Sharp FO2600 User Manual

4 ANSWERING MACHINE CONNECTION

USING THE CONNECTION

If you have connected an answering machine to your fax as described in "Assembly
and Connections" in Chapter 1, you can receive both voice messages and fax
transmissions on the same line while you are out. To use the connection, first change
the outgoing message of your answering machine, and then set the reception mode of
your fax to ANS. when you go out.

Changing the outgoing message

The outgoing message (OGM) of your answering machine should be changed to
inform callers who want to send a fax to press their Start key. For example, your
message might go as follows:

"Hello. You’ve reached the ABC company. No one is available to take your call right
now. Please leave a message after the beep or press your facsimile Start key to send
a fax. Thank you for calling."

Comments:

••

It is advisable to keep the lengt h of the m ess age un der 10 seconds . If it is too long, you may
have difficulty receiving faxe s sent by auto mat ic dialling.

••

Your cal lers can eve n leave a vo ice m essa ge and send a fax mes sage on the sam e ca ll.
Modify your outg o ing messa ge t o explain that they ca n first leave a voic e messa ge, and then
press their Sta rt key to send a f ax.

When you go out

1 Set the reception mode of your fax to

ANS. by pressing the RECEPTION
MODE key.

RECEPTION

MODE

AUTO MANUAL ANS.

ANSWERING MACHI NE CONNE CTI O N 4-1

USING THE CONNECTION

2 Set your answering machine to auto

answer.

•• Ideally it should be set to answer on no
more than two rings.

Note:

If your answer ing m achine has a remote r etriev al fun ct ion, make sur e the co de use d to
activate remot e retrieva l is differe nt from the cod e used to activa te fax reception with an
extension telephone (see "Receiving Docum ents" in Chapt er 3). If they are the same,
entering the code from an outs ide telephon e to retrieve m es sage s will cause the fax
machine to be ac tiva ted.

How the answer ing mac hine mode operates

While you are out, all of your incoming calls will be answered by your answering
machine and its outgoing message will play. During this time, your fax will quietly
monitor the line. If your fax detects a fax transmission, it will take over the line and
begin reception.

♦ If the connection is not good or there is noise on the line, the answering machine

and/or fax machine may not respond properly.

♦ The call counter on your answering machine may indicate that voice messages

were received, when only fax messages were received.

Note:

4-2 ANSWERING MACHINE CONNE CTI O N

To prevent the fax from taking ov er the line and beginnin g recept ion if you call in from
an externa l phone or ans wer on an exte n sion pho ne, pr ess an y thre e keys (othe r tha n

5

", "

the code to activate fax rec ept ion, "

This can only be performed from a phone capable of tone dialling.

*", and "*") on the dial pad of the phone.

USING THE CONNECTIO N

If it does n’t work

If the connection doesn’t operate properly, first check the following:
♦ Is the answering machine connected properly to the fax? One end of the answering

machine line should be inserted in the "EXT. TEL." socket on the fax ("TEL. SET" in

Ireland), and the other end in the answering machine’s telephone li n e socket.
♦ Is the reception mode set to ANS.?
If the above settings and connections are correct and the connection still doesn’t

operate properly, the timing with which the answering machine and the fax operate
are probably not well synchronized. Som e common synchronization problems a nd
their solutions are described below.

In addition, read the following section, "How fax transmissions are detected", to gain a
better understanding of how the fax operates when an answering machine is
connected. This will help you determine what course of action to take.

♦ Are callers who want to leave a voice message being interrupted by the fax before

they can do so?

The fax is set to take over the line and begin reception if it detects a specified duration
of silence (called "Quiet Detect Time"). If your outgoing message contains a pause
or the caller pauses while leaving a message, and the pause is longer than the
specified duration, the fax will interrupt.
It is best to shorten or eliminate such pauses, but if necessary you can also try
lengthening the Quiet Detect Time setting. This procedure is described in "Optional
A.M. Mode Settings" at the end of this chapter.

♦ Are callers who want to send a fax manually having trouble doing so after your

answering machine’s outgoing message plays?

If so, the answering machine may be disconnecting the line (hanging up) before your
fax has a chance to take over the line and begin reception. You can make your fax
activate sooner by shortening the Quiet Detect Time setting. This procedure is
described in "Optional A.M. Mode Settings" at the end of this chapter.

♦ Are you having trouble receiving documents sent by automatic dialling?

Make sure that y our answering machine’s outgoing message is less than 10 seconds
long, and that your answering machine is set to answer on between 2 and 4 rings.
Inserting a short pause at the beginning of your answering machine’s outgoing
message might also help, as this gives your fax a chance to clearly hear and detect
the fax "calling" tone which the transmitt ing fax sends in the case of automatic dialling.

ANSWERING MACHI NE CONNE CTI O N 4-3

USING THE CONNECTION

How fax transmissions are detected:

Your fax detects fax transmissions in two ways when an answering machine is
connected, depending on whether the document is being sent automatically or
manually:

Automatic dialling:

If the document is sent using a form of automatic dialling, such as Rapid Key or Speed
Dialling, the transmitting fax machine will send a "calling tone" at 3-second intervals
for a period of about 30 to 40 seconds after dialling. When your fax detects this tone, it
will disconnect the answering machine, send a "reception tone" in response, and
begin receiving the transmission.

If the transmitting fax does not receive a reception tone from your fax within 30 to 40
seconds after dialling, it will usually hang up and automatically redial several minutes
later.

Since your fax may not be able to detect the transmitting fax’s calling tone until after
the outgoing message ends, it is important that the answering machine answers the
call within 4 rings and the outgoing message does not last too long. Otherwise, your
fax may not be able to establish communication with the transmitting fax before the
latter hangs up.

Manual dialling:

If the document is being sent by normal (manual) dialling, the transmitting fax machine
does not send a calling tone. Instead, the person faxing normally waits until they hear
a reception tone and then presses their Start key. In the case of an answering
machine connection, they will hear your outgoing message instead of a reception
tone, and then press their Start key.

However, this does not signal a fax transmission to your fax. Instead, it must use a
function called "Quiet Detect Time" to detect the transmission. This function causes
your fax to disconnect the answering machine and begin reception if it detects a
certain duration of silence.

Your fax is set to automatically begin fax reception if it detects a duration of silence of
4 seconds. When the person faxing presses their Start key, the line will go quiet, and
the transmitting fax machine will wait for a reception tone from your fax. Your fax will
therefore disconnect the answering machine 4 seconds after the key is pressed, and
send a reception tone to tell the other fax machine to begin transmission.

If your answering machine has a fast disconnect time and disconnects the line before
4 seconds elapses, fax reception will not be possible. In this case, you must shorten
the Quiet Detect Time setting as described on the following page. On the other hand,
if the Quiet Detect Time setting is too short, your fax may interrupt voice callers if they
pause during their message or if there is a period of silence in your outgoing message.

4-4 ANSWERING MACHINE CONNE CTI O N

5 SPECIAL FUNCTIONS

MEMORY

Your fax has a memory which can be used to store both incoming and outgoing
documents.

♦ Approximately 28 pages of average content (based on ITU-T Test Chart #1 at

standard resolution) can be held in memory if they are all to be transmitted, or 32

pages if they are all received (39 received pages if Option Setting 20, Error

Correction Mode, is set to NO). Less can be held if any were scanned using fine or

halftone resolution.
♦ If you need more memory, a 1 MB add-on option is available from your dealer or

retailer which will increase the capacity to 92 transmission pages or 92 received

pages (99 received pages if Error Correction Mode is set to NO).

Sending documents from memory

With this function, the original document is scanned immediately, stored in memory,
and then transmitted once the connection to the receiving machine is made. This is
convenient when transmitting to places where the line is often busy, as it saves you
from waiting to collect the original document and frees the feeder for other operations.

♦ Only one memory transmission can be set at a time.
♦ The amount of memory currently occupied appears as a percentage in the display

while the document is being scanned.

1 Load the document(s).

•• Set the resolution and/or contrast if
desired.

MEMORY

2 Press the MEMORY key.

3 Enter the number of the receiving

SPEED

0

(Example)

1

machine using one of the following
methods:

•• Press a Rapid Key.

•• Press the SPEED key and enter a

Speed Dial number.

•• Enter a full telephone number by
pressing the number keys.

SPECIAL FUNCTIONS 5-1

MEMORY

4 Press the START key if you entered a

START

Speed Dial number o r a full number.

•• The document is first scanned and
stored in memory. The other machine
is then dialled (redialling will be
performed automatically if necessary).
When the connection is made,
transmission begins. Afterwards, the
document is cleared from memory and
your fax returns to standby mode.

If the memory becomes full...

If the memory becomes full while the document is being scanned, MEMORY FULL will
appear in the display.

♦ Press the START key if you want to transmit the pages which have been stored up

to that point in memory. The remaining pages will be ejected from the feeder. After
transmission, the memory will be cleared and you can transmit the remaining
pages. You will also need to transmit the page which was being scanned when the
memory filled up.

♦ Press the STOP key if you want to cancel the entire transmission.

Substitute reception into memory

This is a back-up function which is automatically activated if your fax runs out of
paper, the imaging cartridge needs replacement, or the paper jams.

When you have received a document in memory, FAX RX IN MEMORY will appear in
the display, alternating with CHECK PAPER, REPLACE TONER, or PAPER JAM.
When you add paper, replace the imaging cartridge, or clear the jam, the stored
documents will automatically be printed out.

Caution!

••

When docum ent s are stored in m em ory, do not turn the powe r off . This w ill erase all of the
contents .

••

If document s receive d in mem ory are lost due to a power fa ilure or other interr upt ion of th e
power supply, a "CLEAR REPORT" wi ll be printed out when th e power is restor ed. This gives
information about the r ecep tion s lost, includin g the fax numbe rs of the transm it tin g machine s
if they are available.

5-2 SPECIAL FUNCTIONS

TRANSMISSION RESERVATION

When your fax is busy receiving a document or transmitting a document from memory,
you can "reserve" a transmission by loading the document and entering the fax
number. Once the current operation is completed, your fax will automatically dial the
number and transmit the document, saving you from having to wait.

1 Load the document(s).

•• RESERVE READY will appear in the
display.

•• Set the resolution and/or contrast if
desired.

2 Enter the number of the receiving

machine using one of the following

SPEED

0

1

methods:

•• Press a Rapid Key.

•• Press the SPEED key and enter a

(Example)

Speed Dial number.

•• Enter a full number with the numeric
keys.

3 Press the START key if you entered a

Speed Dial number o r a full number.

•• The number will be dialled once the
current operation is completed, and
transmission will begin once the
connection is made.

Note:

START

If the document is removed from the feed er after a transmission reservat ion is set, the
reservation will be cancelled.

SPECIAL FUNCTIONS 5-3

BROADCASTING

This function allows you to send the same document to as many as 50 different
locations with just one operation. You feed the document through the machine once
and it is stored in memory. After this, the numbers you have entered are automatically
dialled in succession, and the document transmitted to each location.

♦ To enter the fax numbers of the receiving machines, you must use Rapid Keys,

Speed Dial numbers, or Group Keys; no full numbers can be entered.

1 Load the document(s).

2 Press the BROADCAST key.

BROADCAST

3 Dial the receiving units using one or

01

4 Press the START key.

5 Press the START key. Transmissio n

02

……

START

START

09

(Example)

more of the following methods:

•• Press one or m ore Rapid Keys.

•• Enter Speed Dial numbers with the

numeric keys.

•• Press one or more Group Keys.

•• Set the resolution and/or contrast if

desired.

will be gin.

•• A Transaction Report is automatically
printed out after Broadcasting is
completed. Check the "Note" column of
the report to see if any of the locations
are marked "Busy" or have a
communication error code. If so, send
the document to those locations again.

5-4 SPECIAL FUNCTIONS

Broadcasting using a Group Key

If the fax machines to which you want to broadcast have all been programmed into
one Group Key, you can perform the broadcasting operation using the following
simplified procedure:

1 Load the document(s).

•• Make any desired transmission
settings (resolution, contrast, etc.).

2 Press the appropriate Grou p Key.

19/G1

Transmission will begin.

BROADCAST ING

(Example)

SPECIAL FUNCTIONS 5-5

CONFIDENTIAL TRANSMISSION

The Confidential function is used to send documents confidentially. When the
receiving machine receives the document, it stores it in memory instead of
immediately printing it out. Print-out will not be performed until the receiving party
enters the correct passcode.

♦ Confidential transmission is only possible when the receiving machine is a Sharp

model with confidential reception capability.

♦ Confidential reception is not possible with the FO-2600.

1 Load the document(s).

•• Make any desired transmission
settings (resolution, contrast, etc.).

2 Press the FUNCTION key, "6", and the

FUNCTION

3

0

6

1

START

4

START

(Example)

"START" key.

•• CONF. TX M ODE will appear in the
display.

If the receiving machine has mu ltiple
mailboxes, enter the ap prop riat e
2-digit mail box n umb er wi th the
numeric keys (if not, skip this step).

Press the START key.

5 Dial the receiving unit using one of

the following metho ds:

01

•• Press a Rapid Key.

•• Press the SPEED key and enter a

Speed Dial number. Press the START
key.

•• Enter a full telephone number with the

(Example)

5-6 SPECIAL FUNCTIONS

numeric keys, and press the START
key.

Transmissio n will take place once the
connection is made.

POLLING

Polling allows you to request another fax machine to send a document to your fax
machine. In other words, the receiving fax machine, not the transmitting fax machine,
activates the transmission. You can use your fax to both poll and be polled by others.

Setting the polling key

To use the polling function, you must first set Rapid Key 16/POLL for use as a polling
key. This is done by pressing the panel keys as shown below.

♦ The polling key cannot be used for both Rapid Key Dialling and Polling. If it has

already been programmed for Rapid Key Dialling, you must clear it first as
described in "Storing Numbers for Automatic Dialling" in Chapter 2.

Step Press these keys: Comments

1

FUNCTION

3

2

3

1

START

or

2

ENTRY MODE will appear in the display.

POLLING FUNCTION will appear in the display.

Press "1" to turn the polling function on , or "2" to
turn it off.

4

STOP

5

Exit.

Polling others

1 Dial the fax machine you want to poll

using one of the following methods:

SPEED

0

1

•• Pick up the handset (or press the

SPEAKER key) and dial the full
number. Wait for the fax answerback
tone.

(Example)

•• Press the SPEED key and enter a
2-digit Speed Dial number.

•• Enter the full number using the
numeric keys.

SPECIAL FUNCTIONS 5-7

POLLING

2 Press Rapid Key 16/POLL.

16/POLL

•• If you used the handset, replace it
when POLLING appears in the display.
Reception will begin.

Being polled (Polling Standby)

To let another fax machine poll your fax, simply set the reception mode to AUTO, and
load the document(s) to be sent.

Transmission will take place when the other fax machine calls your fax and activates
polling. Automatic reception is possible whilst your fax is on polling standby.

Polling Security

Polling Security allows you to prevent unauthorized polling of your fax. When this
function is turned on, polling will only take place when the fax number of the polling
fax machine has been entered in your fax’s list of permitted fax numbers (called
"passcode numbers"). The number of the polling fax must also be correctly
programmed into itself.

Turning Polli ng Securi ty on and o ff

Step Press these keys: Comments

1

FUNCTION

3

2

ENTRY MODE will appear in the display.

SECURITY SELECT will appear in the display.

5-8 SPECIAL FUNCTIONS

POLLING

or

3

1

START

2

Press "1" to turn polling security on, or "2" to turn
it off.

4

STOP

5

Storing and cleari ng fax numbe rs for polli ng permission

You can store up to 10 fax numbers in your fax’s list of permitted numbers.

Step Press these keys: Comments

1

FUNCTION

3

2

or

3

1

2

Exit.

ENTRY MODE will appear in the display.

PASSCODE # MODE will appear in the display.

Press "1" to set a number, or "2" to clear a
number.

Storing: Ent er a 2-digit number (from 01 t o 10).

0

1

4

(Example)

5

5

5

5

START

1

3

2

(Example)

This number identifies t he f ax nu mber you will
enter in the next step.
Clearing: Enter the 2-digit number which
identifies the fax number you want to clear, and
go to Ste p 6.

4

Enter the fax number (max. 20 digits).

6

STOP

7

Step 4 or

SPECIAL FUNCTIONS 5-9

Return to Step 4 to enter another number, or
press STOP to exit.

RELAY REQUEST

Relay Request allows you to send a document to another fax machine and have that
fax broadcast the document to a number of other fax machines. This function is useful
when the relay fax machine is closer to the end fax machines than your fax, as it
reduces telephone line costs.

Important:

••

Relay Request can only be used if the interm ed iate relay machine is a Sharp m ac hine havin g
the Relay Broadcast function ( not e that your fax cannot act as a relay mach in e) .

Storing a relay group

To make a relay request, you must first enter the relay group. This consist s of the fax
number of the intermediate relay machine and the fax numbers of the end receiving
machines. Only one group can be entered, and this group will remain in memory until
cleared.

♦ Only a Rapid Key number or a Speed Dial number can be entered to specify the

relay machine; a full number cannot be entered.

♦ Fax numbers of the end receiving machines can be entered as Rapid Key numbers,

Speed Dial numbers, and/or Group Key numbers if they have been stored as such

relay

in the
machine for these numbers.

machine (not in your fax machine). Check with the operator of the relay

♦ The total number of end receiving machines which can be entered varies with the

model used as the intermediate relay machine. Check with the operator of the relay
machine to find out how many receiving machines can be entered.

♦ A maximum of 400 spaces are available in memory for storing the numbers of end

receiving machines. The number of spaces occupied by each number depends on
what kind of number it is:

Rapid Key numb er : 4 spaces
Speed Dial numbe r: 2 spaces
Group Key num b er: 4 spaces (for one gro up)
Full number: Number of digits in number (eg. a maximum of 13 full

numbers can be entered, with a maximum of 30 digits per
number).

5-10 SPECIAL FUNCTIONS

Step Press these keys: Comments

RELAY REQUEST

1

FUNCTION

5

2

START

RELAY FUNCTION will appear in the display.

SET RELAY GROUP will appear in the display.

3

4

0

1

(Example)

START

Enter the fax number of the relay machine by
pressing a Rap id Key or ent erin g a 2-digit Spe e d
Dial number with t he num e ric ke ys.

5

Enter the relay mac hine’s Rapid Key number s of

6

0

1

(Example)

START

the end receiving machines by pressing numeric
keys (not Rapid Key s) . (Skip this step if yo u
don’t want to enter Rap id Key num be rs.)

7

8

0

1

(Example)

START

Enter the relay mac hine’s Speed D ial number s
of the end receiving machines by pressing
numeric keys . (Skip this step if yo u don’t want to
enter Speed Dial num bers .)

9

10

11

12

13

14

Enter numbers of Gro up Keys for end machines
by pressing numer ic keys . (Skip this step if you
don’t want to enter Group Key numbe rs.)

Enter a full fax number ( skip this st ep if you don’t

4

want to enter full numbers) . Include t he area
code (e.g. "201") if the numbe r is outside of the
calling area of the relay unit.

Press START and go back to Step 12 if you
want to en ter anot h er fu ll nu m b er.

START

5

START

START

2

(Example)

5

1

3

2

(Example)

0

5

SPECIAL FUNCTIONS 5-11

RELAY REQUEST

To clear the relay group

Step Press these keys: Comments

1

FUNCTION

2

START

5

RELAY FUNCTION will appear in the display.

CLEAR RELAY GRP will appear in the display.

3

STOP

4

Exit.

Making a relay request

Important:

••

To make a relay requ est , your fax num be r mus t be enter ed int o the Relay Pass code List of
the relay fax machine by the oper at or of th at fax. (Your num b er mu st also be corr ect ly
entered in your fax as descr ibed in "Entering Your Name an d Fax Numb er " in Chapter 2.)

1 Load the document.

•• Set the resolution and/or contrast if
desired.

2 Press the FUNCTION key, the "5" key,

and the "#" key.

FUNCTION

3

5-12 SPECIAL FUNCTIONS

5

START

Press the START key.