Ricoh MP 6503, MP 9003, MP 7503 User Manual

User Guide

What You Can Do with This Machine

Getting Started

Copy

Fax

Print

Scan

Document Server

Web Image Monitor

Adding Paper and Toner

Troubleshooting

Information for This Machine

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

TABLE OF CONTENTS

How to Read the Manuals.................................................................................................................................6

Symbols Used in the Manuals.......................................................................................................................6

Model-Specific Information...............................................................................................................................7

Names of Major Features..................................................................................................................................8

1. What You Can Do with This Machine

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

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

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

You Can Connect Two Machines for Copying......................................................................................... 16

Sending and Receiving Faxes without Paper............................................................................................ 17

Sending and Receiving Faxes via the Internet...........................................................................................19

Sending and Receiving Faxes by Using the Machine without Fax Unit Installed...................................20

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

Embedding Text Information in Scanned Files...........................................................................................21

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

Centrally Controlling Scan Conditions and Distribution...........................................................................23

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

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

2. Getting Started

Guide to Names and Functions of Components............................................................................................27

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

Guide to the Names and Functions of the Machine's Control Panel...........................................................32

Changing the Display Language.................................................................................................................... 33

How to Use the [Home] Screen...................................................................................................................... 34

Possible Operations on the Standard Application Screen.......................................................................36

Adding Icons to the [Home] Screen...........................................................................................................37

1

How to Use Each Application.........................................................................................................................40

[Copy] Screen..............................................................................................................................................41

[Fax] Screen................................................................................................................................................. 43

[Scanner] Screen......................................................................................................................................... 48

Registering Functions in a Program.................................................................................................................53

Turning On/Off the Power..............................................................................................................................56

Turning on the Main Power.........................................................................................................................56

Turning Off the Main Power........................................................................................................................56

Logging In the Machine...................................................................................................................................58

When the Authentication Screen is Displayed.......................................................................................... 58

User Code Authentication Using the Control Panel.................................................................................. 58

Logging In Using the Control Panel............................................................................................................58

Logging Out Using the Control Panel.........................................................................................................59

Placing Originals..............................................................................................................................................60

Placing Originals on the Exposure Glass...................................................................................................60

Placing Originals in the Auto Document Feeder....................................................................................... 60

3. Copy

Basic Procedure................................................................................................................................................63

Auto Reduce / Enlarge....................................................................................................................................64

Duplex Copying............................................................................................................................................... 66

Specifying the Original and Copy Orientation.........................................................................................67

Combined Copying......................................................................................................................................... 69

One-Sided Combine................................................................................................................................... 70

Two-Sided Combine....................................................................................................................................71

Copying onto Custom Size Paper...................................................................................................................73

Sort.................................................................................................................................................................... 74

Changing the Number of Sets.................................................................................................................... 75

Storing Data in the Document Server............................................................................................................. 77

4. Fax

Basic Procedure for Transmissions (Memory Transmission)..........................................................................79

Registering a Fax Destination......................................................................................................................79

Deleting a Fax Destination.......................................................................................................................... 81

Transmitting while Checking Connection to Destination (Immediate Transmission)................................... 82

2

Canceling a Transmission................................................................................................................................83

Canceling a Transmission Before the Original Is Scanned...................................................................... 83

Canceling a Transmission While the Original Is Being Scanned.............................................................83

Canceling a Transmission After the Original Is Scanned......................................................................... 83

Storing a Document......................................................................................................................................... 85

Sending Stored Documents.........................................................................................................................86

Printing the Journal Manually..........................................................................................................................88

5. Print

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

Displaying the Printer Driver Properties.......................................................................................................... 90

Standard Printing..............................................................................................................................................91

When Using the PCL 6 Printer Driver..........................................................................................................91

Printing on Both Sides of Sheets......................................................................................................................92

When Using the PCL 6 Printer Driver..........................................................................................................92

Types of Two-sided Printing........................................................................................................................ 92

Combining Multiple Pages into Single Page..................................................................................................93

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

Types of Combine Printing.......................................................................................................................... 93

Saving and Printing Using the Document Server........................................................................................... 95

Storing Documents in Document Server.....................................................................................................95

Managing Documents Stored in Document Server...................................................................................96

Using the Quick Print Release Function.......................................................................................................... 97

Using the Print/Scan(Memory Storage Device) Function............................................................................ 98

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................................................................................................................. 110

3

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

Basic Procedure for Storing Scan Files........................................................................................................ 111

Checking a Stored File Selected from the List......................................................................................... 112

Specifying the File Type................................................................................................................................ 113

Specifying Scan Settings...............................................................................................................................114

7. Document Server

Storing Data................................................................................................................................................... 115

Printing Stored Documents............................................................................................................................ 117

8. Web Image Monitor

Displaying Top Page..................................................................................................................................... 119

9. Adding Paper and Toner

Loading Paper................................................................................................................................................121

Precautions for Loading Paper................................................................................................................. 121

Loading Paper into Tray 1........................................................................................................................ 121

Loading Paper into the A3/11 × 17 Tray Unit.......................................................................................123

Loading Paper into Trays 2 and 3........................................................................................................... 124

Loading Paper into the Bypass Tray........................................................................................................ 125

Printing from the Bypass Tray Using the Printer Function........................................................................127

Loading Paper into the Large Capacity Tray.......................................................................................... 130

Loading Orientation-fixed Paper or Two-sided Paper...........................................................................131

Recommended Paper....................................................................................................................................134

Recommended Paper Sizes and Types................................................................................................... 134

Adding Toner................................................................................................................................................. 146

Sending Faxes or Scanned Documents When Toner Has Run Out...................................................... 148

Disposing of Used Toner...........................................................................................................................148

10. Troubleshooting

When a Status Icon Is Displayed..................................................................................................................149

When the Indicator Lamp for [Check Status] Is Lit or Flashing...................................................................151

When the Machine Makes a Beeping Sound.............................................................................................153

When You Have Problems Operating the Machine...................................................................................154

When Multiple Functions Cannot Be Executed Simultaneously............................................................ 159

Messages Displayed When You Use the Copy/Document Server Function...........................................160

When Using the Connect Copy Function................................................................................................162

4

Messages Displayed When You Use the Facsimile Function.....................................................................165

When Network Setting Problems Occur................................................................................................. 166

When the Remote Fax Function Cannot Be Used...................................................................................172

Messages Displayed When You Use the Printer Function..........................................................................175

Messages Displayed on the Control Panel When You Use the Printer Function..................................175

Messages Printed on the Error Logs or Reports When You Use the Printer Function...........................177

Messages Displayed When You Use the Scanner Function...................................................................... 189

Messages Displayed on the Control Panel When You Use the Scanner Function.............................. 189

Messages Displayed on the Client Computer.........................................................................................199

When Other Messages Appear...................................................................................................................206

When There Is a Problem Scanning or Storing Originals......................................................................207

When the Address Book Is Updated....................................................................................................... 208

When Data Cannot Be Sent Due to a Problem with the Destination.....................................................209

When the Machine Cannot Be Operated Due to a Problem with the User Certificate.......................209

When Problems Occur While Logging In............................................................................................... 211

When the User Lacks Privileges to Perform an Operation..................................................................... 211

When the LDAP Server Cannot Be Used.................................................................................................212

11. Information for This Machine

Information on Environmental Regulations.................................................................................................. 213

ENERGY STAR Program........................................................................................................................... 213

Energy Saving Functions...........................................................................................................................213

User Information on Electrical and Electronic Equipment (mainly Europe)...................... 216

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

.................................................................................................................................................................... 217

Environmental Advice for Users (mainly Europe)............................................................... 217

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

.................................................................................................................................................................... 218

INDEX...........................................................................................................................................................219

5

How to Read the Manuals

Symbols Used in the Manuals

This manual uses the following symbols:

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

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

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

[ ]

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

(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".

6

Model-Specific Information

DPZ041

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 -67, -29, -25

• 220–240 V

(mainly North America)

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

• CODE XXXX -57

• 120–127 V (Type 1/Type 2)

• 208–240 V (Type 3)

• 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 -67" 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.

7

Names of Major Features

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

• Auto Document Feeder ADF

• Large Capacity Tray LCT

8

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.

9

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.

10

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.

11

BQX139S

1. What You Can Do with This Machine

Operating the Machine More Effectively

Registering and using frequently-used settings (Program)

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

Registering frequently-used settings as initial settings (Program as Defaults)

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

Registering frequently-used printing settings to the printer driver

See "Using One Click Presets", Print.

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

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

Adding shortcuts to frequently used programs or Web pages

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

Changing the order of the function and shortcut icons

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

12

DLV122

What You Can Do with This Machine

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

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

13

CJQ601

1. What You Can Do with This Machine

Making Copies Using Various Functions

• You can print stamps on copies. Stamps can include background numbers, scanned images, dates,
page numbers, and texts.

See "Stamps", Copy/ Document Server.

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

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

• Copier functions such as Duplex, Combine, Booklet, and Magazine 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.

For details about the booklet and magazine functions, see "Booklet/Magazine", Copy/

Document Server.

• You can copy onto various types of paper such as OHP transparencies.

See "Copying onto Various Types of Paper", Copy/ Document Server.

• The finisher allows you to sort, staple, and punch holes in your copies.

See "Finishing", Copy/ Document Server.

14

Printing Data Using Various Functions

CJQ614

• 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.

• The finisher allows you to collate, staple, and punch holes in your prints.

For details about stapling, see "Staple", Print.

For details about punching, see "Punch", 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).

15

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.

You Can Connect Two Machines for Copying

You can connect two machines together with copy connector. When you set up a copy job on one
machine (the main machine), data is transferred to the other (the sub-machine) so that copies can be
made on both machines simultaneously (Connect Copy).

16

CJQ101

CJQ604

What You Can Do with This Machine

• You can complete large volume copy runs in shorter time.

• Even if one machine runs out of paper, or stops because of a paper jam, the other machine can still
continue to finish the job.

• See "Connect Copying", Copy/ Document Server.

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.

17

CJQ605

1. 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).

18

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

• You can also check the sent image data.

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

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

Sending and Receiving Faxes via the Internet

[email protected]

xxx.xxx.xxx.xxx

[email protected]

xxx.xxx.xxx.xxx

[email protected]

xxx.xxx.xxx.xxx

[email protected]

xxx.xxx.xxx.xxx

CJQ606

E-mail Transmission and Reception

What You Can Do with This Machine

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

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

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

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

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

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

IP-Fax

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

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

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

• This machine can receive documents sent via Internet Fax (IP-Fax Reception).

See "Types of Reception", Fax.

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

19

CJQ612

1. What You Can Do with This Machine

• 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).

20

• 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

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.

21

CUL003

CJQ608

1. 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.

22

A

A

CUL004

[email protected]

600 dpi

[email protected]
600 dpi

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.

23

CJQ609

CUM003

1. 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.

24

What You Can Do with This Machine

• Using the copier function or printer driver, you can embed a pattern in the printed document. If the
document is copied on a machine with the Copy Data Security function enabled, 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 with the Copy Data Security function
enabled, the machine beeps to notify users that unauthorized copying is being attempted.
If the document is copied on a machine with the Copy Data Security function disabled, the hidden
text becomes visible in the copy, indicating 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 Security Guide.

• For details, see the printer driver Help.

• 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.

25

1. What You Can Do with This Machine

26

2. Getting Started

DQA001

1

2

3

4

5

6

7

8

This chapter describes how to start using this machine.

Guide to Names and Functions of Components

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

Front and left view

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. Exposure glass

Place originals face down here. For details, see page 60 "Placing Originals on the Exposure Glass".

3. Copy tray

Copied/printed paper and fax messages are delivered here.

4. Human detection sensor

The human detection sensor is on the left side of the machine. For details, see "Human Detection Sensor",
Getting Started.

27

DQA002

2

3

4

5

1

2. Getting Started

5. Main power switch

To operate the machine, the main power switch must be on. If it is off, open the main power switch's cover and
turn the switch on.

6. Control panel

See page 32 "Guide to the Names and Functions of the Machine's Control Panel".

7. Front cover

Open to access the inside of the machine.

8. Paper trays (trays 1–3)

Load paper here.
Tray 1 is a tandem tray where paper on the left side automatically moves to the right when paper there has

run out.

Front and right view

28

1. ADF's extender

Pull this extender to support large paper.

DQA003

1

Guide to Names and Functions of Components

2. Ventilation holes

Prevent overheating.

3. Paper guides

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

4. Bypass tray

Use to copy or print on OHP transparencies, adhesive labels, and paper that cannot be loaded in the paper
trays. For details, see page 125 "Loading Paper into the Bypass Tray".

5. Extender

Pull this extender out when loading paper in the bypass tray.

Rear and left view

1. Ventilation holes

Prevent overheating.

29

DQA004

1

2

9

3

45

78

10

12

14

13

11

6

2. Getting Started

Guide to Functions of the Machine's Options

Check which type of machine you have. See Read This First.

1. Finisher SR4120

Sorts, stacks, and staples multiple sheets of paper. Consists of the following paper trays:

• Finisher upper tray

• Finisher shift tray

2. Interposer (Finisher SR4120, Booklet Finisher SR4130)

Inserts cover or slip sheets into copied or printed paper.

3. Multi-Folding unit

The Multi-Folding unit can apply the following folds: Half Fold, Letter Fold-out, Letter Fold-in, Double Parallel
Fold, Gate Fold, and Z-fold.

To use the Multi-Folding Unit, the Finisher SR4120, the Booklet Finisher SR4130 or the Finisher SR4080 is
required.

4. Extension unit

Attached to the LCT and holds 2,500 sheets of B4 JIS , A4 , 81/2 × 14 , or 81/2 × 11 paper.

5. Large capacity tray (LCT)

Paper is loaded here.

6. Copy connector

Allows you to use the connect copy function.

30

Guide to Functions of the Machine's Options

7. A3/11 × 17 tray unit

You can load paper sizes up to A3 or 11 × 17 in Tray 1 using this unit. If you install the A3/11 × 17 tray
unit on your machine, you cannot use it as a tandem tray.

8. Copy tray

If you select this as the output tray, copied/printed paper and fax messages are delivered here face down.

9. Interposer (Finisher SR4080)

Inserts cover or slip sheets into copied or printed paper.

10. Finisher SR4080

Sorts, stacks, and staples multiple sheets of paper. Consists of the following paper trays:

• Finisher upper tray

• Finisher shift tray

11. Output jogger (Finisher SR4080)

Jogs the sheets delivered to the finisher shift tray.

12. Booklet Finisher SR4130

Sorts, stacks, staples, and punches multiple sheets of paper. The saddle stitch function can staple multiple
sheets of paper in the center and fold them into booklets. Consists of the following paper trays:

• Finisher upper tray

• Finisher shift tray

• Finisher booklet tray

13. Output jogger (Finisher SR4120, Booklet Finisher SR4130)

Jogs the sheets delivered to the finisher shift tray.

14. Mailbox

Sorts printed paper. Consists of Mailbox output trays 1 - 9.

31

DPZ005

21

4

5

6

6

7

3

2. Getting Started

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 34 "How to Use the [Home] Screen" and page 40 "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 Low Power 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.

32

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 [Change Language].

3. Select the language you want to display.

4. Press [OK].

Changing the Display Language

33

DQA161

5

6

12

1 3 4

7891011

2

2. Getting Started

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. Maximum force
allowable is approx. 30N (approx. 3 kgf). (N = Newton, kgf = Kilogram force. 1 kgf = 9.8N.)

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 58 "Logging In the Machine".

4. [Energy Saver]

Press to switch to Low Power mode or Sleep mode.
For details about the modes, see "Saving Energy", Getting Started.

34

How to Use the [Home] Screen

5. Application list icon

Press to display the application list. You can create shortcuts to the applications on the [Home] screen.
To use an application displayed in the [Widgets] 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.

7. [Stop]

Press to stop a job in progress, such as copying, scanning, 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 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 scanner function

• When accessing the following screens:

• Machine Features

35

DNE103

DNE104

2. Getting Started

• Counter

• Inquiry

• Address Book Management

• Tray Paper Settings

• Current Job / Job History

• During interrupt copying

• 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.

Possible Operations on the Standard Application Screen

• Pinch-in

Place your thumb and forefinger on the screen, and then pinch the fingers together to zoom out the
screen. Double-tapping can also be effective for this operation.

36

• Pinch-out

Place your thumb and forefinger on the screen, and then spread the fingers apart to zoom in the
screen. Double-tapping can also be effective for this operation.

• Flick

Flick your finger to the right or left on the screen to switch between screens.

DNE102

DNE101

DNE111

How to Use the [Home] Screen

• Long tap

Place your finger on the screen and hold it there until the next screen appears. You can display the
menu screen of the application you are using.

• Drag

Slide your finger while pressing the screen. You can move an icon to where you want to place it on
the screen.

Adding Icons to the [Home] Screen

Adding shortcuts to the [Home] screen

You can add shortcuts to the machine's functions.

37

2. Getting Started

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)] 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)] 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 [Copier (Classic)] or the other 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.

1. Press [Home] (

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.

) at the bottom of the screen in the center.

Adding shortcuts to programs to the [Home] screen

You can add shortcuts to programs registered on Copier, Facsimile, Scanner mode, or quick
applications.

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

38

How to Use the [Home] Screen

2. When you are using the standard applications or quick applications, press [Menu] ( ) at

the bottom of the screen in the center. When you are using the Classic Applications, press
[Recall/Program/Change Program] on the bottom left of the screen.

3. Register a program.

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

5. Press .

6. Press the [Program] tab.

7. To display a program registered to the standard applications or quick applications, hold

down the application icon. To display a program registered to the [Copier (Classic)] or
[Scanner (Classic)], hold down the [Classic Applications] icon.

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

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

9. Select the program you want to add from the list.

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.

39

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.

Three kinds of screens ("Standard Application Screen", "Classic Application Screen", and "Quick
Application Screen") can be used by each function.

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, page 36 "Possible Operations on the
Standard Application Screen". For details about how to use the screen, see page 41 "[Copy]
Screen", page 43 "[Fax] Screen", and page 48 "[Scanner] Screen".

Classic Application Screen

You can select advanced functions and detailed settings according to the functions and settings you
use frequently. For details about how to use this screen, see" How to Use Each Application",
Getting Started. For details about keys that appear on the screen of each Classic Application, see
"Keys that Appear on the Initial Settings Screen and Screens of Each Classic Application", Getting
Started.

Quick Application Screen

You can easily set the basic operations such as duplex copying, sending scanned documents by e­mail, or other operations. For details about how to use this screen, see "How to Use Each
Application", Getting Started.

Functions usable on each screen

Screen Functions usable

Standard Application Screen • Copier

• Fax

• Scanner

Classic Application Screen • Copier

• Fax

• Scanner

• Printer

• Document Server

Quick Application Screen • Copier

• Fax

40

• Scanner

DQA114

6

13

2 4

5

How to Use Each Application

• [Copier (Classic)] icon, [Fax (Classic)] icon, [Scanner (Classic)] icon, and [Printer (Classic)] icon
are displayed in the Application list. For details about how to register them to the [Home] screen,
see page 37 "Adding Icons to the [Home] Screen".

[Copy] Screen

You can switch the two screens described in this section by flicking the screen up or down.

No. Icon Description

1

2

3

4

5

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.

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.

41

DTC115

10

11

7

8

12 13 14

9

2. Getting Started

No. Icon Description

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

6

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

No. Icon Description

You can sort copies as a set in sequential order and stack copies of each

7

page in a multi-page original.

You can staple each set of copies together.

8

You can punch each set of copies together.

9

The fold type can be specified.

10

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

11

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

12

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

42

No. Icon Description

DLV048

531 4

14

6

8

2

1112

13

7

9

10

You can find other settings.

13

You can select an original type that is suitable for your originals.

14

[Fax] Screen

How to Use Each Application

No. Icon Description

1

You can switch between items in type of
transmission.

The specified destination is shown here.

By tapping the destination, you can register it to

2

the Address Book or remove it from the
destinations.

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

43

2. Getting Started

No. Icon Description

You can perform the following operations
related to Fax Reception:

• Check Stored Reception Files

• Operate Personal Box

3

• Print ID Required Print Files

• Manual Reception

• Print Memory Lock

• Check Reception File Settings

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.

4

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

5

• Check Transmission Results

• Check Reception Results

• Print Journals

6 Press to clear your current settings.

7

8

Press to display the preview screen after
scanning originals.

You can check the settings in Settings.

44

DQA117

1 2 3

4 5 6

How to Use Each Application

No. Icon Description

9

10

11

12

Press to open the settings screen. For details, see
page 45 "[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.

13 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

14

• 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 the three screens described in this section by flicking the screen up or down.

45

DQA118

11

10

7 8 9

2. Getting Started

No. Icon Description

You can switch to immediate transmission mode.

1

Unless immediate transmission is selected,
memory transmission mode is selected by
default.

2

3

You can select an original type that is suitable for
your originals.

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

Press to specify the density to scan the original.

4

You can also specify the density by touching the

icon and dragging it right or left.

5

6

Press to select the scanning size of the original.

Press to select the sides of the original

No. Icon Description

7

8

9

10 Specify the Internet Fax/E-Mail subject

46

Press to select the orientation of the original.

Press to specify the sender.

Page Separation and Length Reduction

DQA119

15

1716 18

12 13 14

How to Use Each Application

No. Icon Description

11 Specify the Internet Fax/E-Mail Text

No. Icon Description

You can specify settings to automatically send

12

files directly or via F-code confidential
communication at a specified time.

You can select a standard message to be

13

printed.

You can send files over a closed network.

14

15 Requesting Reception Confirmation

16

17

Specifying Internet Fax/E-Mail Destinations as
BCC Addresses

You can receive a transmission notification by e­mail

Once memory transmission is complete, you can

18

have the result printed.

47

DLV053

1 43

13

5

7

2

1011

12

6

8

9

2. Getting Started

[Scanner] Screen

No. Icon Description

Displays the type of scanner destination.

1

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

2

3

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

48

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

4

• Check sent jobs

• Check error descriptions

• Cancel transmission of a document in standby

• Print a list of transmission results

5 Press to clear your current settings.

6

Press to display the preview screen after scanning
originals.

7 You can check the settings in Send Settings.

8

9

10

Press to open the send settings screen. For details,
see page 50 "[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

11

folder destination, enter the password or protection
code on the screen displayed after tapping the
folder destination.

12 The sections of the Address Book.

Press to add a destination.

Destinations can be added as follows:

• Input destinations manually

13

• 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

49

DLV054

1 2 3

4 5 6

DQA140

7 8 9

10

11

2. Getting Started

[Send Settings] screen

You can switch the four screens described in this section by flicking the screen up or down.

No. Icon Description

1

2

3

4

5

6

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

Press to select a file type.

Press to select the resolution to scan the original.

Press to select the sides of the original to scan, such
as one side or both sides.

Press to select the scanning size of the original.

Press to specify a file name.

50

No. Icon Description

DQA141

12 13 14

15 16 17

Press to specify the density to scan the original.

7

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

How to Use Each Application

8

9

Press to select the orientation of the original.

Press to specify the sender.

10 Press to enter the subject of the e-mail.

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

No. Icon Description

12

13

14

15

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 multi-page originals in the ADF.

51

DQA142

18 19

2. Getting Started

No. Icon Description

Press to scan a large number of originals in several

16

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

17

specified number of pages each, and then send the
documents.

52

No. Icon Description

To switch the scan setting for additional originals to
[1 Sided Original] after scanning one side of the
last page of a batch of two-sided originals using

18

the exposure glass, press [Change Setting], and
then press [1 Sided Original].

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

19

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

Registering Functions in a Program

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:

Density, Reduce/Enlarge, Quantity, Paper Tray, 2 Sided, Combine, Sort, Stack, Staple,
Punch, Fold, Original Size, Original Type, Batch, Other Settings

• Fax:

Destination, Preview, Settings

• Scanner:

Destination, Preview, Send Settings

Quick Applications

• Quick Copy:

Density, Paper Tray, Quantity, Reduce/Enlarge, 2 Sided, Combine, Staple, Punch, 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.

53

2. Getting Started

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

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 [Prev. Screen]

When using the quick application, press [Previous Scr.].

8. Press [OK].

9. 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.

10. 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.

54

Registering Functions in a Program

• 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.

• When you are using the Classic Applications, program numbers with next to them indicate that
the programs have been registered.

• Programs can be registered to the [Home] screen, and can be recalled easily. For details, see
page 37 "Adding Icons to the [Home] Screen". Shortcuts to programs stored in Document Server
mode cannot be registered to the [Home] screen.

55

DPZ010

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 left side of the machine. When this switch is turned on, the main power
turns on and the main power indicator on the right side of the control panel lights up. When this switch is
turned off, the main power turns off and the main power indicator on the right side of the control panel
goes out. When this is done, machine power is off. When the fax unit is installed, 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. Open the main power switch cover, and 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.

• 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.

56

Turning On/Off the Power

1. Open the main power switch cover, and 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.

57

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.

58

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.

59

1

1

DPZ017

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.

Be sure to lift the ADF by more than 30 degrees. Otherwise, the size of the original might not be
detected correctly.

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 block the sensor or load the original untidily. Doing so may cause the machine to detect
the size of the original incorrectly or 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.

60

1

DCG008

2

1. Sensors

DPZ012

1

2. Original guide

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.

Placing Originals

1. Limit mark

61

2. Getting Started

62

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 page 60 "Placing Originals on the Exposure
Glass".

About placing the original in the ADF, see page 60 "Placing Originals in the Auto Document Feeder".

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

When Using the Copy Application

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

63

CKN008

3. Copy

Auto Reduce / Enlarge

The machine automatically detects the original size and then selects an appropriate reproduction ratio
based on the paper size you select.

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

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

If the orientation in which your original is placed is different from that of the paper you are copying onto,
the machine rotates the original image by 90 degrees and fits it on the copy paper (Rotate Copy). For
example, to reduce A3 (11 × 17) originals to fit onto A4 (81/2 × 11) paper, select a paper tray
containing A4 (81/2 × 11) paper, and then press [Auto Reduce / Enlarge]. The image is
automatically rotated. For details about Rotate Copy, see "Rotate Copy", Copy/ Document Server.

The original sizes and orientations you can use with this function are as follows:

(mainly Europe and Asia)

Original location Original size and orientation

Exposure glass A3 , B4 JIS , A4 , B5 JIS , A5 , 81/2 × 13

ADF A3 , B4 JIS , A4 , B5 JIS , A5 , B6 JIS , 11

× 17 , 81/2 × 11 , 81/2 × 13

(mainly North America)

Original location Original size and orientation

Exposure glass 11 × 17 , 81/2 × 14*1, 81/2 × 132/

, 51/2 × 81/

2

*1

5

, 81/2 × 11

64

Original location Original size and orientation

Auto Reduce / Enlarge

ADF 11 × 17 , 81/2 × 14*1, 81/2 ×132/

, 51/2 × 81/

, 10 × 14 , 71/4 × 101/2, A3

2

, A4

You can switch the initial setting to determine whether the machine detects either 81/2 × 14 or 81/

*1

×132/5.

When Using the Copy Application

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

*1

5

, 81/2 × 11

2

65

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.

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 ( or

).

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

66

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 41 "[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

67

3. Copy

When Using the Copy Application

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

68

CKN015

CKN016

Combined Copying

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

69

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

70

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 41 "[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.

71

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 41 "[Copy] Screen".

72

Copying onto Custom Size Paper

Copying onto Custom Size Paper

Paper that has a horizontal length of 139.7–600.0 mm (5.50–23.62 inches) and a vertical length of

100.0–305.0 mm (3.94–12.00 inches) can be fed in from the bypass tray.

When Using the Copy Application

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

73

CKN018

CKN019

3. Copy

Sort

The machine assembles copies as sets in sequential order.

Depending on your model and which options are installed on it, some of these functions might not be
available. For details, see "Functions Requiring Optional Configurations", Getting Started.

• You cannot use the bypass tray with Rotate Sort.

Sort/Shift Sort

Copies are assembled as sets in sequential order.

To use Shift Sort, a finisher is required. Each time the copies of one set or a job are delivered, the
next copy is shifted to separate each set or job.

Rotate Sort

Every other copy set is rotated by 90 degrees ( ) and delivered to the copy tray.

To use the Rotate Sort function, two paper trays loaded with paper of the same size and type, but in
different orientation ( ), are required. For details, see "Tray Paper Settings", Connecting the
Machine/ System Settings.

74

When Using the Copy Application

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

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.

When Using the Copy Application

Sort

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

Procedure for changing the number of sets (classic)

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

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

75

3. Copy

3. Press [Continue].

Copying starts again.

76

Storing Data in the Document Server

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 115 "Storing Data".

1. Press [Store File].

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

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

4. Press [OK].

5. Place the originals.

6. Make the scanning settings for the original.

7. 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.

77

3. Copy

78

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.

When Using the Fax Application

About how to use the application's screen, see page 43 "[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. Press [New Program].

5. Press [Change] under "Name".

The name entry display appears.

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

79

4. Fax

7. Press [ Next].

8. Press the key for the classification you want to use under "Select Title".

The keys you can select are as follows:

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

• [AB], [CD], [EF], [GH], [IJK], [LMN], [OPQ], [RST], [UVW], [XYZ], [1] to [10]: Added to the
list of items in the selected title.

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

9. Press [Fax Dest.].

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

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

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

13. Press [OK].

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

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

80

Basic Procedure for Transmissions (Memory Transmission)

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] ( ) 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. 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".

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.

81

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 43 "[Fax] Screen".

82

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 43 "[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 83 "Canceling a Transmission After the
Original Is Scanned".

When Using the Fax Application

About how to use the application's screen, see page 43 "[Fax] Screen".

Canceling a Transmission After the Original Is Scanned

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

83

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 43 "[Fax] Screen".

84

Storing a Document

Storing a Document

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

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

User Name

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

File Name

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

Password

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

You can also change the file information after storing files.

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

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

For details about the setting, see "Setting the Original Orientation", Fax.

2. Press [Store File].

3. Select [Send & Store] or [Store Only].

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

Select [Store Only] to store documents.

85

4. Fax

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

• User Name

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

• File Name

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

• Password

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

5. Press [OK].

6. If you have selected [Send & Store], specify the receiver.

7. Press [Start].

Sending Stored Documents

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

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

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

You cannot use the following transmission methods:

• Immediate Transmission

• Parallel Memory Transmission

• On Hook Dial

• Manual Dial

86

1. Press [Select Stored File].

2. Select the documents to be sent.

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

• Press [User Name] to place the documents in order by programmed user name.

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

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

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

Storing a Document

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

Press the Thumbnails key to switch the screen to thumbnail display.

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

and then press [OK].

4. When you want to add your originals to stored documents and send them all at once,

press [Original ]

When [Original ]

[ Stored File] or [Stored file ] [ Original].

[ Stored File] is pressed, the machine sends the originals, and then stored files.

When [Stored file ] [ Original] is pressed, the machine sends the stored files, and then originals.

5. Press [OK].

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

settings you require.

7. Specify the destination, and then press [Start].

87

4. Fax

Printing the Journal Manually

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

All

Prints the results of communications in the order made.

Print per File No.

Prints only the results of communications specified by file number.

Print per User

Prints the results of communications by individual senders.

When Using the Fax Application

About how to use the application's screen, see page 43 "[Fax] Screen".

88

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.

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

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

1. Click [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. Configure the user code, default printer, and shared printer as necessary.

7. Click [Continue].

The installation starts.

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.

89

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].

90

Standard Printing

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.

91

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 (52–81 g/m2), Recycled, Special, Middle Thick (82–103 g/m2), Thick 1 (104–169
g/m2), Thick 2 (170–216 g/m2), Thick 3 (217–256 g/m2), Translucent, Color 1, Color 2,
Letterhead, Preprinted, Prepunched, Bond

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.

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

92

Combining Multiple Pages into Single Page

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. Select 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 the [Draw Frame Border] check box 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

93

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

94

Saving and Printing Using the Document Server

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 3,000.

• The total number of stored pages in the machine and the sent data has reached 10,000 (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.

95

5. Print

9. Click [OK].

10. Change any other print settings if necessary.

11. Click [OK].

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

• You can print the documents stored in the Document Server using the control panel. For details, see
page 117 "Printing Stored Documents".

Managing Documents Stored in Document Server

You can view or delete the documents stored in the machine's Document Server using Web Image
Monitor from a client computer connected to the network.

96

Using the Quick Print Release Function

Using the Quick Print Release Function

The quick applications that are installed on this machine allow you to operate some of the printer
functions from a single screen. Using the Quick Print Release function, you can view the list of documents
that are stored on the machine. From the list, any documents can be selected and printed. The print
settings of the document and the date and time to send the document can be changed as well.

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

2. Press the [Quick Print Release] icon.

3. Select the user as required.

4. If necessary, enter the password for the documents.

The list of both the documents that have not password specified, and that matches the entered
password is displayed.

5. Select documents.

More than one document can be selected at one time.

You can perform the following operations on the selected documents:

• Delete

Deletes the selected documents.

• Preview

Shows the preview image of the first page of the document.

• Change Setg

Configures the print settings of the document.

• File Managmnt

Specifies the date and time to send the document, and the password.

The file information cannot be modified when more than one document is selected.

6. Press [Print].

97

5. Print

Using the Print/Scan(Memory Storage Device) Function

The Print/Scan(Memory Storage Device) function allows you to read and print files that are stored on a
memory storage device such as an SD card or USB flash memory device. Also, you can save the
scanned data on a memory storage device.

The files in the following formats can be printed using the Print/Scan(Memory Storage Device) function:
JPEG, TIFF, and PDF. The scanned data can be saved in JPEG, TIFF, or PDF format.

Printing a file in a memory storage device

1. Press [Home] (

2. Press the [Print/Scan(Memory Storage Device)] icon.

3. Press [Media Print].

4. Insert a memory storage device in the media slot.

5. Press [USB] or [SD Card], depending on the type of the storage device.

6. Select the document to print.

You can perform the following operations on the selected document:

• Preview

Shows the preview image of the first page of the document.

• Selected

Displays the list of the selected documents.

) at the bottom of the screen in the center.

7. If necessary, press [Print Settings] to change the settings such as the number of copies

or duplex printing.

8. Press [Start].

Saving the scanned data in a memory storage device

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

2. Press the [Print/Scan(Memory Storage Device)] icon.

3. Press [Scan to Media].

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