Ricoh MP 401SPF User Guide

Download

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

For information not in this manual, refer to

the HTML/PDF ﬁles on the supplied

CD-ROM.

Appendix

Troubleshooting

Adding Paper and Toner

Web Image Monitor

Document Server

Scan

Fax

Copy

Getting Started

What You Can Do with This Machine

User Guide

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

Using the Facsimile and the Scanner in a Network Environment.................................................................21

Preventing Information Leakage (Security Functions)....................................................................................22

Monitoring and Setting the Machine Using a Computer..............................................................................23

Preventing Unauthorized Copying................................................................................................................. 24

2. Getting Started

Guide to Names and Functions of Components............................................................................................25

Guide to Components ................................................................................................................................ 25

Guide to Functions of the Machine's Options................................................................................................30

Guide to Functions of the Machine's External Options ............................................................................30

Guide to the Names and Functions of the Machine's Control Panel........................................................... 31

Changing the Display Language.................................................................................................................... 34

How to Use the [Home] Screen...................................................................................................................... 35

Adding Icons to the [Home] Screen........................................................................................................... 36

Registering Functions in a Program.................................................................................................................41

Example of Programs...................................................................................................................................43

Turning On/Off the Power..............................................................................................................................46

Turning On the Main Power........................................................................................................................46

Turning Off the Main Power........................................................................................................................46

When the Authentication Screen Is Displayed...............................................................................................48

User Code Authentication Using the Control Panel.................................................................................. 48

Logging In Using the Control Panel............................................................................................................48

Logging Out Using the Control Panel.........................................................................................................49

Placing Originals..............................................................................................................................................50

Placing Originals on the Exposure Glass...................................................................................................50

Placing Originals in the Auto Document Feeder....................................................................................... 50

3. Copy

Basic Procedure................................................................................................................................................53

Reducing or Enlarging Originals.....................................................................................................................55

Preset Reduce/Enlarge............................................................................................................................... 55

Zoom.............................................................................................................................................................56

Auto Reduce/Enlarge................................................................................................................................. 57

Duplex Copying............................................................................................................................................... 59

Specifying the Original and Copy Orientation.........................................................................................61

Combined Copying......................................................................................................................................... 63

One-Sided Combine................................................................................................................................... 64

Two-Sided Combine....................................................................................................................................65

Copying onto Custom Size Paper from the Bypass Tray.............................................................................. 68

Copying onto Envelopes................................................................................................................................. 69

Sort.................................................................................................................................................................... 71

Changing the Number of Sets.................................................................................................................... 71

Storing Data in the Document Server............................................................................................................. 73

4. Fax

Basic Procedure for Transmissions (Memory Transmission)..........................................................................75

Sending Originals Using the Exposure Glass (Memory Transmission)................................................... 76

Registering a Fax Destination......................................................................................................................77

Deleting a Fax Destination.......................................................................................................................... 78

Transmitting while Checking Connection to Destination (Immediate Transmission)................................... 80

Sending Originals Using the Exposure Glass (Immediate Transmission)................................................81

Canceling a Transmission................................................................................................................................82

Canceling a Transmission Before the Original Is Scanned...................................................................... 82

Canceling a Transmission While the Original Is Being Scanned.............................................................82

Canceling a Transmission After the Original Is Scanned (While a Transmission Is in Progress)...........83

Canceling a Transmission After the Original Is Scanned (Before a Transmission Is Started)................ 83

Sending at a Specific Time (Send Later)........................................................................................................ 85

Storing a Document......................................................................................................................................... 86

Sending Stored Documents.........................................................................................................................87

Printing the Journal Manually..........................................................................................................................89

5. Print

Quick Install for USB........................................................................................................................................91

Quick Install for Network.................................................................................................................................92

Displaying the Printer Driver Properties.......................................................................................................... 93

Standard Printing..............................................................................................................................................94

When Using the PCL 6 Printer Driver..........................................................................................................94

Locked Print.......................................................................................................................................................95

Sending a Locked Print File......................................................................................................................... 95

Printing a Locked Print File Using the Control Panel..................................................................................95

Hold Print.......................................................................................................................................................... 97

Sending a Hold Print File.............................................................................................................................97

Printing a Hold Print File Using the Control Panel..................................................................................... 97

Stored Print........................................................................................................................................................99

Sending a Stored Print File..........................................................................................................................99

Printing a Stored Print File Using the Control Panel................................................................................ 100

6. Scan

Basic Procedure for Using Scan to Folder................................................................................................... 103

Using Scan to Folder in the Windows Environment................................................................................104

Registering an SMB Folder.......................................................................................................................106

Deleting an SMB Registered Folder.........................................................................................................109

Entering a Destination Path Manually......................................................................................................110

Basic Procedure for Sending Scan Files by E-mail......................................................................................111

Registering an E-mail Destination.............................................................................................................112

Deleting an E-mail Destination................................................................................................................. 113

Entering an E-mail Address Manually..................................................................................................... 114

Basic Procedure for Storing Scan Files........................................................................................................ 115

Checking Stored Files Selected from the List...........................................................................................116

Specifying Send Settings...............................................................................................................................117

Specifying a File Type................................................................................................................................... 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.............................................................................................................131

Printing from the Bypass Tray Using the Printer Function........................................................................133

Loading Orientation-fixed Paper or Two-sided Paper............................................................................... 137

Recommended Paper Sizes and Types........................................................................................................140

Thick Paper.................................................................................................................................................145

Envelopes...................................................................................................................................................146

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..........................................................................180

Messages Displayed When Using the Scanner Function...................................................................... 194

When Messages Are Displayed on Your Computer Screen..................................................................... 209

Messages Displayed When Using the Scanner Function...................................................................... 209

11. Appendix

Trademarks.....................................................................................................................................................215

INDEX...........................................................................................................................................................217

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 page 7 "Model-Specific Information".

Model-Specific Information

CXC467

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.

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.

Names of Major Features

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

• Auto Document Feeder ADF

1. What You Can Do with This Machine

BRL059S

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

Saving Paper

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 .

BQX138S

1. What You Can Do with This Machine

Converting Documents to Electronic Formats Easily

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 a URL by E-mail", Scan .

Storing scan files in a shared folder

See "Basic Procedure for 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 .

Registering Destinations

BRL060S

Registering Destinations

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 .

BQX139S

1. What You Can Do with This Machine

Operating the Machine More Effectively

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 .

Customizing the [Home] Screen

CXC450

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

Customizing the [Home] Screen

• 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 .

CMQ002

1. What You Can Do with This Machine

Making Copies Using Various Functions

• You can reduce or enlarge the copy image. With the Auto Reduce/Enlarge function, he machine automatically calculates the reproduction ratio based on the sizes of the originals and the paper you have specified.

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 .

CMQ004

Printing Data Using Various Functions

• 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 .

CJQ603

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).

• 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 Scanned Documents", Scan .

CJQ604

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.

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).

CJQ605

1. What You Can Do with This Machine

• 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

xxx@xxx.com

xxx.xxx.xxx.xxx

xxx@xxx.com

xxx.xxx.xxx.xxx

xxx@xxx.com

xxx.xxx.xxx.xxx

xxx@xxx.com

xxx.xxx.xxx.xxx

CJQ606

Sending and Receiving Faxes via the Internet

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 email 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).

1. What You Can Do with This Machine

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

CJQ607

Using the Facsimile and the Scanner in a Network Environment

• 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 for 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 Procedure for Using WSD Scanner (Push Type)", Scan .

The ScanRouter delivery software is no longer available for sale.

CJQ608

1. What You Can Do with This Machine

Preventing Information Leakage (Security Functions)

• 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 .

CJQ609

Monitoring and Setting the Machine Using a Computer

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

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.

CUL002

1. What You Can Do with This Machine

Preventing Unauthorized Copying

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

• Using the copier function or 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 copier function or 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 "Preventing Unauthorized Copies", Copy / Document Server .

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

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

2. Getting Started

12 4 5

CXC400

This chapter describes how to start using this machine.

Guide to Names and Functions of Components

Guide to Components

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

Exterior: Front view

2. Getting Started

1. ADF

Lower 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.

2. ADF cover

Open this cover to remove originals jammed in the ADF.

ADF cover open lever

Pull this lever to open the ADF cover.

4. Input tray for the ADF

Place stacks of originals here.

5. Extender for the ADF tray

Extend this when placing paper longer than A4 in the input tray for ADF.

6. Exposure glass

Place originals face down here.

7. Cover for the exposure glass

Open this cover to place originals on the exposure glass.

8. Output tray for the ADF

Originals scanned with the ADF are output here.

9. Stop fence for the ADF

Pull out this fence to prevent originals from falling off.

10. Control panel

See page 31 "Guide to the Names and Functions of the Machine's Control Panel".

11. Ventilation holes

Prevent overheating.

12. Standard tray

Copied/printed paper and fax messages are delivered here.

13. Front cover open button

Push this button to open the front cover.

14. Memory cover

The memory unit and HDD are installed inside. Don't open the memory cover.

15. Front cover

Open to access the inside of the machine and remove jammed paper.

Open here to replace the toner cartridge.

16. Lower paper trays (option)

Load paper here.

For details, see page 30 "Guide to Functions of the Machine's Options".

CXC401

Guide to Names and Functions of Components

17. Tray 1

Load paper here.

18. Main power switch

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

Bypass tray open lever

19.

Push this lever to open the bypass tray.

20. Stop fences

Pull this fence to prevent paper from falling off.

21. Bypass tray

Use to copy or print on thick paper, OHP transparencies, envelopes, and label paper (adhesive labels).

22. Extender for the bypass tray

Pull this extender out when loading A4

, 81/2 × 11 or larger size paper in the bypass tray.

23. Paper guides

When loading paper in the bypass tray, align the paper guides flush against the paper.

Exterior: Rear view

1. Handset slit (mainly North America)

Attach the handset bracket to the slit.

2. Ventilation holes

Prevent overheating.

Power connector

Connect the power cord to the machine. Insert the other end into an electrical outlet.

4. Rear cover open lever

Pull this lever to open the rear cover.

CXC403

2. Getting Started

5. Rear cover

Open to access the inside of the machine and remove jammed paper.

6. Gigabit Ethernet port

Use a network interface cable to connect the machine to a network.

USB 2.0 [Type B] port

Use a USB cable to connect the machine to a computer.

8. Security slot

Connect a security cable to prevent theft.

9. USB port H (Port for use by customer engineer)

Do not use this port.

10. Slot

Optional interface boards can be inserted.

Insert an optional wireless LAN interface board, file format converter or IEEE 1284 interface board.

11. Expansion card slots

Optional SD cards can be installed. Do not open the cover.

12. External telephone connector

For connecting an external telephone.

13. G3 interface unit connector

For connecting a telephone line.

14. USB Host Interface

Connect external devices such as a card authentication device.

Interior: Front view

1. Toner cartridge

Pull out the toner cartridge and remove jammed paper.

Messages appear on the screen when the toner cartridge needs to be replaced, or a new cartridge needs to be prepared.

For details about the messages that appear on the screen when consumables need to be replaced, see "Replenishing and Replacing Consumables", Maintenance and Specifications .

CXC429

Guide to Names and Functions of Components

• When you remove jammed paper, pull out the toner cartridge with the drum unit. If you want to remove only the toner cartridge, pull down the lever on the right side of the toner cartridge, and then pull the toner cartridge out.

2. Drum unit

Messages appear on the screen when the drum unit needs to be replaced, or a new drum unit needs to be prepared.

For details about the messages that appear on the screen when consumables need to be replaced, see "Replenishing and Replacing Consumables", Maintenance and Specifications .

Interior: Rear view

1. Fusing unit

Pull out the fusing unit and remove jammed paper.

Messages appear on the screen when the fusing unit needs to be replaced, or a new fusing unit needs to be prepared.

For details about the messages that appear on the screen when consumables need to be replaced, see "Replenishing and Replacing Consumables", Maintenance and Specifications .

The fusing unit is included in Maintenance Kit.

CXC404

2. Getting Started

Guide to Functions of the Machine's Options

Guide to Functions of the Machine's External Options

1. Lower paper trays

You can attach up to two lower paper trays.

There are two types of trays, each holding up to 250 or 500 sheets of paper.

These trays can be used in any combination.

2. Handset (mainly North America)

Used as a receiver.

Allows you to use the On Hook Dial and Manual Dial functions. It also allows you to use the machine as a telephone.

CXC470

1 4 5 632

11121314151718 16

Guide to the Names and Functions of the Machine's Control Panel

This illustration shows the control panel of the machine with options fully installed.

1. [Home] key

Press to display the [Home] screen. For details, see page 35 "How to Use the [Home] Screen".

2. Function keys

No functions are registered to the function keys as a factory default. You can register often used functions, programs, and Web pages. For details, see "Configuring function keys", Getting Started .

3. Display panel

Displays keys for each function, operation status, or messages. See "How to Use the Screens on the Control Panel", Getting Started .

4. [Reset] key

Press to clear the current settings.

[Program] key (copier, Document Server, facsimile, and scanner mode)

• Press to register frequently used settings, or to recall registered settings.

2. Getting Started

See "Registering Frequently Used Functions", Convenient Functions .

• Press to program defaults for the initial display when modes are cleared or reset, or immediately after the main power switch is turned on.

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

6. Main power indicator

The main power indicator goes on when you turn on the main power switch.

[Energy Saver] key

Press to switch to and from Sleep mode. See "Saving Energy", Getting Started Sleep mode, the [Energy Saver] key flashes slowly.

8. [Login/Logout] key

Press to log in or log out.

[User Tools/Counter] key

• User Tools

Press to change the default settings to meet your requirements. See "Accessing User Tools", Connecting the Machine/ System Settings

• Counter

Press to check or print the counter value. See "Counter", Maintenance and Specifications .

10. [Simple Screen] key

Press to switch to the simple screen. See "Switching Screen Patterns", Getting Started .

11. [ ] key (Enter key)

Press to confirm values entered or items specified.

12. [Start] key

Press to start copying, printing, scanning, or sending.

[Clear] key

13.

Press to delete a number entered.

14. [Stop] key

Press to stop a job in progress, such as copying, scanning, faxing, or printing.

15. Number keys

Use to enter the numbers for copies, fax numbers and data for the selected function.

16. Fax Received indicator, Communicating indicator, Confidential File indicator

• Fax Received indicator

Lights continuously while data other than personal box or Memory Lock file is being received and stored in the fax memory.

See "Substitute Reception", Fax

• Communicating indicator

Lights continuously during data transmission and reception.

Confidential File indicator

•

Lights continuously while personal box data is being received.

. When the machine is in

Guide to the Names and Functions of the Machine's Control Panel

Blinks while Memory Lock file is being received.

See "Personal Boxes" and "Printing a File Received with Memory Lock", Fax .

17. [Check Status] key

Press to check the machine's system status, operational status of each function, and current jobs. You can also display the job history and the machine's maintenance information.

Data In indicator (facsimile and printer mode)

18.

Flashes when the machine is receiving print jobs or LAN-Fax documents from a computer. See Fax Print .

19. Media access lamp

Lights up when a memory storage device is inserted in the media slot.

Media slots

20.

Use to insert an SD card or a USB flash memory device.

and

CXC475

2. Getting Started

Changing the Display Language

You can change the language used on the display. English is set as default.

1. Press the [User Tools/Counter] key.

2. Press [ ].

3. Press language key until the language you want to display appears.

4. Press the [User Tools/Counter] key.

CXC448

How to Use the [Home] Screen

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

You can add shortcuts to frequently used programs or Web pages to the [Home] screen. The icons of added shortcuts appear on the [Home] screen. The programs or Web pages can be recalled easily by pressing the shortcut icons.

To display the [Home] screen, press the [Home] key.

1. Supply Information icon

Press to check the toner, paper, and maintenance guidance.

2. [Copier]

Press to make copies.

For details about how to use the copy function, see Copy/ Document Server .

3. [Facsimile]

Press to send or receive faxes.

For details about how to use the fax function, see Fax .

4. [Document Server]

Press to store or print documents on the machine's hard disk.

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

5. [Printer]

Press to make settings for using the machine as a printer.

2. Getting Started

For details about how to make settings for the printer function, see Print .

6. [Address Book Management]

Press to display the Address Book.

For details about how to use the Address Book, see Connecting the Machine/System settings .

7. Home screen image

You can display an image on the [Home] screen, such as a corporate logo. To change the image, see "Displaying the Image on the [Home] Screen", Convenient Functions .

8. [Scanner]

Press to scan originals and save images as files.

For details about how to use the scanner function, see Scan .

9. [Browser]

Press to display Web pages.

For details about how to use the browser function, see Convenient Functions .

10. /

Press to switch pages when the icons are not displayed on one page.

11. Shortcut icon

You can add shortcuts to programs or Web pages to the [Home] screen. For details about how to register shortcuts, see page 36 "Adding Icons to the [Home] Screen". The program number appears on the bottom of the shortcut icon.

Adding Icons to the [Home] Screen

You can add shortcuts to programs stored in copier, facsimile, or scanner mode, or Web pages registered in Favorites using the browser function.

You can also review icons of functions and embedded software applications that you deleted from the [Home] screen.

• Shortcuts to programs stored in Document Server mode cannot be registered to the [Home] screen.

• Shortcut names of up to 32 characters can be displayed in a standard screen. If the name of the shortcut is longer than 32 characters, the 32nd character is replaced with "...". Only 30 characters can be displayed in a simple screen. If the name of the shortcut is longer than 30 characters, the 30th character is replaced with "...".

For details about how to make a program, see page 41 "Registering Functions in a Program".

•

• For details about the procedure for registering Web pages to Favorites, see "Specifying the Settings for Favorites", Convenient Functions

• Shortcuts to Web pages that are registered to Favorites by User cannot be registered to the [Home] screen. To register the shortcuts, register Web pages to Common Favorites. For details about kinds of Favorites, see "Specifying the Settings for Favorites", Convenient Functions .

CXC251

How to Use the [Home] Screen

• For details about the procedure for registering a shortcut using the [Program] screen, see "Registering a Shortcut to a Program to the [Home] Screen", Convenient Functions .

• You can register up to 72 function and shortcut icons. Delete unused icons if the limit is reached. For details see "Deleting an Icon on the [Home] Screen", Convenient Functions .

• You can change the position of icons. For details, see "Changing the Order of Icons on the [Home] Screen", Convenient Functions .

Adding icons to the [Home] screen using Web Image Monitor

1. Start Web Image Monitor.

For details, see "Using Web Image Monitor", Connecting the Machine/ System Settings .

2. Log in to Web Image Monitor as an administrator.

For details, see Security Guide .

3. Point to [Device Management], and then click [Device Home Management].

4. Click [Edit Icons].

5. Point to [ Icon can be added.] of the position that you want to add, and then click [

Add].

6. Select the function or shortcut icon you want to add.

7. Click [OK] four times.

Adding icons to the [Home] screen using the User Tools

In the following procedure, a shortcut to a copier program is registered to the [Home] screen.

1. Register a program.

2. Press the [User Tools/Counter] key.

2. Getting Started

3. Press [Edit Home].

4. Press [Add Icon].

5. Press [Select Icon to Add].

6. Press [Program].

7. Press [Copier Program].

8. Select the program you want to add.

How to Use the [Home] Screen

9. Press [Select Destination].

10. Specify the position where [Blank] is displayed.

2. Getting Started

11. Press [Exit].

12. Press the [User Tools/Counter] key.

• Press [ ] on the upper-right corner of the [Select Destination] screen to check the position on the simple screen.

CXC252

Registering Functions in a Program

Depending on the functions, the number of programs that can be registered is different.

• Copier: 25 programs

Document Server: 25 programs

•

• Facsimile: 100 programs

• Scanner: 25 programs

The following settings can be registered to programs:

Copier:

Density, paper tray, Orig. (Settings for Originals), Auto Reduce/Enlarge, Red./Enlg. (Reduce/ Enlarge), Other Func. (Other functions) (except for User Name, File Name, and Password in Store File), number of copies

Document Server (on the initial document print screen):

2 Sided: Top to Top, 2 Sided: Top to Bottom, Other Func. (Other functions), number of prints

Facsimile:

Transmission type, memory transmission/immediate transmission, Select Destination from Address Book (except for folder destinations), Manual Entry, TX Status Report, Send Settings (except for Sender Name, Subject, and User Name, File Name, and Password in Store File)

Scanner:

Original, Send Settings (except for Security Settings in File Type, File Name, Sender Name, and User Name, File Name, and Password in Store File)

This section explains how to register functions in a program using copier function as an example.

1. Press the [Home] key on the top left of the control panel, and press the [Copier] icon on

the [Home] screen.

2. Edit the copy settings so all functions you want to store in a program are selected.

CXC255

2. Getting Started

3. Press the [Program] key.

4. Press [Program].

5. Press the program number you want to register.

6. Enter the program name.

7. Press [OK].

8. Press [Exit] twice.

• The number of characters you can enter for a program name varies depending on the functions as follows:

• Copier: 34 characters

•

Document Server: 34 characters

• Facsimile: 20 characters

• Scanner: 34 characters

• When a specified program is registered as the default, its values become the default settings, which are displayed without pressing the [Program] key, when modes are cleared or reset, and after the machine is turned on. See "Changing the Default Functions of the Initial Screen", Convenient Functions

• When the paper tray you specified in a program is empty and if there is more than one paper tray with the same size paper in it, the paper tray prioritized under [Paper Tray Priority: Copier] or [Paper Tray Priority: Facsimile] in the [Tray Paper Settings] tab will be selected first. For details, see "System Settings", Connecting the Machine/ System Settings .

Registering Functions in a Program

• Destinations that are registered in the machine's Address Book can be registered to a program of the scanner mode.

• Destinations can be registered to a program of the scanner mode only when [Include Destinations] is selected for [Program Setting for Destinations] in [Scanner Features]. For details about the setting, see "General Settings", Scan .

• Folder destinations that have protection codes cannot be registered to a program of the scanner mode.

Programs are not deleted by turning the power off or by pressing the [Reset] key unless the

• program is deleted or overwritten.

• Program numbers with

• Programs can be registered to the [Home] screen, and can be recalled easily. For details, see "Registering a Shortcut to a Program to the [Home] Screen", Convenient Functions and page 36 "Adding Icons to the [Home] Screen". Shortcuts to programs stored in Document Server mode cannot be registered to the [Home] screen.

next to them already have settings made for them.

Example of Programs

Copier mode

Program name Program description Effect

Eco copy Specify [Cmb. 2 Sides] under

[Combine] in [Other Func.].

Thumbnail copy Specify [Cmb. 1 Side] under

[Combine] in [Other Func.].

Scanner mode

You can save paper and toner.

You can copy up to four pages onto one side of a sheet, so that you can save paper.

Program name Program description Effect

Easy PDF scan In [Send Settings], select [Full Color]

under [Type of Original], and select [PDF] under [File Type].

High compression PDF scan

In [Send Settings], select [Full Color] under [Type of Original] and [High Compress. PDF] under [File Type].

You can scan documents efficiently.

You can compress the data size of scanned documents, so that you can send and store them.

2. Getting Started

Program name Program description Effect

Long-term storage scan

Select [PDF/A] under [File Type] in [Send Settings].

You can easily digitize documents to "PDF/A" file format, which is suitable for long-term storage.

Digital signature scan

In [Send Settings], specify [PDF], [High Compress. PDF], or [PDF/A] in [File Type], and also specify [Digital Signature].

You can add a digital signature to an important document such as a contract, so that any data tampering can be detected.

Dividing file scan Specify [Divide] in [Send Settings]. You can scan a multiple page

original as one file by splitting it into groups of a specified number of pages.

High resolution scan

Specify settings to save scanned data in TIFF format. Also, specify a higher resolution under [Resolution]

Scanned documents maintain much of the detail of the originals, but the size of the data may be quite large.

in [Send Settings].

Batch document scan

Select [Batch] in [Send Settings]. You can apply multiple scans to a

large volume of originals and send the scanned originals.

Facsimile mode

Program name Program description Effect

Transmission result notification fax

Select [Preview] and specify [Email TX Results] in [Send Settings].

You can check whether the transmission settings are correct before and after transmission.

Specified time fax transmission

Departmental fax transmission

Specify [Send Later] in [Send Settings].

Specify [Fax Header Print] under [Option Setting] in [Send Settings].

You can send a fax at a specified time.

This setting can be used if the receiver specifies forwarding destinations by senders.

• Depending on the options installed, some functions cannot be registered. For details, see "Functions Requiring Optional Configurations", Getting Started .

Registering Functions in a Program

• The names of programs given above are just examples. You can assign any name to a program according to your objectives.

• Depending on your business details or the type of documents to be scanned, registering a program cannot be recommended.

CXC443

2. Getting Started

Turning On/Off the Power

The main power switch is on the front side of the machine. When this switch is turned on, the main power turns on and the main power indicator on the right side of the control panel lights up. When this switch is turned off, the main power turns off and the main power indicator on the right side of the control panel goes out. When this is done, machine power is off. Fax files in memory may be lost if you turn this switch off. Use this switch only when necessary.

Turning On the Main Power

• Do not turn off the main power switch immediately after turning it on. Doing so may result in damage to the hard disk or memory, leading to malfunctions.

1. Make sure the power cord is firmly plugged into the wall outlet.

2. Push the main power switch.

The main power indicator goes on.

Turning Off the Main Power

• When disconnecting the power cord from the wall outlet, always pull the plug, not the cord. Pulling the cord can damage the power cord. Use of damaged power cords could result in fire or electric shock.

• After turning the machine's power off, wait at least a few seconds before turning it back on.

Turning On/Off the Power

• Before unplugging the power cord plug, turn off the main power switch and make sure the main power switch indicator turns off. Not doing so may result in damage to the hard disk or memory, leading to malfunctions.

• Do not turn off the power while the machine is in operation. Doing so may result in damage to the hard disk or memory, leading to malfunctions.

Do not hold down the main power switch while turning off the main power. Doing so forcibly turns

• off the machine's power and may damage the hard disk or memory and cause malfunctions.

1. Push the main power switch.

The main power indicator goes out.

2. Getting Started

When the Authentication Screen Is Displayed

If Basic Authentication, Windows Authentication, LDAP Authentication, or Integration Server Authentication is active, the authentication screen appears on the display. The machine only becomes operable after entering your own Login User Name and Login Password. If User Code Authentication is active, you cannot use the machine until you enter the User Code.

If you can use the machine, you can say that you are logged in. When you go out of the operable state, you can say that you are logged out. After logging in the machine, be sure to log out of it to prevent unauthorized usage.

• Ask the user administrator for the Login User Name, Login Password, and User Code. For details about user authentication, see Security Guide .

• User Code to enter on User Code Authentication is the numerical value registered in the Address Book as "User Code".

User Code Authentication Using the Control Panel

This section explains the procedure for logging in to the machine using the control panel while User Code Authentication is active.

If User Code Authentication is active, a screen prompting you to enter a User Code appears.

1. Enter a User Code (up to eight digits), and then press [OK].

Logging In Using the Control Panel

This section explains the procedure for logging in to the machine when Basic Authentication, Windows Authentication, LDAP Authentication, or Integration Server Authentication is set.

CXC476

When the Authentication Screen Is Displayed

1. Press [Login].

2. Enter a Login User Name, and then press [OK].

3. Enter a Login Password, and then press [OK].

When the user is authenticated, the screen for the function you are using appears.

Logging Out Using the Control Panel

This section explains the procedure for logging out the machine when Basic Authentication, Windows Authentication, LDAP Authentication, or Integration Server Authentication is set.

• To prevent use of the machine by unauthorized persons, always log out when you have finished using the machine.

1. Press the [Login/Logout] key.

2. Press [Yes].

CXC604

2. Getting Started

Placing Originals

Placing Originals on the Exposure Glass

• Keep your hands away from the hinges and exposure glass when lowering the ADF. Not doing so may result in an injury if your hands or fingers are pinched.

• Do not lift the ADF forcefully. Otherwise, the cover of the ADF might open or be damaged.

1. Lift the ADF.

2. Place the original face down on the exposure glass. The original should be aligned to the

rear left corner.

Start with the first page to be scanned.

1. Positioning mark

3. Lower the ADF.

Placing Originals in the Auto Document Feeder

Be sure not to load the original untidily. Doing so may cause the machine to display a paper misfeed message. Also, be sure not to place originals or other objects on the top cover. Doing so may cause a malfunction.

1. Adjust the original guides to the original size.

2. Place the aligned originals squarely face up in the ADF.

Do not stack originals beyond the limit mark.

The first page should be on the top.

When placing originals that are longer than A4 or 81/2 × 11 , open the extenders.

CXC606

1. Limit mark

2. Original guides

Placing Originals

2. Getting Started

3. Copy

CXC252

This chapter describes frequently used copier functions and operations. For the information not included in this chapter, see Copy/ Document Server on the supplied CD-ROM.

Basic Procedure

To make copies of originals, place them on the exposure glass or in the ADF.

When placing the original on the exposure glass, start with the first page to be copied. When placing the original in the ADF, place them so that the first page is on the top.

About placing the original on the exposure glass, see page 50 "Placing Originals on the Exposure Glass".

About placing the original in the ADF, see page 50 "Placing Originals in the Auto Document Feeder".

To copy onto paper other than plain paper, specify the paper type in User Tools according to the weight of the paper you are using. For details, see "System Settings", Connecting the Machine/ System Settings

The following procedure explains copying onto paper whose size and orientation matches that of the originals exactly.

1. Press the [Home] key on the top left of the control panel, and press the [Copier] icon on

the [Home] screen.

2. Make sure no previous settings remain.

When there are previous settings remaining, press the [Reset] key.

3. Place the originals.

4. Make desired settings.

5. Enter the number of copies with the number keys.

The maximum copy quantity that can be entered is 99.

6. Select the paper tray.

3. Copy

7. Press the [Start] key.

When placing the original on the exposure glass, press the [ ] key after all originals are scanned. Some functions such as Batch mode may require that you press the [ ] key when placing originals in the ADF. Follow the messages that appear on screen.

8. When the copy job is finished, press the [Reset] key to clear the settings.

CKN005

CXC007

CKN004

Reducing or Enlarging Originals

This section describes methods of reducing or enlarging images by specifying a reproduction ratio, or a paper size.

Base Point

The base point of reduce/enlarge differs depending on how the original is scanned. When the original is placed on the exposure glass, the upper left corner will be the base point. When it is placed in the ADF, the bottom left corner will be the base point.

• Placing the original on the exposure glass

• Placing the original in the ADF

Preset Reduce/Enlarge

This function allows you to reduce or enlarge images by selecting a preset ratio.

CKN007

3. Copy

1. Press [Red./Enlg.].

2. Select a ratio, and then press [OK].

3. Select the paper tray.

4. Place the originals, and then press the [Start] key.

Zoom

You can specify the reproduction ratio in increments of 1%.

To specify a reproduction ratio, enter the ratio using the number keys or specify the ratio with [ ] or [ ].

This section describes how to enter the ratio using the number keys.

1. Press [Red./Enlg.].

CKN008

2. Press [Magnification Ratio].

3. Enter the desired ratio with the number keys, and then press [ ].

Reducing or Enlarging Originals

4. Press [OK] twice.

5. Select the paper tray.

6. Place the originals, and then press the [Start] key.

Auto Reduce/Enlarge

The machine automatically calculates the reproduction ratio based on the sizes of the originals and the paper you have specified. The machine will rotate, enlarge, or reduce the image of the originals to fit them to the paper.

• If you select a reproduction ratio after pressing [Auto Reduce/Enlarge], [Auto Reduce/Enlarge] is canceled and the image cannot be rotated automatically.

3. Copy

This is useful to copy different size originals to the same size paper.

If the orientation in which your original is placed is different from that of the paper you are copying onto, the machine rotates the original image by 90 degrees and fits it on the copy paper (Rotate Copy).

For example, to reduce A4 originals to fit onto A5 paper, select A4 for the original size and orientation, select a paper tray containing A5 paper, and then press [Auto Reduce/Enlarge]. The image is automatically rotated.

For details about Rotate Copy, see "Rotate Copy", Copy/ Document Server .

1. Press [Orig.].

2. Press [Original's Orientation].

3. Select the original orientation, and then press [OK].

4. Press [Original's Size].

5. Specify the original size, and then press [OK] twice.

6. Press [Auto Reduce/Enlarge].

7. Select the paper tray.

8. Place the originals, and then press the [Start] key.

CKN009

Duplex Copying

Copies two 1-sided pages or one 2-sided page onto a 2-sided page. During copying, the image is shifted to allow for the binding margin.

There are two types of Duplex.

1 Sided 2 Sided

Copies two 1-sided pages on one 2-sided page.

2 Sided 2 Sided

Copies one 2-sided page on one 2-sided page.

The resulting copy image will differ according to the orientation in which you place your originals ( or

Original orientation and completed copies

To copy on both sides of the paper, select the original and copy orientation according to how you want the printout to appear.

Original Placing originals

Orig.'s

Orientation

Orientation Copy

Top to Top

Top to Bottom

3. Copy

Original Placing originals

1. Press [Other Func.].

2. Press [Duplex].

Orig.'s

Orientation

Orientation Copy

Top to Top

Top to Bottom

3. Select [1 Sided 2 Sided] or [2 Sided 2 Sided] according to how you want the

document to be output.

To change the original or copy orientation, press [Orientation].

4. Press [OK] twice.

5. Place the originals.

6. Press [Orig.].

CKN011

CKN012

Duplex Copying

7. Press [Original's Orientation].

8. Select the original orientation, and then press [OK] twice.

9. Select the paper tray.

10. Press the [Start] key.

Specifying the Original and Copy Orientation

Select the orientation of the originals and copies if the original is two-sided or if you want to copy onto both sides of the paper.

• Top to Top

• Top to Bottom

1. Press [Orientation].

3. Copy

2. Select [Top to Top] or [Top to Bottom] for [Original] if the original is two-sided.

3. Select [Top to Top] or [Top to Bottom] for [Copy].

4. Press [OK].

CNU005

CNU006

Combined Copying

This mode can be used to select a reproduction ratio automatically and copy the originals onto a single sheet of copy paper.

The machine selects a reproduction ratio between 25 and 400%. If the orientation of the original is different from that of the copy paper, the machine will automatically rotate the image by 90 degrees to make copies properly.

Orientation of the original and image position of Combine

The image position of Combine differs according to original orientation and the number of originals to be combined.

• Portrait ( ) originals

• Landscape ( ) originals

Placing originals (originals placed in the ADF)

The default value for the copy order in the Combine function is [From Left to Right]. To copy originals from right to left in the ADF, place them upside down.

• Originals read from left to right

CKN010

CKN017

CKN014

3. Copy

• Originals read from right to left

One-Sided Combine

Combine several pages onto one side of a sheet.

There are four types of One-Sided Combine.

1 Sided 2 Originals Cmb. 1 Side

Copies two 1-sided originals to one side of a sheet.

1 Sided 4 Originals Cmb. 1 Side

Copies four 1-sided originals to one side of a sheet.

2 Sided 2 Pages Cmb. 1 Side

Copies one 2-sided original to one side of a sheet.

2 Sided 4 Pages Cmb. 1 Side

Copies two 2-sided originals to one side of a sheet.

Combined Copying

1. Press [Orig.].

2. Press [Original's Size].

3. Specify the original size, and then press [OK] twice.

4. Press [Other Func.].

5. Press [Combine].

6. Select [1 Sided] or [2 Sided] for [Original].

If you selected [2 Sided], you can change the orientation by pressing [Orientation].

To specify the original orientation is whether readable or unreadable, press [Orig.'s Orientation].

7. Press [Cmb. 1 Side].

8. Select the number or pages of originals to combine.

9. Press [OK] twice.

10. Select the paper tray.

11. Place the originals, and then press the [Start] key.

Two-Sided Combine

Combines various pages of originals onto two sides of one sheet.

CKN074

3. Copy

There are four types of Two-Sided Combine.

1 Sided 4 Originals Cmb. 2 Sides

Copies four 1-sided originals to one sheet with two pages per side.

1 Sided 8 Originals Cmb. 2 Sides

Copies eight 1-sided originals to one sheet with four pages per side.

2 Sided 4 Pages Cmb. 2 Sides

Copies two 2-sided originals to one sheet with two pages per side.

2 Sided 8 Pages Cmb. 2 Sides

Copies four 2-sided originals to one sheet with four pages per side.

1. Press [Orig.].

2. Press [Original's Size].

3. Specify the original size, and then press [OK] twice.

4. Press [Other Func.].

5. Press [Combine].

6. Select [1 Sided] or [2 Sided] for [Original].

To specify the original orientation is whether readable or unreadable, press [Orig.'s Orientation].

Combined Copying

7. Press [Cmb. 2 Sides].

8. Press [Orientation].

9. Select [Top to Top] or [Top to Bottom] for [Original] and/or [Copy], and then press [OK].

10. Select the number or pages of originals to combine.

11. Press [OK] twice.

12. Select the paper tray.

13. Place the originals, and then press the [Start] key.

3. Copy

Copying onto Custom Size Paper from the Bypass Tray

Paper that has a horizontal length of 60.0–216.0 mm (2.37–8.50 inches) and a vertical length of

127.0–900.0 mm (5.00–35.43 inches) can be fed in from the bypass tray.

1. Load the paper face up in the bypass tray.

Bypass tray is automatically selected.

2. Press the [ ] key.

3. Press [Paper Size].

4. Press [Custom Size].

5. Enter the horizontal size with the number keys, and then press [ ].

6. Enter the vertical size with the number keys, and then press [ ].

7. Press [OK] twice.

8. Place the originals, and then press the [Start] key.

CXC012

Copying onto Envelopes

This section describes how to copy onto regular size and custom size envelopes. Place the original on the exposure glass and place the envelope in the bypass tray.

Specify the thickness of the paper according to the weight of the envelopes you are printing on. For details about the relationship between paper weight and paper thickness and the sizes of envelopes that can be used, see page 140 "Recommended Paper Sizes and Types".

About handling envelopes, supported envelope types, and how to load envelopes, see page 146 "Envelopes".

Before using this function, press [Tray Paper Settings] in User Tools, and then select [Envelope] as [Paper Type] in [Paper Type: Bypass Tray]. For details, see "System Settings", Connecting the Machine/ System Settings .

• The Duplex function cannot be used with envelopes. If the Duplex function is specified, press [1 Sided 2 Sided:TtoT] to cancel the setting.

To copy onto custom size envelopes, you must specify the envelope's dimensions. Specify the horizontal and vertical length of the envelope.

: Horizontal

: Vertical

1. Load the envelopes face up in the bypass tray.

Bypass tray is automatically selected.

2. Press the [ ] key.

3. Press [Paper Size].

4. Specify the envelope size, and then press [OK] twice.

3. Copy

5. Place the originals, and then press the [Start] key.

Sort

CKN018

The machine assembles copies as sets in sequential order.

1. Press [Other Func.].

Sort

2. Press [ ].

3. Press [Sort].

4. Press [OK].

5. Enter the number of copy sets using the number keys.

6. Select the paper tray.

7. Place the originals, and then press the [Start] key.

Changing the Number of Sets

You can change the number of copy sets during copying.

• This function can be used only when the Sort function is selected.

1. While "Copying..." is displayed, press the [Stop] key.

3. Copy

2. Enter the number of copy sets with the number keys.

3. Press [Continue].

Copying starts again.

Storing Data in the Document Server

The Document Server enables you to store documents being read with the copy feature on the hard disk of this machine. Thus you can print them later applying necessary conditions.

You can check the stored documents from the Document Server screen. For details about the Document Server, see page 119 "Storing Data".

Depending on which options are installed on your machine, this function might not be available. For details, see "Functions Requiring Optional Configurations", Getting Started .

1. Press [Other Func.].

2. Press [ ].

3. Press [Store File].

4. Enter a file name, user name, or password if necessary.

5. Press [OK] twice.

6. Place the originals.

7. Make the scanning settings for the original.

8. Select the paper tray.

9. Press the [Start] key.

Stores scanned originals in memory and makes one set of copies. If you want to store another document, do so after copying is complete.

3. Copy

4. Fax

CXC252

This chapter describes frequently used facsimile functions and operations. For the information not included in this chapter, see Fax on the supplied CD-ROM.

Basic Procedure for Transmissions (Memory Transmission)

This section describes the basic procedure for transmitting documents using Memory Transmission.

You can specify the fax, IP-Fax, Internet Fax, e-mail, or folder destinations. Multiple types of destination can be specified simultaneously.

• It is recommended that you call the receivers and confirm with them when sending important documents.

• If there is a power failure (the main power switch is turned off) or the machine is unplugged for about 12 hours, all the documents stored in memory are deleted. As soon as the main power switch is turned on, the Power Failure Report is printed to help you check the list of deleted files. See "Turning Off the Main Power / In the Event of Power Failure", Troubleshooting .

1. Press the [Home] key on the top left of the control panel, and press the [Facsimile] icon on

the [Home] screen.

2. Make sure "Ready" appears on the screen.

4. Fax

3. Make sure [Immed. TX] is not highlighted.

4. Place the original into the ADF.

5. Configure the scan and transmission settings in [Send Settings].

6. Specify a destination.

You can enter the destination's number or address directly or select from the Address Book by pressing the destination key.

If you make a mistake, press the [Clear] key, and then enter again.

7. When sending the same original to several destinations (broadcasting), specify the next

destination.

8. If you send documents to Internet Fax or e-mail destinations or enable the Email TX

Results function, specify a sender.

9. Press the [Start] key.

Sending Originals Using the Exposure Glass (Memory Transmission)

1. Make sure [Immed. TX] is not highlighted.

2. Place the first page of the original face down on the exposure glass.

3. Specify a destination.

4. Make the scan settings you require.

5. Press the [Start] key.

6. Place the next original on the exposure glass within 60 seconds when you send multiple

originals, and then repeat steps 4 and 5.

Repeat this step for each page.

7. Press the [ ] key.

The machine dials the destination and starts transmission.

Registering a Fax Destination

1. Press the [User Tools/Counter] key.

2. Press [Address Book Mangmnt].

3. Press [New Program].

4. Press [Names].

Basic Procedure for Transmissions (Memory Transmission)

5. Press [Name].

The name entry display appears.

6. Enter the name, and then press [OK].

7. Press [ ] to display [Title 1], [Title 2] and [Title 3].

8. Press [Title 1], [Title 2] or [Title 3] to select the key for the classification you want to use.

The keys you can select are as follows:

• [Frequent]: Added to the page that is displayed first.

[AB], [CD], [EF], [GH], [IJK], [LMN], [OPQ], [RST], [UVW], [XYZ], [1] to [10]: Added to the

• list of items in the selected title.

You can select [Frequent] and one more key for each title.

9. Press [OK].

10. Press [Exit].

11. Press [Fax Dest.].

4. Fax

12. Press [Fax Destination].

13. Enter the fax number using the number keys, and then press [OK].

14. Specify optional settings such as [SUB Code], [SEP Code], and [International TX Mode].

To specify [SUB Code] or [SEP Code], press [Adv. Features].

15. Press [OK].

16. Press [Exit].

17. Press [OK].

18. Press the [User Tools/Counter] key.

Deleting a Fax Destination

• If you delete a destination that is a specified delivery destination, messages to its registered Personal Box, for example, cannot be delivered. Be sure to check the settings in the fax function before deleting any destinations.

1. Press the [User Tools/Counter] key.

2. Press [Address Book Mangmnt].

3. Press [Change].

4. Press [Fax Dest.].

5. Select the name whose fax destination you want to delete.

Press the name key, or enter the registered number using the number keys.

You can search by the registered name, user code, fax number, folder name, e-mail address, or IPFax destination.

6. Press [Fax Dest.].

7. Press [Fax Destination].

8. Press [Delete All], and then press [OK].

9. Press [Exit].

10. Press [OK].

11. Press the [User Tools/Counter] key.

Basic Procedure for Transmissions (Memory Transmission)

CXC252

4. Fax

Transmitting while Checking Connection to Destination (Immediate Transmission)

Using Immediate Transmission, you can send documents while checking the connection to the destination.

You can specify fax or IP-Fax destinations.

If you specify Internet Fax, e-mail, folder destinations, and group or multiple destinations, the transmission mode is automatically switched to Memory Transmission.

• It is recommended that you call the receivers and confirm with them when sending important documents.

1. Press the [Home] key on the top left of the control panel, and press the [Facsimile] icon on

the [Home] screen.

2. Make sure "Ready" appears on the screen.

3. Press [Immed. TX].

4. Place the original into the ADF.

5. Select the scan settings you require.

6. Specify a destination.

If you make a mistake, press the [Clear] key, and then enter again.

7. Press the [Start] key.

Transmitting while Checking Connection to Destination (Immediate Transmission)

Sending Originals Using the Exposure Glass (Immediate Transmission)

1. Press [Immed. TX].

2. Place the first page face down on the exposure glass.

3. Specify a destination.

4. Make the scan settings you require.

5. Press the [Start] key.

6. Place the next original on the exposure glass within 10 seconds when you send multiple

originals, and then repeat steps 4 and 5.

Repeat this step for each page.

7. Press the [ ] key.

CXC257

CXC256

4. Fax

Canceling a Transmission

This section explains how to cancel a fax transmission.

Canceling a Transmission Before the Original Is Scanned

Use this procedure to cancel a transmission before pressing the [Start] key.

1. Press the [Reset] key.

Canceling a Transmission While the Original Is Being Scanned

Use this procedure to cancel scanning or transmitting of the original while it is being scanned.

1. Press the [Stop] key.

2. Press [Cancel Scan.] or [Cancel TX].

Depending on the transmission mode and function you use, either [Cancel Scan.] or [Cancel TX] is displayed.

CXC256

Canceling a Transmission

Canceling a Transmission After the Original Is Scanned (While a Transmission Is in Progress)

Use this procedure to delete a file that is being sent after the original is scanned.

All the scanned data is deleted from memory.

1. Press the [Stop] key.

You can also press [Comm. Status/Print], and then [Check/Stop Transmission File].

2. Press [Standby File List].

3. Select the file you want to cancel.

If the desired file is not shown, press [ ] or [ ] to find it.

4. Press [Cancel TX].

5. Press [OK].

To cancel another file, repeat steps 3 through 5.

6. Press [Exit].

After pressing [Check/Stop Transmission File] under [Comm. Status/Print] in step 1, press [Exit] twice.

Canceling a Transmission After the Original Is Scanned (Before a Transmission Is Started)

Use this procedure to delete a file stored in memory before its transmission has started.

4. Fax

1. Press [Comm. Status/Print].

2. Press [Check/Stop Transmission File].

3. Press [Display File List].

4. Select the file you want to cancel.

If the desired file is not shown, press [ ] or [ ] to find it.

5. Press [Cancel TX].

6. Press [OK].

To cancel another file, repeat steps 4 through 6.

7. Press [Exit] three times.

Sending at a Specific Time (Send Later)

Using this function, you can instruct the machine to delay transmission of your fax document until a specified later time.

This allows you to take advantage of off-peak telephone charges without having to be by the machine at the time.

Use Memory Transmission for this function. Immediate Transmission is not possible.

• If the machine is switched off for about 12 hours, all fax documents stored in memory are lost. If documents are lost for this reason, a Power Failure Report is automatically printed when the main power switch is turned on. Use this report to check the list of lost documents. See "Turning Off the Main Power / In the Event of Power Failure", Troubleshooting .

• If your specified time is within the period for which [Power Off] is set under [Weekly Timer] in [System Settings], the machine does not start transmission at the specified time. The machine will start transmission when the main power switch is turned on. However, if the main power switch is turned off for about one hour, the fax documents in the memory are erased.

1. Press [Send Settings].

2. Press [ ], and then press [Send Later].

3. Enter the time, and then press [ ].

(mainly Europe and Asia)

Enter the time (24 hour format) using the number keys.

(mainly North America)

Enter the time using the number keys, and then select [AM] or [PM].

When entering numbers smaller than 10, add a zero at the beginning.

4. Press [OK] twice.

4. Fax

Storing a Document

You can store and send a document at the same time. You can also just store a document.

The following information can be set for the stored documents as necessary:

User Name

You can set this function if necessary to know who and what departments stored documents in the machine. A user name can be selected from the Address Book or entered manually.

File Name

You can specify a name for a stored document. If you do not specify a name, scanned documents will be automatically assigned names such as "FAX0001" or "FAX0002".

Password

You can set this function so as not to send to unspecified people. A four to eight digit number can be specified as a password.

You can also change the file information after storing files.

1. Place the original, and then specify the scan settings you require.

Specify the "Original Orientation" setting correctly. If you do not, the top/bottom orientation of the original will not be displayed correctly in the preview.

2. Press [Send Settings].

3. Press [ ] four times, and then press [Store File].

4. Select [Store to HDD] or [Store to HDD Send].

Select [Store to HDD] to store documents.

Select [Store to HDD Send] to send documents after they are stored.

5. Set the user name, file name, and password as necessary.

• User Name

Press [User Name], and then select a user name. To specify an unregistered user name, press [Manual Entry], and then enter the name. After specifying a user name, press [OK].

• File Name

Press [File Name], enter a file name, and then press [OK].

• Password

Press [Password], enter a password using the number keys, and then press [OK]. Re-enter the password for confirmation, and then press [OK].

Storing a Document

6. Press [OK] twice.

7. If you have selected [Store to HDD Send], specify the receiver.

8. Press the [Start] key.

Sending Stored Documents

The machine sends documents stored with the facsimile function in the Document Server.

The documents stored in the Document Server can be sent again and again until they are deleted.

The stored documents are sent with the scan settings made when they were stored.

You can select the following transmission methods:

Stored File only

The machine sends the stored files only.

Original Stored File

The machine sends the originals, and then stored files.

Stored file Original

The machine sends the stored files, and then originals.

This function cannot be used with the following functions:

• Immediate Transmission

• Parallel Memory Transmission

4. Fax

• On Hook Dial

• Manual Dial

1. Press [Send Settings].

2. Press [ ] four times, and then press [Select Stored File].

3. Select the documents to be sent.

When multiple documents are selected, they are sent in the order of selection.

• Press [File Name] to place the documents in alphabetical order.

• Press [Date] to place the documents in order of programmed date.

• Press [Queue] to arrange the order of the documents to be sent.

To view details about stored documents, press [Details].

Press [ ] to switch the screen to thumbnail display.

4. If you select a document with a password, enter the password using the number keys,

and then press [OK].

5. Specify [TX Method] as necessary.

Press [TX Method], select [Original Stored File] or [Stored file Original], and then press [OK].

6. Press [OK] twice.

7. To add an original to stored documents, place the original, and then select any scan

settings you require.

8. Specify the destination, and then press the [Start] key.

Printing the Journal Manually

To print the Journal manually, select the printing method: [All], [Print per File No.], or [Print per User].

All

Prints the results of communications in the order made.

Print per File No.

Prints only the results of communications specified by file number.

Print per User

Prints the results of communications by individual senders.

1. Press [Comm. Status/Print].

2. Press [Print Journal].

3. Select the printing method.

4. If you selected [Print per File No.] in step 3, enter a 4-digit file number using the number

keys.

5. If you selected [Print per User] in step 3, select a user from the list, and then press [OK].

6. Press the [Start] key.

7. Press [Exit] twice.

4. Fax

5. Print

This chapter describes frequently used printer functions and operations. For the information not included in this chapter, see Print on the supplied CD-ROM.

Quick Install for USB

You can install the printer drivers easily from the CD-ROM provided with this machine.

Using USB Quick Install, the PCL 6 printer driver is installed for use with a USB connection with the printer.

• Manage Printers permission is required to install the drivers. Log on as an Administrators group member.

1. Quit all applications. (Do not close this manual.)

2. Insert the provided CD-ROM into the computer's CD-ROM drive.

If the [AutoPlay] dialog box appears, click [Run SETUP.EXE].

3. Select an interface language, and then click [OK].

4. Click [USB Quick Install].

5. The software license agreement appears in the [License Agreement] dialog box. After

reading the agreement, click [I accept the agreement.], and then click [Next].

6. Select the method to install a printer driver, and then click [Next].

7. Select the machine model you want to use, and then click [Next].

8. Make sure the machine is turned off and not connected to the computer, and then click

[Next].

Wait for a moment until file copying is complete.

9. Connect the machine and the computer with a USB cable, and then turn on the machine.

The auto-detecting starts.

To cancel the auto-detecting, click [Stop Auto-detecting].

10. In the confirmation dialog box, select [Yes] if you want to use the machine as your default

printer.

11. Click [Finish].

When you are prompted to restart your computer, restart it by following the instructions that appear.

12. Click [Exit] in the first window of the installer, and then take out the CD-ROM.

5. Print

Quick Install for Network

You can install the printer drivers easily from the CD-ROM provided with this machine.

Using Network Quick Install, the PCL 6 printer driver is installed under network environment, and the Standard TCP/IP port will be set.

• Manage Printers permission is required to install the drivers. Log on as an Administrators group member.

1. Quit all applications. (Do not close this manual.)

2. Insert the provided CD-ROM into the computer's CD-ROM drive.

If the [AutoPlay] dialog box appears, click [Run SETUP.EXE].

3. Select an interface language, and then click [OK].

4. Click [Network Quick Install].

5. The software license agreement appears in the [License Agreement] dialog box. After

reading the agreement, click [I accept the agreement.], and then click [Next].

6. After confirming you are ready to connect to the printer network, click [Next] in the

[Confirm Network Connection] dialog box.

7. Select the machine model you want to use in the [Select Printer] dialog box.

8. Click [Install].

9. Configure the user code, default printer, and shared printer as necessary.

10. Click [Continue].

The installation starts.

If the [User Account Control] dialog box appears, and then click [Yes] or [Continue].

11. Click [Finish].

When you are prompted to restart your computer, restart it by following the instructions that appear.

12. Click [Exit] in the first window of the installer, and then take out the CD-ROM.

Displaying the Printer Driver Properties

This section explains how to open the printer driver properties from [Devices and Printers].

• Manage Printers permission is required to change the printer settings. Log on as an Administrators group member.

• You cannot change the machine default settings for individual users. Settings made in the printer properties dialog box are applied to all users.

1. On the [Start] menu, click [Devices and Printers].

2. Right-click the icon of the printer you want to use.

3. Click [Printer properties].

5. Print

Standard Printing

• The default setting is duplex printing. If you want to print on only one side, select [Off] for the duplex setting.

• If you send a print job via USB 2.0 while the machine is in Low Power mode or Sleep mode, an error message might appear when the print job is complete. In this case, check if the document was printed.

When Using the PCL 6 Printer Driver

1. Click the WordPad menu button in the upper left corner of the window, and then click

[Print].

2. In the [Select Printer] list, select the printer you want to use.

3. Click [Preferences].

4. In the "Job Type:" list, select [Normal Print].

5. In the "Document Size:" list, select the size of the original to be printed.

6. In the "Orientation:" list, select [Portrait] or [Landscape] as the orientation of the original.

7. In the "Input Tray:" list, select the paper tray that contains the paper you want to print

onto.

If you select [Auto Tray Select] in the "Input Tray:" list, the source tray is automatically selected according to the paper size and type specified.

8. In the "Paper Type:" list, select the type of paper that is loaded in the paper tray.

9. If you want to print multiple copies, specify a number of sets in the "Copies:" box.

10. Click [OK].

11. Start printing from the application's [Print] dialog box.

CXC252

Locked Print

Sending a Locked Print File

1. Click the WordPad menu button in the upper left corner of the window, and then click

[Print].

2. In the "Select Printer" list, select the printer you want to use.

3. Click [Preferences].

4. In the "Job Type:" list, click [Locked Print].

5. Click [Details...].

6. Enter a User ID in the "User ID:" box, and then enter a password in the "Password:" box.

7. Click [OK].

8. Change any other print settings if necessary.

9. Click [OK].

10. Start printing from the application's [Print] dialog box.

Printing a Locked Print File Using the Control Panel

• When printing is completed, the stored file will be deleted.

1. Press the [Home] key on the top left of the control panel, and press the [Printer] icon on

the [Home] screen.

5. Print

2. Press the [Print Jobs] tab.

3. Press [Locked Jobs].

4. Select the files you want to print.

You can select all the Locked Print files at once by pressing [All Jobs] after selecting a file.

5. If necessary, press [Preview] to check the print image of the document.

If you do not need to view a preview, proceed to step 7.

6. Enter the password using the number keys, and then press [OK].

Only the first page of the document is displayed on the preview screen. A preview cannot be displayed if more than one document is selected.

Press [Exit] to close the preview screen.

7. Press [Print].

8. Enter the password using the number keys, and then press [OK].

9. To change the print settings of the document, press [Det.Settings].

10. Enter the number of copies using the number keys if necessary, and then press [Resume

Prt.].

Hold Print

CXC252

Sending a Hold Print File

1. Click the WordPad menu button in the upper left corner of the window, and then click

[Print].

2. In the "Select Printer" list, select the printer you want to use.

3. Click [Preferences].

4. In the "Job Type:" list, click [Hold Print].

5. Click [Details...].

6. Enter a User ID in the "User ID:" box.

You can optionally set a file name of a Hold Print file.

7. To specify the print time of the document, select the [Set Print Time] check box, and then

specify the time.

You can specify the time in 24-hour format.

Hold Print

8. Click [OK].

9. Change any other print settings if necessary.

10. Click [OK].

11. Start printing from the application's [Print] dialog box.

Printing a Hold Print File Using the Control Panel

• When printing is completed, the stored file will be deleted.

1. Press the [Home] key on the top left of the control panel, and press the [Printer] icon on

the [Home] screen.

5. Print

2. Press the [Print Jobs] tab.

3. Press [Hold Jobs].

4. Select the files you want to print.

You can select all the Hold Print files at once by pressing [All Jobs] after selecting a file.

5. If necessary, press [Preview] to check the print image of the document.

Only the first page of the document is displayed on the preview screen. A preview cannot be displayed if more than one document is selected.

Press [Exit] to close the preview screen.

6. Press [Print].

7. To change the print settings of the document, press [Det.Settings].

8. Enter the number of copies using the number keys if necessary, and then press [Resume

Prt.].

Ricoh MP 401SPF User Guide

Specifications and Main Features

Frequently Asked Questions

User Manual

TABLE OF CONTENTS

How to Read the Manuals

Symbols Used in the Manuals

Model-Specific Information

Names of Major Features

1. What You Can Do with This Machine

Saving Paper

Converting Documents to Electronic Formats Easily

Registering Destinations

Operating the Machine More Effectively

Customizing the [Home] Screen

Making Copies Using Various Functions

Printing Data Using Various Functions

Utilizing Stored Documents

Sending and Receiving Faxes without Paper

Sending and Receiving Faxes via the Internet

Using the Facsimile and the Scanner in a Network Environment

Preventing Information Leakage (Security Functions)

Monitoring and Setting the Machine Using a Computer

Preventing Unauthorized Copying

2. Getting Started

Guide to Names and Functions of Components

Guide to Components

Guide to Functions of the Machine's Options

Guide to Functions of the Machine's External Options

Guide to the Names and Functions of the Machine's Control Panel

Changing the Display Language

How to Use the [Home] Screen

Adding Icons to the [Home] Screen

Adding icons to the [Home] screen using Web Image Monitor

Adding icons to the [Home] screen using the User Tools

Registering Functions in a Program

Example of Programs

Turning On/Off the Power

Turning On the Main Power

Turning Off the Main Power

When the Authentication Screen Is Displayed

User Code Authentication Using the Control Panel

Logging In Using the Control Panel

Logging Out Using the Control Panel

Placing Originals

Placing Originals on the Exposure Glass

Placing Originals in the Auto Document Feeder

3. Copy

Basic Procedure

Reducing or Enlarging Originals

Preset Reduce/Enlarge

Zoom

Auto Reduce/Enlarge

Duplex Copying

Specifying the Original and Copy Orientation

Combined Copying

One-Sided Combine

Two-Sided Combine

Copying onto Custom Size Paper from the Bypass Tray

Copying onto Envelopes

Sort

Changing the Number of Sets

Storing Data in the Document Server

4. Fax

Basic Procedure for Transmissions (Memory Transmission)

Sending Originals Using the Exposure Glass (Memory Transmission)

Registering a Fax Destination

Deleting a Fax Destination

Transmitting while Checking Connection to Destination (Immediate Transmission)

Sending Originals Using the Exposure Glass (Immediate Transmission)

Canceling a Transmission

Canceling a Transmission Before the Original Is Scanned

Canceling a Transmission While the Original Is Being Scanned

Canceling a Transmission After the Original Is Scanned (While a Transmission Is in Progress)

Canceling a Transmission After the Original Is Scanned (Before a Transmission Is Started)

Sending at a Specific Time (Send Later)

Storing a Document

Sending Stored Documents

Printing the Journal Manually

5. Print