Ricoh MP 401SPF User Guide
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
Print
Fax
Copy
Getting Started
What You Can Do with This Machine
User Guide
TABLE OF CONTENTS
How to Read the Manuals................................................................................................................................. 6
Symbols Used in the Manuals.......................................................................................................................6
Model-Specific Information............................................................................................................................... 7
Names of Major Features..................................................................................................................................8
1. What You Can Do with This Machine
Saving Paper.......................................................................................................................................................9
Converting Documents to Electronic Formats Easily......................................................................................10
Registering Destinations...................................................................................................................................11
Operating the Machine More Effectively...................................................................................................... 12
Customizing the [Home] Screen..................................................................................................................... 13
Making Copies Using Various Functions........................................................................................................14
Printing Data Using Various Functions............................................................................................................15
Utilizing Stored Documents............................................................................................................................. 16
Sending and Receiving Faxes without Paper.................................................................................................17
Sending and Receiving Faxes via the Internet............................................................................................... 19
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
1
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
2
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
3
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
4
INDEX...........................................................................................................................................................217
5
How to Read the Manuals
Symbols Used in the Manuals
This manual uses the following symbols:
Indicates points to pay attention to when using the machine, and explanations of likely causes of paper
misfeeds, damage to originals, or loss of data. Be sure to read these explanations.
Indicates supplementary explanations of the machine's functions, and instructions on resolving user
errors.
This symbol is located at the end of sections. It indicates where you can find further relevant information.
[ ]
Indicates the names of keys on the machine's display or control panels.
Indicates instructions stored in a file on a provided CD-ROM.
(mainly Europe and Asia)
(mainly North America)
Differences in the functions of Region A and Region B models are indicated by two symbols. Read the
information indicated by the symbol that corresponds to the region of the model you are using. For
details about which symbol corresponds to the model you are using, see page 7 "Model-Specific
Information".
6
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.
7
Names of Major Features
In this manual, major features of the machine are referred to as follows:
• Auto Document Feeder ADF
8
1. What You Can Do with This Machine
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 .
9
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 .
10
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 .
11
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 .
12
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 .
13
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 .
14
CMQ004
Printing Data Using Various Functions
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 .
15
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 .
16
CJQ604
Sending and Receiving Faxes without Paper
Sending and Receiving Faxes without Paper
Reception
You can store and save received fax documents as electronic formats in the machine's hard disk
without printing them.
You can use Web Image Monitor to check, print, delete, retrieve, or download documents using
your computer (Storing received documents).
• See "Confirming/Printing/Deleting Received and Stored Documents", Fax .
Transmission
You can send a fax from your computer over the network (Ethernet or wireless LAN) to this
machine, which then forwards the fax via its telephone connection (LAN-Fax).
17
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
.
18
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
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).
19
1. What You Can Do with This Machine
• For details about the machine's settings, see "Network Settings Requirements", Connecting the
Machine/ System Settings .
20
CJQ607
Using the Facsimile and the Scanner in a Network Environment
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.
*1
21
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 .
22
CJQ609
Monitoring and Setting the Machine Using a Computer
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.
23
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 .
24
2. Getting Started
14
13
23
21
11
15
11
12
9
12 4 5
67
8
10
3
22
18
19
16
17
20
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
25
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
3.
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".
26
CXC401
2
4
5
6
7
8
9
10
11
12
13
14
1
3
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
3.
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.
27
CXC403
1
2
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
7.
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 .
28
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