procedure for Storing Scan Files........................................................................................................	115
Checking a Stored File Selected from the List.........................................................................................	116
Specifying the File Type................................................................................................................................	117
Specifying Send Settings...............................................................................................................................	118
7. Document Server
Storing Data...................................................................................................................................................	119
Printing Stored Documents............................................................................................................................	121
8. Web Image Monitor
Displaying Top Page.....................................................................................................................................	123
Viewing Received Fax Documents Using Web Image Monitor.................................................................	125
9. Adding Paper and Toner
Loading Paper into Paper Trays...................................................................................................................	127
Loading Paper into the Bypass Tray.............................................................................................................	129
Printing from the Bypass Tray Using the Printer Function........................................................................	130
Loading Orientation-fixed Paper or Two-sided Paper...............................................................................	135
Recommended Paper Sizes and Types........................................................................................................	138
Thick Paper.................................................................................................................................................	144
Envelopes...................................................................................................................................................	145
Adding Toner.................................................................................................................................................	149
Sending Faxes or Scanned Documents When Toner Has Run Out......................................................	151
Disposing of Used Toner...........................................................................................................................	151
10. Troubleshooting
Indicators........................................................................................................................................................	153
When an Indicator for the [Check Status] Key Is Lit....................................................................................	154
Panel Tone......................................................................................................................................................	156
When You Have Problems Operating the Machine...................................................................................	157
When Messages Are Displayed on the Control Panel...............................................................................	164
Messages Displayed When Using the Copy/Document Server Function...........................................	164
Messages Displayed When Using the Facsimile Function.....................................................................	167
Messages Displayed When Using the Printer Function..........................................................................	183
Messages Displayed When Using the Scanner Function......................................................................	196

4

When Messages Are Displayed on Your Computer Screen.....................................................................	211
Messages Displayed When Using the Scanner Function......................................................................	211
11. Appendix
Trademarks.....................................................................................................................................................	217
INDEX...........................................................................................................................................................	219

5

How to Read the Manuals

Symbols Used in the Manuals

This manual uses the following symbols:

Indicates points to pay attention to when using the machine, and explanations of likely causes of paper misfeeds, damage to originals, or loss of data. Be sure to read these explanations.

Indicates supplementary explanations of the machine's functions, and instructions on resolving user errors.

This symbol is located at the end of sections. It indicates where you can find further relevant information.

[ ]

Indicates the names of keys on the machine's display or control panels.

Indicates instructions stored in a file on a provided CD-ROM. (mainly Europe and Asia)

(mainly North America)

Differences in the functions of Region A and Region B models are indicated by two symbols. Read the information indicated by the symbol that corresponds to the region of the model you are using. For details about which symbol corresponds to the model you are using, see p.7 "Model-Specific Information".

6

Model-Specific Information

This section explains how you can identify the region your machine belongs to.

There is a label on the rear of the machine, located in the position shown below. The label contains details that identify the region your machine belongs to. Read the label.

CSL001

The following information is region-specific. Read the information under the symbol that corresponds to the region of your machine.

(mainly Europe and Asia)

If the label contains the following, your machine is a region A model:

•CODE XXXX -27, -29

•220–240 V

(mainly North America)

If the label contains the following, your machine is a region B model:

•CODE XXXX -17

•120–127 V

•Dimensions in this manual are given in two units of measure: metric and inch. If your machine is a Region A model, refer to the metric units. If your machine is a Region B model, refer to the inch units.

7

Names of Major Features

In this manual, major features of the machine are referred to as follows:

• Auto Document Feeder ADF

8

1. What You Can Do with This Machine

You can search for a description by what you want to do.

Saving Paper

BRL059S

Printing multi-page documents on both sides of sheets (Duplex Copy)

See "Duplex Copying", Copy/ Document Server.

Printing multi-page documents and received faxes on a single sheet (Combine (Copier/Fax))

See "Combined Copying", Copy/ Document Server.

See "Combine Two Originals", Fax.

Printing received faxes on both sides of sheets (2 Sided Print)

See "Two-Sided Printing", Fax.

Converting received faxes to electronic formats (Paperless Fax)

See "Confirming/Printing/Deleting Received and Stored Documents", Fax.

Sending files from the computer without printing them (LAN-Fax)

See "Sending Fax Documents from Computers", Fax.

Checking how much paper is saved ([Information] screen)

See "How to Use the [Information] Screen", Getting Started.

9

1. What You Can Do with This Machine

Converting Documents to Electronic Formats Easily

BQX138S

Sending scan files

See "Basic Procedure for Sending Scan Files by E-mail", Scan.

Sending the URL of the folder in which scan files are stored

See "Sending the URL by E-mail", Scan.

Storing scan files in a shared folder

See "Basic Procedure When Using Scan to Folder", Scan.

Storing scan files on media

See "Basic Procedure for Saving Scan Files on a Memory Storage Device", Scan.

Converting transmitted faxes to electronic formats and sending them to a computer

See "Overview of Folder Transmission Function", Fax.

Managing and using documents converted to electronic formats (Document Server)

See "Relationship between Document Server and Other Functions", Copy/ Document Server.

10

Registering Destinations

Registering Destinations

BRL060S

Using the control panel to register destinations in the Address Book

See "Registering Entered Destinations to the Address Book", Fax.

See "Registering a destination in the address book manually", Scan.

Using Web Image Monitor to register destinations from a computer

See "Registering Internet Fax Destination Information Using Web Image Monitor", Fax.

Downloading destinations registered in the machine to the LAN-Fax driver destination list

See "Using the machine's Address Book as the LAN-Fax destination list", Fax.

11

1. What You Can Do with This Machine

Operating the Machine More Effectively

BQX139S

Registering and using frequently-used settings (Program)

See "Registering Functions in a Program", Convenient Functions.

Registering frequently-used settings as initial settings (Program as Defaults (Copier/Document Server/Fax/Scanner))

See "Changing the Default Functions of the Initial Screen", Convenient Functions.

Registering frequently-used printing settings to the printer driver

See "Using One Click Presets", Print.

Changing the initial settings of the printer driver to frequently-used printing settings

See "Displaying the Printing Preferences Dialog Box", Print.

Adding shortcuts to frequently used programs or Web pages

See "Adding Icons to the [Home] Screen", Convenient Functions.

Changing the order of the function and shortcut icons

See "Changing the Order of Icons on the [Home] Screen", Convenient Functions.

12

Customizing the [Home] Screen

Customizing the [Home] Screen

The icons of each function are displayed on the [Home] screen.

CTL001

•You can add shortcuts to often used programs or Web pages to the [Home] screen. The programs or Web pages can be recalled easily by pressing the shortcut icons.

•You can display only the icons of functions and shortcuts that you use.

•You can change the order of the function and shortcut icons.

•For details about the features on the [Home] screen, see "How to Use the [Home] Screen", Getting

Started.

•For details about how to customize the [Home] screen, see "Types of [Home] Screens and How to Customize Them", Convenient Functions.

13

1. What You Can Do with This Machine

Making Copies Using Various Functions

CMQ002

•You can reduce or enlarge the copy image. Auto Reduce/Enlarge function enables the machine to detect the original size automatically. Also, it enables the machine to select an appropriate reproduction ratio based on the paper size you specify. If the orientation of the original is different from that of the paper you are copying onto, the machine rotates the original image by 90 degrees to match it with the copy paper.

See "Reducing or Enlarging Originals", Copy/ Document Server.

•Copier functions such as Duplex and Combine allow you to save on paper by copying multiple pages onto single sheets.

See "Duplex Copying", Copy/ Document Server.

See "Combined Copying", Copy/ Document Server.

•You can copy onto various types of paper such as envelopes and OHP transparencies. See "Copying onto Various Types of Paper", Copy/ Document Server.

•You can sort copies.

See "Sort", Copy/ Document Server.

14

Printing Data Using Various Functions

Printing Data Using Various Functions

CMQ004

•This machine supports network and local connections.

•You can send PDF files directly to the machine for printing, without having to open a PDF application.

See "Printing a PDF File Directly", Print.

•You can print or delete print jobs stored on the machine's hard disk, which have been previously sent from computers using the printer driver. The following types of print jobs can be selected: Sample Print, Locked Print, Hold Print, and Stored Print.

See "Storing Documents in the Hard Disk Drive and Printing them", Print.

•You can collate printed paper.

See "Collate", Print.

•You can print files stored on a removable memory device and specify print conditions such as print quality and print size.

See "Direct Printing from a Memory Storage Device", Print.

15

1. What You Can Do with This Machine

Utilizing Stored Documents

You can store files scanned in copier, facsimile, printer, or scanner mode on the machine's hard disk. Web Image Monitor allows you to use your computer to search for, view, print, delete, and send stored files via the network. You can also change print settings and print multiple documents (Document Server).

CJQ603

•You can retrieve stored documents scanned in scanner mode to your computer.

•Using the file format converter, you can download documents stored in copier, Document Server, or printer mode to your computer.

•For details about how to use the Document Server, see "Document Server", Copy/ Document Server.

•For details about the Document Server in copier mode, see "Storing Data in the Document Server", Copy/ Document Server.

•For details about the Document Server in printer mode, see "Saving and Printing Using the Document Server", Print.

•For details about the Document Server in fax mode, see "Storing a Document", Fax.

•For details about the Document Server in scanner mode, see "Storing and Saving the Scanned Documents", Scan.

16

Sending and Receiving Faxes without Paper

Sending and Receiving Faxes without Paper

Reception

You can store and save received fax documents as electronic formats in the machine's hard disk without printing them.

CJQ604

You can use Web Image Monitor to check, print, delete, retrieve, or download documents using your computer (Storing received documents).

• See "Confirming/Printing/Deleting Received and Stored Documents", Fax.

Transmission

You can send a fax from your computer over the network (Ethernet or wireless LAN) to this machine, which then forwards the fax via its telephone connection (LAN-Fax).

17

1. What You Can Do with This Machine

CJQ605

•To send a fax, print from the Windows application you are working with, select LAN-Fax as the printer, and then specify the destination.

•You can also check the sent image data.

•For details about the machine's settings, see "Network Settings Requirements", Connecting the Machine/ System Settings.

•For details about how to use the function, see "Sending Fax Documents from Computers", Fax

.

18

Sending and Receiving Faxes via the Internet

Sending and Receiving Faxes via the Internet

[e-mail]

xxx.xxx.xxx.xxx

[e-mail]

xxx.xxx.xxx.xxx

CJQ606

E-mail Transmission and Reception

This machine converts scanned document images to e-mail format, and transmits and receives the e-mail data over the Internet.

•To send a document, specify an e-mail address instead of dialing the destination telephone number (Internet Fax and e-mail transmission).

See "Specifying an Internet Fax Destination by Entering It Manually", Fax.

•This machine can receive e-mail messages via Internet Fax or from computers (Internet Fax Reception and Mail to Print).

See "Receiving E-mail by Internet Fax/Mail to Print", Fax.

•Internet Fax compatible machines and computers that have e-mail addresses can receive e- mail messages via Internet Fax.

IP-Fax

The IP-Fax function sends or receives documents between two facsimiles directly via a TCP/IP network.

•To send a document, specify an IP address or host name instead of a fax number (IP-Fax Transmission).

See "Specifying an IP-Fax Destination by Entering It Manually", Fax.

•This machine can receive documents sent via Internet Fax (IP-Fax Reception). See "Types of Reception", Fax.

•Using a VoIP gateway, this machine can send to G3 facsimiles connected to the public switched telephone network (PSTN).

19

1.What You Can Do with This Machine

•For details about the machine's settings, see "Network Settings Requirements", Connecting the Machine/ System Settings.

20

Sending and Receiving Faxes by Using the Machine without Fax Unit Installed

Sending and Receiving Faxes by Using the Machine without Fax Unit Installed

You can send and receive faxes through a different machine's fax functions via a network (Remote Fax).

CJQ612

•To use the remote fax function, install the fax connection unit on the client-side machine and remote machine.

•The procedure for sending faxes is as same as that of for the machine with the fax unit. When a job has finished, confirm results displayed on sending history or printed on reports.

•You can forward the received documents from the remote machine with facsimile function to the client-side machine.

•See "Sending/Receiving Documents Using a Remote Machine (Remote Fax)", Fax.

21

1. What You Can Do with This Machine

Using the Facsimile and the Scanner in a

Network Environment

CJQ607

•You can send scan files to a specified destination using e-mail (Sending scan files by e-mail). See "Overview of E-mail Transmission Function", Fax.

See "Basic Procedure for Sending Scan Files by E-mail", Scan.

•You can send scan files directly to folders (Sending scan files by Scan to Folder). See "Overview of Folder Transmission Function", Fax.

See "Basic Procedure When Using Scan to Folder", Scan.

•You can use this machine as a delivery scanner for the ScanRouter delivery software*1 (Network delivery scanner). You can save scan files in the delivery server or send them to a folder in a computer on the same network.

See "Basic Procedure for Delivering Files", Scan.

•You can use Web Services on Devices (WSD) to send scan files to a client computer.

See "Basic Operating Procedure of WSD Scanner (Push Type)", Scan.

*1 The ScanRouter delivery software is no longer available for sale.

22

Preventing Information Leakage (Security Functions)

Preventing Information Leakage (Security

Functions)

CJQ608

•You can protect documents from unauthorized access and stop them from being copied without permission.

•You can control the use of the machine, as well as prevent machine settings from being changed without authorization.

•By setting passwords, you can prevent unauthorized access via the network.

•You can erase or encrypt the data on the hard disk to minimize the risk of information leakage.

•You can limit the usage of functions for each user.

•See Security Guide.

23

1. What You Can Do with This Machine

Monitoring and Setting the Machine Using a

Computer

Using Web Image Monitor, you can check the machine's status and change the settings.

CJQ609

You can check which tray is running out of paper, register information in the Address Book, specify the network settings, configure and change the system settings, manage jobs, print the job history, and configure the authentication settings.

•See "Using Web Image Monitor", Connecting the Machine/ System Settings.

•See Web Image Monitor Help.

24

Preventing Unauthorized Copying

Preventing Unauthorized Copying

You can print embedded patterns on printouts to prevent unauthorized copying.

CJQ613

•Using the printer driver, you can embed a pattern in the printed document. If the document is copied on a machine with the Copy Data Security unit, protected pages are grayed out in the copy. This can minimize the risk of confidential information being copied. Protected fax messages are grayed out before being transmitted or stored. If a document protected by unauthorized copy guard is copied on a machine that is equipped with the Copy Data Security unit, the machine beeps to notify users that unauthorized copying is being attempted.

If the document is copied on a machine without the Copy Data Security Unit, the hidden text becomes conspicuous in the copy, showing that the copy is unauthorized.

•Using the printer driver, you can embed text in the printed document for unauthorized copy prevention. If the document is copied, scanned, or stored in a Document Server by a copier or multifunction printer, the embedded text appears conspicuous in the copy, discouraging such unauthorized copying.

•See "Printing Documents that are not Allowed to Duplicate", Print.

•For details, see the printer driver Help and Security Guide.

25

1. What You Can Do with This Machine

26

2. Getting Started

This chapter describes how to start using this machine.

Guide to Names and Functions of Components

Guide to Components (mainly Europe and Asia)

•Do not obstruct the machine's vents. Doing so risks fire caused by overheated internal components.

Front and left view

1

2

	5
3	6
	7
	8
	4
	9

CSL002

1.Exposure glass cover or ADF

(The illustration shows the ADF.)

Lower the exposure glass cover or the ADF over originals placed on the exposure glass.

If you load a stack of originals in the ADF, the ADF will automatically feed the originals one by one.

27

2.Getting Started

2.Exposure glass

Place originals face down here.

3.Ventilation holes

Prevent overheating.

4.Main power switch

To operate the machine, the main power switch must be on. If it is off, turn the switch on.

5.Control panel

See p.34 "Guide to the Names and Functions of the Machine's Control Panel".

6.Internal Tray 1

Copied/printed paper and fax messages are delivered here.

7.Front cover

Open to access the inside of the machine.

8.Paper trays

Load paper here.

The Type 1 model has one paper tray.

9.Lower paper trays

Load paper here.

For details, see p.32 "Guide to Functions of the Machine's Options".

Front and right view

8

1.Extender

Raise the extender to support large paper.

2.Ventilation holes

Prevent overheating.

	2	1
		3
		4
6
7		5

CSL003

28