Sharp UX-370 User Manual

Making Telephone Calls

Comments:

•• While the handset of the fax is lifted (off hook), an exten sion phone

connect ed dire ctly to the fax cannot be used to spea k wit h the oth er party.

•• The fax may interru pt a voice call rece ived on a n exten sion phone if the

recept ion mod e is set to A.M. and there i s a period of silence durin g the conversa tion. If you are on a tone dial phone, you can preve nt this by pressing an y three keys on the phone imm edi atel y afte r you answer . (Note : Do not enter the code to activate fax reception: 5, *, *.)

Chain Diall ing

After lifting the handset, you can dial any comb inat ion of Normal Dialling, Rapid K ey Dialling and Speed Dialli ng numbers. For example, if you have stored an area code or an access code for a special service in a Rapid Key, you can press the Rapid Key for that area code or access code, th en dial t he remainder of the number by pressing a Rapid Key, pressing num ber key s, or pressing t he SPEED DIAL key and entering a two-digi t Spe ed Dial num ber.

Using the SEARCH/R key

You can use the SEARCH/R key to search for a Rapid Key or Speed Dial number. First search for the number as described in Usi ng th e SEARCH/R key in Sen din g a Fax by Automatic Dia ll ing in Chapter 2, then pick up the han dset or press th e SPEAKER key. The number will be dialled aut omat icall y (do not press the START/ MEMORY key).

Redial

The last number called can be redialled by pressing the REDIAL key (it is not necessary to pick up the handset or press the SPEAKER key). When the other party answers, pick up the han dset t o talk.

Making Telephone Calls

Issuing tone signa ls

If you are on a pulse dial line, you c an use the "*" key to temporarily issue tone signals when you press t he numeric keys. This allo ws you to use certain telephone services which require entering tone signals.

When you need to enter one or more tone sign als, pr ess the "*" key and then press the appropriate numeric keys.

To change back to pulse mode, simpl y hang up (the diall in g mod e automatic ally changes back to the sett ing of Option S etting 9 when you hang up).

PBX operations

If your fax is connected to a PBX, you can use it to perform the following operations:

♦ Making enquiry calls: During a call, you can put the other party

on hold, make a further call to a third party, and then go back to your original caller.

♦ Transferring calls: You can transfer a call to another number on

the same PBX without operator assistance.

Your fax is also fully compatibl e with British Telecom Network Services and Telecom Eireann Phone Plus Services an d can be used in conjunction with any facili ty that requires a recall command .

Note: To perform PBX operations, Option Setting 15 must be set to the appropriate recall mode for your PBX (see Chapter 8, Optional Setting s). Check your PBX manual or consult your supplier for the correct recall mode. If you are using British Telecom Network Services or Telecomm Eireann Phone Plus Services, Option Setting 15 must be set to time-break recall. (This is the initial factory setting).

5. Making Phone Calls

Making Telephone Calls

Making enquiry calls

During the telephone conversation, press the SEARCH/R key. This puts the other party on hold.

When you hear the dial tone, dial the number of the third party for the enquiry call.

When you have finished the enquiry call, you will be automatically returned to the original caller as soon as the third party hangs up.

Transferring calls

During the telephone conversation, press the SEARCH/R key. This puts the other party on hold.

When you hear the dial tone, dial the number to which you want to transfer the call. When the other party answers, hang up, and the call will be transferred.

•• If the other party does not answer,

press the SEARCH/R key again to return to the original caller.

Answering

Chapter

Connecting an Answering Machine

If desired, you can connect an answering machine to your fax machine’s TEL. SET socket. This will allow you t o receive both voice messages and faxes when you are out.

♦ Important: If the answering mac hine is not connecte d to the

Remove the seal covering the TEL. SET socket.

Machine Connection

extension telephone socket on the fax as shown, the set-up will not operate correctly.

Connect the answering machine’s telephone line plug to the TEL. SET socket using the extension telephone socket adaptor provided.

♦ Eire: Insert the plug of the answering machine line dir ectly into

the TEL.SET socket .

TEL. SET

TEL. LINE

To answering machine’s telephone line socket

Machine

6. Answering

Activating the Answering Machine Hookup

Changing the outgoing message

The outgoing message (OGM) of your answering machi ne shoul d be changed to inform callers who want to send a fax to press their Start key. For exampl e, your message mig ht go as follows :

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

Comments:

•• It is advisabl e to kee p the lengt h of the m essa ge under 10 sec ond s. If it is too

long, you may have difficulty receiving faxes sent by automatic dialling.

•• Your callers can even leave a voice message and send a fax message on the

same call. Modi fy you r outgoing message to exp lain that they can fi rst l eave a voice message, and then press their Start key to send a fax.

Using the Connection

Set the reception mode of your fax to A.M. by pressing the RECEPTION MODE key.

RECEPTION MODE

Set your answ ering machine to auto answer.

•• Your answering machine must be set to a nswer on a maximum of

TEL

TEL/FAX

FAX

A.M.

two rings. If not, you may not be able to receive faxes sent by automatic dialling.

•• If your answering machine ha s a toll saver function, make sure that

it will answer by the fourth ring.

Activating the Answering Machine Hookup

Note: If your answering machine has a remote retrieval function, make

sure the code used to activate remote retrieval is different from the code used to activate fax reception with an extension telephone (see Chapter 3, Receiving Documents). If they are the same, entering the code from an outside telephone to retrieve messages will cause the fax machine to be activated.

How answering machine mode operates

While you are out, all of your incoming call s will be answered by the answering machine and its outgoing message will play. Voic e callers can leave a message. During this time, your fax will qui etly moni to r the line. If your fax detects a fax tone or a duration of silence greater than four seconds, it will take over the line and begin receptio n.

♦ 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: To prevent the fax from taking over the line and beg inning

reception if you call in from an external phone or answ er on an extension phone, press any three keys (other than the code to activat e fax reception, "5", "*", and "*") on the dial pad of the phone. This can only be performed from a phone capable of tone dialling.

When you return and turn off your answering machine, be sure to change the reception mode back to FAX/TEL, FAX, or TEL!

Machine

6. Answering

Activating the Answering Machine Hookup

Optional A.M. Connection Settings

If necessary, you can use the following sett in gs to improve th e response of the answering machine connection to incoming calls.

Quiet Detect Time

This function causes the fax machine to take over the line and begin reception if a certain duration of silence is detected after the answering machine answers.

Time selections for the period of silence are 1 to 10 seconds. Quiet Detect Time has been set to 4 seconds at the factory. This gives the best performance with most answering machines; however, you may need to adjust this settin g depending on the discon ne ct time of your answering machine.

♦ Some answer ing machines may have unusually fast disconn ec t

times (equal to or very slightly less than 4 seconds) , which means that the answering machine may disconnect the line before fax reception can begin. In this case, try a Quiet Detect Time setting of about 3 seconds.

♦ If the fax machine is interrupting callers before they can leave a

message, try a longer Quie t Detect Time setting. If your outgoing message includes a period of silence, make sure that the setting is longer than that period of silence, or re-record your outgoing message to shorten the silence.

To change the Quiet Detect Time setting, reset Option S ett ing 11 as explained in Chapte r 8, Option Settings.

Note: Quiet Detect Time can be turned off by entering "00" for the

time. Note, however, that the fax machine will not be able to receive faxes sent manually by Normal Dialling.

Activating the Answering Machine Hookup

Select Au to Rece ive

When this function is turned on, your fax will answ er the call after 5 rings if the answering machine for some reason fails to answer before that time. This ensures that you wil l receive fax messages even if the answering machine’s tape fills up or the answering machine is not turned on.

This function has been turned off at the factory. If you want to turn it on, reset Option Settin g 14 as explained in Chapter 8, Option Sett in gs.

Note: When this function is turned on , make sure that the answering

machine is set to answer on 4 rings or less. If it isn’t, the fax will always answer first, preventing callers from leaving voice messages.

Quiet Detect Start Timing

This setting can be used to delay th e start of the Quiet Detect Time function. For exampl e, if you want to insert a pause at the beginnin g of your answering machine’s outgoin g message to ensure clear detection of fax signals, you can use this settin g to delay the start of silence detection so that the pause wil l not cause the fax to take over the line.

Quiet Detect Start Timin g has been turned off at the factory. If you want to use this function, turn it on by resetting Optio n Set ting 12 to the desired delay time (1 to 15 seconds). This procedure is explained in Chapter 8, Option Settings. As a general guide, the delay time should be slight ly longer than t he pau se before the outgoi ng m essage.

Off Hook Hold

This setting can be used to make the fax autom aticall y take over the line and attempt reception after a set number of seconds.

For normal operation , we recommend that you do not turn this function on; howev er, if you ar e having tro ubl e receivin g faxes in A.M. mode, yo u can try various t im e settings t o se e if it helps. Turn the function on by setting Option Settin g 13 to the desired number of seconds (1 to 255 seconds). This procedure is explained in Chapter 8, Option Setting s.

Machine

6. Answering

Special

Chapter

Caller ID

If you subscribe to a caller identification service from your telephone company, you can set your fax to display t he name and numb er of the caller while the fax rings. availabl e.

Important:

•• To use this function, you must subs cribe to a calle r identification

•• Your fax may not be compatible with some caller iden tific atio n

•• Caller ID may not function if th e machine is connect ed to a PBX.

Functions

service from your telephone company.

services.

Press these keys:

The display will show:

Press the * key three times.

The display will show:

Press 1 to turn on Caller ID, or 2 to turn it off.

The display will show:

OPTION SETTING

CALLER-ID

COVER SHEET MODE

FUNCTION

YES

Caller ID

Press the STOP key to return to the

STOP

date and time display.

♦ Set Option Setting 3 (Number of Rings to Answer) to 2 or more

rings (see Chapter 8).

How Caller ID oper ate s

When you receive a call, the name and/o r phone number of the call er will alternately appe ar in the display, beginni ng ju st before the second ring. The informat ion will continue to be displayed until you pick up the handset, or until the f ax answers aut omat icall y if it is in FAX mode.

Note: At present most caller-id equipped teleph one networks only supply the caller’s number, t herefore the caller’s name will only appear providing that the caller’s name and number have been programmed i nto memory.

Display example:

DOE JOHN 444-555-6666

Caller’s name Caller’s number

Display messages

One of the following messages will appear while the fax rings if caller information is not available.

NO SERVICE No caller information was received from your

telephone company. Make sure that the telephone company has activated yo ur service.

CALLER-ID ERROR

Noise on the telephone line prevented reception of caller information.

WITHHELD Caller information was not provided by the

telephone company at the caller’s request.

Functions

7. Special

Caller ID

Viewing the Call er ID list

If you subscribe to a Caller ID service and have turned on the Caller ID function, your fax machine will keep information on the most recent 20 calls and faxes you have received. You can view this information, which consi st s of the name and numbe r of each caller, in the Caller ID List.

♦ After you have received 20 calls, each new call will delete the

oldest call.

Note: At present most caller-id equipped telephone netwo rks only supply the caller’s number, therefore the caller’s name will only appear providing that the caller’s name and numbe r have been programmed into memory.

Follow the step s below to view th e Caller ID List in the di spl ay . If desired, you can immediately di al a numb er when it app ears.

To print out the list, see Chapter 9, Printi ng Report s and Lists .

Press these keys:

The display will show:

Press the * key to scroll through the list from the most recent call, or the key to scroll through the list from the oldest call.

REVIEWING CALLS

If you want to dial one of the numbers in the list, scroll through the list until the number appears in the display.

•• If you want to send a fax, load the

document an d t hen pres s t he START/MEMORY key.

•• If you want to make a voice call,

pick up the handset or press the SPEAKER key. Dialing will begin automatically. (If you pressed the SPEAKER key, pick up the handset when the other party answers.)

Press the STOP key when you have finished viewing the list.

Caller ID

START/MEMORY

STOP

To delete calls from the calle r lis t

If you want to delete a single call from the caller list, press the "0" key while the call appears in the display. If you want to delete all calls from the list, hold the "0" key down for at least 3 seconds while you are viewing any number in the list.

Priority Cal l

If desired, you can set your fax to make a special ringing sound when you receive a call from a designated pho ne numb er. This lets yo u know immediatel y who is callin g wit hout having to look at t he disp lay. To use this function, enter the desi red phone num b er by follo wing the steps below (only one phone number can be entered).

Functions

7. Special

Caller ID

Press the keys shown at right.

FUNCTION

PRIORITY CALL # will appear in the display.

Press 1 to enter a number, or 2 to cle ar a number. (If you pressed 2, go to Step

4.)

Enter the phone number, including the area code, by pressing the number keys

5 5 5 1

(max. of 20 digits).

Press the START/MEMORY key and then the STOP key.

START/MEMOR Y

Note: This facility will not work if the calli ng party has instructed th e telephone network to withhol d thei r Caller ID information.

3 4

(Example)

STOP

Blocking voice calls

With Caller ID turned on, you can use the Ant i Junk Fax funct ion described in Blocking Reception of Unwanted Faxes in this chapter to prevent voice calls as well as fax receptions (the Anti Junk Fax function can normally only prevent faxes).

In this case, when a voice call or a fax transmission comes in from a number you hav e speci fied as a "Junk Num ber", your f ax will br eak the connection as soon as it receives the calling pho ne numb er from the caller ID service (before the second ring).

To use this function, set Opt ion Settin g 17 to YES as described in Chapter 8, Option Setti ngs, and then ente r the number in the Anti Junk Number List as explain ed in Blocking Reception of Unwanted Faxes in this chapter.

Note: This function wil l not blo ck a call from a numb er which has been entered into the ma chine as the Pri orit y Call num ber.

Broadcasting

This function allo ws you t o send th e same docu ment to as many as 20 different locations with just one operation. First sto re the document in memory, then enter the numbers of the receiving machines. The document will be transmitted t o each location .

♦ You can only use Rapid Keys or Speed Dial numbers to dial the

numbers of the receiving machines.

Load the document(s). The display will show:

READY TO SEND

Press the START/MEMORY key and then 2.

START/MEMORY

Broadcasting

Dial the receiving machines by using one or both of the following methods. (a maximum of 20 stations can be selected).

•• Enter one or more Speed Dial

numbers by pressing the numeric keys.

•• Press one or more Rapid Keys.

Press the START/MEMORY key.

Set the resolution and/or contrast if

••

desired.

01 02 03

START/MEMORY

RESOLUTION

(Example)

Functions

7. Special

Broadcasting

Press the START/MEMORY key. Transmission will begin.

•• A Transaction Report is

automatica lly printed out after Broadcasting is completed. Check the "Note" column of the report to see if any of the locatio ns are marked "Busy" or have a communication error code. If so, send the document to those locations again.

START/MEMORY

Cover Sheet

You can have the fax generate a cover sheet and send it as the last page of each of your fax transmis sions.

You can select a message.

For the recipient’s name to appear, you must dial using a Speed Dial or Rapid Key number with the name programmed.

Your name and number must be programmed as explained in Chapter 1.

Cover Sheet

Follow the steps below to turn on the cover sheet function . Once the cover sheet function is turned on, cover sheets will be included wit h all tranmissi ons until you turn it off.

Press these keys:

FUNCTION

The display will show:

OPTION SETTING

Press these keys: The display will show:

COVER SHEET MODE

Functions

7. Special

Cover Sheet

Press 1 (YES) to turn on the cover sheet function, or 2 (NO) to turn it off.

The display will show:

AUTO PRINT OUT

YES NO

Press the STOP key to return to the date and time display.

STOP

Selecting a header message (optional)

When the cover sheet function is turned on, you can also select a message which will appear as a header at the top of the cover sheet. Note that the message selection is onl y effective for one transmission .

Load the document(s).

•• The document must be loaded

before a message can be selected.

•• The cover sheet function must be

turned on.

Press these keys: The display will show:

COVER SHEET HEAD

FUNCTION

Select a message by entering a number from 1 to 4:

1: URGENT 2: IMPORTANT 3: CONFIDENTIAL 4: PLS. DISTRIBUTE

Dial the receiving machine and transmit the document.

Note: To cancel a cover sheet header setting, press the STOP key or remove the document from the feeder.

Cover Sheet

(Example)

Functions

7. Special

Batch Page Numbering

You can change the page numbering of the transmit ted docum ent from simple numbering ("P.0 1", "P.02" , etc.) to batch numberi ng, which means that a slash and the total number of pages being sent are added after each page number (for example, "P. 01/ 05" , "P.02 /05 ", etc.). This allows the receiver to check for missing pages.

Load the document(s).

•• The document must be loaded

before batch page numbering can be set.

Press these keys: The display will show:

FUNCTION

PAGE COUNTER SET

Enter the total number of pages ("01" to "99") by pressing the number keys.

•• If you are sending a cover sheet, do

not include it in the total number of

pages (the number will be adjusted automatically).

Dial the receiving machine and transmit the document.

Example: Eight pages

Batch Page Numbering

Comments:

•• If you nee d to cancel a batch num ber entry, remove the do cum e nt fr om the

feeder or press th e STOP key.

•• If the number of pages actually transmitted does not coincide with the batch

number entered, the alarm will sound and PAGE COUNT ERROR will appear in the display . PAGE E. will also appe ar in the NOTE colum n of the Transac ti on Re port if it ha s bee n set to print out.

Functions

7. Special

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Sharp UX-370 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual