TA Triumph-Adler P-C3565i MFP User Manual

FAX Operation Guide

P-C3565i MFP

Contents ....................................................................................................................................i

Preface .....................................................................................................................................v

About the FAX Operation Guide (this Guide) ...........................................................................v

Structure of the guide .....................................................................................................v

Conventions Used in This Guide ................................................................................... vi

1 Legal and Safety Information .............................................. 1-1

Notice ................................................................................................................................... 1-2

Safety Conventions in This Guide .............................................................................. 1-2

About this Operation Guide ........................................................................................ 1-3

Legal Notice ............................................................................................................... 1-3

IMPORTANT SAFETY INSTRUCTIONS ................................................................... 1-3

IMPORTANTES MESURES DE SECURITE ............................................................. 1-3

Declarations to European Directives .......................................................................... 1-4

Technical regulations for terminal equipment ............................................................ 1-4

Network Compatibility Declaration ............................................................................. 1-5

Trademark Information ............................................................................................... 1-5

2 Before Using the Fax Machine ............................................. 2-1

Part Names and Functions ................................................................................................... 2-2

Machine ...................................................................................................................... 2-2

Operation Panel ......................................................................................................... 2-4

Touch Panel ............................................................................................................... 2-5

Enter key and Quick No. Search key ......................................................................... 2-6

Quick Setup Wizard (Fax Setup) .......................................................................................... 2-7

Fax setup items .......................................................................................................... 2-7

Fax setup procedure .................................................................................................. 2-8

Setting Date and Time ..........................................................................................................2-9

PBX Setting (Europe only) ................................................................................................. 2-10

Registering Destinations in the Address Book ................................................................... 2-11

Adding a Destination (Address Book) ...................................................................... 2-11

Adding a Destination on One Touch Key ................................................................. 2-17

3 Sending Faxes ...................................................................... 3-1

Basic transmission procedure .............................................................................................. 3-2

Checking the Send Status .......................................................................................... 3-4

Priority Override Send ................................................................................................ 3-4

Cancelling the Transmission ...................................................................................... 3-5

Using redial ................................................................................................................ 3-6

Methods For Entering the Destination .................................................................................. 3-7

Entering the destination fax number with the numeric keys ....................................... 3-7

Choosing from the Address Book .............................................................................. 3-9

Choosing by One Touch Key ................................................................................... 3-10

Using the Speed Dial key ......................................................................................... 3-10

Broadcast Transmission ........................................................................................... 3-11

Login/Logout ....................................................................................................................... 3-13

Logging in when User Accounting has been Enabled .............................................. 3-13

Logging in when Job Accounting has been Enabled ............................................... 3-14

Fax transmission functions ................................................................................................. 3-15

Quiet Mode ......................................................................................................................... 3-16

Original Size ....................................................................................................................... 3-16

Original Orientation ............................................................................................................ 3-16

Duplex ................................................................................................................................ 3-16

FAX TX Resolution ............................................................................................................. 3-17

Density ............................................................................................................................... 3-17

Original Image .................................................................................................................... 3-17

Continuous Scan ................................................................................................................3-18

FAX Direct Transmission .................................................................................................... 3-18

Cancelling Direct Transmission ................................................................................ 3-18

Manual Send ...................................................................................................................... 3-19

FAX Delayed Transmission ................................................................................................ 3-20

Cancelling and Sending Delayed Transmissions (Queued) ..................................... 3-21

Standby Transmission ........................................................................................................ 3-21

Interrupt Send ..................................................................................................................... 3-22

Job Finish Notice ................................................................................................................ 3-23

File Name Entry .................................................................................................................. 3-23

FAX TX Report ................................................................................................................... 3-23

Using chain dial .................................................................................................................. 3-24

Using favorites .................................................................................................................... 3-26

4 Receiving Faxes ................................................................... 4-1

FAX Automatic Reception .................................................................................................... 4-2

Reception Method ...................................................................................................... 4-2

Checking and Changing the Reception Method ......................................................... 4-2

Flow of reception ........................................................................................................ 4-3

Canceling reception (Disconnection of communication) ............................................ 4-3

Manual Reception ................................................................................................................ 4-4

Flow of reception ........................................................................................................ 4-4

Fax reception functions ........................................................................................................4-5

Fax reception settings .......................................................................................................... 4-6

Duplex Printing ........................................................................................................... 4-6

2 in 1 Print .................................................................................................................. 4-6

Batch Print .................................................................................................................. 4-6

Reception Date/Time ................................................................................................. 4-6

Media Type for Print Output ....................................................................................... 4-7

5 Using Convenient Fax Functions ......................................... 5-1

Forward Settings .................................................................................................................. 5-2

Type of Forwarding Destination ................................................................................. 5-2

Setting Forwarding ..................................................................................................... 5-2

Registering Forwarding Destination ........................................................................... 5-2

Changing and Deleting Registration Contents ........................................................... 5-3

Forwarding Time Setting ............................................................................................ 5-4

File Format Setting ..................................................................................................... 5-4

File Separation ........................................................................................................... 5-4

E-mail Subject Add. Info. Setting ............................................................................... 5-5

FTP Encrypted TX Setting ......................................................................................... 5-5

Print Setting ................................................................................................................ 5-5

File Name Registration ............................................................................................... 5-6

Settings for Forwarding from Embedded Web Server RX (Forward Settings) ........... 5-7

Sub Address Box Function ................................................................................................... 5-8

Sub Address Box ....................................................................................................... 5-8

Sub Address Communication ..................................................................................... 5-8

Registering a Sub Address Box ................................................................................. 5-9

Changing/Deleting Sub Address Box ....................................................................... 5-10

Printing Originals from a Sub Address Box .............................................................. 5-11

Checking Details ...................................................................................................... 5-12

Deleting Originals after Printing from a Sub Address Box ....................................... 5-12

Deleting Originals from a Sub Address Box ............................................................. 5-13

Printing a Sub Address Box List ............................................................................... 5-13

Sub Address Transmission ...................................................................................... 5-14

Polling Communication ....................................................................................................... 5-15

Polling Transmission ................................................................................................ 5-15

Polling Reception ..................................................................................................... 5-17

Printing from a Polling Box ....................................................................................... 5-19

Checking Details ...................................................................................................... 5-20

Deleting Originals in a Polling Box ........................................................................... 5-20

Encryption .......................................................................................................................... 5-21

Registering an Encryption Key ................................................................................. 5-22

Changing and Deleting Registration Contents of Encryption Key ............................ 5-23

Using the Encrypted Transmission .......................................................................... 5-24

Setting the Encrypted Reception .............................................................................. 5-25

Using a Connected Telephone ........................................................................................... 5-26

FAX/TEL Auto Switch Reception ............................................................................. 5-26

FAX/Answering Machine Auto Switch Reception ..................................................... 5-28

DRD Reception (Available for some countries.) ....................................................... 5-30

Manual Send ............................................................................................................ 5-32

Manual Reception .................................................................................................... 5-33

Remote Switch Function .......................................................................................... 5-34

6 Sending Faxes from PC ........................................................ 6-1

Flow of Network FAX Sending ............................................................................................. 6-2

Flow of Network FAX Receiving ........................................................................................... 6-2

Setup .................................................................................................................................... 6-3

Installing the FAX Driver ............................................................................................ 6-4

Uninstalling the FAX Driver ........................................................................................ 6-6

Basic Transmission .............................................................................................................. 6-7

Configuring the Driver Default Settings .................................................................... 6-10

Default Settings Dialog Box ..................................................................................... 6-11

Changing Transmit Settings ..................................................................................... 6-14

Using Cover Pages .................................................................................................. 6-18

Cover Page Registration (Default Settings) ............................................................. 6-23

Transmission Control ............................................................................................... 6-28

7 Managing Jobs ..................................................................... 7-1

Various Tools for Checking Transmission Results and Registration Status ......................... 7-2

Checking FAX Job History ................................................................................................... 7-3

Displaying Job Log Screen ........................................................................................ 7-3

Printing Administrative Reports (Result Report Setting) ...................................................... 7-4

Send Result Reports .................................................................................................. 7-4

Report for Job Canceled before Sending ................................................................... 7-5

Recipient Format ........................................................................................................ 7-5

FAX RX Result Reports ............................................................................................. 7-6

Activity Report (Outgoing FAX Report and Incoming FAX Report) ...................................... 7-7

Printing Activity Reports ............................................................................................. 7-7

Automatic Printout ...................................................................................................... 7-7

Status Page .......................................................................................................................... 7-8

Reporting FAX Receipt Result by E-mail ............................................................................. 7-9

Confirmation Screen of Destinations .................................................................................. 7-10

8 Fax Settings ......................................................................... 8-1

Default fax settings ............................................................................................................... 8-2

Operation method ...................................................................................................... 8-2

System Menu Settings ............................................................................................... 8-3

Report ........................................................................................................................ 8-4

Cassette/MP Tray Settings ........................................................................................ 8-5

Common Settings ....................................................................................................... 8-5

FAX ............................................................................................................................8-6

Transmission Restriction .................................................................................................... 8-10

Registering Permit FAX No. ..................................................................................... 8-11

iii

Changing and Deleting Permit FAX No. ................................................................... 8-12

Registering Reject FAX No. ..................................................................................... 8-13

Changing and Deleting Reject FAX No. ................................................................... 8-14

Registering Permit ID No. ........................................................................................ 8-15

Changing and Deleting Permit ID No. ...................................................................... 8-16

Setting Send Restriction ........................................................................................... 8-17

Setting Reception Restriction ................................................................................... 8-17

Unknown Number Reception ................................................................................... 8-17

Unusable Time ................................................................................................................... 8-18

Account Management ........................................................................................................ 8-19

9 Troubleshooting ................................................................... 9-1

Indicators During Sending/Receiving Operation .................................................................. 9-2

Responding to an Attention Indicator Flashes ...................................................................... 9-2

Precautions When Turning Power OFF ............................................................................... 9-3

Messages ............................................................................................................................. 9-4

Error Code List ..................................................................................................................... 9-5

Troubleshooting .................................................................................................................... 9-8

10 Appendix ............................................................................. 10-1

Character Entry Method ..................................................................................................... 10-2

Entry Screens ........................................................................................................... 10-2

Entering Characters ................................................................................................. 10-4

Specifications ..................................................................................................................... 10-5

Menu Map .......................................................................................................................... 10-7

Received FAX Sizes and Paper Priority (Metric Model) ................................................... 10-13

Received FAX Sizes and Paper Priority (Inch Model) ...................................................... 10-14

Index ...............................................................................................................................Index-1

Preface

This Operation Guide is intended to help you operate the machine correctly, perform routine maintenance and take a simple troubleshooting action as necessary, so that you can always use the machine in good condition.

Please read the Operation Guide before using the facsimile. Keep it close to the facsimile for easy reference.

About the FAX Operation Guide (this Guide)

Structure of the guide

This Operation Guide contains the following chapters.

Chapter Contents

1 Legal and Safety Information Provides precautions regarding use of the machine and trademark information.

2 Before Using the Fax Machine Explains the part names and the quick setup wizard.

3 Sending Faxes Explains the general methods for sending faxes and transmission functions.

4 Receiving Faxes Explains the general methods for receiving faxes and reception functions.

5 Using Convenient Fax Functions Explains convenient fax functions such as storing received faxes in boxes in the

memory, forwarding received faxes, and polling communication (a function that allows the receiving party to call and initiate fax reception).

6 Sending Faxes from PC Explains how to send a FAX from a PC.

7 Managing Jobs Explains how to check the status of recently performed transmission and reception

operations in the touch panel. Also explains how to print administrative reports showing communication results, machine settings, and registered information.

8 Fax Settings Explains various settings for controlling fax usage, such as restricting transmission

destinations, blocking fax reception, and setting prohibited use times.

9 Troubleshooting Explains what to do when errors are displayed or other problems occur.

10 Appendix Explains how to enter characters, and lists the fax specifications.

Conventions Used in This Guide

NOTE

Click to move from the current page to the previously displayed page. This is convenient when you want to return to the page from which you jumped to the current page.

Click an item in the Table of Contents to jump to the corresponding page.

Indicates that personal injury or mechanical damage may result from insufficient attention to or incorrect compliance with the related points.

NOTE

Indicates supplemental explanations and reference information for operations.

IMPORTANT

Indicates operational requirements and restrictions to operate the machine correctly, and avoid damage to the machine or property.

Refer to

Click the underlined text to jump to the corresponding page.

Adobe Reader X is used as an example in the explanations below.

The items that appear in Adobe Reader vary depending on how it is used. If the Table of Contents or tools do not appear, refer to Adobe Reader Help.

Certain items are indicated in this guide by the conventions described below.

Convention Description

[Bold] Indicates keys and buttons.

"Regular" Indicates a message or setting.

Conventions used in procedures for operating the machine

In this Operation Guide, continuous operation of the keys on the touch panel is as follows:

Actual procedure Procedure indicated in this guide

Select the [System Menu/Counter] key

Select [ ]

Select [Common Settings]

Select [Sound]

[System Menu/Counter] key > [Common Settings] > [Sound]

vii

1 Legal and Safety

Information

Please read this information before using your machine. This chapter provides information on the following topics.

Notice ................................................................................................................................................................. 1-2

Safety Conventions in This Guide ........................................................................................................... 1-2

About this Operation Guide ..................................................................................................................... 1-3

Legal Notice ............................................................................................................................................. 1-3

IMPORTANT SAFETY INSTRUCTIONS ................................................................................................. 1-3

IMPORTANTES MESURES DE SECURITE ........................................................................................... 1-3

Declarations to European Directives ....................................................................................................... 1-4

Technical regulations for terminal equipment .......................................................................................... 1-4

Network Compatibility Declaration ........................................................................................................... 1-5

Trademark Information ............................................................................................................................. 1-5

1-1

Legal and Safety Information > Notice

NOTE

Notice

Safety Conventions in This Guide

The sections of this handbook and parts of the facsimile marked with symbols are safety warnings meant to protect the user, other individuals and surrounding objects, and ensure correct and safe usage of the facsimile.

WARNING: Indicates that serious injury or even death may result from insufficient

attention to or incorrect compliance with the related points.

CAUTION: Indicates that personal injury or mechanical damage may result from

insufficient attention to or incorrect compliance with the related points.

Symbols

The U symbol indicates that the related section includes safety warnings. Specific points of attention are indicated inside the symbol.

... [General warning]

... [Warning of high temperature]

The symbol indicates that the related section includes information on prohibited actions. Specifics of the prohibited action are indicated inside the symbol.

... [Warning of prohibited action]

... [Disassembly prohibited]

The z symbol indicates that the related section includes information on actions which must be performed. Specifics of the required action are indicated inside the symbol.

... [Alert of required action]

... [Remove the power plug from the outlet]

... [Always connect the machine to an outlet with a ground connection]

Please contact your service representative to order a replacement if the safety warnings in this Operation Guide are illegible or if the guide itself is missing (fee required).

Due to performance updating, information in this Operation Guide is subject to change without notice.

1-2

Legal and Safety Information > Notice

About this Operation Guide

This Operation Guide contains information on using the facsimile functions of this machine. Please read the Operation Guide before you start using the machine.

During use, refer to the Operation Guide for your machine for information regarding the sections listed below.

Environment

Precautions for Use

Loading Paper

Toner Container Replacement

Waste Toner Box Replacement

Cleaning

Solving Malfunctions

Responding to Error Messages

Clearing Paper Jams

Legal Notice

WE SHALL HAVE NO LIABILITY FOR LOSS, WHETHER OR PARTIAL, OF RECEIVED DOCUMENTS WHEN SUCH LOSS IS CAUSED BY DAMAGES TO THE FAX SYSTEM, MALFUNCTIONS, MISUSE, OR EXTERNAL FACTORS SUCH AS POWER OUTAGES; OR FOR PURELY ECONOMIC LOSSES OR LOST PROFITS RESULTING FROM MISSED OPPORTUNITIES ATTRIBUTABLE TO MISSED CALLS OR RECORDED MESSAGES RESULTING THEREFROM.

IMPORTANT SAFETY INSTRUCTIONS

When using your telephone equipment, basic safety precautions should always be followed to reduce the risk of fire, electric shock and injury to persons, including the following:

CAUTION: To reduce the risk of fire, use only No.26 AWG or larger UL listed or CSA certified telecommunication line cord.

1 Do not use this product near water, for example, near a bath tub, wash bowl, kitchen sink or laundry tub, in a wet

basement or near a swimming pool.

2 Avoid using a telephone (other than a cordless type) during an electrical storm. There may be a remote risk of

electric shock from lightning.

3 Do not use the telephone to report a gas leak in the vicinity of the leak.

4 Use only the power cord and batteries indicated in this manual. Do not dispose of batteries in a fire. They may

explode. Check with local codes for possible special disposal instructions.

SAVE THESE INSTRUCTIONS

IMPORTANTES MESURES DE SECURITE

Certaines mesures de sécurité doivent être prises pendant l'utilisation de matériel téléphonique afin de réduire les risques d'incendie, de choc électrique et de blessures. En voici quelques unes:

1 Ne pas utiliser l'appareil près de l'eau, p. ex., près d'une baignoire, d'un lavabo, d'un évier de cuisine, d'un bac à

laver, dans un sous-sol humide ou près d'une piscine.

2 Eviter d'utiliser le téléphone (sauf s'il s'agit d'un appareil sans fil) pendant un orage électrique. Ceci peut présenter un

risque de choc électrique causé par la foudre.

1-3

Legal and Safety Information > Notice

3 Ne pas utiliser l'appareil téléphonique pour signaler une fuite de gaz s'il est situé près de la fuite.

4 Utiliser seulement le cordon d'alimentation et le type de piles indiqués dans ce manuel. Ne pas jeter les piles dans le

feu: elles peuvent exploser. Se conformer aux règlements pertinents quant à l'élimination des piles.

CONSERVER CES INSTRUCTIONS

Declarations to European Directives

DECLARATION OF CONFORMITY TO 2004/108/EC, 2006/95/EEC, 93/68/EEC, 1999/5/EC and 2009/125/EC

We declare under our sole responsibility that the product to which this declaration relates is in conformity with the following specifications.

Limits and methods of measurement for immunity characteristics of information technology equipment

Limits and methods of measurement for radio interference characteristics of information technology equipment

Limits for harmonic currents emissions for equipment input current 16A per phase

Limitation of voltage fluctuations and flicker in lowvoltage supply systems for equipment with rated current 16A

Safety of information technology equipment, including electrical business equipment

Terminal Equipment (TE);

Attachment requirements for pan-European approval for connection to the analogue Public Switched Telephone Networks (PSTNs) of TE (excluding TE supporting the voice telephony service) in which network addressing, if provided, is by means of Dual Tone Multi Frequency (DTMF) signalling

EN55024

EN55022 Class B

EN61000-3-2

EN61000-3-3

EN60950-1

TBR 21

Technical regulations for terminal equipment

This terminal equipment complies with:

• TBR21 • DE 05R00 National AN for D

• AN 01R00 AN for P • DE 08R00 National AN for D

• AN 02R01 AN for CH and N • DE 09R00 National AN for D

• AN 05R01 AN for D, E, GR, P and N • DE 12R00 National AN for D

• AN 06R00 AN for D, GR and P • DE 14R00 National AN for D

• AN 07R01 AN for D, E, P and N • ES 01R01 National AN for E

• AN 09R00 AN for D • GR 01R00 National AN for GR

1-4

Legal and Safety Information > Notice

• AN 10R00 AN for D • GR 03R00 National AN for GR

• AN 11R00 AN for P • GR 04R00 National AN for GR

• AN 12R00 AN for E • NO 01R00 National AN for N

• AN 16R00 General Advisory Note • NO 02R00 National AN for N

• DE 03R00 National AN for D • P 03R00 National AN for P

• DE 04R00 National AN for D • P 08R00 National AN for P

Network Compatibility Declaration

The manufacturer declares that the equipment has been designed to operate in the public switched telephone networks (PSTN) in the following countries:

Austria France Liechtenstein Slovakia

Belgium Germany Lithuania Slovenia

Bulgaria Greece Luxembourg Spain

Cyprus Hungary Malta Sweden

Czech Iceland Norway Switzerland

Denmark Ireland Poland The Netherlands

Estonia Italy Portugal United Kingdom

Finland Latvia Romania

Trademark Information

• Microsoft, Windows, Windows XP, Windows Server 2003, Windows Vista, Windows Server 2008, Windows 7, Windows Server 2012, Windows 8 and Internet Explorer are registered trademarks or trademarks of Microsoft Corporation in the U.S.A. and/or other countries.

• Adobe Acrobat, Adobe Reader and PostScript are trademarks of Adobe Systems, Incorporated.

• Ethernet is a registered trademark of Xerox Corporation.

• IBM and IBM PC/AT are trademarks of International Business Machines Corporation.

All other company and product names in this Operation Guide are trademarks or registered trademarks of their respective companies. The designations™ and ® are omitted in this guide.

1-5

2 Before Using the Fax

Machine

This chapter explains the following topics:

Part Names and Functions ................................................................................................................................ 2-2

Machine ................................................................................................................................................... 2-2

Operation Panel ....................................................................................................................................... 2-4

Touch Panel ............................................................................................................................................. 2-5

Enter key and Quick No. Search key ....................................................................................................... 2-6

Quick Setup Wizard (Fax Setup) ....................................................................................................................... 2-7

Fax setup items ....................................................................................................................................... 2-7

Fax setup procedure ................................................................................................................................ 2-8

Setting Date and Time ....................................................................................................................................... 2-9

PBX Setting (Europe only) ............................................................................................................................... 2-10

Registering Destinations in the Address Book .................................................................................................. 2-11

Adding a Destination (Address Book) ..................................................................................................... 2-11

Adding a Destination on One Touch Key ............................................................................................... 2-17

2-1

Before Using the Fax Machine > Part Names and Functions

IMPORTANT

3 4

Part Names and Functions

Machine

This chapter explains the names of parts when the machine is used as a fax machine. For the parts required when functions other than FAX are used, refer to the following:

Machine’s Operation Guide

1 Operation panel Perform the fax operation with this panel.

2 Power switch Set this switch to the ON side when performing the fax or copier operation. The touch

panel lights to enable operation.

3 LINE connector Connect the modular cord for the telephone line to this connector.

4 TEL connector When using a commercially available telephone set, connect the modular cord to this

You cannot automatically receive a fax when the power switch is turned off.

connector.

2-2

Before Using the Fax Machine > Part Names and Functions

Document Processor

5 Top cover Open this cover when the original jammed in the Document Processor.

6 Opening handle Hold this handle when opening or closing the Document Processor.

7 Original table Stack the sheet originals on this table.

8 Original eject table Read originals are ejected onto this table.

9 Original width guides Adjust these guides according to the original width.

2-3

Before Using the Fax Machine > Part Names and Functions

Select the function.

Home Admin

Copy

Status/

Job Cancel

10:10

Logout

Send Custom Box

Job Box

FAX

Sub Address BoxRemovable

Memory

Polling Box

Device

Information

Language System

Favorites

Lights or blinks when an error occurs and a job is stopped.

Blinks while printing or sending/receiving.

Blinks while the machine is accessing the machine memory, fax memory or USB memory (general purpose item).

Displays the Home screen. Displays the Status/Job

Cancel screen.

Displays the screen for sending. You can change it to display the Address Book screen.

Displays the Copy screen. Displays the FAX screen.

Touch panel. Displays buttons for configuring machine settings.

Displays the System Menu/ Counter screen.

Authenticates user switching, and exits the operation for the current user (i.e. log out).

Puts the machine into Sleep Mode. Recovers from Sleep if in Sleep Mode.

Numeric keys. Enter numbers and

symbols.

Clears entered numbers and characters.

Returns settings to their default states.

Specifies registered information such as address numbers, user IDs and program numbers by number.

Cancels or pauses the job in progress.

Finalizes numeric key entry, and finalizes details during setting of functions. Operates linked with the on-screen [OK].

Starts copying and scanning operations and processing for setting operations.

Operation Panel

2-4

Before Using the Fax Machine > Part Names and Functions

NOTE

Select the function.

Home Admin

Copy

Status/

Job Cancel

10:10

Logout

Send Custom Box

Job Box

FAX

Sub Address BoxRemovable

Memory

Polling Box

Device

Information

Language System

Favorites

6 5

Copy

Status/

Job Cancel

Logout

SendCustom Box

Job Box

FAX

Sub Address Box Removable

Memory

Polling Box

Device

Information

Language System

Favorites

122

Touch Panel

Home Screen

This screen is displayed by selecting the [Home] key on the operation panel. Selecting an icon will display the corresponding screen.

You can change the icons to display on the Home screen as well as its background.

Machine’s Operation guide

* The appearance may differ from your actual screen, depending on your configuration and option settings.

No. Item Description

1 Message Displays the message depending on the status.

2 Desktop Displays a maximum of 40 function icons including the functions

registered in program. Icons that are not displayed on the first page will appear by changing the page.

3 Screen-switching

keys

Use these buttons to switch between desktop pages.

You can also switch views by touching the screen and moving the finger sideways (i.e. swiping).

4 Taskbar Displays a maximum of 5 task icons.

5 [Logout] Logs out the current user. This is displayed when user login

6 Login User Name Displays the logged-in user name. This is displayed when user login

administration is enabled.

administration is enabled. Selecting "Login User Name" will display the information of the logged-in user.

2-5

Before Using the Fax Machine > Part Names and Functions

Functions

Quiet Mode

Off

10:10

Original Size

1-sided

Top Edge on Top

Original Orientation

Duplex

1/4

Add/Edit

Shortcut

Ready to send.

FAX

On Hook Chain

Check

Address Book

Add Dest.

Direct

Ext Address Book

Functions

10:10

Dest. :

One Touch Key

Recall

FavoritesShortcut 1 Shortcut 2

Ready to send.

1 Displays the status of the equipment as well as necessary

operation messages.

2 Enters destinations.

3 Configures function settings.

4 Displays available functions and settings.

5 Registers functions as shortcuts.

6 Scrolls up and down when the list of values cannot be

displayed in its entirety on a single screen.

7 Displays shortcuts.

8 Displays the date and time and number of destinations.

Date/Time - Time

10:10System Menu/Counter.

Minute

< Back

Hour

Second

Cancel

:::

One Touch Key No. Entry

10:10

(001 - 100)

Cancel OK

Operating the touch panel

Enter key and Quick No. Search key

This section explains how to use the [Enter] key and [Quick No. Search] key on the operation panel.

Using the [Enter] key ( )

The [Enter] key has the same function as the key with the Enter mark ( ), such as the [OK  ] key and the [Close  ].

Using the [Quick No. Search] key ( )

The [Quick No. Search] key is used when using the numeric keys to directly enter the number, for example, when specifying the destination for the transmission using a speed-dial number.

For more information on speed dialing, refer to the following:

Using the Speed Dial key (page 3-10)

2-6

Before Using the Fax Machine > Quick Setup Wizard (Fax Setup)

NOTE

Quick Setup Wizard (Fax Setup)

In quick setup mode, a wizard is used to configure the following settings. Be sure to complete the settings before using the fax system.

Fax setup items

Step Setting item Description

1.Dialing/RX Mode Dialing Mode Select the dialing mode according to the line type. 8-7

Reception Mode Select the reception mode. 8-8

Auto (DRD) Select the reception pattern. 8-8

2.Local Fax Info. Local FAX Name Register the local fax name printed on the fax on the receiving system.

Local FAX Number Enter the local fax number to be printed on the fax on the

receiving system.

Local FAX ID Enter the local fax ID. The local fax ID can limit other parties

with which you can communicate. Enter the four-digit local FAX ID number.

TTI Select whether or not to print the local fax information on the

fax on the receiving system.

3.Sound Speaker Volume Set the volume when selecting [On Hook]. Speaker Volume: Volume of the built-in speaker when the line is connected by selecting [On Hook].

Monitor Volume Set the monitor volume.

Monitor Volume: Volume of the built-in speaker when the line is connected without selecting [On Hook] such as in memory transmission.

8-7

8-5

Reference

Page

Job Finish Buzzer Emit a sound when a print job is normally completed. 8-5

4.Rings Normal Set number of times to let phone ring before answering a call. 8-8

Answering Machine Set number of times to let phone ring before taking over from

the answering machine.

FAX/TEL Switch Set number of times to let phone ring before switching the FAX

and the phone.

5.Redial Retry Times Set the number of redials. 8-7

8-8

The settings can be changed in the system menu.

Default fax settings (page 8-2)

2-7

Before Using the Fax Machine > Quick Setup Wizard (Fax Setup)

Fax setup procedure

Display the screen.

[System Menu/Counter] key > [Quick Setup Wizard]

Select a function.

Configure the function.

Start the wizard. Follow the instructions on the screen to configure settings. [Next>]

End Exits the wizard.

<< Previous Returns to the previous item.

Skip >> Advances to the next item without setting the current item.

Next > Advances to the next screen.

< Back Returns to the previous screen.

2-8

Before Using the Fax Machine > Setting Date and Time

NOTE

Setting Date and Time

Set the local date and time at the place of installation. When you send a fax using the transmission function, the date and time as set here will be printed in the header of the fax. Set the date, time and time difference from GMT of the region where the machine is used.

Be sure to set the time difference before setting the date and time.

The date and time are set using the Machine Setup Wizard when the machine is turned on for the first time after installation.

If the login user name entry screen appears during operations, log in by referring to the machine's Operation Guide for Administrator User Name and Password.

The factory default login user name and login password are set as shown below.

Display the screen.

[System Menu/Counter] key > [Date/Timer/Energy Saver]

Configure the settings.

[Time Zone] > [Date/Time] > [Date Format]

Item Description

Time Zone Set the time difference from GMT. Choose the nearest listed location from

the list. If you select a region that utilizes summer time, configure settings for summer time.

Date/Time Set the date and time for the location where you use the machine. If you

perform Send as E-mail, the date and time set here will be displayed on the header.

Val ue: Year (2000 to 2037), Month (1 to 12), Day (1 to 31),

Hour (00 to 23), Minute (00 to 59), Second (00 to 59)

Date Format Select the display format of year, month, and date. The year is displayed

in Western notation.

Val ue: Month/Day/Year, Day/Month/Year, Year/Month/Day

2-9

Before Using the Fax Machine > PBX Setting (Europe only)

NOTE

PBX Setting (Europe only)

When using this machine in environment in which PBX for connection to multiple phones for business use is installed, perform the following PBX setting.

Before connecting this machine to PBX, it is recommended to contact the company that installed the PBX system to request connection of this machine. Note that correct operation cannot be guaranteed in environment in which this machine is connected to PBX because the functions of this machine may be restricted.

Item Setting value Description

Exchange Selection PSTN Use when connecting this machine to a public switched telephone network

(default).

PBX Use when connecting this machine to PBX.

Outside call number setting 0-9

00-99

Set a number to access an outside line. For the number, contact the PBX administrator.

2-10

Before Using the Fax Machine > Registering Destinations in the Address Book

NOTE

Registering Destinations in the Address Book

Save frequently used destinations to the Address Book or One Touch Key. The saved destinations can be changed. The destinations are available for Send as E-mail, Send to Folder, and Fax Transmission.

Registering and editing of the Address Book can also be done in Embedded Web Server RX.

Machine’s Operation Guide

Adding a Destination (Address Book)

Add a new destination to the Address Book. There are two registering methods, contacts and groups. When adding a group, enter the group name and select group members from the Address Book.

Adding a contact

A maximum of 200 contact addresses can be registered. Destination name, fax number, sub address communication, encryption, transmission start speed, and ECM can be registered for each destination.

If user login administration is enabled, you can only edit destinations in the Address Book by logging in with administrator privileges.

Contact addresses can also be registered in the system menu.

Display the screen.

[FAX ] on the Home screen > [Address Book] > [Menu] > [Add] > [Contact]

Enter the destination name.

1 Enter the destination name to be displayed on the Address Book > [Next >]

Up to 32 characters can be entered.

For details on character entry, refer to the following:

Character Entry Method (page 10-2)

2 To specify an Address Number, select [Address Number].

3 Use [+], [-] or numeric keys to enter a particular Address Number.

If you set "000" as the address number, the address is registered under the lowest available number.

Address Number is an ID for a destination. You can select any available number for groups.

If you specify an address number that is already in use, an error message appears when you select [Save] and the number cannot be registered.

4 Select [OK].

2-11

Before Using the Fax Machine > Registering Destinations in the Address Book

NOTE

Enter the fax number.

1 Select [FAX].

2 Enter the fax number of the receiving system.

Up to 32 characters can be entered.

Use the numeric keys to enter a number.

Character Entry Method (page 10-2)

Key Description

Pause Selecting this key adds about three seconds of waiting time during dialing.

For example, when dialing the receiving system on an external line, you can use this method to insert a pause before resuming dialing after you dial a specific number.

Space It is possible to enter half-width spaces in the entry of the destination number.

This is useful when checking if the destination number has been entered correctly.

< > Moves the cursor.

Backspace To correct the fax number, select [Backspace] on the touch panel, and delete

the digits one by one before reentering the fax number. To delete the number entirely, select the [Clear] key on the operation panel.

Select transmission settings.

The transmission start speed, ECM, and encrypted transmission can be set.

1 Select [Detail Settings].

2 Select [TX Start Speed], [ECM] and [Encrypted Transmission] and set each item then

select [OK].

Key Description

Detail Settings TX Start Speed This is set to change the transmission start speed.

Select the speed from 33,600 bps, 14,400 bps, and 9,600 bps.

Normally the default setting should be used.

ECM ECM is a communication mode specified by the ITU-T

(International Telecommunication Union) that retransmits data when an error occurs. Fax machines that have ECM mode check for errors as they communicate, preventing distortion of the image due to noise on the line and other conditions.

Encrypted Transmission

This is set when using encrypted transmission to send the data.

Using the Encrypted Transmission (page 5-24)

2-12

Before Using the Fax Machine > Registering Destinations in the Address Book

NOTE

Set a sub address.

To use sub address communication, a sub address and password must be registered.

1 Select [Sub Address].

2 Select [Sub Address] and [Password] and enter each item then select [OK].

For the procedure for setting a sub address, refer to the following:

Sub Address Transmission (page 5-14)

1 Select [OK].

2 Check if the destination entry is correct and select [Save]. The destination is added to the

Address Book.

Adding a Group

Compile two or more contacts into a group. Designations in the group can be added at the same time. When adding a group, a maximum of 50 groups can be added in the Address Book. Before adding a group in the Address Book, the contacts to be included in the group must be added first.

If user login administration is enabled, you can only edit destinations in the Address Book by logging in with administrator privileges.

Designations in the group can also be registered in the system menu.

Display the screen.

[FAX ] on the Home screen > [Address Book] > [Menu] > [Add] > [Group]

Enter the group name.

1 Enter the group name to be displayed on the Address Book > [Next >]

Up to 32 characters can be entered.

For details on character entry, refer to the following:

Character Entry Method (page 10-2)

2 To specify an Address Number, select [Address Number].

3 Use [+], [-] or numeric keys to enter a particular Address Number.

If you set "000" as the address number, the address is registered under the lowest available number.

Address Number is an ID for a destination. You can select any available number for groups.

If you specify an address number that is already in use, an error message appears when you select [Save] and the number cannot be registered.

4 Select [OK].

2-13

Before Using the Fax Machine > Registering Destinations in the Address Book

NOTE

Member

10:10

1/1

End

Select the members (destinations).

1 [Member] > [+]

2 Select destinations (contacts) to add to the group.

Select the checkbox to select the desired destination from the list. The selected destinations are indicated by a checkmark in the check box.

To cancel a selection, select the corresponding checkbox to clear the check mark.

Destinations can be sorted or searched by destination name or address number.

Choosing from the Address Book (page 3-9)

3 Select [OK].

The destinations with a checkmark displayed in the checkbox will be added to the members.

4 Check if the selected destination was added to the group and select [End].

Select [Save].

Now the group is added to the Address Book.

Editing and Deleting Address Book Entries

Edit and delete the destinations (contacts) you added to the Address Book.

Changing the Address Book

Display the screen.

1 [FAX] on the Home screen > [Address Book] > [Menu] > [Edit]

2 Select the destination (contacts) or group to edit.

Destinations can be sorted or searched by destination name or address number.

Choosing from the Address Book (page 3-9)

2-14

Before Using the Fax Machine > Registering Destinations in the Address Book

Member

10:10

Sales department 1

1/1

End

0123456

Support department 0234567

Member

10:10

Sales department 1

1/1

End

0123456

Support department 0234567

To edit the destination.

Editing a Contact

1 Change "Address Number", "Name" and destination type and address.

How to change, refer to the following:

Adding a contact (page 2-11)

2 After you have completed the changes, [Save] > [Yes]

Editing a Group

1 Change "Address Number" and "Name".

Adding a Group (page 2-13)

2 Select [Member].

3 To delete any destination from the group, select the destination and select [ ].

Select [Yes] in confirmation screen.

4 To add the destination, select [+]. Select the members to be added to add them.

5 After you have completed the change of members, select [End].

6 After you have completed the changes, [Save] > [Yes].

The changed group is registered.

Deleting a Contact or Group

Display the screen.

[FAX ] on the Home screen > [Address Book] > [Menu] > [Delete]

To del et e

1 Select the destination (contacts) or group to delete.

2 Select [Yes].

2-15

Before Using the Fax Machine > Registering Destinations in the Address Book

FAX Address List (Index)

FAX Address List (No.)

Printing Address List

You can print the list of destinations registered in the Address Book.

You can sort the list in the order of index or address numbers of the destinations.

Display the screen.

[System Menu/Counter] key > [Address Book/One Touch] > [Print List]

[FAX List (Index)] or [FAX List (No.) ] > [Yes]

The list is printed.

2-16

Before Using the Fax Machine > Registering Destinations in the Address Book

NOTE

Address Book/One Touch - One Touch Key

10:10System Menu/Counter.

None

1/9

End

001

004

007

010 011

008

005

002

012

009

006

003

Adding a Destination on One Touch Key

Add a new destination (contact or group) on One Touch Key.

Adding a Destination

Add a new destination (contact or group). A maximum of 100 destinations can be registered. Register fax destinations in the Fax screen. To register a destination to a One Touch Key, it must first be registered in the Address Book. Register one or more destinations as needed before proceeding.

Display the screen.

[System Menu/Counter] key > [Address Book/One Touch] > [One Touch Key]

Add a One Touch Key.

1 Select the One Touch Key to be added and select [+].

2 Select one destination (contact or group) from the Address Book.

Destinations can be sorted or searched by destination name or address number.

Choosing from the Address Book (page 3-9)

3 Enter the One Touch Key name displayed in the send base screen > [Next >].

Up to 24 characters can be entered.

For details on character entry, refer to the following:

Character Entry Method (page 10-2)

4 Select [Save].

The destination is added to the Address Book.

2-17

Before Using the Fax Machine > Registering Destinations in the Address Book

Address Book/One Touch - One Touch Key

10:10System Menu/Counter.

None

AAA

None

BBB

None

CCC

1/9

End

001

004

007

010 011

008

005

002

012

009

006

003

Editing and Deleting One Touch Key

Edit and delete the destinations you added to One Touch Key.

Display the screen.

[System Menu/Counter] key > [Address Book/One Touch] > [One Touch Key] The procedure differs depending on the details to be edited.

Edit or delete the destination.

To edit the destination

1 Select the One Touch Key you wish to edit and select [Menu] > [Edit].

2 To change to a different destination, select [Destination] then select the destination and

select [OK].

3 To change the name of the One Touch Key displayed on the basic screen, select [Name]

then enter the name and select [OK].

4 Select [Save].

The destination is registered to the One Touch Key.

To delete

1 Select the One Touch Key you wish to delete and select [ ].

2 Select [Yes].

2-18

3 Sending Faxes

This chapter explains the following topics:

Basic transmission procedure ............................................................................................................................ 3-2

Checking the Send Status ....................................................................................................................... 3-4

Priority Override Send ............................................................................................................................. 3-4

Cancelling the Transmission .................................................................................................................... 3-5

Using redial .............................................................................................................................................. 3-6

Methods For Entering the Destination ............................................................................................................... 3-7

Entering the destination fax number with the numeric keys .................................................................... 3-7

Choosing from the Address Book ............................................................................................................ 3-9

Choosing by One Touch Key ................................................................................................................. 3-10

Using the Speed Dial key ....................................................................................................................... 3-10

Broadcast Transmission ......................................................................................................................... 3-11

Login/Logout .................................................................................................................................................... 3-13

Logging in when User Accounting has been Enabled ........................................................................... 3-13

Logging in when Job Accounting has been Enabled ............................................................................. 3-14

Fax transmission functions .............................................................................................................................. 3-15

Quiet Mode ...................................................................................................................................................... 3-16

Original Size ..................................................................................................................................................... 3-16

Original Orientation .......................................................................................................................................... 3-16

Duplex .............................................................................................................................................................. 3-16

FAX TX Resolution ........................................................................................................................................... 3-17

Density ............................................................................................................................................................. 3-17

Original Image .................................................................................................................................................. 3-17

Continuous Scan .............................................................................................................................................. 3-18

FAX Direct Transmission .................................................................................................................................. 3-18

Cancelling Direct Transmission ............................................................................................................. 3-18

Manual Send .................................................................................................................................................... 3-19

FAX Delayed Transmission .............................................................................................................................. 3-20

Cancelling and Sending Delayed Transmissions (Queued) .................................................................. 3-21

Standby Transmission ...................................................................................................................................... 3-21

Interrupt Send .................................................................................................................................................. 3-22

Job Finish Notice ............................................................................................................................................. 3-23

File Name Entry ............................................................................................................................................... 3-23

FAX TX Report ................................................................................................................................................. 3-23

Using chain dial ................................................................................................................................................ 3-24

Using favorites ................................................................................................................................................. 3-26

3-1

Sending Faxes > Basic transmission procedure

Basic transmission procedure

The basic procedure for using the fax system is explained below.

Select [FAX] on the Home screen.

The base screen for fax appears.

Place the originals.

For placing originals, refer to the following:

Machine’s Operation Guide

Select the transmission method.

There are two transmission methods: memory transmission and direct transmission.

Memory transmission: The original is scanned into memory before communication starts. Memory transmission is selected by default.

Direct transmission: The destination is dialed and communication starts before the original is scanned.

Select [Direct] to change the transmission method to direct transmission. The key will be highlighted on the touch panel. If the [Direct] is selected in the highlighted state, the transmission method will change to memory transmission.

FAX Direct Transmission (page 3-18)

Specifying destination.

Specify the transmission destination.

Methods For Entering the Destination (page 3-7)

Selecting the functions.

Select [Functions], and set transmitting functions that can be used.

Fax transmission functions (page 3-15)

3-2

Sending Faxes > Basic transmission procedure

NOTE

Send Start.

Press the [Start] key.

When scanning finishes, transmission starts.

When originals are placed in the document processor

After originals placed in the document processor are scanned and stored in the memory, the receiving system is dialed.

When originals are placed on the glass surface

After originals placed on the glass surface are scanned and stored in the memory, the receiving system is dialed.

When continuous scan is set, you can continue with scanning of a next original after an original on the glass surface has been stored in memory. Every time one page is scanned, you perform an operation to allow continued scanning, and after all the originals have been stored in memory, the receiving system is dialed.

Continuous Scan (page 3-18)

3-3

Sending Faxes > Basic transmission procedure

NOTE

Checking the Send Status

Select the [Status/Job Cancel] key.

Display the send job status screen.

Select [Send Job Status]. The list of accepted time, destination, and status are displayed for each job.

Priority Override Send

A fax job waiting to be sent can be sent by priority override.

Select the [Status/Job Cancel] key.

Select the job to be sent by priority override.

1 Select [Send Job Status].

2 Select the fax job to be sent by priority override and select [Menu] > [Priority Override] >

[Yes]. The selected fax job is sent by priority override and other fax jobs are moved down in the transmission queue.

If a fax job is in progress, the priority override fax job will be sent after the job in progress is completed.

If a broadcast transmission job is in progress...

If a fax job to multiple destinations (broadcast transmission) is in progress, the priority override job will be sent when transmission to the current destination is completed. When the priority override job is completed, transmission to the remaining destinations will resume.

However, if the priority override job is a broadcast transmission, the priority override job will not start until the current broadcast transmission job is finished.

3-4

Sending Faxes > Basic transmission procedure

NOTE

Cancelling the Transmission

The method for cancelling communication with this machine differs depending on the transmission method (memory transmission or direct transmission) and communication form. Methods of cancelling in various cases are explained here.

Cancelling Memory Transmission (while originals are being scanned)

Select the [Stop] key.

During memory transmission, to cancel scanning while originals are being scanned, select the [Stop] key on the operation panel, or select [Cancel] on the touch panel. Scanning of originals is canceled, and the originals are ejected. When originals remain in the document processor, take them out from the original output table.

Cancelling Memory Transmission (during communication)

Even if transmission is canceled, there is a possibility that pages scanned prior to cancelation were sent to the receiving party. Check with the receiving party to see if pages were accidentally sent.

Select the [Status/Job Cancel] key.

Canceling Transmission.

1 Select [Send Job Status].

2 Select the transmission job that you want to cancel and select [Cancel] > [Yes]

Cancel the transmission.

In some cases, transmission may take place even if the [

Cancelling Transmission (during communication)

Follow this procedure to break the connection and stop transmission/reception.

Select the [Status/Job Cancel] key.

Disconnection of communication.

[FAX ] > [Line Off]

Stop

] key or [

Cancel

] is selected.

To cancel direct transmission, delayed transmission, or polling transmission, refer to the section for that function.

To cancel direct transmission, refer to the following:

Cancelling Direct Transmission (page 3-18)

To cancel a delayed transmission or send a fax by immediate transmission, refer to the following:

Cancelling and Sending Delayed Transmissions (Queued) (page 3-21)

To cancel polling transmission, refer to the following:

Polling Communication (page 5-15)

3-5

Sending Faxes > Basic transmission procedure

NOTE

Using redial

Redial is a function allowing you to dial the last entered number once again. Use this when the receiving system does not respond when you have tried to send a fax. When you want to send the fax to the same receiving system, select [Recall], and you can call the receiving system you dialed on the destination list.

Select [Recall].

Press the [Start] key.

The transmission will start.

Recall information is canceled in the following conditions.

• When you turn the power off

• When you send a next fax (new recall information is registered)

• When you log out

3-6

Sending Faxes > Methods For Entering the Destination

NOTE

Methods For Entering the Destination

Entering the destination fax number with the numeric keys

The procedure for entering the destination fax number with the numeric keys is explained below.

If New Destination Entry(FAX) is set to [Prohibit], it is not possible to directly enter a fax number. Select the destination from the Address Book or the One Touch Key.

New Destination Entry(FAX) (page 8-9)

Display the fax number entry screen.

Select [Add Dest.].

Pressing the number with the numeric keys changes the screen to the fax number entry screen.

Enter the fax number of the receiving system.

Up to 64 digits can be entered.

Use the numeric keys to enter a number.

Key Description

Pause Selecting this key adds about three seconds of waiting time during dialing. For

example, when dialing the receiving system on an external line, you can use this method to insert a pause before resuming dialing after you dial a specific number.

Space It is possible to enter half-width spaces in the entry of the destination number.

This is useful when checking if the destination number has been entered correctly.

< > Moves the cursor.

Backspace To correct the fax number, select [Backspace] on the touch panel, and delete

the digits one by one before reentering the fax number. To delete the number entirely, select the [Clear] key on the operation panel.

3-7

Sending Faxes > Methods For Entering the Destination

NOTE

Select transmission settings.

Sub address communication, encrypted transmission, transmission start speed and ECM can be set.

It is possible to change the transmission settings by selecting [On Hook], [Sub Address] or [Detail Settings].

Key Description

On Hook Select [On Hook] to connect to the telephone line.

Sub Address Set this to transmit using a Sub Address.

Detail Settings TX Start Speed This is set to change the transmission start speed. Select the

When the FAX number has been entered, the machine starts dialing to the receiving system. After selecting this key, you can dial the number of the receiving system using the numeric keys.

Manual Send (page 3-19)

Sub Address Transmission (page 5-14)

speed from 33,600 bps, 14,400 bps, and 9,600 bps.

Select [OK].

Entry of the destination finishes.

When On is selected in Entry Check for New Dest., a confirmation screen is displayed for the entered FAX number. Re-enter the same FAX number and select [OK].

Machine’s Operation Guide

Select [Next Dest.] to enter the next fax number.

Broadcast Transmission (page 3-11)

In addition to a fax, you can include e-mail transmission and folder (SMB/FTP) transmission to send as one job.

Normally this should be used with the default setting.

ECM ECM is a communication mode specified by the ITU-T

Encrypted Transmission

This is set when using encrypted transmission to send the data.

Encryption (page 5-21)

Machine’s Operation Guide

3-8

Sending Faxes > Methods For Entering the Destination

NOTE

10:10

OKMenu

1/1

001 123456 123456

Cancel < Back

789012 789012

ABCDEF 567890

GHIJKL 111111

002

003

004

Address Book (All)

1 Searches by destination name.

2 Advanced search by type of registered

destination (All, FAX or Group).

3 Displays details for individual destinations.

Choosing from the Address Book

Select a destination registered in the Address Book.

For more information about how to register destinations in the Address Book, refer to the following:

Registering Destinations in the Address Book (page 2-11)

For details on the external address book, refer to the following:

Embedded Web Server RX User Guide

Display the screen.

Select [Address Book].

Select the destination.

Select the checkbox to select the desired destination from the list. The selected destinations are indicated by a checkmark in the check box.

Destination Search

You can specify a destination by address number by selecting the [Quick No. Search] key.

You can also select [Menu] to perform a more detailed search.

Narrow Down: Advanced search by type of registered destination (All, FAX or Group).

Search (Name) and Search (No.): Searches by destination name or address number.

Sort (Name) and Sort (No.): Sorts the list by destination name or address number.

You may choose multiple destinations.

To cancel a selection, select the corresponding checkbox to clear the check mark.

Select [OK].

Accept the destinations.

3-9

Sending Faxes > Methods For Entering the Destination

NOTE

Choosing by One Touch Key

Select the destination using the One Touch Key.

For more information on adding One Touch Key, refer to the following:

Adding a Destination on One Touch Key (page 2-17)

Display the screen.

Select [One Touch Key].

Select the destination.

1 Select the One Touch Key where the destination is registered.

You can specify a One Touch Key by one-touch number by selecting the [Quick No. Search] key.

2 Select [OK].

Accept the destinations.

Using the Speed Dial key

You can designate a three-digit (001 to 100) One Touch Key number (speed dial) to select the destination.

For more information on adding One Touch Key, refer to the following:

Adding a Destination on One Touch Key (page 2-17)

Display the screen.

Select [One Touch Key].

Enter a speed dial number.

1 Select the [Quick No. Search] key.

2 Enter the One Touch Key number (speed dial number) with the numeric keys.

3 Select [OK].

The entered destination is selected.

4 Select [OK].

Accept the destinations.

3-10

Sending Faxes > Methods For Entering the Destination

NOTE

Broadcast Transmission

This function allows you to send the same originals to several destinations in one operation. The machine stores (memorizes) originals to send in memory temporarily, and automatically repeats dialing and transmission to the set destination afterwards.

When using a group for the destination, you can send originals to up to 100 destinations in one operation.

You can use this function together with sub address communication and delayed transmission.

When direct transmission has been selected, it changes to memory transmission at the time of transmission.

Select [FAX] on the Home screen.

Specify the destination.

Enter the fax number

If New Destination Entry(FAX) is set to [Prohibit], it is not possible to directly enter a fax number. Select the destination from the Address Book or the One Touch Key.

New Destination Entry(FAX) (page 8-9)

1 Select [Add Dest.].

2 Enter the fax number of the receiving system.

Up to 64 digits can be entered.

Use the numeric keys to enter a number.

3 Select [Next Dest.].

Another fax number can be entered.

4 When all destinations have been entered, select [OK].

When On is selected in Entry Check for New Dest., a confirmation screen is displayed for the entered FAX number. Re-enter the same FAX number and select [OK].

Machine’s Operation Guide

Select the destination from the Address Book

1 Select [Address Book].

2 Select the checkboxes of all destinations and select [OK].

For details of the Address Book, refer to the following:

Choosing from the Address Book (page 3-9)

3-11

Sending Faxes > Methods For Entering the Destination

NOTE

Select the destination from the One Touch Key

1 Select [One Touch Key].

2 Select all destinations and select [OK].

For details of One Touch Key, refer to the following:

Choosing by One Touch Key (page 3-10)

After selecting all the destinations, press the [Start] key.

3-12

Sending Faxes > Login/Logout

NOTE

10:10

Keyboard

Enter login user name and password.

10:10

Select the user to login.

None

1/3

Login/Logout

Logging in when User Accounting has been Enabled

When user accounting has been enabled, you need to enter a User ID and Password to use the machine.

Normal login

Enter the login user name and login password to login.

1 If this screen is displayed during operations, select [Keyboard] to enter the login user

name.

Simple Login

Character Entry Method (page 10-2)

2 [Password] > Enter the login password > [OK]

If [Network Authentication] is selected as the user authentication method, authentication destinations are displayed and either [Local] or [Network] can be selected as the authentication destination.

Select [Login].

If this screen is displayed during operations, select a user and log in.

If a user password is required, an input screen will be displayed.

Machine’s Operation Guide

3-13

Sending Faxes > Login/Logout

NOTE

Logout

To logout from the machine, select the [Authentication/Logout] key to return to the login user name/login password entry screen.

Logging in when Job Accounting has been Enabled

When job accounting has been enabled, you need to enter an Account ID when using the machine.

1 In the screen below, enter the account ID using the numeric keys and select [Login].

If you entered a wrong character, select the [Clear] key and enter the account ID again.

Logout

If the entered account ID does not match the registered ID, a warning beep will sound and login will fail. Enter the correct account ID.

By selecting [Check Counter], you can refer to the number of pages printed and the number of pages scanned.

When the operations are complete, select the [Authentication/Logout] key to return to the account ID entry screen.

3-14

Sending Faxes > Fax transmission functions

Functions

Quiet Mode

Off

10:10

Original Size

1-sided

Top Edge on Top

Original Orientation

Duplex

1/4

Add/Edit

Shortcut

Ready to send.

FAX

On Hook Chain

Check

Address Book

Add Dest.

Direct

Ext Address Book

Functions

10:10

Dest. :

One Touch Key

Recall

Favorites

Ready to send.

Fax transmission functions

Select [Functions] to display the functions. Select [ ] or [ ] to change the screen.

Function Description

Quiet Mode Lower print and scan speed for quiet processing. Select this mode when the running

Reference

3-16

noise is uncomfortable.

Original Size Specify the original size to be scanned. 3-16

Original Orientation Select the orientation of the original document top edge to scan correct direction. 3-16

Duplex Automatically scan 2-sided originals. 3-16

FAX TX Resolution Set the resolution at which to scan originals. 3-17

Density Adjust density. 3-17

Original Image Select original image type. 3-17

Continuous Scan Scan a large number of originals separately and then produce as one job. 3-18

File Name Entry Adds a file name. 3-23

Job Finish Notice Send notice by e-mail when a job is complete. 3-23

FAX Del ayed

Specify a time for transmission. 3-20

Transmission

FAX Di rec t Transmission

Polling Communication This function allows you to start automatic transmission of a document saved in the

Connect to the destination first and then scan the original. 3-18

5-15

sending machine by dialing from the receiving machine.

Page

Other transmission functions

FAX TX R epo rt Print transmission results after transmission. 3-23

Function Description

Reference

Standby Transmission During a communication, you can scan originals and schedule a next transmission. 3-21

Interrupt Send

During communication, when you scan originals by selecting direct

3-22

transmission, you can use interrupt send.

Sub Address Box Function

Encryption The original is encrypted on the sending side and then sent. 5-21

Send a fax using the Sub Address communications function. 5-8

3-15

Page

Sending Faxes > Quiet Mode

NOTE

Quiet Mode

Lower print and scan speed for quiet processing. Select this mode when the running noise is uncomfortable.

Machine’s Operation Guide

Original Size

Specify the original size to be scanned.

Item Value

Metric Select from A4, A5, A6, B5, B6, Folio, or 216×340 mm.

Inch Select from Letter, Legal, Statement, Executive, or Oficio II.

Others Select from 16K, ISO B5, Envelope #10, Envelope #9, Envelope #6, Envelope Monarch, Envelope DL,

Envelope C5, Hagaki (Cardstock), Oufuku Hagaki (Return postcard), Youkei 4, Youkei 2, or Custom

* For instructions on how to specify the custom original size, refer to the following:

Machine’s Operation Guide

Be sure to always specify the original size when using custom size originals.

Original Orientation

To scan the original in the correct orientation, specify which side of the original is the top. To set a 2-sided original, the orientation of the placed original must be set.

Duplex

Select the type and orientation of the binding based on the original.

Item Description

1-sided Set when using a 1-sided sheet original.

2-sided Set when using a 2-sided sheet original that will be bound on the left or

right.

Other Settings

* This function is not displayed when [1-sided] is selected.

For direct transmission, you cannot use [2-sided].

Duplex 1-sided Set when using a 1-sided sheet original.

2-sided (Binding Left/ Right)

2-sided (Binding Top) Set when using a 2-sided sheet original that will be bound at the top.

Original Orientation

Set when using a 2-sided sheet original that will be bound on the left or right.

Select the orientation of the original document top edge to scan correct direction.

3-16

Sending Faxes > FAX TX Resolution

NOTE

FAX TX Resolution

Select fineness of images when sending FAX. The larger the number, the better the image resolution. However, better resolution also means larger file sizes and longer send times.

Item Description

400 × 400 dpi Ultra when sending originals with minute characters

and lines more finely

200 × 400 dpi Super when sending originals with minute characters

and lines

200 × 200 dpi Fine when sending originals

with relatively small characters and thin lines

200 × 100 dpi Normal when sending originals with standard size

characters

The default setting is [200 × 100 dpi Normal]. The higher the resolution, the clearer the image, but the fax transmission time is longer.

Typical character size: 6 point (example:

Typical character size: 8 point (example:

Typical character size: 10.5 point (example: Resolution Resolution)

Resolution Resolution)

Density

Adjust the density.

When you want to increase the density of the original that has thin density, density needs to be adjusted to Darker. When you want to reduce the density of the original that has thick density, density needs to be adjusted to Lighter.

Original Image

Select original image type for best results.

Item Description

Text+Photo Best for mixed text and photo documents.

Photo Best for photos taken with a camera.

Text Best for documents that are mostly text.

Light Text/Line Clearly reproduces faint characters written in pencil, etc., and thin lines on map originals or

diagrams.

Text (for OCR) Scanning produces an image that is suitable for OCR.

3-17

Sending Faxes > Continuous Scan

NOTE

Continuous Scan

Scan a large number of originals in separate batches and then produce as one job. Originals will be scanned continuously until you select [Finish Scan].

FAX Direct Transmission

Scans all originals into memory, then dials and sends. Scanning of the originals starts after the connection is made with the receiving system, allowing you to verify that each page of the fax has been properly sent.

Setting for Direct transmission Description

On Starts direct transmission.

Dials the receiving system, and after the communication has started, originals are scanned.

Off Starts memory transmission.

After originals are scanned into memory, the communication starts.

In direct transmission, you can designate only one destination for one transmission.

In the basic screen for sending, select [Direct]. This selects the direct transmission method and the keys on the touch panel are highlighted.

Cancelling Direct Transmission

During direct transmission, to cancel communication during transmission, select the [Stop] key on the operation panel or [Cancel] on the touch panel. The originals that have been scanned are ejected, and the screen returns to the send default screen. When originals remain in the document processor, take them out.

In some cases, transmission may take place even if the [Stop] key or [Cancel] is selected.

3-18

Sending Faxes > Manual Send

NOTE

Manual Send

This method allows you to send originals by pressing the [Start] key after confirming that the telephone line has connected to the receiving system.

Connecting a telephone set (commercially available product) to this machine enables you to talk with the person at the receiving system before sending originals.

Select [FAX] on the Home screen.

Place the originals.

Select [On Hook].

Use the numeric keys to enter the number of the receiving system.

To cancel the operation, select [Line Off].

Press the [Start] key.

When you hear the fax tone, the telephone line has connected to the receiving system. Press the [Start] key. Transmission begins.

3-19

Sending Faxes > FAX Delayed Transmission

IMPORTANT

NOTE

FAX Delayed Transmission

Set a send time. You can use delayed transmission together with the broadcast transmission function, etc.

Item Description

Off Does not use the delayed transmission.

On Uses the delayed transmission.

Start Time Set the time from between 00:00 and 23:59 in one-minute increments.

If the current time displayed on the touch panel is not correct, you cannot send originals correctly at the preset time. In this case, adjust the time.

Setting Date and Time (page 2-9)

You cannot select direct transmission.

You can set up to 30 destinations for delayed transmission.

When two or more delayed transmissions are set for the same time, the communication will start in the order that the delayed transmissions have been set. When delayed transmissions have been set in reverse order, however, sending of originals to be sent to the same destination is prioritized over the ones to be sent to different destinations.

You can cancel a delayed transmission any time before the specified transmission time. You can also send a delayed transmission before the specified time.

Cancelling and Sending Delayed Transmissions (Queued) (page 3-21)

Batch Transmission Function

When fax originals to be sent to the same destination are set to the same transmission start time with delayed transmission, you can send up to 10 groups of originals using batch transmission. This function prevents repeated communication to the same destination and reduces the communication cost.

You cannot send originals as a batch transmission in the case of direct transmission.

In the case of broadcast transmission, when you have set two or more groups of originals to the same transmission start time, and each group includes the same receiving system fax number, you cannot send the originals as a batch transmission.

When the transmission start time has come, and there are fax originals waiting for redial to the same receiving system, the waiting originals are also sent together as a batch transmission.

When job accounting is ON, only the originals with the same account ID set using delayed transmission are sent as a batch transmission.

3-20

Sending Faxes > Standby Transmission

NOTE

Cancelling and Sending Delayed Transmissions (Queued)

To cancel delayed transmissions that are queued, or to send delayed transmissions immediately rather than waiting for the specified time, use the procedure below.

Display the screen.

[Status/Job Cancel] key > [Scheduled Job]

Canceling a job and immediate transmission.

Canceling a job

Select the job you want to cancel and select [Cancel] > [Yes]. The selected job is deleted.

Immediate transmission

Select the job you want to send by immediate transmission, and select [

Yes

[ The transmission will start.

] > [

Start Now

] >

Standby Transmission

During a communication, you can scan originals and schedule a next transmission. When the first communication is completed, the machine automatically starts the scheduled next transmission. When using standby transmission, you do not need to wait when a communication has prolonged due to broadcast transmission.

Together with delayed transmission and interrupt send, up to 35 transmissions can be scheduled. You can use the broadcast transmission function.

Select [FAX] on the Home screen.

Place the originals.

Select the destination, and set transmitting functions if you want to use

any.

Press the [Start] key.

Scanning of the originals starts, and the next transmission is scheduled.

When On is selected in Dest. Check before Send, a destination confirmation screen is displayed when you press the [Start] key.

Confirmation Screen of Destinations (page 7-10)

When the communication is completed, the scheduled transmission will

begin.

3-21

Sending Faxes > Interrupt Send

NOTE

Interrupt Send

During communication, when you scan originals by selecting direct transmission, you can use interrupt send. Even when the communication is prolonged due to broadcast transmission or a next transmission being scheduled, the machine will first send originals for which interrupt send has been set.

When the total number of standby transmissions and delayed transmissions has already reached 35, you cannot use interrupt send.

Select [FAX] on the Home screen.

Load the originals to be sent using Interrupt Send.

Select [Direct].

For operation of direct transmission, refer to the following:

FAX Direct Transmission (page 3-18)

Set the destination, and press the [Start] key.

The originals are left in queue, and the transmission will start when transmission becomes possible.

When On is selected in Dest. Check before Send, a destination confirmation screen is displayed when you press the [Start] key.

Confirmation Screen of Destinations (page 7-10)

To cancel transmission while waiting for interrupt send, select the [Stop] key on the operation panel or [Cancel] on the touch panel.

Cancelling Direct Transmission (page 3-18)

When the interrupt send is completed, the canceled communication and

standby transmission will automatically resume.

3-22

Sending Faxes > Job Finish Notice

NOTE

Job Finish Notice

Send e-mail notice when a job is complete.

Machine’s Operation Guide

It is possible to attach an image to the e-mail notice.

Job Finish Notice Setting (page 8-4)

File Name Entry

Add a file name. Additional information such as Job No. and Date and Time can also be set.

Machine’s Operation Guide

FAX TX Report

You can check whether FAX was transmitted properly by printing the report after transmission.

Item Description

Off Does not print reports.

On Prints reports.

Error Only Prints reports only if an error occurs.

This setting is displayed if FAX TX Result Reports is set to [Specify Each Job].

Send Result Reports (page 7-4)

3-23

Sending Faxes > Using chain dial

NOTE

Using chain dial

Chain dial is a function that allows you to dial by linking fax numbers of the receiving systems with a chain number created with a number common to several destinations. By setting multiple phone numbers from several telephone companies to a chain number, you can later choose the one that costs the least to send the fax to a remote or international destination.

It is convenient to register chain numbers that are used frequently to the Address Book or One Touch Key.

For registration to the Address Book, refer to the following:

Adding a Destination (Address Book) (page 2-11)

For registration to One Touch Key, refer to the following:

Adding a Destination on One Touch Key (page 2-17)

As an example, when using ‘212’ as the chain number

Select the chain dial number

To use a One Touch Key, select the destination in which "212" is registered.

To use the Address Book, select the destination in which "212" is registered as explained in Choosing from the Address Book.

Choosing from the Address Book (page 3-9)

To enter using the numeric keys, select [Add Dest.], enter "212", and select [OK].

Select [Chain].

Enter the fax number to be added to the chain number.

Select fax number from the Address Book

1 Select [Address Book].

Multiple destinations can be selected.

2 When [OK] is selected, "212" is automatically added to all destinations.

For the procedure for selecting a destination in the address book, refer to the following:

Choosing from the Address Book (page 3-9)

Select fax number from One Touch Key

1 Select [One Touch].

Multiple destinations can be selected.

2 When [OK] is selected, "212" is automatically added to all destinations.

3-24

Sending Faxes > Using chain dial

NOTE

Use the numeric keys to enter a fax number

1 Select [Address Entry].

2 "212" is already entered, so continue by entering the fax number.

3 [Menu] > [Next Dest.]

Another fax number can be entered. When all destinations have been entered, select [OK].

When On is selected in Entry Check for New Dest., a confirmation screen is displayed for the entered FAX number. Re-enter the same FAX number and select [OK].

Machine’s Operation Guide

3-25

Sending Faxes > Using favorites

NOTE

Using favorites

A destination, transmission time, and other transmission settings can be registered as a favorites. After a favorites has been registered, it can be opened by simply selecting it from the Favorites screen. By registering using the wizard format, you can check each setting when transmitting. For the procedure for registering a favorites, refer to the following:

Machine’s Operation Guide

Select [Favorites] on the Home screen.

Select a favorite.

When using the wizard mode

1 The registered screens are displayed in order. Make the desired settings and select [Next].

When all the settings are complete, the confirmation screen is displayed.

To edit the settings, select [<Back] and make changes as desired.

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

When using the program mode

Place the originals and press the [Start] key.

3-26

4 Receiving Faxes

This chapter explains the following topics:

FAX Automatic Reception .................................................................................................................................. 4-2

Reception Method .................................................................................................................................... 4-2

Checking and Changing the Reception Method ...................................................................................... 4-2

Flow of reception ..................................................................................................................................... 4-3

Canceling reception (Disconnection of communication) .......................................................................... 4-3

Manual Reception .............................................................................................................................................. 4-4

Flow of reception ..................................................................................................................................... 4-4

Fax reception functions ...................................................................................................................................... 4-5

Fax reception settings ........................................................................................................................................ 4-6

Duplex Printing ........................................................................................................................................ 4-6

2 in 1 Print ................................................................................................................................................ 4-6

Batch Print ............................................................................................................................................... 4-6

Reception Date/Time ............................................................................................................................... 4-6

Media Type for Print Output ..................................................................................................................... 4-7

4-1

Receiving Faxes > FAX Automatic Reception

FAX Automatic Reception

When using this machine as a FAX-dedicated machine that does not receive telephone calls, set the machine to FAXdedicated reception. No special operation is required when receiving faxes.

Reception Method

The methods for receiving faxes on the machine are shown below.

• Auto (Normal)

• Auto (FAX/TEL) (Refer to 5-26

• Auto (Answering machine) (Refer to 5-28

• Manual (Refer to 4-4

• Auto (DRD) (Available for some countries.) (Refer to 5-30

Checking and Changing the Reception Method

Display the screen.

[System Menu/Counter] key > [FAX] > [Reception] > [Reception Mode]

Select the reception method.

For FAX Automatic Reception, select [Auto (Normal)].

4-2

Receiving Faxes > FAX Automatic Reception

NOTE

Flow of reception

Reception Starts

When a fax comes in, the [Processing] indicator blinks and reception automatically begins.

When a telephone (commercially available product) is connected to the machine, reception starts after the telephone rings.

You can change the number of times the ringing tone rings.

FAX (page 8-6)

Memory Reception

When the machine cannot print a fax due to paper running out or a paper jams, it temporarily stores originals that have been sent in the image memory. When the machine returns to the printable state, printing starts.

The number of pages that can be stored depends on the pages. As a general guideline, about 256 or more A4 size pages at normal resolution can be stored.

During memory reception, FAX Reception Printing Jobs are displayed on Printing Jobs of the Status screen. To print the received originals, supply paper or remove jammed paper.

For the Status screen, refer to the following:

Machine’s Operation Guide

Reception Print

Received faxes are output to the inner tray with the printed side facing down.

Canceling reception (Disconnection of communication)

When you cancel receiving by disconnecting the telephone line during communication, use the following procedure.

Select the [Status/Job Cancel] key.

Disconnection of communication.

[FAX ] > [Line Off] When communication is disconnected, reception stops.

4-3

Receiving Faxes > Manual Reception

NOTE

Manual Reception

This method allows you to receive faxes by selecting [Manual RX] after confirming that the telephone line has connected to the sending system.

To use Manual Reception, you need to change the receiving mode to Manual Reception. To change to manual mode, refer to the following:

FAX (page 8-6)

Connecting a telephone set (commercially available product) to this machine enables you to receive originals after talking to the person at the sending system.

Flow of reception

The machine receives a call.

When the machine receives a call, it rings.

Select [On Hook].

Select [On Hook] to establish the connection.

Select [Manual RX].

Reception will start.

4-4

Receiving Faxes > Fax reception functions

Fax reception functions

The reception method and fax printing method can be set.

What do you want to do? Reference Page

Print received faxes on both sides of the paper. Duplex Printing X page 4-6

Receive a two-page fax on one page. 2 in 1 Print X page 4-6

Print received faxes together as a batch. Batch Print X page 4-6

Print the date and time of reception and other information. Reception Date/Time X page 4-6

Restrict the type of paper that can be used. Media Type for Print Output X page 4-7

Connection to PBX (Private Branch Exchange). (Europe only) PBX Setting (Europe only) X page 2-10

Forward received faxes to another fax machine or a computer. Forward Settings X page 5-2

Store received faxes in the machine without printing them. Sub Address Box Function X page 5-8

Initiate reception of a fax by controlling the receiving machine. Polling Communication X page 5-15

Encrypt an original to send it safely. Encryption X page 5-21

4-5

Receiving Faxes > Fax reception settings

NOTE

Fax reception settings

Duplex Printing

When received multiple pages of data are the same width, they can be printed out on both sides of paper having the same width as the data.

On Print on both sides.

Off Do not print on both sides.

For more information about configuring settings, refer to the following:

Default fax settings (page 8-2)

2 in 1 Print

When you receive a multi-page Statement or A5 size original, this function prints 2 pages of the original at a time on one Letter or A4 size sheet of paper. If you specify 2 in 1 reception and duplex printing at the same time, 2 in 1 reception is disabled.

On Print 2 in 1.

Off Do not print 2 in 1.

For more information about configuring settings, refer to the following:

Default fax settings (page 8-2)

Batch Print

When a multi-page fax is received, the pages are printed in a batch after all pages are received.

On Print as a batch after all pages are received.

Off Print each page as it is received.

For more information about configuring settings, refer to the following:

Default fax settings (page 8-2)

Reception Date/Time

Reception Date/Time function adds the reception date/time, sender information and number of pages on the top of each page when the message is printed out. It is useful for confirming the time of reception if the fax is from a different time zone.

When the received data is printed on multiple pages, the reception date/time is printed on the fist page only. It is not printed on the pages that follow. When the received fax data is forwarded after retrieving it from memory, the reception date/time is not added to the forwarded data.

On Print the reception date/time.

Off Do not print the reception date/time.

For more information about configuring settings, refer to the following:

Default fax settings (page 8-2)

4-6

Receiving Faxes > Fax reception settings

IMPORTANT

Media Type for Print Output

Specify the paper type to be used for print output of the received fax.

Supported paper types All Media Types, Plain, Rough, Vellum, Labels, Recycled, Bond,

Cardstock, Color, Envelope, Thick, Coated, High Quality, Custom 1-8

For more information about configuring settings, refer to the following:

Default fax settings (page 8-2)

Setting the cassette for the print output of received faxes

By specifying the media type, faxes can be received on the corresponding cassette.

Display the screen.

[System Menu/Counter] key > [Cassette/MP Tray Settings] > [Cassette1-4] or [Multi Purpose Tray]

Select the cassette that you want to use for fax reception.

Selecting the paper size.

1 Select [Paper Size] > [Metric] or [Inch].

2 Select the paper size.

Specify the paper size as follows for the cassette that you want to use for fax reception.

Inch models: Letter, Legal, Statement

Metric models: A4, B5, A5, Folio

To specify the paper size, refer to the following:

Machine’s Operation Guide

Selecting the paper type.

1 Select [Media Type].

2 Select the paper type.

Set the paper type.

Configure paper settings for fax reception. When selecting the paper type, select the same paper type as you selected in step 3.

For more information about configuring settings, refer to the following:

Default fax settings (page 8-2)

4-7

5 Using Convenient Fax

Functions

This chapter explains the following topics:

Forward Settings ................................................................................................................................................ 5-2

Type of Forwarding Destination ............................................................................................................... 5-2

Setting Forwarding ................................................................................................................................... 5-2

Registering Forwarding Destination ......................................................................................................... 5-2

Changing and Deleting Registration Contents ......................................................................................... 5-3

Forwarding Time Setting .......................................................................................................................... 5-4

File Format Setting .................................................................................................................................. 5-4

File Separation ......................................................................................................................................... 5-4

E-mail Subject Add. Info. Setting ............................................................................................................. 5-5

FTP Encrypted TX Setting ....................................................................................................................... 5-5

Print Setting ............................................................................................................................................. 5-5

File Name Registration ............................................................................................................................ 5-6

Settings for Forwarding from Embedded Web Server RX (Forward Settings) ......................................... 5-7

Sub Address Box Function ................................................................................................................................ 5-8

Sub Address Box ..................................................................................................................................... 5-8

Sub Address Communication .................................................................................................................. 5-8

Registering a Sub Address Box ............................................................................................................... 5-9

Changing/Deleting Sub Address Box .................................................................................................... 5-10

Printing Originals from a Sub Address Box ............................................................................................ 5-11

Checking Details .................................................................................................................................... 5-12

Deleting Originals after Printing from a Sub Address Box ..................................................................... 5-12

Deleting Originals from a Sub Address Box .......................................................................................... 5-13

Printing a Sub Address Box List ............................................................................................................ 5-13

Sub Address Transmission .................................................................................................................... 5-14

Polling Communication .................................................................................................................................... 5-15

Polling Transmission .............................................................................................................................. 5-15

Polling Reception ................................................................................................................................... 5-17

Printing from a Polling Box .................................................................................................................... 5-19

Checking Details .................................................................................................................................... 5-20

Deleting Originals in a Polling Box ......................................................................................................... 5-20

Encryption ........................................................................................................................................................ 5-21

Registering an Encryption Key .............................................................................................................. 5-22

Changing and Deleting Registration Contents of Encryption Key .......................................................... 5-23

Using the Encrypted Transmission ........................................................................................................ 5-24

Setting the Encrypted Reception ........................................................................................................... 5-25

Using a Connected Telephone ......................................................................................................................... 5-26

FAX/TEL Auto Switch Reception ........................................................................................................... 5-26

FAX/Answering Machine Auto Switch Reception .................................................................................. 5-28

DRD Reception (Available for some countries.) .................................................................................... 5-30

Manual Send .......................................................................................................................................... 5-32

Manual Reception ..............................................................................................................

Remote Sw

itch Funct

ion ........................................................................................................................ 5-34

.................... 5-33

5-1

Using Convenient Fax Functions > Forward Settings

NOTE

Forward Settings - Forward Destination

10:10System Menu/Counter.

1/1

End

test

Forward Settings

When you have received a fax, you can forward the received image to other fax machines or computers, or set printing.

Type of Forwarding Destination

Only one forwarding destination can be specified. When forwarding is set to [On], all received documents will be forwarded to the specified destination.

You can forward the document to other fax machines or for e-mail transmission or folder (SMB or FTP) transmission.

Setting Forwarding

Use the procedure below to set forwarding.

Display the screen.

[System Menu/Counter] key > [FAX] > [Forward Settings] > [Forwarding]

Configure the function.

To set Forwarding, select [On].

When not using Forwarding, select [Off].

Registering Forwarding Destination

Use the procedure below to register a forwarding destination.

Display the screen.

[System Menu/Counter] key > [FAX] > [Forward Settings] > [Forward Destination]

Configure the function.

1 Select [+].

Display the add destination screen and follow the procedure below to register the forwarding destination. Only one destination can be registered.

Selecting Forwarding Destination from Address Book

1 Select [Address Book] or [Ext. Address Book].

2 Select the destination (individual) you want to register as a forwarding destination.

5-2

Using Convenient Fax Functions > Forward Settings

NOTE

Forward Settings - Forward Destination

10:10System Menu/Counter.

Sales department 1

1/1

End

123456789

Forward Settings - Forward Destination

10:10System Menu/Counter.

Sales department 1

1/1

End

123456789

Entering Forwarding Destination Directly

1 Select [Address Entry (FAX)], [Address Entry (Email)] or [Address Entry (Folder)].

2 Enter the address to be registered as a forwarding destination.

If [Address Entry (E-mail)] or [Address Entry (Folder)] is selected for the forwarding destination, enter the address.

Machine’s Operation Guide

For details on character entry, refer to the following:

Character Entry Method (page 10-2)

Select [End].

Changing and Deleting Registration Contents

Use the procedure below to change or delete registration contents.

Display the screen.

[System Menu/Counter] key > [FAX] > [Forward Settings] > [Forward Destination]

Edit or delete the destination.

To edit the destination

1 Select […] and change the destination.

To delete

Select the destination and select [ ].

Select [End].

5-3

Using Convenient Fax Functions > Forward Settings

NOTE

Forwarding Time Setting

Display the screen.

[System Menu/Counter] key > [FAX] > [Forward Settings] > [Schedule]

Configure the function.

1 Select [All Day] or [Preset Time]. If Preset Time is selected, enter the [Start Time] and

[End Time].

2 Enter the start time, and select [Next >].

Enter the time on the 24 hours system.

3 Enter the end time, and select [OK].

File Format Setting

If you are sending the file as an E-mail attachment or transferring it to a folder (SMB or FTP), select PDF, TIFF, XPS, or OpenXPS as the file format.

Display the screen.

[System Menu/Counter] key > [FAX] > [Forward Settings] > [File Format]

Configure the function.

Select [PDF], [TIFF], [XPS] or [OpenXPS].

If you have selected [PDF] for file format, PDF Encryption functions are available.

Machine’s Operation Guide

File Separation

When sending by e-mail transmission, folder (SMB) transmission, or folder (FTP) transmission, specify whether File Separation is performed.

Display the screen.

[System Menu/Counter] key > [FAX] > [Forward Settings] > [File Separation]

Configure the function.

Select [Each Page] or [Off].

To create one file per page, select [Each Page].

5-4

Using Convenient Fax Functions > Forward Settings

NOTE

E-mail Subject Add. Info. Setting

Specify whether any information will be added to the subject of the E-mail. When adding information, you can select either Sender Name or Sender.

Display the screen.

[System Menu/Counter] key > [FAX] > [Forward Settings] > [E-mail Subject Add. Info.]

Configure the function.

Select [Sender Name], [Sender FAX No.], or [Off].

FTP Encrypted TX Setting

Specify whether to use FTP encryption when you send data.

To use FTP encryption, set SSL to [On] in the Secure Protocol settings.

Machine’s Operation Guide

Display the screen.

[System Menu/Counter] key > [FAX] > [Forward Settings] > [FTP Encrypted TX]

Configure the function.

Select [On] or [Off].

Print Setting

You can set whether the machine should print received originals when forwarding them.

Display the screen.

[System Menu/Counter] key > [FAX] > [Forward Settings] > [Print]

Configure the function.

Select [On] or [Off].

5-5

Using Convenient Fax Functions > Forward Settings

NOTE

File Name Registration

You can set the file name to be created when forwarding. You can append information such as the date/time and the job number or fax number.

Display the screen.

[System Menu/Counter] key > [FAX] > [Forward Settings] > [File Name]

Configure the function.

1 Enter the file name.

For details on character entry, refer to the following:

Character Entry Method (page 10-2)

Please note that when you have not add any additional information, file names become the same, and, therefore, old files are overwritten when received originals are forwarded with folder (SMB) transmission and folder (FTP) transmission.

2 Select [Next >].

3 Set additional information.

If you do not want to add information to the document name, select [None], and set [None] or [FAX No.] for sender name information addition.

To add document information, select [Date and Time], [Job No.], [Job No. & Date and Time], or [Date and Time & Job No.], and set [None], [Add No./Addr to Front], or [Add No./Addr to Back] for sender name information addition.

File name sample

Example: doc00352720140826181723.pdf

doc (file name) + 6-digit job number + year/month/day/hour/minute/second +file format (default setting is .pdf)

5-6

Using Convenient Fax Functions > Forward Settings

Settings for Forwarding from Embedded Web Server RX (Forward Settings)

You can use Embedded Web Server RX on a computer connected to the network to specify the forwarding settings on this machine.

For information on the network settings, refer to the followings:

Machine’s Operation Guide

Accessing Embedded Web Server RX

Display Embedded Web Server RX.

1 Open the web browser.

2 In the Address or Location bar, enter the machine’s IP address as the URL,

e.g. 192.168.48.21/. The web page displays basic information about the machine and Embedded Web Server RX as well as the current status of the machine.

Select settings in Embedded Web Server RX.

Select a category from the navigation bar on the left to view and set values for that particular category.

If administrator privileges have been enabled on Embedded Web Server RX, remember to enter the correct user name and password when trying to access the relevant screens.

Embedded Web Server RX User Guide

5-7

Using Convenient Fax Functions > Sub Address Box Function

NOTE

Sub Address Box Function

Sub Address Box

A Sub Address Box is a box for storing received originals on the machine to which the FAX System is to be installed. Using sub address reception function, you can store received originals in a personal Sub Address Box.

For the method for using a Sub Address Box, see the next section.

• Registering a Sub Address Box X page 5-9

• Changing/Deleting Sub Address Box X page 5-10

For the method for manipulating a received fax stored in a Sub Address Box, see the next section.

• Printing Originals from a Sub Address Box X page 5-11

• Checking Details X page 5-12

• Deleting Originals after Printing from a Sub Address Box X page 5-12

• Deleting Originals from a Sub Address Box X page 5-13

• Printing a Sub Address Box List X page 5-13

For the method for transmitting to a Sub Address Box, see the next section.

• Sub Address Transmission X page 5-14

Sub Address Communication

Sub address communication is communication in which data is sent and received with sub addresses and passwords attached in conformance with the ITU-T (International Telecommunication Union) recommendations. Sub addresses enable communication modes with third-party machines that were previously only possible between our brand machines. These include confidential delivery (sending originals to an original delivery box set up in the receiving system) and polling communication (reception of documents from a source machine that is controlled from the receiving machine). Using sub address communication on this machine also allows advanced communication functions such as storing received originals in Sub Address Boxes.

In order to conduct sub address communication, the other party’s system also needs to be equipped with sub address communication functions of the same type.

Sub address-based communication can be used together with various kind of functional communication. When registering a sub address and sub address password in the Address Book and One Touch Key, you can omit their entry before transmission. For details, refer to the explanations in the procedure of each communication method and registration method.

Sub Address

With the machine, sub address and sub address passwords are called sub address.

Sub Address

Use the numbers from 0 to 9, ‘ (space)’, and ‘#’ and ‘*’ characters to enter a sub address of up to 20 digits. When the machine receives faxes, a sub address is used to specify the Sub Address Box.

Sub Address Password

Use the numbers from 0 to 9, alphabets, ‘ (space)’, and ‘#’ and ‘*’ characters to enter a sub address password of up to 20 digits. When the machine receives originals, a sub address password is not used.

For the procedure for setting a sub address, refer to the following:

Sub Address Transmission (page 5-14)

5-8

Using Convenient Fax Functions > Sub Address Box Function

NOTE

Registering a Sub Address Box

Up to 20 Sub Address Boxes can be registered.

If user login administration is enabled, you can only edit destinations in the Address Book by logging in with administrator privileges.

Sub Address Boxes can also be registered in the system menu.

Select [Sub Address Box] on the Home screen.

Configure the function.

1 [Menu] > [Add]

2 Enter the box name, and select [Next >].

For details on character entry, refer to the following:

Character Entry Method (page 10-2)

3 Enter the sub address, and select [Next >].

You can use up to 20 digits including the numbers from 0 to 9, ‘ (space)’, ‘#’ and ‘*’ characters to enter a sub address.

4 Enter the information and then select [OK].

The table below lists the items to be set.

Item Description

Box No. Enter the box number. If you enter 00, the smallest number available will be

automatically assigned.

Owner

Permission

Box Password User access to the box can be restricted by specifying a password to protect the

Delete after Printed

Set the owner of the box. Select the owner from the user list that appears.

Select whether to share the box.

box. Entering a password is not mandatory. Enter the same password of up to 16 characters in both [Box Password] and [Confirm Password].

Automatically delete a document from the box once printing is complete. To delete the document, select [On]. To retain the document, select [Off].

* Displayed when the user login administration is enabled.

Check the details you have entered and then select [Save].

A box is created.

5-9

Using Convenient Fax Functions > Sub Address Box Function

NOTE

Changing/Deleting Sub Address Box

Sub Address Boxes can also be changed/deleted in the system menu.

Select [Sub Address Box] on the Home screen.

Changing/Deleting

Changing

1 [Menu] > [Edit]

2 Select the box that you want to change and change the settings.

The table below lists the items to be set.

Item Description

Box Name Set the box name to be displayed on the touch panel.

Box No. Enter the box number. If you enter 00, the smallest number available will be

automatically assigned.

Sub Address Enter the sub address.

Owner

Permission

Box Password User access to the box can be restricted by specifying a password to protect the

Delete after Printed

* Displayed when the user login administration is enabled.

Deleting

1 [Menu] > [Delete]

2 Select the box that you want to delete.

3 Select [Yes].

The box is deleted.

Set the owner of the box. Select the owner from the user list that appears.

Select whether to share the box.

box. Entering a password is not mandatory. Enter the same password of up to 16 characters in both [Box Password] and [Confirm Password].

Automatically delete a document from the box once printing is complete. To delete the document, select [On]. To retain the document, select [Off].

5-10

Using Convenient Fax Functions > Sub Address Box Function

NOTE

Printing Originals from a Sub Address Box

To print the originals that have been sent to a Sub Address Box, use the following operation.

Select [Sub Address Box] on the Home screen.

Selecting the Originals.

1 Select the box containing the document you want to print.

When the password is set to a Sub Address Box, you need to enter the password in the following situations:

If user login is disabled

If user login is enabled but the Sub Address Box has been selected by another user when you login with user privileges

2 Select the document you want to print.

3 Select [Print].

1 It is possible to change the print settings.

Item Description

Delete afterPrint The original is deleted after printing.

Deleting Originals after Printing from a Sub Address Box (page 5-12)

File Name Entry Adds a file name.

Job Finish Notice Sends E-mail notice when a job is complete.

Priority Override Suspends the current job and gives a new job top priority.

Quiet Mode Lower print and scan speed for quiet processing.

2 Press the [Start] key. Printing starts.

5-11

Using Convenient Fax Functions > Sub Address Box Function

Box:Box

10:10Document Box.

doc00006420100908144604

< Back PrintMenu

1/1

Cancel

Checking Details

You can use the procedure below to check the details of documents forwarded to a Sub Address Box.

Select [Sub Address Box] on the Home screen.

Selecting the Originals.

1 Select the box containing the document you want to check.

2 Select […] for the document whose details you want to check. The details of the selected

document are displayed.

Deleting Originals after Printing from a Sub Address Box

To automatically delete the originals printed form the Sub Address Box, use the following operation.

Select [Sub Address Box] on the Home screen.

Selecting the Originals.

1 Select the box containing the document you want to print.

2 Select the document you want to print.

3 Select [Print].

Configure the function.

[Delete afterPrint] > [On]

Print.

Press the [Start] key. The original is deleted after printing.

5-12

Using Convenient Fax Functions > Sub Address Box Function

NOTE

Box:Box

10:10Document Box.

doc00006420100908144604

< Back PrintMenu

1/1

Cancel

FAX Reception Box

Deleting Originals from a Sub Address Box

Use the procedure below to delete an original that you have forwarded to a Sub Address Box.

Select [Sub Address Box] on the Home screen.

Deleting

1 Select the box containing the document you want to delete.

2 Select the document you want to delete, and select [ ].

3 Select [Yes].

The original is deleted.

Printing a Sub Address Box List

You can print the Sub Address Box list in which the list of Box No.’s and Box names of the registered Sub Address Boxes are described. When there are originals in the Sub Address Boxes, the number of pages is displayed.

The list can be printed when user login has been enabled and the machine is logged in with administrator privileges.

Display the screen.

[System Menu/Counter] key > [Document Box] > [Sub Address Box]

[Print List] > [Yes] The list is printed.

5-13

Using Convenient Fax Functions > Sub Address Box Function

NOTE

Sub Address Transmission

To specify a Sub Address Box when sending a fax, follow the steps below.

To use sub address transmission, check that a sub address and password have been set in the receiving system in advance.

Encrypted transmission cannot be used in sub address transmission.

For the setting method when the machine receives originals, refer to the following:

Sub Address Box Function (page 5-8)

Select [FAX] on the Home screen.

Place the originals.

Specifying destination.

1 Select [Add Dest.] and enter the fax number of the other party.

When a sub address has been registered to the destination of the Address Book, you can use the destination. When a sub address-registered destination in the Address Book is used for a One Touch Key, you can also use the One Touch Key.

Configure the function.

1 [Sub Address] > [Sub Address]

2 Enter the sub address using the numeric keys, and then enter the [OK] key.

You can use up to 20 digits including the numbers from 0 to 9, ‘ (space)’, ‘#’ and ‘*’ characters to enter a sub address.

3 Select [Password].

4 Enter the sub address password using the numeric keys, and then enter the [OK] key.

You can use up to 20 digits including the numbers from 0 to 9, ‘ (space)’, ‘#’ and ‘*’ characters to enter a sub address password.

5 [OK] > [OK]

Send Start.

Check the destination and press the [Start] key.

When On is selected in Dest. Check before Send, a destination confirmation screen is displayed when you press the [Start] key.

Confirmation Screen of Destinations (page 7-10)

5-14

Using Convenient Fax Functions > Polling Communication

IMPORTANT

NOTE

Polling Communication

Polling communication is a communication mode in which the transmission of originals on the sending machine is controlled by the receiving machine. This allows the receiving machine to tailor the reception of originals to its own circumstances. This machine supports both polling transmission and polling reception.

Because the receiving machine dials the sending machine in polling communication, call charges are normally borne by the recipient.

Polling Transmission

Originals to be used in polling transmissions should be stored in a Polling box. When a polling request is received from the destination, the stored originals are sent automatically.

Once originals intended for polling transmission have been sent to the destination, they are automatically deleted. However, if you set Delete Transmitted File to [Off], the originals are stored in the Polling box until you delete them. You can use polling transmission with the same originals as many times as you wish.

Deleting Originals After Polling Transmission (page 5-15)

You can store up to 10 originals for polling transmission.

You can also add to or overwrite originals up until a polling request arrives from the destination.

Overwrite Setting (page 5-15)

Deleting Originals After Polling Transmission

Originals intended for polling transmission are automatically deleted after they have been sent to the destination. To allow polling transmission of the same original to multiple destinations, set this option to [Off].

Display the screen.

[System Menu/Counter] key > [Document Box] > [Polling Box]

Configure the function.

[Delete Transmitted File] > [On] or [Off]

Overwrite Setting

To allow overwriting, set this option to [Permit].

Use the procedure below to overwrite the existing document if the same name is added to the new file.

If this option is set to [Prohibit], the existing document will not be overwritten if the same file name is set.

Display the screen.

[System Menu/Counter] key > [Document Box] > [Polling Box]

Configure the function.

[Overwrite Setting] > [Permit] or [Prohibit]

5-15

Using Convenient Fax Functions > Polling Communication

Using Polling Transmission

Select [Polling Box] on the Home screen.

Place the originals.

Display the screen.

Select [Store File].

Select the type of originals, scanning density, etc., as necessary.

The table below lists the items to be set.

Function Description

Duplex Select the type and binding of originals.

Scan Resolution Set the resolution at which to scan originals.

Density Adjust density.

File Name Entry Adds a file name.

Quiet Mode Lower print and scan speed for quiet processing.

Functions Original Size Select the size of originals to be scanned.

Orig. Orientation Select the orientation of the original document top edge to

scan correct direction.

Original Image Select original image type.

Skip Blank Page When there are blank pages in a scanned document, this

function skips the blank pages and prints only pages that are not blank.

Continuous Scan Scan a large number of originals separately and then

produce as one job.

Job Finish Notice Sends a notice by an e-mail when a transmission is

complete.

For each of the functions, refer to the following:

Sending Faxes (page 3-1)

Machine’s Operation Guide

Start storing.

Press the [Start] key. The originals are scanned and stored in the Polling box.

Cancelling Polling Transmissions

To cancel a polling transmission, delete the polling transmission original saved in the polling box. For information on how to delete the saved original, refer to the following:

Deleting Originals in a Polling Box (page 5-20)

5-16

Using Convenient Fax Functions > Polling Communication

NOTE

IMPORTANT

NOTE

Sub Address:

3333

External FAX

Polling Reception

This function automatically triggers transmission of originals stored on the sending machine when the receiving machine dials the sending machine’s number.

Multiple contacts cannot be specified for polling reception. If you specified a destination for which encrypted communication is registered, encrypted communication is disabled for polling reception.

To use polling reception, you must first ensure that the sending machine is set up for polling transmission.

Using sub addresses at the same time allows the communication modes described below.

Sub Address Bulletin Board Reception

If the recipient’s machine has a sub address bulletin board function, you can use sub addresses to communicate with that machine even if it is a third-party machine. (On this machine, the sub address and sub address password.)

The recipient’s machine must also be equipped with a sub address bulletin board function. Some fax machines cannot store originals and some do not support polling transmission. Check both the sending and receiving machines beforehand to ensure that they each have the required functionality.

Ask the recipient for the sub address and password that are registered in the recipient’s machine.

For more information on sub addresses, refer to the following:

Sub Address Communication (page 5-8)

For information on how to receive files using sub address bulletin board communication, refer to the following:

Using Polling Reception with Sub Addresses (page 5-18)

5-17

Using Convenient Fax Functions > Polling Communication

NOTE

IMPORTANT

NOTE

Using Polling Reception

When the other party is using sub addresses, refer to Using Polling Reception with Sub Addresses below.

Select [FAX] on the Home screen.

Turn on polling reception.

[Functions] > [FAX Polling RX] > [On]

Specifying destination.

Methods For Entering the Destination (page 3-7)

Press the [Start] key.

The operations for reception begin.

When On is selected in Dest. Check before Send, a destination confirmation screen is displayed when you press the [Start] key.

Confirmation Screen of Destinations (page 7-10)

Using Polling Reception with Sub Addresses

For polling reception, enter the sub address (on this machine, sub address and sub address password) set at the sending machine. This communication is still possible when the other party is using a third-party machine provided it is equipped with the same type of sub address communication function.

Check the sub address set by the sender beforehand.

Select [FAX] on the Home screen.

Turn on polling reception.

To turn on polling reception, refer to the following:

Polling Reception (page 5-17)

Select the destination, and entering the sub address.

For the procedure for setting a sub address, refer to the following:

Sub Address Transmission (page 5-14)

For the procedure for selecting a destination, refer to the following:

Methods For Entering the Destination (page 3-7)

You can select destinations using a combination of numeric keys input, One Touch Key selection and selection from the Address Book containing registered sub addresses.

5-18

Using Convenient Fax Functions > Polling Communication

NOTE

Press the [Start] key.

The operations for reception begin.

When On is selected in Dest. Check before Send, a destination confirmation screen is displayed when you press the [Start] key.

Confirmation Screen of Destinations (page 7-10)

Printing from a Polling Box

Use this procedure to print an original stored in a Polling box.

Select [Polling Box] on the Home screen.

Select the original.

1 Select the document you want to print.

2 [Menu] > [Print]

1 It is possible to change the print settings.

Item Description

File Name Entry Adds a file name.

Job Finish Notice Sends E-mail notice when a job is complete.

Priority Override Suspends the current job and gives a new job top priority.

Quiet Mode Lower print and scan speed for quiet processing.

For each of the functions, refer to the following:

Machine’s Operation Guide

2 Press the [Start] key.

Printing starts.

5-19

Using Convenient Fax Functions > Polling Communication

NOTE

Polling Box

10:10Document Box.

doc00006620100908151210

doc00006520100908150414

Cancel Store FileMenu

1/1

Polling Box

10:10Document Box.

doc00006620100908151210

doc00006520100908150414

Cancel Store FileMenu

1/1

Checking Details

Use this procedure to check the details of an original stored in a Polling box.

Select [Polling Box] on the Home screen.

Select the original.

1 Select the document you want to check.

2 Select […].

The details of the selected document are displayed.

Deleting Originals in a Polling Box

Use this procedure to delete an original stored in a Polling box.

If Delete Transmitted File is set to [On], originals are automatically deleted following polling transmitted.

Deleting Originals After Polling Transmission (page 5-15)

Select [Polling Box] on the Home screen.

To del et e

1 Select the document you want to delete and select [ ].

2 Select [Yes].

The original is deleted.

5-20

Using Convenient Fax Functions > Encryption

IMPORTANT

NOTE

Output originals

Decrypt

Receiving system

Encryption

Encrypt

Sending system

Scan originals

Encryption

This method allows you to communicate with originals encrypted by the sending system. Therefore, even when a third party tries to view the originals in the middle of communication by some means, the third party is prevented from knowing the actual contents of the originals. The originals received are reverted to the originals as they were before transmission (decrypted) by the receiving system, and printed. This is an extremely effective communication method for sending confidential documents that are not to be opened by a third party.

In order to use encryption communication, the fax of the other party needs to be an our-brand system with the same type of encryption functions.

In encryption communication, in order to encrypt and decrypt originals, the sending and receiving systems must use the same 16-digit encryption key. When the encryption key differs between the sending system and the receiving system, the encryption cannot be conducted. Therefore, the sending system and the receiving system need to have the same encryption key and 2-digit key No. registered in advance.

Description of settings at sending and receiving systems

Settings

Encryption Key No. (A) 2 digits (B) 2 digits 5-22

Encryption Key (C) 16 digits (C) 16 digits 5-22

Key No. of Address Book (or when the number is directly dialed)

Receiving system encryption box number

Encryption Box No.* ― (D) 4 digits ―

Key No. in reception setting ― (B) 2 digits 5-25

* When the machine receives originals, the Encryption Box is not used.

Set the same characters for the numbers indicated by the same letter in parentheses. For example, the same characters should be used as the encryption key (C) in both the sending and receiving systems.

Sending

system

(A) 2 digits ― 5-24

(D) 4 digits ― 5-24

Receiving

system

Reference

page

5-21

Using Convenient Fax Functions > Encryption

NOTE

10:10System Menu/Counter.

Key01

1/5

End

Key02

Key03

Key04

TX/RX Common - Encryption Key Registration

Registering an Encryption Key

An encryption key is required when registering the Address Book used for encryption communication (the other party is directly entered using the numeric keys) in the sending system and when setting encryption in the receiving system.

For the creation of the encryption key, numbers from 0 to 9 and letters from A to F are arranged to form 16 numbers and/or letters arbitrarily. The created encryption key is registered with a 2-digit key No. (01 to 20).

Up to 20 encryption keys can be registered.

Display the screen.

[System Menu/Counter] key > [FAX] > [TX/RX Common] > [Encryption Key Registration]

Configure the function.

1 Select […] for the unregistered encryption key.

2 Enter the 16-digit encryption key.

Use numbers (0 to 9) and alphabetical letters (A to F) to register the encryption key.

3 Select [OK].

4 To register other encryption keys, repeat Steps 2-1 to 2-3.

Finish registration.

Select [End].

5-22

Using Convenient Fax Functions > Encryption

10:10System Menu/Counter.

Key01

1/5

End

Key02

Key03

Key04

TX/RX Common - Encryption Key Registration

10:10System Menu/Counter.

Key01

1/5

End

Key02

Key03

Key04

TX/RX Common - Encryption Key Registration

Changing and Deleting Registration Contents of Encryption Key

Display the screen.

[System Menu/Counter] key > [FAX] > [TX/RX Common] > [Encryption Key Registration]

Change/Delete

Changing

1 Select […] for the encryption key you want to change.

2 Enter the new encryption key.

3 Select [OK].

Deleting

1 Select the encryption key you want to delete, and select [ ].

2 Select [Yes].

This deletes the encryption key.

Finish changing/deleting.

Select [End].

5-23

Using Convenient Fax Functions > Encryption

NOTE

Using the Encrypted Transmission

When sending originals by encrypted transmission, use the Address Book registered for encryption or set encrypted transmission when dialing directly using the numeric keys.

Encrypted transmission can be also used in broadcast transmission. With encryption communication, you cannot conduct sub address transmission.

For the procedure for registering an encryption key, refer to the following:

Registering an Encryption Key (page 5-22)

Select [FAX] on the Home screen.

Place the originals.

Specifying destination.

1 Select [Add Dest.] and enter the fax number of the other party.

When encrypted transmission has been set to a destination in the Address Book or One Touch Key, you can use the destination.

Turn on encrypted transmission.

1 [Detail Settings] > [Encrypted Transmission] > [Encryption] > [On] >

[Encryption Key No.]

2 Select the encryption key number that you used to register the encryption key that you

decided upon with the recipient.

For the procedure for registering an encryption key, refer to the following:

Registering an Encryption Key (page 5-22)

Select the encryption box.

If you need to select an encryption box, set the box.

1 [Encryption Box] > [On] > [Encryption Box No.]

2 Enter the box number (0000 to 9999) with the numeric keys.

3 Select [OK].

Finish the encrypted transmission settings.

[OK] > [OK] > [OK]

Send Start

Press the [Start] key. The transmission will start.

5-24

Using Convenient Fax Functions > Encryption

NOTE

When On is selected in Dest. Check before Send, a destination confirmation screen is displayed when you press the [Start] key.

Confirmation Screen of Destinations (page 7-10)

Setting the Encrypted Reception

To conduct encryption communication operating the receiving system, follow the steps below.

For the procedure for registering an encryption key, refer to the following:

Registering an Encryption Key (page 5-22)

Display the screen.

[System Menu/Counter] key > [FAX] > [Reception]

Turn on encrypted reception.

1 [Encrypted Reception] > [On]

2 Select the encryption key number that you used to register the encryption key that you

decided upon with the sender.

3 Select [OK].

The machine receives the encrypted originals from the sender of the specified encryption key.

5-25

Using Convenient Fax Functions > Using a Connected Telephone

IMPORTANT

NOTE

Using a Connected Telephone

It is possible to connect a telephone (a commercially available item) to this machine and use various functions.

FAX/TEL Auto Switch Reception

This reception method is convenient when using both telephone and fax on a single telephone line. When fax originals have been sent, the machine automatically receives them, and when the other party is calling from a telephone, the machine makes a ringing tone urging the user to respond.

In order to use FAX/TEL Auto Switch Reception, it is necessary to connect a telephone set (commercially available product) to the machine.

After the telephone has made a ringing tone for the preset number of times, the other party is required to pay phone line charges even if the receiving system does not respond.

Flow of reception

FAX FAX Telephone

When the other party has sent

originals with automatic send

Receives incoming call without making ringing tone.

(The other party is required to pay the phone line charge from this point.)

(Only the other party can hear the ringing tone.)

Receive originals from the other

party automatically (FAX

Automatic Reception)

When the other party has sent

originals with manual send

Makes ringing tone twice.

Makes ringing tone. (Both the other party and the receiving

machine can hear the ringing tone.)

(If you do not lift the handset within 30 seconds, the machine

switches to fax reception.)

When you lift the handset of the connected telephone set, you can talk to the other party.

When the other party is calling

from a telephone

After the end of the

conversation, you can receive

faxes by using the Remote

Switch Function.

At the end of the conversation, you can also receive faxes by using the Remote Switch Function.

Remote Switch Function (page 5-34)

5-26

Using Convenient Fax Functions > Using a Connected Telephone

NOTE

Preparation:

Select [Auto (FAX/TEL)].

FAX (page 8-6)

The telephone rings.

The connected telephone set makes a ringing tone. Note that if [0] (zero) is set as the number of rings (for FAX/TEL Auto Switch), the connected telephone does not ring.

You can change the number of times the ringing tone rings.

Rings(FAX/TEL) (page 8-8)

Answer the call.

When the call is from a telephone

1 The machine makes a ringing tone urging the user to respond. Lift the handset of the

telephone within 30 seconds.

If you do not lift the handset within 30 seconds, the machine switches to fax reception.

2 Talk to the other party.

At the end of the conversation, you can also receive faxes by using the Remote Switch Function.

Remote Switch Function (page 5-34)

When the call is from a fax

The machine starts receiving fax originals.

5-27

Using Convenient Fax Functions > Using a Connected Telephone

IMPORTANT

NOTE

FAX/Answering Machine Auto Switch Reception

This method is convenient when using both the answering machine and fax. When fax originals have been sent, the machine receives them automatically, and when the call is from a telephone, the machine follows the functions of the connected answering machine. Therefore, when the user is absent, the other party can leave a message on the answering machine.

When using FAX/Answering Machine Auto Switch Reception function, if a silence continues for at least 30 seconds before one minute passes after the machine has received a call from the other party, the machine’s silence detection function comes into operation and the machine switches to fax reception.

In order to use FAX/Answering Machine Auto Switch Reception, it is necessary to connect an answering machine-equipped telephone set (commercially available product) to the machine.

For details, such as responding to messages, refer to the Operation Guide of each answering machine.

Set the number of rings to be made by the machine more than the number of rings to be made by the answering machine.

Rings (Answering Machine) (page 8-8)

Flow of reception

FAX FAX Telephone

When the other party has sent

originals with automatic send

Receive fax originals from the

other party automatically (FAX

Automatic Reception).

When the other party has sent

originals with manual send

The answering machine plays the message informing the other

party that the user is absent.

The answering machine records a message from the other party.

When the other party starts sending originals, the machine receives the originals being sent.

When the other party is calling

from a telephone

Preparation:

Select [Auto (TAD)].

FAX (page 8-6)

5-28

Using Convenient Fax Functions > Using a Connected Telephone

NOTE

The telephone rings.

The connected telephone set makes ringing tone the set number of times.

If you lift the handset while the telephone set is still making the ringing tone, the machine enters a status the same as manual reception.

Manual Reception (page 5-33)

The answering machine responds.

When the call is from a telephone, but the user is absent

The answering machine plays a response message, and starts recording the other party’s message.

When silence continues for at least 30 seconds during recording, the machine switches to fax reception.

When the call is from a fax

The machine starts receiving fax originals.

5-29

Using Convenient Fax Functions > Using a Connected Telephone

NOTE

DRD Reception (Available for some countries.)

This reception mode utilizes the Distinctive Ring Pattern service available through some telephone companies. With this service, you can use two or more fax numbers on a single telephone line. Thus, you can use this fax and a telephone on the same line, and you can still designate a different fax number for each of them. As each number is given a different ring pattern, the machine is able to differentiate between incoming calls. If one of these numbers is designated for the machine, and a desired ring pattern is designated for that number in advance, fax reception will be initiated automatically whenever the machine detects the ring pattern distinctive to the fax.

Using DRD Reception to receive a telephone call is only possible if a separately purchased telephone is connected to the machine. DRD reception is only possible if you subscribe to the Distinctive Ring Pattern service provided by your telephone company. Contact your telephone company for further information on the Distinctive Ring Pattern service available.

Flow of reception

FAX Telephone

If the other party has dialed

your fax number...

The fax machine will ring using

the predetermined ring pattern

for a fax and fax reception will

start automatically.

(The fax will handle the call

using the Automatic FAX

Reception mode.)

Preparation:

Select [Auto (DRD)].

FAX (page 8-6)

If the other party has dialed

your telephone number...

Telephone company

The fax machine will ring using

the predetermined ring pattern

for a telephone call.

Conversation is possible with

the other party if you answer

the telephone that is connected

to this fax machine.

5-30

Using Convenient Fax Functions > Using a Connected Telephone

NOTE

The telephone rings.

When a call comes in, the telephone will ring.

If you lift the handset while the telephone is still ringing, the machine will deal with the call in the same manner as standard Manual FAX Reception.

Manual Reception (page 5-33)

Answer the call.

The machine will then ring using the predetermined ring pattern.

When the call is from a telephone

Lift the handset and speak with the other party. When the conversation is over, fax reception can be initiated manually.

When the call is from a fax

Once the ringing tone stops, fax reception will start automatically.

5-31

Using Convenient Fax Functions > Using a Connected Telephone

Manual Send

When you want to talk to the person at the receiving system or the receiving system needs to switch to fax, use this method to send originals.

Place the originals.

Dial the destination.

Lift the handset, and dial the number of the receiving system.

Check if the telephone line has connected to the fax of the receiving

system.

If the destination is a fax machine, you will hear a long high beep sound. If a person answers, you can talk to that person.

[FAX] on the Home screen > [On Hook]

Press the [Start] key.

Transmission begins.

Replace the handset.

When sending starts, return the handset to its original position.

5-32

Using Convenient Fax Functions > Using a Connected Telephone

NOTE

Manual Reception

Reception is possible after confirming that the telephone line has connected to the sending party.

FAX Automatic Reception has been preset for the receiving mode of this machine. To use Manual Reception, you need to change the receiving mode to Manual Reception. To change to manual mode, refer to the following:

Reception Mode (page 8-8)

The telephone rings.

When there is an incoming call, the telephone connected to the machine makes a ringing tone.

Lift the handset.

Lift the handset of the telephone.

Check if the telephone line has connected to the fax of the sending

system.

If the destination is a fax machine, you will hear soft beep sounds. If a person answers, you can talk to that person.

[FAX] on the Home screen > [On Hook] > [Manual RX]

Reception will start.

When using a telephone set that can send tone signals, use the telephone to start the reception of originals with the remote switch function.

Remote Switch Function (page 5-34)

Replace the handset.

When reception starts, return the handset to its original position.

5-33

Using Convenient Fax Functions > Using a Connected Telephone

NOTE

Remote Switch Function

You can start fax reception by operation from the connected telephone set. This function is convenient for using this machine and a telephone set (commercially available product) in combination installed at places distant from each other.

In order to use remote switch, it is necessary to connect the tone signal-sending telephone set (commercially available product) to the machine. However, even if it is a tone signalsending telephone set, this function may not be used satisfactorily depending on the type of telephone set. For details, contact our agent or the store where you purchased this machine.

The remote switch dial is set to 55 at the factory.

The remote switch dial number can be changed.

Remote SW Dial (page 8-8)

Using the Remote Switch Dial

To start fax reception by operation from the connected telephone set, use the following operation.

The connected telephone set makes a ringing tone.

Lift the handset of the telephone.

You can change the number of times the ringing tone rings.

FAX (page 8-6)

Press the remote switch dial number (2 digits).

When you hear the fax tone from the handset, enter the two-digit remote switch dial number using the dial button on the telephone set. The telephone line switches to the machine, and reception starts.

5-34

6 Sending Faxes from

This chapter explains the following topics:

Flow of Network FAX Sending ........................................................................................................................... 6-2

Flow of Network FAX Receiving ......................................................................................................................... 6-2

Setup .................................................................................................................................................................. 6-3

Installing the FAX Driver .......................................................................................................................... 6-4

Uninstalling the FAX Driver ...................................................................................................................... 6-6

Basic Transmission ............................................................................................................................................ 6-7

Configuring the Driver Default Settings ................................................................................................. 6-10

Default Settings Dialog Box .................................................................................................................... 6-11

Changing Transmit Settings ................................................................................................................... 6-14

Using Cover Pages ................................................................................................................................ 6-18

Cover Page Registration (Default Settings) ........................................................................................... 6-23

Transmission Control ............................................................................................................................. 6-28

6-1

Sending Faxes from PC > Flow of Network FAX Sending

NOTE

The Network FAX function enables any PC, which is networked to the machine, to perform sending and receiving of faxes. Its primary features include the following.

• PC-prepared document can be sent and received by fax without being printed out.

• An Address Book (in the machine/PC) can be used to specify a desired destination.

• Addition of a cover page.

• Transmission and printing can be done simultaneously.

• E-mail reporting of the transmission result.

• Sub address transmission is available.

• Operation is as simple as printing.

Flow of Network FAX Sending

Network FAX sending is performed in the following sequence.

Prepare a document using a PC networked to this machine.

▼

Forward the document data from the PC to this machine using the same

operation as for printing.

▼

The machine sends the document data to another fax machine.

▼

The other fax machine receives the data.

Flow of Network FAX Receiving

Network FAX receiving is performed in the following sequence.

Another fax machine sends a fax to this machine.

▼

The machine receives the fax.

▼

The machine sends the fax data to a networked PC using the memory

forwarding function.

▼

The PC networked to this machine receives the data.

The memory forwarding function allows not only reception by the networked PC, but also forwarding of the received fax by e-mail or forwarding to another fax machine.

6-2

TA Triumph-Adler P-C3565i MFP User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Contents

Preface

About the FAX Operation Guide (this Guide)

Structure of the guide

Conventions Used in This Guide

Notice

Safety Conventions in This Guide

About this Operation Guide

Legal Notice

IMPORTANT SAFETY INSTRUCTIONS

IMPORTANTES MESURES DE SECURITE

Declarations to European Directives

Technical regulations for terminal equipment

Network Compatibility Declaration

Trademark Information

Part Names and Functions

Machine

Operation Panel

Touch Panel

Enter key and Quick No. Search key

Quick Setup Wizard (Fax Setup)

Fax setup items

Fax setup procedure

Setting Date and Time

PBX Setting (Europe only)

Registering Destinations in the Address Book

Adding a Destination (Address Book)

Adding a Destination on One Touch Key

3 Sending Faxes

Basic transmission procedure

Checking the Send Status

Priority Override Send

Cancelling the Transmission

Using redial

Methods For Entering the Destination

Entering the destination fax number with the numeric keys

Choosing from the Address Book

Choosing by One Touch Key

Using the Speed Dial key

Broadcast Transmission

Login/Logout

Logging in when User Accounting has been Enabled

Logging in when Job Accounting has been Enabled

Fax transmission functions

Quiet Mode

Original Size

Original Orientation

Duplex

FAX TX Resolution

Density

Original Image

Continuous Scan

FAX Direct Transmission

Cancelling Direct Transmission

Manual Send

FAX Delayed Transmission

Cancelling and Sending Delayed Transmissions (Queued)

Standby Transmission

Interrupt Send

Job Finish Notice

File Name Entry

FAX TX Report

Using chain dial

Using favorites

4 Receiving Faxes

FAX Automatic Reception

Reception Method

Checking and Changing the Reception Method

Flow of reception

Canceling reception (Disconnection of communication)

Manual Reception

Flow of reception

Fax reception functions

Fax reception settings

Duplex Printing

2 in 1 Print