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

+ 154 hidden pages