Ricoh Pro C5200s, Pro C5210s User Manual
User Guide
What You Can Do with This Machine
Getting Started
Copy
Print
Scan
Document Server
Web Image Monitor
Adding Paper and Toner
Troubleshooting
Information for This Machine
For safe and correct use, be sure to read the Safety Information in
Read This First before using the machine.
TABLE OF CONTENTS
How to Read the Manuals.................................................................................................................................6
Symbols Used in the Manuals.......................................................................................................................6
Model-Specific Information............................................................................................................................... 7
Names of Major Features..................................................................................................................................8
1. What You Can Do with This Machine
Searching by What You Want to Do................................................................................................................9
Reducing my Costs......................................................................................................................................... 9
Using Scanned Files on the Computer....................................................................................................... 10
Registering Destinations...............................................................................................................................11
Operating the Machine More Effectively.................................................................................................. 11
What You Can Do with This Machine............................................................................................................13
Customizing the [Home] Screen.................................................................................................................13
Making Copies Using Various Functions................................................................................................... 14
Printing Data Using Various Functions........................................................................................................15
Utilizing Stored Documents.........................................................................................................................15
Connecting Two Machines for Copying....................................................................................................16
Using the Scanner in a Network Environment...........................................................................................17
Embedding Text Information in Scanned Files...........................................................................................18
Preventing Information Leakage (Security Functions)............................................................................... 19
Centrally Controlling Scan Conditions and Distribution...........................................................................19
Monitoring and Setting the Machine Using a Computer......................................................................... 20
Preventing Unauthorized Copying............................................................................................................. 21
2. Getting Started
Guide to Names and Functions of Components............................................................................................23
Guide to Functions of the Attention Light....................................................................................................26
Guide to Functions of the Machine's Options................................................................................................28
Guide to Functions of the Machine's External Options.............................................................................28
Guide to the Names and Functions of the Machine's Control Panel........................................................... 39
Changing the Display Language.................................................................................................................... 42
How to Use the [Home] Screen...................................................................................................................... 43
Displaying the [Home] Screen....................................................................................................................43
How to Use the [Top] Screen and the [Home] Screen............................................................................. 43
Adding Icons to the [Home] Screen........................................................................................................... 46
1
How to Use Each Application......................................................................................................................... 51
How to Use Each Application.....................................................................................................................51
Registering Functions in a Program.................................................................................................................52
Example of Programs...................................................................................................................................54
Turning On/Off the Power..............................................................................................................................57
Turning On the Main Power........................................................................................................................57
Turning Off the Main Power........................................................................................................................57
Logging In the Machine...................................................................................................................................59
When the Authentication Screen is Displayed.......................................................................................... 59
User Code Authentication Using the Control Panel.................................................................................. 59
Logging In Using the Control Panel............................................................................................................59
Logging Out Using the Control Panel.........................................................................................................60
Placing Originals..............................................................................................................................................61
Placing Originals on the Exposure Glass...................................................................................................61
Placing Originals in the Auto Document Feeder....................................................................................... 61
3. Copy
Basic Procedure................................................................................................................................................63
Basic Procedure........................................................................................................................................... 63
Auto Reduce / Enlarge....................................................................................................................................65
Procedure for Auto Reduce / Enlarge....................................................................................................... 66
Duplex Copying............................................................................................................................................... 67
Procedure for Duplex Copying...................................................................................................................68
Specifying the Original and Copy Orientation.........................................................................................69
Combined Copying......................................................................................................................................... 71
One-Sided Combine................................................................................................................................... 72
Two-Sided Combine....................................................................................................................................74
Copying onto Custom Size Paper...................................................................................................................76
Procedure for Copying onto Custom Size Paper...................................................................................... 76
Copying onto Envelopes................................................................................................................................. 78
Procedure for Copying onto Envelopes from the Bypass Tray.................................................................79
Procedure for Copying onto Envelopes from the Paper Tray or the Wide LCT......................................79
Sort.................................................................................................................................................................... 80
Procedure for Sort........................................................................................................................................81
2
Changing the Number of Sets.................................................................................................................... 81
Storing Data in the Document Server............................................................................................................. 83
4. Print
Quick Install...................................................................................................................................................... 85
Displaying the Printer Driver Properties.......................................................................................................... 86
Standard Printing..............................................................................................................................................87
When Using the PCL 6 Printer Driver..........................................................................................................87
Printing on Both Sides of Sheets......................................................................................................................88
When Using the PCL 6 Printer Driver..........................................................................................................88
Types of Two-sided Printing........................................................................................................................ 88
Combining Multiple Pages into Single Page..................................................................................................89
When Using the PCL 6 Printer Driver..........................................................................................................89
Types of Combine Printing.......................................................................................................................... 89
Printing on Envelopes.......................................................................................................................................91
Configuring Envelope Settings Using the Control Panel...........................................................................91
Printing on Envelopes Using the Printer Driver...........................................................................................91
Saving and Printing Using the Document Server........................................................................................... 93
Storing Documents in Document Server.....................................................................................................93
Managing Documents Stored in Document Server...................................................................................94
5. Scan
Basic Procedure When Using Scan to Folder................................................................................................95
Basic Procedure When Using Scan to Folder........................................................................................... 95
Creating a Shared Folder on a Computer Running Windows/Confirming a Computer's Information.....
.......................................................................................................................................................................96
Registering an SMB Folder......................................................................................................................... 98
Deleting an SMB Registered Folder.........................................................................................................101
Entering the Path to the Destination Manually........................................................................................ 102
Basic Procedure for Sending Scan Files by E-mail......................................................................................104
Basic Procedure for Sending Scan Files by E-mail................................................................................. 104
Registering an E-mail Destination.............................................................................................................105
Deleting an E-mail Destination................................................................................................................. 107
Entering an E-mail Address Manually..................................................................................................... 107
Basic Procedure for Storing Scan File..........................................................................................................108
3
Checking a Stored File Selected from the List......................................................................................... 109
Specifying the File Type................................................................................................................................ 111
Procedure for Specifying the File Type....................................................................................................111
Specifying Scan Settings...............................................................................................................................113
Procedure for Specifying Scan Settings...................................................................................................113
6. Document Server
Storing Data................................................................................................................................................... 115
Printing Stored Documents............................................................................................................................ 117
7. Web Image Monitor
Displaying Top Page..................................................................................................................................... 119
8. Adding Paper and Toner
Loading Paper................................................................................................................................................121
Precautions for Loading Paper................................................................................................................. 121
Loading Paper into Tray 1........................................................................................................................ 123
Loading Paper into the A3/11 × 17 Tray Unit.......................................................................................125
Loading Paper into Trays 2 and 3........................................................................................................... 125
Loading Paper into the Bypass Tray........................................................................................................ 130
Loading Paper into the Large Capacity Tray.......................................................................................... 135
Loading Paper into the Wide Large Capacity Tray................................................................................136
Loading Paper into the Interposer............................................................................................................140
Loading Paper into the Twin Interposer................................................................................................... 142
Loading Orientation-fixed Paper or Two-sided Paper...........................................................................143
Recommended Paper.................................................................................................................................... 147
Recommended Paper Sizes and Types................................................................................................... 147
Registering a Custom Paper with the Media Identification Unit.................................................................161
Part Names and Functions of the Media Identification Unit.................................................................. 161
Connect the Media Identification Unit.....................................................................................................161
How to Register Paper Scanned by the Media Identification Unit as Custom Paper.......................... 162
Adding Toner................................................................................................................................................. 169
Sending scanned documents when toner has run out............................................................................170
Disposing of used toner............................................................................................................................ 171
Menu Items and Functions............................................................................................................................ 172
4
9. Troubleshooting
When a Status Icon Is Displayed..................................................................................................................175
When the Indicator Lamp for the [Check Status] Key Is Lit or Flashing..................................................... 177
When the Machine Makes a Beeping Sound.............................................................................................179
When You Have Problems Operating the Machine...................................................................................180
When Multiple Functions Cannot Be Executed Simultaneously............................................................ 186
Messages Displayed When You Use the Copy/Document Server Function...........................................187
When Using the Connect Copy Function................................................................................................ 190
Messages Displayed When You Use the Printer Function..........................................................................192
Messages Displayed on the Control Panel When You Use the Printer Function..................................192
Messages Printed on the Error Logs or Reports When You Use the Printer Function...........................195
Messages Displayed When You Use the Scanner Function...................................................................... 207
Messages Displayed on the Control Panel When You Use the Scanner Function.............................. 207
Messages Displayed on the Client Computer.........................................................................................217
When Other Messages Appear...................................................................................................................224
When There Is a Problem Scanning or Storing Originals......................................................................225
When the Home Screen Cannot Be Edited.............................................................................................226
When the Address Book Is Updated....................................................................................................... 227
When Data Cannot Be Sent Due to a Problem with the Destination.....................................................228
When the Machine Cannot Be Operated Due to a Problem with the User Certificate.......................228
When Problems Occur While Logging In............................................................................................... 230
When the User Lacks Privileges to Perform an Operation..................................................................... 230
When the LDAP Server Cannot Be Used.................................................................................................230
10. Information for This Machine
Information on Environmental Regulations.................................................................................................. 233
ENERGY STAR Program........................................................................................................................... 233
Energy Saving Functions...........................................................................................................................233
INDEX...........................................................................................................................................................237
5
How to Read the Manuals
Symbols Used in the Manuals
This manual uses the following symbols:
Indicates points to pay attention to when using the machine, and explanations of likely causes of paper
misfeeds, damage to originals, or loss of data. Be sure to read these explanations.
Indicates supplementary explanations of the machine's functions, and instructions on resolving user
errors.
This symbol is located at the end of sections. It indicates where you can find further relevant information.
[ ]
Indicates the names of keys on the machine's display or control panels.
(mainly Europe and Asia), (mainly Europe), or (mainly Asia)
(mainly North America)
Differences in the functions of Region A and Region B models are indicated by two symbols. Read the
information indicated by the symbol that corresponds to the region of the model you are using. For
details about which symbol corresponds to the model you are using, see page 7 "Model-Specific
Information".
6
Model-Specific Information
DRC101
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.
If the label contains the following, your machine is a region A model:
• CODE XXXX -27
• 220–240 V
7
Names of Major Features
In this manual, major features of the machine are referred to as follows:
• Auto Document Feeder ADF
• LCIT RT4020 Large Capacity Tray (LCT)
• 81/2 × 14 PAPER SIZE TRAY TYPE M2 Extension unit
• LCIT RT4050 Wide Large Capacity Tray (Wide LCT)
• Multi-Folding Unit FD4000 Multi-folding unit
• Decurler Unit DU5020 Decurler unit
8
1. What You Can Do with This Machine
BRL059S
You can search for a description by what you want to do. Also, this machine's distinctive functions are
explained.
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 on a single sheet (Combine)
See "Combined Copying", Copy/ Document Server.
Checking how much paper is saved ([Information] screen)
See "[Information] Screen", Getting Started.
Reducing electricity consumption
See "Saving Energy", Getting Started.
See "Timer Settings", Connecting the Machine/ System Settings.
9
BQX138S
1. What You Can Do with This Machine
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.
Managing and using documents converted to electronic formats (Document Server)
See "Relationship between Document Server and Other Functions", Copy/ Document Server.
10
Registering Destinations
CAY062
BQX139S
Searching by What You Want to Do
Using the control panel to register destinations in the Address Book
See "Procedure for registering a destination in the address book manually", Scan.
Operating the Machine More Effectively
Registering and using frequently-used settings (Program)
See "Registering Functions in a Program", Convenient Functions.
11
1. What You Can Do with This Machine
Registering frequently-used settings as initial settings (Program as Defaults)
See "Changing the Default Functions of the Initial Screen", Convenient Functions.
Registering frequently-used printing settings to the printer driver
See "Using One Click Presets", Print.
Changing the initial settings of the printer driver to frequently-used printing settings
See "Displaying the [Printing Preferences] Dialog Box", Print.
Adding shortcuts to frequently used programs
See "Adding Icons to the [Home] Screen", Convenient Functions.
Changing the order of the function and shortcut icons
See "Changing the Order of Icons on the [Home] Screen", Convenient Functions.
12
DRC141
What You Can Do with This Machine
What You Can Do with This Machine
This section describes the features of this machine.
Customizing the [Home] Screen
The icons of each function are displayed on the [Home] screen.
• You can add shortcuts to often used programs to the [Home] screen. The programs can be recalled
easily by pressing the shortcut icons.
• You can display only the icons of functions and shortcuts that you use.
• You can change the order of the function and shortcut icons.
• For details about the features on the [Home] screen, see "How to Use the [Home] Screen", Getting
Started.
• For details about how to customize the [Home] screen, see "Customizing the [Home] Screen",
Convenient Functions.
13
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,
text, and page numbers.
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 detect the original size automatically. Also, it enables the machine to select an appropriate
reproduction ratio based on the paper size you specify. If the orientation of the original is different
from that of the paper you are copying onto, the machine rotates the original image by 90 degrees
to match it with the copy paper.
See "Reducing or Enlarging Originals", Copy/ Document Server.
• Copier functions such as Duplex, Combine, Booklet, and Magazine allow you to save on paper by
copying multiple pages onto single sheets.
For details about duplex copying, see "Duplex Copying", Copy/ Document Server.
For details about combined copying, see "Combined Copying", Copy/ Document Server.
For details about the booklet and magazine functions, see "Booklet/Magazine", Copy/
Document Server.
14
• You can copy onto various types of paper such as envelopes and transparencies.
See "Copying onto Various Types of Paper", Copy/ Document Server.
CJQ614
• The finisher allows you to sort, staple, and punch holes in your copies.
See "Finishing", Copy/ Document Server.
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, staple, and punch holes in your prints.
For details about stapling, see "Staple", Print.
For details about punching, see "Punch", Print.
• You can print files stored on a removable memory device and specify print conditions such as print
quality and print size.
See "Direct Printing from a Memory Storage Device", Print.
Utilizing Stored Documents
You can store files scanned in copier, printer, or scanner mode on the machine's hard disk. Web Image
Monitor allows you to use your computer to search for, view, print, delete, and send stored files via the
network. You can also change print settings and print multiple documents (Document Server).
15
CUM004
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, "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 scanner mode, see "Storing and Saving the Scanned
Documents", Scan.
Connecting Two Machines for Copying
You can connect two machines together with copy connector. When you set up a copy job on one
machine (the main machine), data is transferred to the other (the sub-machine) so that copies can be
made on both machines simultaneously (Connect Copy).
16
CJQ101
CJQ607
What You Can Do with This Machine
• You can complete large volume copy runs in shorter time.
• Even if one machine runs out of paper, or stops because of a paper jam, the other machine can still
continue to finish the job.
• See "Connect Copying", Print.
Using 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 "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).
17
CUL003
1. What You Can Do with This Machine
See "Basic Procedure When Using Scan to Folder", Scan.
• You can use Web Services on Devices (WSD) to send scan files to a client computer.
See "Basic Operating Procedure of WSD Scanner (Push Type)", Scan.
Embedding Text Information in Scanned Files
You can extract text information from a scanned document and embed it in the file without using a
computer.
If you scan a document using this function, embedded text can be searched by using the text search
function or copied to another document.
18
• 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.
CJQ608
What You Can Do with This Machine
Preventing Information Leakage (Security Functions)
• You can protect documents from unauthorized access and stop them from being copied without
permission.
• You can control the use of the machine, as well as prevent machine settings from being changed
without authorization.
• By setting passwords, you can prevent unauthorized access via the network.
• You can erase or encrypt the data on the hard disk to minimize the risk of information leakage.
• You can limit the usage of functions for each user.
• See Security Guide.
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.
19
A
A
CUL004
xxx@xxx.xxx
600 dpi
xxx@xxx.xxx
600 dpi
CJQ609
1. What You Can Do with This Machine
• 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.
20
CUM003
What You Can Do with This Machine
You can check which tray is running out of paper, register information in the Address Book, specify the
network settings, configure and change the system settings, manage jobs, print the job history, and
configure the authentication settings.
• See "Using Web Image Monitor", Connecting the Machine/ System Settings.
• See Web Image Monitor Help.
Preventing Unauthorized Copying
You can print embedded patterns on printouts to prevent unauthorized copying.
• Using the copier function or the printer driver, you can embed a pattern in the printed document. If
the document is copied on a machine with the Copy Data Security function enabled, protected
pages are grayed out in the copy. This can minimize the risk of confidential information being
copied. If a document protected by unauthorized copy guard is copied on a machine with the
Copy Data Security function enabled, the machine beeps to notify users that unauthorized copying
is being attempted.
If the document is copied on a machine with the Copy Data Security function disabled, the hidden
text becomes visible in the copy, indicating that the copy is unauthorized.
• Using the copier function or the printer driver, you can embed text in the printed document for
unauthorized copy prevention. If the document is copied, scanned, or stored in a Document Server
by a copier or multifunction printer, the embedded text appears conspicuous in the copy,
discouraging such unauthorized copying.
• For details, see Security Guide.
21
1. What You Can Do with This Machine
• For details, see the printer driver Help.
• For details about this function in the copier mode, see "Preventing Unauthorized Copies", Copy/
Document Server.
• For details about this function in the printer mode, see "Printing Documents That Are Not Authorized
for Duplication", Print.
22
2. Getting Started
7
DRC106
3
4
5
8
6
1
2
This chapter describes how to start using this machine.
Guide to Names and Functions of Components
• Do not obstruct the machine's vents. Doing so risks fire caused by overheated internal
components.
Front and left view
1. ADF
Lower the ADF over originals placed on the exposure glass.
If you load a stack of originals in the ADF, the ADF will automatically feed the originals one by one.
The ADF scans both sides of an original simultaneously.
2. Exposure glass
Place originals face down here.
3. Control panel
See page 39 "Guide to the Names and Functions of the Machine's Control Panel".
23
DRC107
1
3
4
5
7
2
6
2. Getting Started
4. Front cover
Open to change toner cartridges.
5. Drawer
Pull out the drawer when a paper jam occurs.
6. Paper trays (Trays 1–3)
Load paper here. Tray 1 is a tandem tray where paper on the left side automatically moves to the right when
paper there has run out.
7. Lower front cover
Open to change the waste toner bottle.
8. Main power switch
To operate the machine, the main power switch must be on. If it is off, open the main power switch's cover and
turn the switch on.
Front and right view
24
1. Attention light
See page 26 "Guide to Functions of the Attention Light".
1
DRC108
2
1
1
Guide to Names and Functions of Components
2. ADF's extender
Pull this extender to support large paper.
3. Paper guides
When loading paper in the bypass tray, align the paper guides flush against the paper.
4. Extender
Pull this extender out when loading sheets larger than A4 , 81/2 × 11 in the bypass tray.
5. Bypass tray
Use to copy or print on transparencies, adhesive labels, translucent paper, and paper that cannot be loaded
in the paper trays.
6. Upper right cover
Open this cover when a paper jam occurs.
7. Vents
Prevent overheating.
Rear and left view
1. Vents
Prevent overheating.
2. Anti-humidity heater switch
Prevents trays from absorbing moisture. If humidity is high and temperature is low, turn this switch on to have
moisture from the paper trays absorbed and prevent the print quality from deteriorating.
25
CUV121
2. Getting Started
Guide to Functions of the Attention Light
This section introduces functions of the attention light.
• Do not push or pull the attention light when installed to the machine. Doing so may result in
damage or malfunction of the attention light or the machine.
The attention light notifies the user by light when there is a paper jam or no paper is left.
The colors of the lamp and their meanings are as follows:
Lamp Status
The bottom lamp lights blue. Printing
The bottom lamp flashes blue. • Scanning
• Data in
The top lamp lights red. Error occurred
(Example)
• When the service call message appears
• Paper jam
• Out of paper
• Out of toner
• Memory overflow
Read the message on the display panel, and then
take appropriate action. For details, see "When
Messages Appear", Troubleshooting.
26
Lamp Status
The top lamp flashes yellow. Warning
(Example)
• Toner has nearly run out.
• Waste toner bottle is nearly full.
• Paper has nearly run out.
Read the message on the display panel, and then
take appropriate action. For details, see "When
Messages Appear", Troubleshooting.
*1 When [Low Paper Indicator (Yellow Flashing)] is set to [Active].
Guide to Names and Functions of Components
*1
27
DRC969
1
4
3
11
2
5
6
7
1112
12
13
8
21
20
14
15
17
19
10
18
16
9
2. Getting Started
Guide to Functions of the Machine's Options
Guide to Functions of the Machine's External Options
28
1. Copy tray
If you select this as the output tray, copied/printed paper is delivered here face down.
2. Multi bypass banner sheet tray
Allows you to load paper that has a horizontal length of 487.8 mm (19.21 inches) or longer in the bypass
tray.
3. Banner sheet guide tray
Allows you to load paper that has a horizontal length of 487.8 mm (19.21 inches) or longer in the bypass
tray.
4. Wide LCT
Holds 2,200 sheets of paper. Use to copy or print onto transparencies, adhesive labels, translucent paper,
and custom size paper.
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