Ricoh MP 402SPF User Manual

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User Guide

What You Can Do with This Machine

Getting Started

Copy

Fax

Scan

Document Server

Web Image Monitor

Adding Paper and Toner

Troubleshooting

Information for This Machine

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

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

Searching by What You Want to Do................................................................................................................9

Reducing my Costs......................................................................................................................................... 9

Using Scanned Files on the Computer....................................................................................................... 10

Registering Destinations...............................................................................................................................11

Operating the Machine More Effectively.................................................................................................. 12

What You Can Do with This Machine............................................................................................................13

Customizing the [Home] Screen.................................................................................................................13

Making Copies Using Various Functions................................................................................................... 14

(mainly Europe) You Can Give Priority to the Environment or Performance...................... 14

Printing Data Using Various Functions........................................................................................................15

Utilizing Stored Document.......................................................................................................................... 15

Sending and Receiving Faxes without Paper............................................................................................ 16

Sending and Receiving Faxes via the Internet...........................................................................................18

Sending and Receiving Faxes by Using the Machine without Fax Unit Installed...................................19

Using the Facsimile and the Scanner in a Network Environment.............................................................20

Embedding Text Information in Scanned Files...........................................................................................20

Preventing Information Leakage (Security Functions)............................................................................... 21

Centrally Controlling Scan Conditions and Distribution...........................................................................22

Monitoring and Setting the Machine Using a Computer......................................................................... 22

Preventing Unauthorized Copying............................................................................................................. 23

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.................................................................................................................... 32

How to Use the [Home] Screen...................................................................................................................... 33

Adding Icons to the [Home] Screen........................................................................................................... 35

How to Use Each Application......................................................................................................................... 38

[Copy] Screen..............................................................................................................................................38

[Fax] Screen................................................................................................................................................. 41

[Scanner] Screen......................................................................................................................................... 46

[Quick Copy] screen................................................................................................................................... 51

[Quick Fax] screen.......................................................................................................................................52

[Quick Scanner] screen...............................................................................................................................52

Keys that Appear on the Initial Settings Screen and Screens of Each Classic Application................... 53

[Printer (Classic)] Screen............................................................................................................................. 55

[Document Server] Screen.......................................................................................................................... 56

Registering Functions in a Program.................................................................................................................59

Turning On/Off the Power..............................................................................................................................62

Turning On the Main Power........................................................................................................................62

Turning Off the Main Power........................................................................................................................62

Logging In the Machine...................................................................................................................................64

When the Authentication Screen is Displayed.......................................................................................... 64

User Code Authentication Using the Control Panel.................................................................................. 64

Logging In Using the Control Panel............................................................................................................64

Logging Out Using the Control Panel.........................................................................................................65

Placing Originals..............................................................................................................................................66

Placing Originals on the Exposure Glass...................................................................................................66

Placing Originals in the Auto Document Feeder....................................................................................... 66

3. Copy

Basic Procedure................................................................................................................................................69

Duplex Copying............................................................................................................................................... 70

Specifying the Original and Copy Orientation.........................................................................................71

Combined Copying......................................................................................................................................... 73

One-Sided Combine................................................................................................................................... 74

Two-Sided Combine....................................................................................................................................75

Copying onto Envelopes................................................................................................................................. 77

Sort.................................................................................................................................................................... 78

Sample Copy............................................................................................................................................... 78

Changing the Number of Sets.................................................................................................................... 78

Storing Data in the Document Server............................................................................................................. 80

4. Fax

Basic Procedure for Transmissions (Memory Transmission)..........................................................................81

Registering a Fax Destination......................................................................................................................81

Deleting a Fax Destination.......................................................................................................................... 82

Transmitting while Checking Connection to Destination (Immediate Transmission)................................... 84

Canceling a Transmission................................................................................................................................85

Canceling a Transmission Before the Original Is Scanned...................................................................... 85

Canceling a Transmission While the Original Is Being Scanned.............................................................85

Canceling a Transmission After the Original Is Scanned......................................................................... 85

Printing a Journal Manually.............................................................................................................................87

5. Print

Quick Install...................................................................................................................................................... 89

Quick Installation via a Network................................................................................................................90

Quick Installation via a USB Connection...................................................................................................90

Displaying the Printer Driver Properties.......................................................................................................... 92

Standard Printing..............................................................................................................................................93

When Using the PCL 6 Printer Driver..........................................................................................................93

Printing on Both Sides of Sheets......................................................................................................................94

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

Types of Two-sided Printing........................................................................................................................ 94

Combining Multiple Pages into Single Page..................................................................................................95

When Using the PCL 6 Printer Driver..........................................................................................................95

Types of Combine Printing.......................................................................................................................... 95

Printing on Envelopes.......................................................................................................................................97

Configuring Envelope Settings Using the Control Panel...........................................................................97

Printing on Envelopes Using the Printer Driver...........................................................................................97

Saving and Printing Using the Document Server........................................................................................... 98

Storing Documents in Document Server.....................................................................................................98

Managing Documents Stored in Document Server...................................................................................99

6. Scan

Basic Procedure When Using Scan to Folder............................................................................................. 101

Creating a Shared Folder on a Computer Running Windows/Confirming a Computer's Information.....

.................................................................................................................................................................... 101

Registering an SMB Folder.......................................................................................................................103

Deleting an SMB Registered Folder.........................................................................................................106

Entering the Path to the Destination Manually........................................................................................ 107

Basic Procedure for Sending Scan Files by E-mail......................................................................................108

Registering an E-mail Destination.............................................................................................................108

Deleting an E-mail Destination................................................................................................................. 109

Entering an E-mail Address Manually..................................................................................................... 110

Specifying the File Type................................................................................................................................ 111

Specifying Scan Settings...............................................................................................................................112

7. Document Server

Storing Data................................................................................................................................................... 113

Printing Stored Documents............................................................................................................................ 115

8. Web Image Monitor

Displaying Top Page..................................................................................................................................... 117

9. Adding Paper and Toner

Loading Paper................................................................................................................................................119

Precautions for Loading Paper................................................................................................................. 119

Loading Paper into Paper Trays............................................................................................................... 119

Loading Paper into the Bypass Tray........................................................................................................ 123

Printing from the Bypass Tray Using the Printer Function........................................................................126

Loading Orientation-fixed Paper or Two-sided Paper........................................................................... 128

Loading Envelopes........................................................................................................................................ 131

Loading Envelopes into the Bypass Tray................................................................................................. 132

Loading Envelopes into Tray 1.................................................................................................................136

Recommended Paper.................................................................................................................................... 143

Recommended Paper Sizes and Types................................................................................................... 143

Adding Toner................................................................................................................................................. 153

Sending faxes or scanned documents when toner has run out............................................................. 155

Disposing of used toner............................................................................................................................ 155

10. Troubleshooting

When a Status Icon Is Displayed..................................................................................................................157

When the Indicator Lamp for [Check Status] Is Lit or Flashing...................................................................158

When the Machine Makes a Beeping Sound.............................................................................................160

When You Have Problems Operating the Machine...................................................................................161

When Multiple Functions Cannot Be Executed Simultaneously............................................................ 165

Messages Displayed When You Use the Copy/Document Server Function...........................................166

Messages Displayed When You Use the Facsimile Function.....................................................................168

When Network Setting Problems Occur................................................................................................. 169

When the Remote Fax Function Cannot Be Used...................................................................................175

Messages Displayed When You Use the Printer Function..........................................................................178

Messages Displayed on the Control Panel When You Use the Printer Function..................................178

Messages Printed on the Error Logs or Reports When You Use the Printer Function...........................180

Messages Displayed When You Use the Scanner Function...................................................................... 190

Messages Displayed on the Control Panel When You Use the Scanner Function.............................. 190

When Other Messages Appear...................................................................................................................197

When There Is a Problem Scanning or Storing Originals......................................................................198

When the Address Book Is Updated....................................................................................................... 199

When Data Cannot Be Sent Due to a Problem with the Destination.....................................................200

When the Machine Cannot Be Operated Due to a Problem with the User Certificate.......................200

When Problems Occur While Logging In............................................................................................... 202

When the User Lacks Privileges to Perform an Operation..................................................................... 202

When the LDAP Server Cannot Be Used.................................................................................................202

11. Information for This Machine

Information on Environmental Regulations.................................................................................................. 205

ENERGY STAR Program........................................................................................................................... 205

Energy Saving Functions...........................................................................................................................205

User Information on Electrical and Electronic Equipment (mainly Europe)...................... 207

Note for the Battery and/or Accumulator Symbol (For EU countries only) (mainly Europe)

.................................................................................................................................................................... 208

Environmental Advice for Users (mainly Europe)............................................................... 208

Notes to users in the state of California (Notes to Users in USA) (mainly North America)....

.................................................................................................................................................................... 209

INDEX...........................................................................................................................................................211

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.

(mainly Europe and Asia), (mainly Europe), or (mainly 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

DQC243

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.

• If your machine is a region A model and "CODE XXXX -27" is printed on the label, see " (mainly Europe)" also.

• If your machine is a region A model and "CODE XXXX -29" is printed on the label, see " (mainly Asia)" also.

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.

Searching by What You Want to Do

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

Reducing my Costs

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.

BQX138S

1. What You Can Do with This Machine

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

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

Reducing electricity consumption

See "Saving Energy", Getting Started.

See "Timer Settings", Connecting the Machine/ System Settings.

Using Scanned Files on the Computer

Sending scan files

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

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

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

Storing scan files in a shared folder

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

Storing scan files on media

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

Embedding text information in scanned files

See "Embedding Text Information in Scanned Data", Scan.

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

See "Overview of Folder Transmission Function", Fax.

BRL060S

Searching by What You Want to Do

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

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

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 (Copy/Fax/ Scanner/Quick Copy/Quick Fax/Quick Scanner/Copier (Classic)/Document Server/Fax (Classic)/Scanner (Classic))

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.

DLN233

What You Can Do with This Machine

This section describes the features of this machine.

Customizing the [Home] Screen

The icons of each function are displayed on 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 page 33 "How to Use the [Home] Screen".

• For details about how to customize the [Home] screen, see "How to Customize the [Home] Screen", 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, the 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.

For details about duplex copying, see "Duplex Copying", Copy/ Document Server.

For details about combined copying, 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.

(mainly Europe) You Can Give Priority to the Environment or

Performance

You can configure this function in [Maintenance] on the [User Tools] menu.

• Environment Priority

• Performance Priority

Printing Data Using Various Functions

CMQ004

• This machine supports network and local connections.

What You Can Do with This Machine

• 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.

Utilizing Stored Document

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

CJQ603

1. What You Can Do with This Machine

• 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 "Storing Data in the Document Server", Copy/ Document Server.

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

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

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

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

Sending and Receiving Faxes without Paper

Reception

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

CJQ604

CJQ605

What You Can Do with This Machine

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).

• 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.

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

1. What You Can Do with This Machine

• 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.

Sending and Receiving Faxes via the Internet

E-mail Transmission and Reception

IP-Fax

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.

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.

CJQ612

What You Can Do with This Machine

• 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).

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

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

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

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

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

• You can forward documents received by the main machine with the facsimile function to submachines.

• For details, see "Sending/Receiving Documents Using a Remote Machine (Remote Fax)", Fax.

CJQ607

1. What You Can Do with This Machine

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 When Using Scan to Folder", Scan.

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

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

Embedding Text Information in Scanned Files

You can extract text information from a scanned document and embed it in the file without using a computer.

If you scan a document using this function, embedded text can be searched by using the text search function or copied to another document.

CUL003

CJQ608

What You Can Do with This Machine

• To use this function, the OCR unit is required.

• You can select a file type from [PDF], [High Compression PDF], or [PDF/A].

• This function can optically recognize characters in various languages and up to approximately 40,000 characters a page.

• See "Embedding Text Information in Scanned Data", Scan.

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.

CUL004

xxx@xxx.xxx

600 dpi

xxx@xxx.xxx 600 dpi

1. What You Can Do with This Machine

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

• See Security Guide.

Centrally Controlling Scan Conditions and Distribution

You can use the distributed scan management (DSM) system in Windows Server 2008 R2/2012 to manage the destinations and scan settings for each individual user in a group and to use the information when distributing scanned data.

You can also use this system to centrally manage information about people using the network and the machine's scanner functions. Both delivered files and user information can be controlled.

• You must set up and configure a Windows server to use the distributed scan management system. This system is supported by Windows Server 2008 R2 or later.

• For details about how to deliver files using the distributed scan management system, see "Managing Scan Conditions and Other Settings in the Block Using Distributed Scan Management", Scan.

Monitoring and Setting the Machine Using a Computer

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

CJQ609

CUM003

What You Can Do with This Machine

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.

Preventing Unauthorized Copying

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

1. What You Can Do with This Machine

• 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.

• For details, see the printer driver Help and "Unauthorized Copy Prevention / Data Security for Copying", Security Guide.

• For details about this function in the copier mode, see "Preventing Unauthorized Copies", Copy/ Document Server.

• For details about this function in the printer mode, see "Printing Documents That Are Not Authorized for Duplication", Print.

2. Getting Started

12 4 5

DQC201

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.

3. 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. Front cover

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

Open here to replace the toner cartridge.

15. Lower paper trays (option)

Load paper here.

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

16. Tray 1

Load paper here.

DQC202

Guide to Names and Functions of Components

17. Main power switch

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

18. Bypass tray open lever

Push this lever to open the bypass tray.

19. Bypass tray

Use to copy or print on thick paper, OHP transparencies and envelopes.

20. Extender for the bypass tray

Pull this extender out when loading A4 , 81/2 × 11 or larger size paper in the bypass tray.

21. Stop fences

Pull this fence to prevent paper from falling off.

22. 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.

3. 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.

5. Rear cover

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

DQC203

DQC204

2. Getting Started

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.

• 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.

Guide to Names and Functions of Components

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.

DQC205

DQC206

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.

DCH009

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

1. Display panel

This is a touch panel display that features icons, keys, shortcuts, and widgets that allow you to navigate the screens of the various functions and applications and provide you with information about operation status and other messages. See page 38 "How to Use Each Application".

2. Main power indicator

The main power indicator goes on when you turn on the main power switch. When the machine is in Sleep mode, the main power indicator flashes slowly. In Fusing Unit Off mode, the main power indicator is lit.

3. Status indicator

Indicates the status of the system. Stays lit when an error occurs or the toner runs out.

4. Data In indicator (facsimile and printer mode)

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

5. Fax indicator

Indicates the status of the fax functions. Flashes during data transmission and reception. Stays lit when receiving a fax via Confidential or Substitute Reception.

6. Media slots

Use to insert an SD card or a USB flash memory device. For details, see "Inserting/Removing a Memory Storage Device", Getting Started.

7. Media access lamp

Lights up when an SD card is inserted in the media slot.

2. Getting Started

Changing the Display Language

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

1. Press [Home] ( ) at the bottom of the screen in the center.

2. Flick the screen to the left, and then press the [Change Langs. Widget].

3. Select the language you want to display.

4. Press [OK].

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How to Use the [Home] Screen

The [Home] screen is set as the default screen when the machine is turned on.

One icon is assigned to each function, and these icons are displayed on the [Home] screen. You can add shortcuts to frequently used functions or Web pages to the [Home] screen. Also, you can register widgets such as the Change Langs. Widget to it. The [Home] screen and the screen of each function may differ depending on the optional units that are installed.

To display the [Home] screen, press [Home] ( ) at the bottom of the screen in the center.

• Do not apply strong impact or force to the screen, or it may be damaged.

To switch between screens, flick your finger to the right or left on the screen.

1. Logged in user icon

When user authentication is enabled, an icon is displayed that indicates that users are logged in. Press the icon to show the names of the users that are currently logged in.

2. System message

Displays messages from the machine system and applications.

3. [Login]/[Logout]

These keys are displayed when user authentication is enabled. When you press [Login], the authentication screen appears. If you have been already logged in to the machine, [Logout] appears. To log out of the machine, press [Logout].

For details about how to log in and out, see page 64 "Logging In the Machine".

4. [Energy Saver]

Press to switch to Sleep mode.

For details about the modes, see "Saving Energy", Getting Started.

5. Application list icon

Press to display the application list. You can create shortcuts to the applications on the [Home] screen.

2. Getting Started

To use an application displayed in the [Widget] tab and [Program] tab, create a shortcut for the application on the [Home] screen. For details, see "Customizing the [Home] Screen", Convenient Functions.

6. Icons to switch between screens

Press to switch between the five home screens. The icons appear at the bottom right and left of the screen, the number of icons indicates the number of screens on each side of the current screen. For example, when you view Home screen 3, 2 icons are displayed at both the right and left sides.

7. [Stop]

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

8. [Menu]

Displays the menu screen of the application you are using. Depending on the application you are using, this key may be disabled. You can also press this key in the [Home] screen to restore the [Home] screen's settings to their defaults.

9. [Home]

Press to display the [Home] screen.

10. [Return]

Press this key to return to the previous screen while Screen Features are enabled or applications are used. Depending on the application you are using, this key may be disabled.

You can specify whether this key is enabled or not in some applications. For details about the settings, see "Screen Features", Connecting the Machine/ System Settings.

11. [Check Status]

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.

12. Icon/Widget display area

Displays the function or application icons and widgets. Displayed icons differ between the five home screens. For details about icons on each screen, see "Main Icons on the [Home] Screen", Getting Started.

You can also add shortcuts and arrange icons using folders. For details, see "Customizing the [Home] Screen", Convenient Functions.

• You can change the [Home] screen's wallpaper. For details, see "Changing the [Home] Screen's Wallpaper", Convenient Functions.

• You can switch modes by pressing icons on the [Home] screen. You can also switch modes by pressing the function keys. For details about the function keys, see "Changing Modes by Pressing the Function Keys", Getting Started.

• You cannot switch modes in any of the following situations:

• While scanning an original using the fax or scanner function

• During immediate transmission

• When accessing the following screens:

• Machine Features

How to Use the [Home] Screen

• Counter

• Inquiry

• Address Book Management

• Tray Paper Settings

• Current Job / Job History

• During interrupt copying

• During On-hook dialing for fax transmission

• The [Home] screen is set as the default screen when the machine is turned on. You can change this default setting under Function Priority. See "Screen Features", Connecting the Machine/ System Settings.

Adding Icons to the [Home] Screen

Adding shortcuts to the [Home] screen

You can add shortcuts to the machine's functions.

You can display the icons for the machine's functions and the embedded software applications after you delete them from the [Home] screen.

1. Press [Home] ( ) at the bottom of the screen in the center.

2. Press .

3. Press the [Apps] tab to add a shortcut to an application other than the Classic

Applications. Press the [Program] tab to add a shortcut to one of the Classic Applications, such as [Copier (Classic)], [Fax (Classic)], or [Scanner (Classic)].

4. Press and hold down the application icon to add a shortcut to an application other than

the Classic Applications. Press and hold down the [Classic Applications] icon to add a shortcut to one of the Classic Applications, such as [Copier (Classic)], [Fax (Classic)], or [Scanner (Classic)].

The image of where the shortcut is to be placed on the [Home] screen is displayed.

5. Drag the icon to where you want to place it on the screen.

If you want to add a shortcut to classic applications, proceed to Step 6.

6. Select the Classic Applications that you want to add from the list.

Adding shortcuts to bookmarks on the [Home] screen

You can add shortcuts to bookmarks that have been registered in favorites in the web browser to the [Home] screen.

2. Getting Started

1. Press [Home] ( ) at the bottom of the screen in the center.

2. Press .

3. Press the [Program] tab.

4. Press and hold down the [Bookmark] icon.

The image of where the shortcut is to be placed on the [Home] screen is displayed.

5. Drag the icon to where you want to place it on the screen.

6. Select the bookmark you want to add from the bookmark list.

Adding shortcuts to programs to the [Home] screen

You can add shortcuts to programs registered to Standard Applications, Quick Applications or Classic Applications.

Standard Applications/Quick Applications

1. Display the function screen to which you want to register a program.

2. Press [Menu] ( ) at the bottom of the screen in the center and select [Reg. Current Setting

to Program].

3. Press the program number you want to register.

4. Press [Program].

5. Enter the program name.

6. Select the icon for the program.

7. Press [OK].

8. Press [Place].

Even if you select [Do not Place], you can add shortcuts to the program to the [Home] screen after the program registration is complete.

9. Press [Exit].

10. Drag the icon to where you want to place it on the screen.

Adding widgets to the [Home] screen

You can add widgets to the [Home] screen to show the remaining amount of toner or change the display language.

1. Press [Home] ( ) at the bottom of the screen in the center.

2. Press .

3. Press the [Widget] tab.

4. Press and hold down the widget icon you want to add.

The image of where the widget is to be placed on the [Home] screen is displayed.

5. Drag the icon to where you want to place it on the screen.

How to Use the [Home] Screen

2. Getting Started

How to Use Each Application

You can open the function screens by pressing icons such as [Copy], [Fax], or [Scanner] on the [Home] screen.

Standard Application Screen

Functions and settings that are used frequently are shown on the top screen. Flick the screen up or down to select a setting item. When you select an item, the pull-down menu appears, or the setting item pops up. For details about operations on this screen, see "Possible Operations on the Standard Application Screen", Getting Started. For details about how to use the screen, see page 38 "[Copy] Screen", page 41 "[Fax] Screen", and page 46 "[Scanner] Screen".

Quick Application Screen

You can easily set the basic operations, such as duplex copying or sending scanned documents by e-mail. For details about how to use this screen, see page 51 "[Quick Copy] screen", page 52 "[Quick Fax] screen", and page 52 "[Quick Scanner] screen".

Functions usable on each screen

Screen Functions usable

Standard Application Screen • Copy

• Fax

• Scanner

• Printer (Quick Print Release)

• Print/Scan (Memory Storage Device)

Quick Application Screen • Copy

• Fax

• Scanner

[Copy] Screen

You can switch Screens 1 and 2 described in this section by flicking the screen up or down.

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No. Icon Description

You can adjust the density of the overall original in nine steps.

Specify the density by touching the icon and dragging it right or left.

How to Use Each Application

You can reduce or enlarge images.

You can specify the paper tray containing the paper you want

to copy to.

You can specify the numbers of copies to be made.

Press a number to enter the number of copies using the keyboard. You can also specify the number of copies by pressing [ ] or [ ].

Preview prints change according to the settings you make.

You can combine two 1-sided originals or one 2-sided

original to one side of a sheet. The machine selects a reproduction ratio automatically and copies the originals onto a single sheet of copy paper.

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2. Getting Started

No. Icon Description

You can sort copies as a set in sequential order.

You can specify the size of the original when copying custom size originals.

You can select an original type that is suitable for your

originals.

You can divide an original that has many pages and scan it in

smaller batches while copying it as a single document. To do this, place several pages of the original in the ADF.

You can find other settings.

Functions registered in [Customize Function: Copier] appear under [Other Settings].

[Fax] Screen

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No. Icon Description

How to Use Each Application

You can switch between items in type of transmission. To use Internet Fax, set [Internet Fax Setting] in [Fax Features] to [On].

The specified destination is shown here.

By tapping the destination, you can register it to the Address

Book or remove it from the destinations.

By flicking up and down, you can confirm the selected destinations.

You can perform the following operations related to Fax Reception:

• Check Stored Reception File

• Operate Personal Box

• Print ID Required Print Files

• Manual Reception

• Print Memory Lock

• Check Reception File Settings

2. Getting Started

No. Icon Description

This function allows you to dial while listening to the dial tone from the internal speaker with the handset of the machine or external telephone on-hook.

The total number of the selected destinations appears.

Press to display a screen to confirm destinations.

In the screen to confirm destinations, you can do the following:

• Register destinations to the Address Book

• Edit destinations

• Remove destinations from the destination list

You can perform the following operations related to Job Status:

• Confirm Transmission Standby Files

• Check Transmission Results

• Check Reception Results

• Print Journals

Press to clear your current settings.

Press to display the preview screen after scanning originals.

You can check the settings in Settings.

Press to open the settings screen. For details, see page 43 "[Settings] screen".

Press to scan originals and start sending.

Press to switch the section of the Address Book.

Shows the destinations in the Address Book.

No. Icon Description

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How to Use Each Application

The sections of the Address Book.

Press to add a destination.

Destinations can be added as follows:

• Input destinations manually

• Select from the transmission history

• Specify a registration number from the Address Book

• Search for a destination in the Address Book or on the LDAP server

• Press to display the remaining memory information

[Settings] screen

You can switch Screens 1 to 4 described in this section by flicking the screen up or down.

No. Icon Description

You can switch to Immediate Transmission mode. Unless immediate transmission is selected, Memory Transmission mode is selected by default.

You can select an original type that is suitable for your

originals.

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2. Getting Started

No. Icon Description

Press to select the resolution according to the size of the text on your original.

Press to specify the density to scan the original. You can also

specify the density by touching the icon and dragging it right or left.

Press to select the scanning size of the original.

Press to select the sides of the original.

No. Icon Description

Press to select the orientation of the original.

Press to specify the sender.

You can specify settings to automatically send files directly at a specified time.

Specify the Internet Fax/E-Mail subject.

Specify the Internet Fax/E-Mail Text.

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No. Icon Description

How to Use Each Application

You can select a standard message to be printed.

You can send files over a closed network.

Requesting reception confirmation

You can receive a transmission notification by e-mail.

Once memory transmission is complete, you can have the result printed.

Specifying Internet Fax/e-mail destinations as BCC addresses

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2. Getting Started

[Scanner] Screen

No. Icon Description

Displays the type of scanner destination.

Press to switch between e-mail destinations and folder destinations.

The specified destination is shown here.

By tapping the destination, you can register it to the Address Book or remove it from the destinations.

By flicking up and down, you can confirm the selected destinations.

The total number of the selected destinations appears.

Press to display a screen to confirm destinations.

In the screen to confirm destinations, you can do the following:

• Switch the "To", "Cc", and "Bcc" fields of the e-mail destinations

• Register destinations to the Address Book

• Edit destinations

• Remove destinations from the destination list

No. Icon Description

Press to display the transmission results screen.

In the transmission results screen, you can do the following:

How to Use Each Application

• Check sent jobs

• Check error descriptions

• Cancel transmission of a document in standby

• Print a list of transmission results

Press to clear your current settings.

Press to display the preview screen after scanning originals.

You can check the settings in Send Settings.

Press to open the send settings screen. For details, see page 48 "[Send Settings] screen".

Press to scan originals and start sending.

Press to switch the section of the Address Book.

Shows the destinations in the Address Book.

If a password or protection code is specified to a folder destination, enter the password or protection code on the screen displayed after tapping the folder destination.

The sections of the Address Book.

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2. Getting Started

No. Icon Description

Press to add a destination.

Destinations can be added as follows:

• Input destinations manually

• Select from the transmission history

• Specify a registration number from the Address Book

• Search for a destination in the Address Book or on the LDAP server

[Send Settings] screen

You can switch Screens 1 to 4 described in this section by flicking the screen up or down.

No. Icon Description

Press to select the settings that are appropriate for the type of your original and the color mode.

Press to select a file type.

Press to select the resolution to scan the original.

No. Icon Description

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How to Use Each Application

side or both sides.

Press to select the scanning size of the original.

Press to specify a file name.

Press to select the sides of the original to scan, such as one

No. Icon Description

Press to specify the density to scan the original.

You can also specify the density by touching the icon and dragging it right or left.

Press to select the orientation of the original.

Press to specify the sender.

Press to enter the subject of the e-mail.

Press to enter the main text of the e-mail.

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2. Getting Started

No. Icon Description

Press to specify the magnification ratio for scanning the

original.

Press to erase the image from a specified width around the document and in the center of the document when the document is scanned.

Press to sign and encrypt the e-mail.

Press to scan a large number of originals in several batches and send them together as a single job. You can place multipage originals in the ADF.

Press to scan a large number of originals in several batches and send them together as a single job. Place the originals in the ADF one by one.

Press to divide a multi-page original into parts of a specified number of pages each, and then send the documents.

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No. Icon Description

Press to scan multiple originals that consist of one-sided and

two-sided originals.

You can select this only if [Batch] or [SADF] is also selected.

How to Use Each Application

Press this to notify the sender that the e-mail recipient has

opened the e-mail.

[Quick Copy] screen

1. Select the image density you want to use.

2. Select a paper tray.

3. Select the number of copies.

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2. Getting Started

4. Specify the copy settings such as duplex or combining. You can also specify scan settings.

5. Check the finished image.

6. Press to start copying.

[Quick Fax] screen

1. Select a destination. You can also enter a destination manually.

2. Select the image density you want to use.

3. Select the resolution you want to use.

4. Select size and type of the original.

5. Press to preview the scanned original.

6. Press to start faxing.

[Quick Scanner] screen

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How to Use Each Application

1. Select an e-mail or folder destination. You can also enter e-mail destination manually.

2. Select a color mode.

3. Select a scanning resolution and file type in which to send scanned data.

4. Select an original type and size.

5. Press to preview the scanned data.

6. Press to start sending scanned data.

Keys that Appear on the Initial Settings Screen and Screens of Each Classic Application

The display panel shows the operation status, messages, and function menus.

The function items displayed serve as selector keys. You can select or specify an item by lightly pressing them.

When you select or specify an item on the display panel, it is highlighted like . Keys appearing as cannot be used.

The initial settings screen

910

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2. Getting Started

Applications' screen

1. Function screen

Each function has a different screen.

2. [Reset]

Press to clear the current settings.

3. [User Tools]

Press this to use the following items:

• Screen Features

Press to customize the default settings of the operating system installed on the control panel. See "Screen Features", Connecting the Machine/ System Settings.

• Machine Features

Press to customize the default settings of the machine system. You can also customize the default settings of the copier, Document Server, facsimile, printer, and scanner function. See "Accessing User Tools", Connecting the Machine/ System Settings.

• Counter

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

• Inquiry

Press to find out where to order expendable supplies and where to call when a malfunction occurs.

• Address Book Management

Press to display the Address Book.

• Tray Paper Settings

Press to make settings for paper trays and paper status.

4. [ ] (Enter)

Press to confirm values entered or items specified.

5. [Clear]

Press to delete a number entered.

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How to Use Each Application

6. [Start]

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

7. Number keys

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

8. [Sample Copy]

Press to make a single set of copies or prints to check print quality before making multiple sets. See "Sample Copy", Copy/ Document Server.

9. [Simplfied Scrn.]

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

10. [Interrupt mode]

Press to make interrupt copies. See "Interrupt Copy", Copy/ Document Server.

11. [Recall/Program/Change Program]

Press to register frequently used settings, or to recall registered settings. See "Registering Frequently Used Functions", Convenient Functions.

[Printer (Classic)] Screen

1. Operational status or messages

Displays current machine status, such as "Ready", "Offline", and "Printing...". Information about the print job (user ID and document name) appears in this section.

2. Paper tray status indicators

Displays paper tray settings.

3. [Print from Memory Storage Device]

Press to display the screen for printing files stored on memory storage devices directly.

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2. Getting Started

4. [Job Reset]

Press to cancel the current print job.

If you press it when the Hex Dump is selected, Hex Dump is canceled.

5. [Job Operation]

Press to suspend a job being processed.

6. [Form Feed]

Press to print all the data left in the machine's input buffer.

7. [Spooling Job List]

Press to display spooled jobs.

8. [Error Log]

Press to display the error logs of print jobs sent from a computer.

9. [Print Jobs]

Press to display print jobs sent from a computer.

• The estimated time to complete printing after receiving all data from the computer is displayed on the top of the screen.

[Document Server] Screen

You can organize documents stored in the Document Server in folders.

You can view a list of the documents in a folder by touching the folder key.

Folder list screen

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How to Use Each Application

File list screen

1. Operational status and messages

Displays operational status and messages.

2. [No.], [Folder Name], and [Created Date/Time]

Press the item to sort the folders. Select the same item once more for a reverse sort.

3. Page, Quantity, and Print

Displays the number of originals stored in memory, number of sets to be printed, and prints made.

4. [New Folder]

Press to create a new folder.

5. [Edit Folder]

Press to change the folder name or password, or to delete the folder.

6. Folder keys

Press to display the list of stored files in the folder. If a password has been specified for a folder, a lock icon appears to the left of the folder name.

7. List and Thumbnails

Displays keys for switching the display between list and thumbnails.

8. [User Name], [File Name], and [Date]

Press the item to sort the files. Select the same item once more for a reverse sort.

9. [Up One Level]

Press to display the list of folders.

10. Operation keys

Press to operate stored files.

If the file you want to select is not displayed in the list, press [ ] or [ ] to scroll the screen.

2. Getting Started

11. Icons

Displays an icon that indicates the function used to store the document. If a password has been specified for a file, a lock icon appears to the left of the user name for the file.

The following icons appear in the list of the Document Server to indicate the function used to store a document:

Function Icon

Copier

Fax

Printer

[Thumbnail] screen

In thumbnail view, reduced versions of the stored documents are displayed. This is useful for checking a document's content on the file list screen.

• Some stored documents may not be displayed, depending on the security settings.

Registering Functions in a Program

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

Standard Applications

• Copy: 25 programs

• Fax: 100 programs

• Scanner: 100 programs

Quick Applications

• Quick Copy: 25 programs

• Quick Fax: 100 programs

• Quick Scanner: 100 programs

The following settings can be registered to programs:

Standard Applications

Copy:

[Reduce/Enlarge], [Quantity], [Density], [Paper Tray], [2 Sided], [Combine], [Sort], [Original Size], [Original Type], [SADF], [Other Settings]

Fax:

[Destination], [Preview], [Settings]

Scanner:

[Destination], [Preview], [Send Settings]

Quick Applications

Quick Copy:

Density, Paper Tray, Quantity, Reduce/Enlarge, 2 Sided, Combine, Original Orientation

Quick Fax:

Destination, Line, Density, Resolution, Original Orientation, Original Sides, Scan Size, Original Type, Preview

Quick Scanner:

Destination, Original Type, File Type, Resolution, Original Orientation, Original Sides, Scan Size, Preview

This section explains how to register functions to a program by using each application.

Standard Applications/Quick Applications

1. Edit the settings so all functions you want to register to a program are selected on the

[Copy], [Fax], [Scanner], [Quick Copy], [Quick Fax], or [Quick Scanner] screen.

2. Press [Menu] ( ) at the bottom of the screen in the center.

2. Getting Started

3. Press [Reg. Current Setting to Program].

4. Press the program number you want to register.

5. Enter the program name.

6. Select the icon for the program.

7. Press [Place].

8. Press [OK].

Even if you select [Do not Place], you can add shortcuts to the program to the [Home] screen after the program registration is complete.

9. Press [Exit].

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

• Standard Applications

• Copy: 40 characters

• Fax: 40 characters

• Scanner: 40 characters

• Quick Applications

• Quick Copy: 40 characters

• Quick Fax: 40 characters

• Quick Scanner: 40 characters

• When a specified program is registered as the default, its values become the default settings, which are displayed without recalling the program, 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: Fax] in the [Tray Paper Settings] tab will be selected first. For details, see "Tray Paper Settings", Connecting the Machine/ System Settings.

• 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 [Reset] unless the program is deleted or overwritten.

Registering Functions in a Program

• Programs can be registered to the [Home] screen, and can be recalled easily. For details, see page 35 "Adding Icons to the [Home] Screen". Shortcuts to programs stored in Document Server mode cannot be registered to the [Home] screen.

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2. Getting Started

Turning On/Off the Power

• When you push the main power switch, wait at least 10 seconds after it is confirmed that the main power indicator has lit up or gone out.

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 front 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

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.

• Do not turn off the power while the machine is in operation.

Turning On/Off the Power

• 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. The main power turns off automatically when the machine shuts down. If the screen on the control panel does not disappear, contact your service representative.

2. Getting Started

Logging In the Machine

When the Authentication Screen is Displayed

If Basic Authentication, Windows Authentication, or LDAP 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 "Configuring User Authentication", 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

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, or LDAP Authentication is set.

1. Press [Login] on the top right on the screen.

2. Press [User Name].

Logging In the Machine

3. Enter a Login User Name, and then press [Done].

4. Press [Password].

5. Enter a Login Password, and then press [Done].

6. Press [Login].

Logging Out Using the Control Panel

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

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

1. Press [Logout] on the top right on the screen.

DQC209

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 guide 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.

DQC211

1. Limit mark

2. Original guides

Placing Originals

2. Getting Started

3. Copy

This chapter describes frequently used copier functions and operations. For information not included in this chapter, see Copy/ Document Server available on our website.

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 Paper Specifications and Adding Paper for details.

About placing the original in the ADF, see Paper Specifications and Adding Paper for details.

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 "Tray Paper Settings", Connecting the Machine/ System Settings.

When Using the Copy Application

About how to use the application's screen, see page 38 "[Copy] Screen".

CKN009

3. Copy

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.

• Paper sizes that can apply to Duplex printing are as follows. A4 , A5 , A6 , B5 , B6 , 81/2 × 132/5.

There are two types of Duplex.

1 Sided

2 Sided 2 Sided

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

Original orientation and completed copies

2 Sided

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

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

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

Original

Orientation

Orientation Copy

Top to Top

Top to Bottom

CKN011

CKN012

Duplex Copying

Original Placing originals

Original

Orientation

Orientation Copy

Top to Top

Top to Bottom

When Using the Copy Application

About how to use the application's screen, see page 38 "[Copy] Screen".

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

3. Copy

When Using the Copy Application

About how to use the application's screen, see page 38 "[Copy] Screen".

CKN015

CKN016

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 six types of One-Sided Combine.

1 Sided 2 Originals Combine 1 Side

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

1 Sided 4 Originals Combine 1 Side

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

1 Sided 8 Originals Combine 1 Side

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

2 Sided 2 Pages Combine 1 Side

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

2 Sided 4 Pages Combine 1 Side

CKN074

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

2 Sided 8 Pages Combine 1 Side

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

When Using the Copy Application

About how to use the application's screen, see page 38 "[Copy] Screen".

Two-Sided Combine

Combined Copying

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

There are six types of Two-Sided Combine.

1 Sided 4 Originals Combine 2 Sides

Copies four 1-sided originals to one sheet with 2 pages per side.

1 Sided 8 Originals Combine 2 Sides

Copies eight 1-sided originals to one sheet with 4 pages per side.

1 Sided 16 Originals Combine 2 Sides

Copies 16 1-sided originals to one sheet with 8 pages per side.

2 Sided 4 Pages Combine 2 Sides

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

3. Copy

2 Sided 8 Pages Combine 2 Sides

Copies four 2-sided originals to one sheet with 4 pages per side.

2 Sided 16 Pages Combine 2 Sides

Copies eight 2-sided originals to one sheet with 8 pages per side.

When Using the Copy Application

About how to use the application's screen, see page 38 "[Copy] Screen".

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 143 "Recommended Paper Sizes and Types".

About handling envelopes, supported envelope types, and how to load envelopes, see Paper Specifications and Adding Paper for details.

Before using this function, select [Envelope] for the paper type under [Tray Paper Settings] in User Tools. For details, see "Tray Paper 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.

When Using the Copy Application

About how to use the application's screen, see page 38 "[Copy] Screen".

CKN018

3. Copy

Sort

The machine assembles copies as sets in sequential order.

When Using the Copy Application

About how to use the application's screen, see page 38 "[Copy] Screen".

Sample Copy

Use this function to check the copy settings before making a long copy run.

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

1. Select Sort and any other necessary functions, and then place the originals.

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

3. Press [Sample Copy] on the bottom right of the screen.

One copy set is delivered as a sample.

4. If the sample is acceptable, press [Continue].

The number of copies made is the number specified, minus one for the proof copy.

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 [Stop].

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

Press [Continue].

Copying starts again.

Sort

3. Copy

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 on the Document Server screen. For details about the Document Server, see page 113 "Storing Data".

1. Press [Store File].

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

3. Specify a folder in which to store the document if necessary.

4. Press [OK].

5. Place the originals.

6. Make the scanning settings for the original.

7. Select the paper tray.

8. Press [Start].

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

4. Fax

This chapter describes frequently used facsimile functions and operations. For information not included in this chapter, see Fax available on our website.

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 one hour, 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 "When an Error Is Notified via a Report or E-Mail", Troubleshooting.

• You can also specify Cloud Fax destinations when using the Fax Application.

When Using the Fax Application

About how to use the application's screen, see page 41 "[Fax] Screen".

Registering a Fax Destination

1. Press [Home] ( ) at the bottom of the screen in the center.

2. Flick the screen to the left, and then press the [Address Book Management] icon.

3. Check that [Program / Change] is selected.

4. Fax

4. Select the name whose fax destination you want to register.

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

5. Press [Fax Dest.].

6. Press [Change] under "Fax Destination".

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

8. Specify optional settings such as "SUB Code", "SEP Code", and "International TX Mode".

9. Press [OK].

10. Press [User Tools] (

11. Press [Home] ( ) at the bottom of the screen in the center.

) on the top right of the screen.

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 [Home] (

2. Flick the screen to the left, and then press the [Address Book Management] icon.

3. Check that [Program / Change] is selected.

4. 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.

5. Press [Fax Dest.].

6. Press [Change] under "Fax Destination".

) at the bottom of the screen in the center.

Basic Procedure for Transmissions (Memory Transmission)

7. Press [Delete All], and then press [OK] under "Fax Destination".

8. Press [OK].

9. Press [User Tools] ( ) on the top right of the screen.

10. Press [Home] ( ) at the bottom of the screen in the center.

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.

When Using the Fax Application

About how to use the application's screen, see page 41 "[Fax] Screen".

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 [Start].

When Using the Fax Application

About how to use the application's screen, see page 41 "[Fax] Screen".

Canceling a Transmission

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.

If you cancel a transmission using the standard memory transmission function, you need to follow a different procedure to cancel the transmission. See page 85 "Canceling a Transmission After the Original Is Scanned".

When Using the Fax Application

About how to use the application's screen, see page 41 "[Fax] Screen".

Canceling a Transmission After the Original Is Scanned

Use this procedure to cancel a transmission after the original is scanned.

4. Fax

You can cancel transmission of a file while the file is being sent, stored in memory, or if it fails to transmit. All the scanned data is deleted from memory.

When Using the Fax Application

About how to use the application's screen, see page 41 "[Fax] Screen".

Printing a 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.

When Using the Fax Application

Press ( )

About how to use the application's screen, see page 41 "[Fax] Screen".

4. Fax

5. Print

This chapter describes frequently used printer functions and operations. For information not included in this chapter, see Print available on our website.

Quick Install

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

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

• If the [User Account Control] dialog box appears during the driver installation procedure, click [Yes] or [Continue].

• If the [Windows Security] dialog box appears during the driver installation procedure, click [Install this driver software anyway].

• A message appears if there is a newer version of the printer driver already installed. If there is, you cannot install the printer driver using Auto Run. If you still want to install the printer driver, use [Add Printer]. see "Messages Displayed When Installing the Printer Drive", Driver Installation Guide.

• The [AutoPlay] dialog box is displayed only for a few seconds under Windows 8/8.1/10 and Windows Server 2012/2012 R2. If the [AutoPlay] dialog box disappears, use the following procedure to replay the CD-ROM:

• Windows 8, Windows Server 2012

1. On the Charm Bar, click [Search], and then click [Computer].

2. Double-click the CD-ROM drive in which the provided CD-ROM is set, and then click "Setup.exe".

• Windows 8.1, Windows Server 2012 R2

1. On the desktop, right-click the [Start] button, and then click [File Explorer].

2. Double-click the CD-ROM drive in which the provided CD-ROM is set, and then click "Setup.exe".

• Windows 10

1. On the desktop, right-click the [Start] button, and then click [File Explorer].

2. Double-click the CD-ROM drive in which the provided CD-ROM is set, and then doubleclick "Setup.exe".

5. Print

Quick Installation via a Network

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

1. Click [Network Quick Install] on the installer screen.

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

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

3. Click [Next >].

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

5. Click [Install].

6. When the port setting screen appears, specify a port.

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

8. Click [Continue].

The installation starts.

9. Click [Finish].

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

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

Quick Installation via a USB Connection

Using USB Quick Install, you can install the PCL 6 printer driver via a USB connection, and configure settings to connect the printer to a computer.

1. Click [USB Quick Install] on the installer screen.

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

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

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

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

5. 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 and [<Auto-detect USB Port>] screen appears.

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

The auto-detecting starts.

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

printer.

8. Click [Finish].

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

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

Quick Install

5. Print

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].

Standard Printing

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

• If you send a print job via USB 2.0 while the machine is in 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 menu button of the application you are using, and then click [Print].

2. Select the printer you want to use.

3. Click [Preferences].

4. Select the [Frequently Used Settings] tab.

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

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

7. In the "Orientation" area, select [Portrait] or [Landscape] as the orientation of the

original.

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

9. 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 paper tray is automatically selected according to the paper size and type specified.

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

11. Click [OK].

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

5. Print

Printing on Both Sides of Sheets

This section explains how to print on both sides of each page using the printer driver.

• The paper types that can be printed on both sides are as follows:

• Plain (66 to 74 g/m2), Plain 2 (75–90 g/m2), Recycled, Special 1, Middle Thick (91 to 105 g/m2), Thick 1 (106 to 130 g/m2), Thick 2 (131 to 162 g/m2), Thin (52 to 65 g/m2), Letterhead

• If the document contains pages with different original sizes, page breaks may occur.

When Using the PCL 6 Printer Driver

1. Click the menu button of the application you are using, and then click [Print].

2. Select the printer you want to use.

3. Click [Preferences].

4. Click the [Frequently Used Settings] tab.

You can also click the [Detailed Settings] tab, and then click [2 Sided/Layout/Booklet] in the "Menu:" box.

5. Select the method for binding the output pages in the "2 sided:" list.

6. Change any other print settings if necessary.

7. Click [OK].

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

Types of Two-sided Printing

You can select which way the bound pages open by specifying which edge to bind.

Orientation Open to Left Open to Top

Portrait

Landscape

Combining Multiple Pages into Single Page

This section explains how to print multiple pages onto a single sheet. The combine printing function allows you to economize on paper by printing multiple sheets at reduced size onto a single sheet.

When Using the PCL 6 Printer Driver

1. Click the menu button of the application you are using, and then click [Print].

2. Select the printer you want to use.

3. Click [Preferences].

4. Click the [Frequently Used Settings] tab.

You can also click the [Detailed Settings] tab, and then click [2 Sided/Layout/Booklet] in the "Menu:" box.

5. Select the combination pattern in the "Layout:" list, and then specify the method for

combining pages in the "Page Order:" list.

To draw a border line around each page, select [Draw Frame Border] in [2 Sided/Layout/ Booklet] in the [Detailed Settings] tab.

6. Change any other print settings if necessary.

7. Click [OK].

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

Types of Combine Printing

This function allows you to print 2, 4, 6, 9, or 16 pages at reduced size onto a single sheet and to specify a page ordering pattern for the combination. When combining 4 or more pages onto a single sheet of paper, four patterns are available.

The following illustrations show example page ordering patterns for 2- and 4-page combinations.

2 Pages per Sheet

Orientation

Portrait

From Left to Right/Top to

Bottom

From Right to Left/Top to

Bottom

5. Print

Orientation

Landscape

4 Pages per Sheet

Right, then Down Down, then Right Left, then Down Down, then Left

From Left to Right/Top to

Bottom

From Right to Left/Top to

Bottom

Printing on Envelopes

Configure the paper settings appropriately using both the printer driver and the control panel.

Configuring Envelope Settings Using the Control Panel

1. Load envelopes in the paper tray.

About how to load envelopes, see Paper Specifications and Adding Paper for details.

2. Press [Home] ( ) at the bottom of the screen in the center.

3. Flick the screen to the left, and then press the [User Tools] icon ( ).

4. Press [Tray Paper Settings].

5. Press [Printer Bypass Paper Size].

6. Select the envelope size, and then press [OK].

7. Press [ Next].

8. Press [Paper Type Bypass Tray].

9. Press [Envelope] in the "Paper Type" area, and then select the appropriate item in the

"Paper Thickness" area.

10. Press [OK].

11. Press [User Tools] ( ) on the top right of the screen.

12. Press [Home] ( ) at the bottom of the screen in the center.

Printing on Envelopes Using the Printer Driver

When using the PCL 6 printer driver

1. Click the menu button of the application you are using, and then click [Print].

2. Select the printer you want to use.

3. Click [Preferences].

4. In the "Document Size:" list, select the envelope size.

5. In the "Input Tray:" list, select the [Bypass Tray].

6. In the "Paper Type:" list, select [Envelope].

7. Change any other print settings if necessary.

8. Click [OK].

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

5. Print

Saving and Printing Using the Document Server

The Document Server enables you to store documents on the machine's hard disk, and allows you to edit and print them as necessary.

• Do not cancel the file transfer process while the data is being sent to the Document Server. The process may not be canceled properly. If you accidentally cancel a print job, use the control panel of the machine to delete the transferred data. For details about how to delete documents that are stored in the Document Server, see "Deleting Stored Documents", Copy/ Document Server, or Web Image Monitor Help.

• Up to 3,000 files can be stored in the Document Server. New files cannot be stored when 3,000 files have already been stored. Even if less than 3,000 files are stored, new files cannot be stored when

• The number of pages in a document exceeds 1,000.

• The total number of stored pages in the machine and the sent data has reached 9,000 (It may be fewer depending on the print data).

• The hard disk is full.

You can send data created on a client computer to the Document Server.

Storing Documents in Document Server

• If the machine is not used as the Document Server, the maximum number of the documents that can be stored in the server may be less than the number described in the specification.

1. Click the menu button of the application you are using, and then click [Print].

2. Select the printer you want to use.

3. Click [Preferences].

4. In the "Job Type:" list, click [Document Server].

5. Click [Details...].

6. Enter a user ID, file name, password, and user name as required.

7. Specify the folder number to store the document in the "Folder Number" box.

When "0" is specified in the "Folder Number:" box, documents will be saved in the Shared folder.

8. If the folder is protected by a password, enter the password in the "Folder Password:"

box.

Ricoh MP 402SPF User Manual

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

Searching by What You Want to Do

Reducing my Costs

Using Scanned Files on the Computer

Registering Destinations

Operating the Machine More Effectively

What You Can Do with This Machine

Customizing the [Home] Screen

Making Copies Using Various Functions

Printing Data Using Various Functions

Utilizing Stored Document

Sending and Receiving Faxes without Paper

Sending and Receiving Faxes via the Internet

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

Using the Facsimile and the Scanner in a Network Environment

Embedding Text Information in Scanned Files

Preventing Information Leakage (Security Functions)

Centrally Controlling Scan Conditions and Distribution

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 shortcuts to the [Home] screen

Adding shortcuts to bookmarks on the [Home] screen

Adding shortcuts to programs to the [Home] screen

Adding widgets to the [Home] screen

How to Use Each Application

[Copy] Screen

[Fax] Screen

[Settings] screen

[Scanner] Screen

[Send Settings] screen

[Quick Copy] screen

[Quick Fax] screen

[Quick Scanner] screen

Keys that Appear on the Initial Settings Screen and Screens of Each Classic Application

[Printer (Classic)] Screen

[Document Server] Screen

Registering Functions in a Program

Turning On/Off the Power

Turning On the Main Power

Turning Off the Main Power

Logging In the Machine

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

Duplex Copying

Specifying the Original and Copy Orientation

Combined Copying

One-Sided Combine

Two-Sided Combine

Copying onto Envelopes

Sort

Sample Copy

Changing the Number of Sets

Storing Data in the Document Server

4. Fax

Basic Procedure for Transmissions (Memory Transmission)