Ricoh MP C401SP User Guide

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

For information not found in paper manuals, see the online manuals available on our web site (http://www.ricoh.com/downloads/).

Information for This Machine

Troubleshooting

Adding Paper and Toner

Web Image Monitor

Document Server

Scan

Fax

Copy

Getting Started

What You Can Do with This Machine

User Guide

How to Read the Manuals.................................................................................................................................7

Symbols Used in the Manuals.......................................................................................................................7

Model-Specific Information............................................................................................................................... 8

Names of Major Features..................................................................................................................................9

1. What You Can Do with This Machine

Searching by What You Want to Do............................................................................................................. 11

Reducing my Costs.......................................................................................................................................11

Using Scanned Files on the Computer....................................................................................................... 12

Registering Destinations...............................................................................................................................13

Operating the Machine More Effectively.................................................................................................. 14

What You Can Do with This Machine............................................................................................................15

Customizing the [Home] Screen.................................................................................................................15

Making Copies Using Various Functions................................................................................................... 16

Printing Data Using Various Functions........................................................................................................17

Utilizing Stored Documents.........................................................................................................................17

Sending and Receiving Faxes without Paper............................................................................................ 18

Sending and Receiving Faxes via the Internet...........................................................................................20

Sending and Receiving Faxes by Using the Machine without Fax Unit Installed...................................21

Using the Facsimile and the Scanner in a Network Environment.............................................................22

Embedding Text Information in Scanned Files...........................................................................................22

Preventing Information Leakage (Security Functions)............................................................................... 23

Centrally Controlling Scan Conditions and Distribution...........................................................................24

Monitoring and Setting the Machine Using a Computer......................................................................... 24

Preventing Unauthorized Copying............................................................................................................. 25

2. Getting Started

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

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

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

Guide to the Names and Functions of the Machine's Control Panel (When Using the Standard

Operation Panel)..............................................................................................................................................31

Guide to the Names and Functions of the Machine's Control Panel (When Using the Smart Operation

Panel)................................................................................................................................................................ 34

Changing the Display Language.................................................................................................................... 36

Changing the Display Language (When Using the Smart Operation Panel)......................................... 36

How to Use the [Home] Screen (When Using the Standard Operation Panel)......................................... 37

Adding Icons to the [Home] Screen (When Using the Standard Operation Panel).............................. 38

How to Use the [Home] Screen (When Using the Smart Operation Panel)............................................... 42

Adding Icons to the [Home] Screen (When Using the Smart Operation Panel).................................... 43

Registering Functions in a Program.................................................................................................................47

Example of Programs...................................................................................................................................50

Turning On/Off the Power..............................................................................................................................53

Turning On the Main Power........................................................................................................................53

Turning Off the Main Power........................................................................................................................53

Logging In the Machine...................................................................................................................................54

When the Authentication Screen is Displayed.......................................................................................... 54

User Code Authentication Using the Control Panel.................................................................................. 54

Logging In Using the Control Panel (When Using the Standard Operation Panel)............................... 54

Logging In Using the Control Panel (When Using the Smart Operation Panel)..................................... 55

Logging Out Using the Control Panel (When Using the Standard Operation Panel)............................56

Logging Out Using the Control Panel (When Using the Smart Operation Panel)..................................56

Placing Originals..............................................................................................................................................57

Placing Originals on the Exposure Glass...................................................................................................57

Placing Originals in the Auto Document Feeder....................................................................................... 57

3. Copy

Basic Procedure................................................................................................................................................59

Auto Reduce / Enlarge....................................................................................................................................61

Duplex Copying............................................................................................................................................... 63

Specifying the Original and Copy Orientation.........................................................................................65

Combined Copying......................................................................................................................................... 67

One-Sided Combine................................................................................................................................... 68

Two-Sided Combine....................................................................................................................................70

Copying onto Custom Size Paper from the Bypass Tray.............................................................................. 73

Copying onto Envelopes................................................................................................................................. 74

Copying onto Envelopes from the Bypass Tray.........................................................................................74

Copying onto Envelopes from the Paper Tray...........................................................................................75

Sort.................................................................................................................................................................... 76

Changing the Number of Sets.................................................................................................................... 77

Storing Data in the Document Server............................................................................................................. 78

4. Fax

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

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

Registering a Fax Destination......................................................................................................................82

Deleting a Fax Destination.......................................................................................................................... 83

Transmitting while Checking Connection to Destination (Immediate Transmission)................................... 85

Sending Originals Using the Exposure Glass (Immediate Transmission)................................................86

Canceling a Transmission................................................................................................................................88

Canceling a Transmission Before the Original Is Scanned...................................................................... 88

Canceling a Transmission While the Original Is Being Scanned.............................................................88

Canceling a Transmission After the Original Is Scanned......................................................................... 89

Storing a Document......................................................................................................................................... 91

Sending Stored Documents.........................................................................................................................92

Printing the Journal Manually..........................................................................................................................94

5. Print

Quick Install...................................................................................................................................................... 95

Displaying the Printer Driver Properties.......................................................................................................... 96

Standard Printing..............................................................................................................................................97

When Using the PCL 6 Printer Driver..........................................................................................................97

Printing on Both Sides of Sheets......................................................................................................................98

When Using the PCL 6 Printer Driver..........................................................................................................98

Types of 2 Sided Printing.............................................................................................................................98

Combining Multiple Pages into Single Page..................................................................................................99

When Using the PCL 6 Printer Driver..........................................................................................................99

Types of Combine Printing.......................................................................................................................... 99

Printing on Envelopes.................................................................................................................................... 101

Configuring Envelope Settings Using the Control Panel........................................................................ 101

Printing on Envelopes Using the Printer Driver........................................................................................ 102

Saving and Printing Using the Document Server.........................................................................................103

Storing Documents in Document Server.................................................................................................. 103

Managing Documents Stored in Document Server................................................................................ 104

6. Scan

Basic Procedure When Using Scan to Folder............................................................................................. 105

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

.................................................................................................................................................................... 106

Registering an SMB Folder.......................................................................................................................108

Deleting an SMB Registered Folder.........................................................................................................112

Entering the Path to the Destination Manually........................................................................................ 113

Basic Procedure for Sending Scan Files by E-mail......................................................................................114

Registering an E-mail Destination.............................................................................................................115

Deleting an E-mail Destination................................................................................................................. 117

Entering an E-mail Address Manually..................................................................................................... 118

Basic Procedure for Storing Scan Files........................................................................................................ 119

Checking a Stored File Selected from the List......................................................................................... 120

Specifying the File Type................................................................................................................................ 122

Specifying Scan Settings...............................................................................................................................123

7. Document Server

Storing Data................................................................................................................................................... 125

Printing Stored Documents............................................................................................................................ 127

8. Web Image Monitor

Displaying Top Page..................................................................................................................................... 129

9. Adding Paper and Toner

Loading Paper................................................................................................................................................131

Precautions for Loading Paper................................................................................................................. 131

Loading Paper into Paper Trays............................................................................................................... 131

Loading Paper into the Bypass Tray........................................................................................................ 132

Printing from the Bypass Tray Using the Printer Function........................................................................134

Loading Orientation-fixed Paper or Two-sided Paper...........................................................................138

Recommended Paper.................................................................................................................................... 141

Recommended Paper Sizes and Types................................................................................................... 141

Adding Toner................................................................................................................................................. 150

Sending Faxes or Scanned Documents When Toner Has Run Out...................................................... 152

Disposing of Used Toner...........................................................................................................................152

10. Troubleshooting

When a Status Icon Is Displayed..................................................................................................................155

When the Indicator Lamp for the [Check Status] Key Is Lit or Flashing..................................................... 156

When the Machine Makes a Beeping Sound.............................................................................................158

When You Have Problems Operating the Machine...................................................................................159

When Multiple Functions Cannot Be Executed Simultaneously............................................................ 164

Messages Displayed When You Use the Copy/Document Server Function...........................................165

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

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

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

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

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

Messages Printed on the Error Logs or Reports When You Use the Printer Function...........................181

Messages Displayed When You Use the Scanner Function...................................................................... 191

Messages Displayed on the Control Panel When You Use the Scanner Function.............................. 191

Messages Displayed on the Client Computer.........................................................................................201

When Other Messages Appear...................................................................................................................207

When There Is a Problem Scanning or Storing Originals......................................................................208

When the Home Screen Cannot Be Edited (When Using the Standard Operation Panel)................209

When the Address Book Is Updated....................................................................................................... 209

When Data Cannot Be Sent Due to a Problem with the Destination.....................................................210

When the Machine Cannot Be Operated Due to a Problem with the User Certificate.......................211

When Problems Occur While Logging In............................................................................................... 212

When the User Lacks Privileges to Perform an Operation..................................................................... 213

When the LDAP Server Cannot Be Used.................................................................................................213

11. Information for This Machine

Information on Environmental Regulations.................................................................................................. 215

User Information on Electrical and Electronic Equipment (mainly Europe)...................... 215

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

.................................................................................................................................................................... 216

Environmental Advice for Users (mainly Europe)............................................................... 216

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

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

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

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)

(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 8 "Model-Specific Information".

Model-Specific Information

DBG001

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)

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

• CODE XXXX -27

• 220–240 V

(mainly North America)

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

• CODE XXXX -17

• 120–127 V

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

Names of Major Features

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

• Auto Document Feeder ADF

1. What You Can Do with This Machine

BRL059S

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

Searching by What You Want to Do

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

Reducing my Costs

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

See "Duplex Copying", Copy/ Document Server.

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

See "Combined Copying", Copy/ Document Server.

See "Combine Two Originals", Fax.

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

See "Two-Sided Printing", Fax.

Converting received faxes to electronic formats (Paperless Fax)

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

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

See "Sending Fax Documents from Computers", Fax.

BQX138S

1. What You Can Do with This Machine

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

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

Reducing electricity consumption

See "Saving Energy", Getting Started.

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

Using Scanned Files on the Computer

Sending scan files

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

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

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

Storing scan files in a shared folder

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

Storing scan files on media

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

Embedding text information in scanned files

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

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

See "Overview of Folder Transmission Function", Fax.

BRL060S

Searching by What You Want to Do

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

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

Registering Destinations

Using the control panel to register destinations in the Address Book

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

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

Using Web Image Monitor to register destinations from a computer

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

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

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

BQX139S

1. What You Can Do with This Machine

Operating the Machine More Effectively

Registering and using frequently-used settings (Program)

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

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

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

Registering frequently-used printing settings to the printer driver

See "Using One Click Presets", Print.

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

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

Adding shortcuts to frequently used programs or Web pages

See "Adding Icons to the [Home] Screen (When Using the Standard Operation Panel)",

Convenient Functions.

See "Adding Icons to the [Home] Screen (When Using the Smart Operation Panel)", Convenient

Functions.

Changing the order of the function and shortcut icons

See "Changing the Order of Icons on the [Home] Screen (When Using the Standard Operation

Panel)", Convenient Functions.

See "Changing the Order of Icons on the [Home] Screen (When Using the Smart Operation

Panel)", Convenient Functions.

CUM001

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 (When Using the Standard Operation Panel)" and "How to Use the [Home] Screen (When Using the Smart Operation Panel)", Getting Started.

• For details about how to customize the [Home] screen, see "Types of [Home] Screens and How to Customize Them (When Using the Standard Operation Panel)" and "How to Customize the [Home] Screen (When Using the Smart Operation Panel)", Convenient Functions.

CJQ601

1. What You Can Do with This Machine

Making Copies Using Various Functions

• You can make copies in full color. You can switch the color copy mode depending on the type of originals used and the desired finish.

See "Copying in Color", Copy/ Document Server.

• 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 adjust the color tones and image quality of your copies.

For details about a color adjustment, see "Adjusting Color", Copy/ Document Server.

For details about an image adjustment, see "Image Adjustment", Copy/ Document Server.

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

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

• Copier functions such as Duplex, 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 combined copying, see "Booklet/Magazine", Copy/ Document Server.

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

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

• The finisher allows you to sort and staple in your copies (Type 2 only).

See "Finishing", Copy/ Document Server.

CJQ602

Printing Data Using Various Functions

What You Can Do with This Machine

• This machine supports network and local connections.

• 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 and staple in your prints (Type 2 only).

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

• If the PictBridge card is installed, you can connect a PictBridge-compatible digital camera to this machine using a USB cable. This allows you to print the photographs stored on the camera using the camera's own interface.

See "Direct Printing from a Digital Camera (PictBridge)", 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 Documents

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

CJQ603

1. What You Can Do with This Machine

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

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

• For details about how to use the Document Server, see "Storing Data in the Document Server", Copy/ Document Server

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

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

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

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

Sending and Receiving Faxes without Paper

Reception

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

CJQ604

CJQ605

What You Can Do with This Machine

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

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

Transmission

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

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

• You can also check the sent image data.

xxx@xxx.com

xxx.xxx.xxx.xxx

xxx@xxx.com

xxx.xxx.xxx.xxx

xxx@xxx.com

xxx.xxx.xxx.xxx

xxx@xxx.com

xxx.xxx.xxx.xxx

CJQ606

1. What You Can Do with This Machine

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

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

Sending and Receiving Faxes via the Internet

E-mail Transmission and Reception

IP-Fax

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

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

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

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

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

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

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

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

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

CJQ612

What You Can Do with This Machine

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

See "Types of Reception", Fax.

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

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

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

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

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

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

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

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

CJQ607

1. What You Can Do with This Machine

Using the Facsimile and the Scanner in a Network Environment

• You can send scan files to a specified destination using e-mail (Sending scan files by e-mail).

See "Overview of E-mail Transmission Function", Fax.

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

• You can send scan files directly to folders (Sending scan files by Scan to Folder).

See "Overview of Folder Transmission Function", Fax.

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

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

See "Basic Procedure for Delivering Files", Scan.

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

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

The ScanRouter delivery software is no longer sold or supported.

Embedding Text Information in Scanned Files

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

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

CUL003

CJQ608

What You Can Do with This Machine

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

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

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

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

Preventing Information Leakage (Security Functions)

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

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

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

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

CUL004

xxx@xxx.xxx

600 dpi

xxx@xxx.xxx 600 dpi

1. What You Can Do with This Machine

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

• See Security Guide.

Centrally Controlling Scan Conditions and Distribution

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

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

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

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

Monitoring and Setting the Machine Using a Computer

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

CJQ609

CUM003

What You Can Do with This Machine

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

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

• See Web Image Monitor Help.

Preventing Unauthorized Copying

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

1. What You Can Do with This Machine

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

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

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

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

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

2. Getting Started

DBG002

This chapter describes how to start using this machine.

Guide to Names and Functions of Components

This section introduces the names and functions of the 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.

The ADF scans both sides of an original one side at a time.

2. Exposure glass

Place originals face down here.

3. Main power switch

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

4. Vents

Prevent overheating.

DBG003

2. Getting Started

5. Control panel

See page 31 "Guide to the Names and Functions of the Machine's Control Panel (When Using the Standard Operation Panel)" or page 34 "Guide to the Names and Functions of the Machine's Control Panel (When Using the Smart Operation Panel)".

6. Finisher (Type 2 only)

Sorts, stacks, and staples multiple sheets of paper.

7. Internal tray 1 (Type 1 only)/Finisher shift tray (Type 2 only)

Copied/printed paper and fax messages are delivered here.

8. Front cover

Open to access the inside of the machine.

9. Tray 1

Load paper here.

10. Lower paper tray

Load paper here.

11. Lower paper trays

Load paper here.

Front and right view

1. ADF's extender

Pull this extender to support large paper.

2. Right tray

Printed paper is delivered here.

DBG037

Guide to Names and Functions of Components

3. Upper right cover

Open this cover when a paper jam occurs.

4. Duplex unit

Open this cover when a paper jam occurs.

5. Tray 2 right cover

Open this cover when a paper jam occurs.

6. Lower right cover

Open this cover when a paper jam occurs.

7. Paper guides

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

8. Bypass tray

Use to copy or print on OHP transparencies, adhesive labels, and paper that cannot be loaded in the paper trays.

9. Extender

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

Rear and left view

1. Vents

Prevent overheating.

DBG004

1 2

2. Getting Started

Guide to Functions of the Machine's Options

Guide to Functions of the Machine's External Options

1. Internal tray 2 (Type 1 only)

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

2. Right tray

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

3. Smart Operation Panel

This control panel is provided with advanced operativity.

4. Lower paper tray

Holds up to 550 sheets of paper.

5. Lower paper trays

Consists of two paper trays. Holds up to 1,100 sheets of paper. Each paper tray holds 550 sheets.

DBG005

151617

8 9

111314

Guide to the Names and Functions of the Machine's Control Panel (When Using the Standard Operation Panel)

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

1. Display panel

Displays keys for each function, operation status, or messages. See "Changing Modes (When Using the Standard Operation Panel)" and "How to Use the Screens on the Control Panel", Getting Started.

2. Getting Started

2. Main power indicator

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

3. [Energy Saver] key

Press to switch to and from Low Power mode or Sleep mode. See "Saving Energy", Getting Started.

When the machine is in Low Power mode, the [Energy Saver] key is lit. In Sleep mode, the [Energy Saver] key flashes slowly.

4. [Login/Logout] key

Press to log in or log out.

5. [User Tools/Counter] key

• User Tools

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

• Counter

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

You can find out where to order expendable supplies and where to call when a malfunction occurs. You can also print these details. See "Checking Inquiry Using the User Tools", Maintenance and Specifications.

6. [Simple Screen] key

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

7. [Interrupt] key

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

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

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

See "Registering Frequently Used Functions", Convenient Functions.

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

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

9. [Sample Copy] key

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

10. [Start] key

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

11. [Stop] key

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

12. [Reset] key

Press to clear the current settings.

13. [Clear] key

Press to delete a number entered.

Guide to the Names and Functions of the Machine's Control Panel (When Using the Standard Operation Panel)

14. [ ] key (Enter key)

Press to confirm values entered or items specified.

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

• Communicating indicator

Lights continuously during data transmission and reception.

• Fax Received indicator

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

See "Substitute Reception", Fax.

• Confidential File indicator

Lights continuously while personal box data is being received.

Flashes while Memory Lock file is being received.

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

16. [Check Status] key

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

17. 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.

18. Function keys

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

19. [Home] key

Press to display the [Home] screen. For details, see page 42 "How to Use the [Home] Screen (When Using the Smart Operation Panel)".

20. Number keys

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

21. Media slots

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

22. Media access lamp

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

CXV208

1 2 3

456

2. Getting Started

Guide to the Names and Functions of the Machine's Control Panel (When Using the Smart Operation Panel)

1. [Home] key

Press to display the [Home] screen. For details, see page 42 "How to Use the [Home] Screen (When Using the Smart Operation Panel)".

2. 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 "How to Use the Standard Applications' Screen (When Using the Smart Operation Panel)", Getting Started.

3. Main power indicator

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

4. [Stop] key

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

Guide to the Names and Functions of the Machine's Control Panel (When Using the Smart Operation Panel)

5. [Check Status] key

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

6. 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.

7. 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.

8. [Menu] key

Displays the menu screen while Screen Features are enabled or applications available only on the Smart Operation Panel are used.

9. [Return] key

Press this key to return to the previous screen while Screen Features are enabled or applications available only on the Smart Operation Panel are used.

10. Media access lamp

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

11. Media slots

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

DBG032

2. Getting Started

Changing the Display Language

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

1. Display the initial settings screen.

• When using the standard operation panel

Press the [User Tools/Counter] key.

• When using the Smart Operation Panel

Press the [Home] key on the top left of the control panel. Flick the screen to the left, and then press the [User Tools] icon ( ) on the Home screen 4.

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

3. Close the initial settings screen.

• When using the standard operation panel

Press the [User Tools/Counter] key.

• When using the Smart Operation Panel

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

Changing the Display Language (When Using the Smart Operation Panel)

1. Press the [Home] key on the top left of the control panel. Flick the screen to the left, and

then press the Change Languages Widget on the Home screen 4.

2. Select the language you want to display.

3. Press [OK].

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1 2 3 4

8 7910

How to Use the [Home] Screen (When Using the Standard Operation Panel)

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

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

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

1. [Copier]

Press to make copies.

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

2. [Facsimile]

Press to send or receive faxes.

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

3. [Scanner]

Press to scan originals and save images as files.

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

4. [Printer]

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

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

5. Home screen image

You can display an image on the [Home] screen, such as a corporate logo. To change the image, see "Displaying an Image on the [Home] Screen (When Using the Standard Operation Panel)", Convenient Functions.

2. Getting Started

6. /

Press to switch pages when the icons are not displayed on 1 page.

7. Shortcut icon

You can add shortcuts to programs or Web pages to the [Home] screen. For details about how to register shortcuts, see page 38 "Adding Icons to the [Home] Screen (When Using the Standard Operation Panel)". The program number appears on the bottom of the shortcut icon. For details about examples of shortcuts that you can program, see page 50 "Example of Programs".

8. [Address Book Management]

Press to display the Address Book.

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

9. [Browser]

Press to display Web pages.

For details about how to use the browser function, see "Using the Browser Function", Convenient Functions.

10. [Document Server]

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

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

Adding Icons to the [Home] Screen (When Using the Standard Operation Panel)

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

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

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

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

• For details about how to make a program, see page 47 "Registering Functions in a Program".

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

• Shortcuts to Web pages that are registered to Common Favorites can be registered to the [Home] screen. When user authentication is enabled, shortcuts to Web pages that are registered to Favorites by User can also be registered to a user's [Home] screen.

DBG032

How to Use the [Home] Screen (When Using the Standard Operation Panel)

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

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

• You can change the position of icons. For details, see "Changing the Order of Icons on the [Home] Screen (When Using the Standard Operation Panel)", Convenient Functions.

Adding icons to the [Home] screen using Web Image Monitor (when using the standard operation panel)

1. Start Web Image Monitor.

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

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

For details, see Security Guide.

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

4. Click [Edit Icons].

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

Add].

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

7. Click [OK] four times.

Adding icons to the [Home] screen using the User Tools (when using the standard operation panel)

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

1. Register a program.

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

2. Getting Started

3. Press [Edit Home].

4. Press [Add Icon].

5. Press the [Program] tab.

How to Use the [Home] Screen (When Using the Standard Operation Panel)

6. Make sure that [Copier Program] is selected.

7. Select the program you want to add.

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

9. Press [OK].

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

• Press on the upper-right corner of the screen to check the position on the simple screen.

CZP157

2. Getting Started

How to Use the [Home] Screen (When Using the Smart Operation Panel)

To display the [Home] screen, press the [Home] key on the control panel.

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 Languages Widget to it.

• 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.)

The [Home] screen of the Smart Operation Panel consists of five screens, from Home screen 1 to Home screen 5. Home screen 3 is the default screen that appears first after you press the [Home] key.

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

1. The name of the user who is logged in

Displays the name of the user currently logging in to the machine. The name of the user is displayed only when user authentication is enabled.

2. [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 54 "Logging In the Machine".

3. Energy Saver

Press to switch to and from Low Power mode or Sleep mode.

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

CZP155

How to Use the [Home] Screen (When Using the Smart Operation Panel)

4. 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 (When Using the Smart Operation Panel)", Getting Started.

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

5. Application list icon

Press to display the application list. The list contains all the applications that are installed on the Smart Operation Panel. You can create shortcuts to the applications on the [Home] screen. For details, see "Customizing the [Home] Screen", Convenient Functions.

6. Icons to switch between screens

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

To view thumbnails of all five home screens, hold down .

Adding Icons to the [Home] Screen (When Using the Smart Operation Panel)

Adding shortcuts to the [Home] screen (when using the Smart Operation Panel)

You can add shortcuts to the machine's functions.

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

1. Press the [Home] key.

2. Select the screen to which you want to add a shortcut.

3. Press and hold down an area on the screen where no icons are displayed.

4. Press [Icon] on the [Add to Home] screen.

CZP155

2. Getting Started

5. Press [Application] or [Machine Application].

Press [Application] to select widgets, quick applications, or other Smart Operation Panel applications.

Press [Machine Application] to select copier mode, fax mode, or some other of the machine's applications.

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

Adding shortcuts to bookmarks on the [Home] screen (when using the Smart Operation Panel)

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

1. Press the [Home] key.

2. Select the screen to which you want to add a shortcut.

3. Press and hold down an area on the screen where no icons are displayed.

4. Press [Icon] on the [Add to Home] screen.

5. Press [Bookmark].

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

Adding shortcuts to programs to the [Home] screen (when using the Smart Operation Panel)

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

Even if you press [Program to Home] on the [Program] screen of each function, the shortcuts are not displayed on the [Home] screen.

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

2. Press [Recall/Program/Change Program] on the bottom left of screen.

3. Register a program.

CZP155

How to Use the [Home] Screen (When Using the Smart Operation Panel)

4. Press the [Home] key.

5. Select the screen to which you want to add a shortcut.

6. Press and hold down an area on the screen where no icons are displayed.

7. Press [Icon] on the [Add to Home] screen.

8. Press [Machine Application].

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

Adding shortcuts from the application list screen (when using the Smart Operation Panel)

You can add shortcuts of applications installed on the Smart Operation Panel.

1. Press the [Home] key.

2. Select the screen to which you want to add a shortcut.

3. Press .

4. Press and hold the icon you want to add to the [Home] screen.

CZP155

2. Getting Started

Adding widgets to the [Home] screen (when using the Smart Operation Panel)

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

1. Press the [Home] key.

Select the screen to which you want to add a widget.

3. Press and hold down an area on the screen where no icons are displayed.

4. Press [Widget] on the [Add to Home] screen.

5. Select the widget you want to add from the list.

Registering Functions in a Program

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

• Copier: 25 programs

• Document Server: 25 programs

• Facsimile: 100 programs

• Scanner: 25 programs

The following settings can be registered to programs:

Copier:

Color mode, original type, density, Original Settng, paper tray, Store File (except for User Name, File Name, and Password), Auto Reduce / Enlarge, Create Margin, Finishing, Cover/Slip Sheet, Edit / Color, Dup./Combine/Series, Reduce / Enlarge, number of copies

Document Server (on the initial document print screen):

2 Sided Copy Top to Top, 2 Sided Copy Top to Bottom, Booklet, Magazine, Finishing, Cover/Slip Sheet (except for Main Sheet Tray in Designate / Chapter), Edit / Stamp, number of prints

Facsimile:

Scan Settings, density, Original Feed Type, File Type, Store File (except for User Name, File Name, and Password), Preview, transmission type, destinations (except for folder destinations), Select Line, Adv.Features, memory transmission/immediate transmission, Communi. Result Rep., TX Mode (except for Subject)

Scanner:

Scan Settings, density, Original Feed Type, Send File Type / Name (except for Security Settings and Start No.), Store File (except for User Name, File Name, and Password), Preview, Destinations selected from the Address Book, Text, Subject, Security, Recept. Notice

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

1. Display the initial copy screen.

• When using the standard operation panel

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

DBG031

DBG035

2. Getting Started

• When using the Smart Operation Panel

Press the [Home] key on the top left of the control panel. Flick the screen to the left, and then press the [Copier] icon on the Home screen 4.

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

3. Display the program screen.

• When using the standard operation panel

Press the [Program] key.

• When using the Smart Operation Panel

Press [Recall/Program/Change Program] on the bottom left of the screen.

4. Press [Program].

Registering Functions in a Program

5. Press the program number you want to register.

6. Enter the program name.

7. Press [OK].

8. Press [Exit].

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

• Copier: 34 characters

• Document Server: 34 characters

• Facsimile: 20 characters

• Scanner: 34 characters

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

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

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

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

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

• Programs are not deleted by turning the power off or by pressing the [Reset] key unless the program is deleted or overwritten.

2. Getting Started

• Program numbers with next to them already have settings made for them.

• Programs can be registered to the [Home] screen, and can be recalled easily. For details, see "Registering a Shortcut to a Program to the [Home] Screen", Convenient Functions and page 38 "Adding Icons to the [Home] Screen (When Using the Standard Operation Panel)". Shortcuts to programs stored in Document Server mode cannot be registered to the [Home] screen.

Example of Programs

Copier mode

Program name Program description Effect

Eco copy Specify [Combine 2 Sides] in

[Dup./Combine/Series].

Dated confidential copy

Conference material copy

Stamping corporate name copy

Thumbnail copy Specify [Combine 1 Side] in [Dup./

Storage copy: XXXX

(replace XXXX by a folder name)

In [Edit / Color], specify [CONFIDENTIAL] under [Preset Stamp], and [Date Stamp].

Specify [Combine 2 Sides] in [Dup./ Combine/ Series] and [Staple] in [Finishing].

Specify [User Stamp] in [Edit / Color].

Combine/Series].

Specify a folder in [Target Folder to Store] in [Store File].

You can save paper and toner.

You can increase security awareness by printing "CONFIDENTIAL" and the date on copies.

You can copy conference materials efficiently.

You can stamp the name of your company on copies of working or architectural drawings. Your company name needs to be preregistered in the machine.

You can copy up to 8 pages onto one side of a sheet, so that you can save paper.

You can use folders to organize stored files by user name or intended use.

Scanner mode

Program name Program description Effect

Registering Functions in a Program

Easy PDF scan Select [Full Color: Text / Photo] in

[Scan Settings]. In [Send File Type / Name], select [PDF] under [File Type] and enter the business details such as "London branch: daily report" under [File Name].

High compression PDF scan

Select [Full Color: Text / Photo] in [Scan Settings] and [High Compression PDF] in [Send File Type / Name].

Long-term storage scan

Digital signature scan

Select [PDF/A] in [Send File Type / Name].

In [Send File Type / Name], specify [PDF] in [File Type], and also specify [Digital Signature].

Dividing file scan Specify [Divide] in [Original Feed

Type].

You can scan documents efficiently.

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

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

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

You can scan a multiple page original as one file by splitting it into groups of a specified number of pages.

High resolution scan

Batch document scan

Scan to XXXX

(replace XXXX by a destination name)

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

Select [Batch] in [Original Feed Type].

Select e-mail or folder destinations from the list that is registered in the machine's Address Book, and then specify the scan settings.

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

You can apply multiple scans to a large volume of originals and send the scanned originals as a single job.

If you register destinations and scan settings that you use often, you can skip the procedures to specify them when sending a scanned file.

2. Getting Started

Program name Program description Effect

Storage scan: XXXX

(replace XXXX by a

Specify a folder in [Target Folder to Store] in [Store File].

You can use folders to organize stored files by user name or intended use.

folder name)

Facsimile mode

Program name Program description Effect

Transmission result notification fax

Specified time fax transmission

Departmental fax transmission

Select [Preview] in the initial display and specify [Email TX Results] in [TX Mode].

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

Specify [Send Later] in [TX Mode]. You can send a fax at a specified

time.

Specify [Fax Header Print] in [TX Mode].

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

• Depending on your model and which options are installed on it, some functions cannot be registered. For details, see "Machine Types" and "Functions Requiring Optional Configurations", Getting Started.

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

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

DBG014

Turning On/Off the Power

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. 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.

1. Push the main power switch.

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

2. Getting Started

Logging In the Machine

When the Authentication Screen is Displayed

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

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

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

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

User Code Authentication Using the Control Panel

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 (When Using the Standard Operation Panel)

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

Logging In the Machine

1. Press [Login].

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

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

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

Logging In Using the Control Panel (When Using the Smart Operation Panel)

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

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

2. Press [User Name].

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].

DBG034

2. Getting Started

Logging Out Using the Control Panel (When Using the Standard Operation Panel)

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

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

1. Press the [Login/Logout] key.

2. Press [Yes].

Logging Out Using the Control Panel (When Using the Smart Operation Panel)

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

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

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

2. Press [OK].

DBG015

Placing Originals

Placing Originals on the Exposure Glass

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

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

1. Lift the ADF.

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

rear left corner.

Start with the first page to be scanned.

1. Positioning mark

3. Lower the ADF.

Placing Originals in the Auto Document Feeder

Be sure not to place originals or other objects on the top cover. Doing so may cause a malfunction.

DBG017

DBG018

2. Getting Started

1. Open the cover of the ADF.

2. Place the aligned original face up into the ADF, and then adjust the document guides to

the original size.

Do not stack originals beyond the limit mark.

The first page should be on the top.

1. Document guides

2. Limit mark

3. Copy

DBG031

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.

For details about placing the original on the exposure glass, see page 57 "Placing Originals on the Exposure Glass".

For details about placing the original in the ADF, see page 57 "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.

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

1. Display the initial copy screen.

• When using the standard operation panel

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

• When using the Smart Operation Panel

Press the [Home] key on the top left of the control panel. Flick the screen to the left, and then press the [Copier] icon on the Home screen 4.

2. Make sure that no previous settings remain.

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

3. Copy

3. Select the paper tray containing the paper that is the same size and orientation as the

originals.

4. Make sure that [Use Paper Tray Settg] is selected.

When [Use Paper Tray Settg] is selected, the paper size and orientation of the tray you have selected will appear in Original Settng.

5. Place the originals.

6. Make desired settings.

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

The maximum copy quantity that can be entered is 999.

8. Press the [Start] key.

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

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

CKN008

Auto Reduce / Enlarge

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

• You cannot use the bypass tray with this function.

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

1. Press [Original Settng].

2. Press [Original Size].

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

3. Copy

4. Select original orientation.

5. Press [OK].

6. Press [Auto Reduce / Enlarge].

7. Select the paper tray.

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

CKN009

Duplex Copying

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

• You cannot use the bypass tray with this function.

There are two types of Duplex.

1 Sided 2 Sided

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

2 Sided 2 Sided

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

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

Original orientation and completed copies

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

Original Placing originals

Original

Orientation

Orientation Copy

Top to Top

Top to Bottom

3. Copy

Original Placing originals

1. Press [Dup./Combine/Series].

Original

Orientation

Orientation Copy

Top to Top

Top to Bottom

2. Make sure that [Duplex] is selected. If [Duplex] is not selected, press [Duplex].

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

document to be output.

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

4. Press [OK].

5. Place the originals.

6. Press [Original Settng].

CKN011

CKN012

Duplex Copying

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

8. Select the paper tray.

9. Press the [Start] key.

Specifying the Original and Copy Orientation

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

• Top to Top

• Top to Bottom

1. Press [Orientation].

3. Copy

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

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

4. Press [OK].

CKN015

CKN016

Combined Copying

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

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

Orientation of the original and image position of Combine

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

• Portrait ( ) originals

• Landscape ( ) originals

Placing originals (originals placed in the ADF)

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

• Originals read from left to right

CKN010

CKN017

CKN014

3. Copy

• Originals read from right to left

One-Sided Combine

Combine several pages onto one side of a sheet.

• You cannot use the bypass tray with this function.

There are six types of One-Sided Combine.

1 Sided 2 Originals

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

Combine 1 Side

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

2 Sided 2 Pages Combine 1 Side

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

2 Sided 4 Pages Combine 1 Side

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.

1. Press [Original Settng].

Combined Copying

2. Press [Original Size].

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

4. Select original orientation.

5. Press [OK].

6. Press [Dup./Combine/Series].

7. Press [Combine].

8. Select [1 Sided] or [2 Sided] for [Original:].

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

CKN074

3. Copy

9. Press [Combine 1 Side].

10. Select the number of originals to combine.

11. Press [OK].

12. Select the paper tray.

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

Two-Sided Combine

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

• You cannot use the bypass tray with this function.

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.

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.

1. Press [Original Settng].

Combined Copying

2. Press [Original Size].

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

4. Select original orientation.

5. Press [OK].

6. Press [Dup./Combine/Series].

7. Press [Combine].

3. Copy

8. Select [1 Sided] or [2 Sided] for [Original:].

9. Press [Combine 2 Sides].

10. Press [Orientation].

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

[OK].

12. Select the number of originals to combine.

13. Press [OK].

14. Select the paper tray.

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

Copying onto Custom Size Paper from the Bypass Tray

Paper that has a horizontal length of 127.0–355.6 mm (5.00–14.00 inches) and a vertical length of

70.0–216.0 mm (2.76–8.50 inches) can be fed in from the bypass tray. Note however that the

limitation on the horizontal and vertical length range will vary depending on which options are installed.

• When prints are delivered to Internal tray 1, Internal tray 2, or the finisher shift tray:

Horizontal length: 127.0–355.6 mm (5.00–14.00 inches), vertical length: 70.0–216.0 mm (2.76–8.50 inches)

• When prints are delivered to the right tray:

Horizontal length: 148.0–355.6 mm (5.83–14.00 inches), vertical length: 70.0–216.0 mm (2.76–8.50 inches)

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

The bypass tray (

2. Press the [ ] key.

3. Press [Paper Size].

4. Press [Custom Size].

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

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

7. Press [OK] twice.

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

) is automatically selected.

CNU004

3. Copy

Copying onto Envelopes

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

Specify the thickness of the paper according to the weight of the envelopes you are printing on. For details about the relationship between paper weight and paper thickness and the sizes of envelopes that can be used, see page 141 "Recommended Paper Sizes and Types".

About handling envelopes, supported envelope types, and how to load envelopes, see page 147 "Envelopes".

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

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

: Horizontal

: Vertical

Copying onto Envelopes from the Bypass Tray

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

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

The bypass tray ( ) is automatically selected.

Copying onto Envelopes

2. Press the [ ] key.

3. Press [Paper Size].

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

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

Copying onto Envelopes from the Paper Tray

Before using this function, specify the paper size and type under [Tray Paper Settings] in User Tools. For the paper type, select [Envelope]. For details, see "Tray Paper Settings", Connecting the Machine/ System Settings.

1. Select the paper tray where the envelopes are loaded.

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

CKN018

DBA006

3. Copy

Sort

The machine assembles copies as sets in sequential order.

Sort

Copies are assembled as sets in sequential order.

Shift Sort (Type 2 only)

Sets of copies are stacked offset from one another. This function allows you to easily distinguish each set of copies.

1. Press [Finishing].

2. Select [Sort], and then press [OK].

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

4. Select the paper tray.

5. Place the originals.

To confirm the type of finishing, press the [Sample Copy] key.

6. Press the [Start] key.

Sort

Changing the Number of Sets

You can change the number of copy sets during copying.

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

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

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

3. Press [Continue].

Copying starts again.

3. Copy

Storing Data in the Document Server

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

You can check the stored documents on the Document Server screen. For details about the Document Server, see page 125 "Storing Data".

1. Press [Store File].

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

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

4. Press [OK].

5. Select the paper tray.

6. Place the originals.

7. Make the scanning settings for the original.

8. Press the [Start] key.

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

4. Fax

DBG031

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.

1. Display the initial facsimile screen.

• When using the standard operation panel

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

• When using the Smart Operation Panel

Press the [Home] key on the top left of the control panel. Flick the screen to the left, and then press the [Fax] icon on the Home screen 4.

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

4. Fax

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

4. Place the original into the ADF.

5. Make the scan settings such as scan size and resolution.

6. Configure the transmission settings such as [TX Mode] as necessary.

7. Specify a destination.

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

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

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

destination.

Basic Procedure for Transmissions (Memory Transmission)

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

Results function, specify a sender.

10. Press the [Start] key.

Sending Originals Using the Exposure Glass (Memory Transmission)

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

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

3. Specify a destination.

4. Make the scan settings you require.

5. Press the [Start] key.

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

originals, and then repeat Steps 4 and 5.

Repeat this step for each page.

7. Press the [ ] key.

The machine dials the destination and starts transmission.

4. Fax

Registering a Fax Destination

1. Display the Address Book screen.

• When using the standard operation panel

Press the [Home] key on the bottom left of the control panel, and press the [Address Book Management] icon on the [Home] screen.

• When using the Smart Operation Panel

Press the [Home] key on the top left of the control panel. Flick the screen to the left, and then press the [Address Book Management] icon on the Home screen 4.

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

3. Press [New Program].

4. Press [Change] under "Name".

The name entry display appears.

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

6. Press [

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

The keys you can select are as follows:

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

8. Press [Fax Dest.].

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

Next].

• [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.

Basic Procedure for Transmissions (Memory Transmission)

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

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

12. Press [OK].

13. Close the Address Book screen.

• When using the standard operation panel

Press the [User Tools/Counter] key.

• When using the Smart Operation Panel

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

Deleting a Fax Destination

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

1. Display the Address Book screen.

• When using the standard operation panel

Press the [Home] key on the bottom left of the control panel, and press the [Address Book Management] icon on the [Home] screen.

• When using the Smart Operation Panel

Press the [Home] key on the top left of the control panel. Flick the screen to the left, and then press the [Address Book Management] icon on the Home screen 4.

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

3. 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.

4. Fax

4. Press [Fax Dest.].

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

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

7. Press [OK].

8. Close the Address Book screen.

• When using the standard operation panel

Press the [User Tools/Counter] key.

• When using the Smart Operation Panel

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

DBG031

Transmitting while Checking Connection to Destination (Immediate Transmission)

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

You can specify fax or IP-Fax destinations.

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

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

1. Display the initial facsimile screen.

• When using the standard operation panel

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

• When using the Smart Operation Panel

Press the [Home] key on the top left of the control panel. Flick the screen to the left, and then press the [Fax] icon on the Home screen 4.

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

4. Fax

3. Press [Immed. TX].

4. Place the original into the ADF.

5. Select the scan settings you require.

6. Specify a destination.

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

7. Press the [Start] key.

Sending Originals Using the Exposure Glass (Immediate Transmission)

1. Press [Immed. TX].

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

3. Specify a destination.

4. Make the scan settings you require.

5. Press the [Start] key.

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

originals, and then repeat Steps 4 and 5.

Repeat this step for each page.

7. Press the [ ] key.

Transmitting while Checking Connection to Destination (Immediate Transmission)

DBJ001

4. Fax

Canceling a Transmission

This section explains how to cancel a fax transmission.

Canceling a Transmission Before the Original Is Scanned

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

1. Cancel sending.

• When using the standard operation panel

Press the [Reset] key.

• When using the Smart Operation Panel

Press [Reset] on the top right of the screen.

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 89 "Canceling a Transmission After the Original Is Scanned".

DBJ002

Canceling a Transmission

1. Press the [Stop] key.

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

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

Canceling a Transmission After the Original Is Scanned

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

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.

1. Press the [Stop] key.

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

2. If a confirmation message appears, press [Standby File List].

3. Select the file you want to cancel.

If the desired file is not shown, press [ ] or [ ] to find it. To cancel transmission of a file stored in the memory, press the [File List] tab.

4. Press [Stop Transmission].

4. Fax

5. Press [OK].

To cancel another file, repeat Steps 3 through 5.

6. Press [Exit].

After pressing [Check / Stop Transmission File] under [TX/RX Status / Print] in Step 1, press [Exit] twice.

Storing a Document

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

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

User Name

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

File Name

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

Password

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

You can also change the file information after storing files.

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

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

2. Press [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.

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 the [Start] key.

Sending Stored Documents

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

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

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

You cannot use the following transmission methods:

• Immediate Transmission

• Parallel Memory Transmission

• On Hook Dial

• Manual Dial

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 the [Start] key.

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.

1. Press [TX/RX Status / Print].

2. Press [Print Journal].

3. Select the printing method.

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

keys.

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

6. Press the [Start] key.

7. Press [Exit] twice.

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

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

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

If you are using a computer that is running Windows 8 or Windows Server 2012, click the drive and CD-ROM names when these appear in the upper right corner of the screen, and then click

[Run SETUP.EXE].

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

4. Click [Quick Install].

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

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

6. Click [Next >].

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

8. Click [Install].

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

10. Click [Continue].

The installation starts.

11. Click [Finish].

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

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

5. Print

Displaying the Printer Driver Properties

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

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

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

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

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

3. Click [Printer properties].

Standard Printing

• The default setting is 2 sided printing. If you want to print on only one side, select [Off] for the 2 sided printing setting.

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

When Using the PCL 6 Printer Driver

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

[Print].

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

3. Click [Preferences].

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

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

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

original.

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

onto.

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

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

9. Select [Color] or [Black and White] in the "Color/ Black and White:" list.

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

11. Click [OK].

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

5. Print

Printing on Both Sides of Sheets

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

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

• Plain (61 to 90 g/m2), Recycled, Special 1, Special 2, Special 3, Middle Thick (91 to 105 g/m2), Thick 1(106 to 130 g/m2), Thick 2(131 to 163 g/m2), Color, Letterhead, Thick 1 (Back Side), Thick 2 (Back Side), Coated (Glossy), Coated (Matted)

• The bypass tray does not support duplex printing.

When Using the PCL 6 Printer Driver

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

[Print].

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

3. Click [Preferences].

4. Select the method for binding the output pages in the "2 sided:" list in the [Frequently

Used Settings] tab.

5. Change any other print settings if necessary.

6. Click [OK].

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

Types of 2 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

Ricoh MP C401SP User Guide

Specifications and Main Features

Frequently Asked Questions

User Manual

TABLE OF CONTENTS

How to Read the Manuals

Symbols Used in the Manuals

Model-Specific Information

Names of Major Features

1. What You Can Do with This Machine

Searching by What You Want to Do

Reducing my Costs

Using Scanned Files on the Computer

Registering Destinations

Operating the Machine More Effectively

What You Can Do with This Machine

Customizing the [Home] Screen

Making Copies Using Various Functions

Printing Data Using Various Functions

Utilizing Stored Documents

Sending and Receiving Faxes without Paper

Sending and Receiving Faxes via the Internet

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

Using the Facsimile and the Scanner in a Network Environment

Embedding Text Information in Scanned Files

Preventing Information Leakage (Security Functions)

Centrally Controlling Scan Conditions and Distribution

Monitoring and Setting the Machine Using a Computer

Preventing Unauthorized Copying

2. Getting Started

Guide to Names and Functions of Components

Guide to Functions of the Machine's Options

Guide to Functions of the Machine's External Options

Guide to the Names and Functions of the Machine's Control Panel (When Using the Standard Operation Panel)

Guide to the Names and Functions of the Machine's Control Panel (When Using the Smart Operation Panel)

Changing the Display Language

Changing the Display Language (When Using the Smart Operation Panel)

How to Use the [Home] Screen (When Using the Standard Operation Panel)

Adding Icons to the [Home] Screen (When Using the Standard Operation Panel)

Adding icons to the [Home] screen using Web Image Monitor (when using the standard operation panel)

Adding icons to the [Home] screen using the User Tools (when using the standard operation panel)

How to Use the [Home] Screen (When Using the Smart Operation Panel)

Adding Icons to the [Home] Screen (When Using the Smart Operation Panel)

Adding shortcuts to the [Home] screen (when using the Smart Operation Panel)

Adding shortcuts to bookmarks on the [Home] screen (when using the Smart Operation Panel)

Adding shortcuts to programs to the [Home] screen (when using the Smart Operation Panel)

Adding shortcuts from the application list screen (when using the Smart Operation Panel)

Adding widgets to the [Home] screen (when using the Smart Operation Panel)

Registering Functions in a Program

Example of Programs

Turning On/Off the Power

Turning On the Main Power

Turning Off the Main Power

Logging In the Machine

When the Authentication Screen is Displayed

User Code Authentication Using the Control Panel

Logging In Using the Control Panel (When Using the Standard Operation Panel)

Logging In Using the Control Panel (When Using the Smart Operation Panel)

Logging Out Using the Control Panel (When Using the Standard Operation Panel)

Logging Out Using the Control Panel (When Using the Smart Operation Panel)

Placing Originals

Placing Originals on the Exposure Glass

Placing Originals in the Auto Document Feeder

3. Copy

Basic Procedure

Auto Reduce / Enlarge

Duplex Copying

Specifying the Original and Copy Orientation

Combined Copying

One-Sided Combine

Two-Sided Combine

Copying onto Custom Size Paper from the Bypass Tray

Copying onto Envelopes

Copying onto Envelopes from the Bypass Tray

Copying onto Envelopes from the Paper Tray

Sort

Changing the Number of Sets

Storing Data in the Document Server

4. Fax

Basic Procedure for Transmissions (Memory Transmission)