TA Triumph-Adler P-C3565i MFP User Manual

FAX Operation Guide

P-C3565i MFP

Contents

	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

i

	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

ii

	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

iv

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.

v

Conventions Used in This Guide

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

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

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.

IMPORTANT

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

NOTE

Indicates supplemental explanations and reference information for operations.

Refer to

Click the underlined text 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

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.

vi

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

T

Select []

T

Select [Common Settings]

T

Select [Sound]

vii

1Legal 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

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).

NOTE

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.

1Do 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.

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

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

4Use 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:

1Ne 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.

2Eviter 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

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

4Utiliser 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					EN55024
characteristics of information technology
equipment
Limits and methods of measurement for radio					EN55022 Class B
interference characteristics of information
technology equipment
Limits for harmonic currents emissions for					EN61000-3-2
equipment input current				16A per phase	EN61000-3-3
Limitation of voltage fluctuations and flicker in low-
voltage supply systems for equipment with rated
current		16A			EN60950-1
Safety of information technology equipment,
including electrical business equipment
Terminal Equipment (TE);					TBR 21
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

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

2Before 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

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

3

4

2

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
		connector.

IMPORTANT

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

2-2

Before Using the Fax Machine > Part Names and Functions

Document Processor

	5	9
	6	8
		7

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

Operation Panel

Displays the Home screen.				Displays the Status/Job		Displays the screen for
				Cancel screen.		sending. You can change it
						to display the Address
						Book screen.
				Displays the Copy screen.		Displays the FAX screen.

Select the function.					10:10
Home				Admin	Logout
Copy		Send		FAX	Custom Box
Job Box		Removable	Sub Address Box		Polling Box
		Memory
Status/	Device	Language		System	Favorites
Job Cancel	Information			Menu

Touch panel. Displays buttons for configuring machine settings.

Blinks while printing or sending/receiving.

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

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

	Displays the System Menu/		Authenticates user			Puts the machine into
	Counter screen.		switching, and exits the			Sleep Mode. Recovers
			operation for the current			from Sleep if in Sleep
			user (i.e. log out).			Mode.
	Numeric keys.		Clears entered numbers			Returns settings to their
	Enter numbers and		and characters.			default states.
	symbols.
			Specifies registered			Cancels or pauses the job
			information such as			in progress.
			address numbers, user IDs
			and program numbers by
			number.
			Finalizes numeric key entry,			Starts copying and
			and finalizes details during			scanning operations and
			setting of functions.			processing for setting
			Operates linked with the			operations.
			on-screen [OK].

2-4

Before Using the Fax Machine > Part Names and Functions

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

1		Select the function.					10:10
2			Home		Admin		Logout
3

6

5

3

4

*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	Use these buttons to switch between desktop pages.
	keys			NOTE
		You can also switch views by touching the screen and moving the
		finger sideways (i.e. swiping).
							Logout
				FAX	Custom Box	Copy	Send
							Removable
							Memory
				Job	2	1	2
4	Taskbar	Displays a maximum of 5 task icons.
5	[Logout]	Logs out the current user. This is displayed when user login
		administration is enabled.
6	Login User Name	Displays the logged-in user name. This is displayed when user login
		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

Operating the touch panel

1

FAX

Dest. :

2

	3					Favorites
	1					7
		10:10

4

1	Displays the status of the equipment as well as necessary
8	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.
6
5

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 ].

System Menu/Counter.			10:10
Date/Time - Time
Hour	Minute		Second
	:	:	:

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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)

10:10

One Touch Key No. Entry

(001 - 100)

Cancel OK

2-6

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

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	Reference
				Page
	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	8-7
			system.
		Local FAX Number	Enter the local fax number to be printed on the fax on the	8-7
			receiving system.
		Local FAX ID	Enter the local fax ID. The local fax ID can limit other parties	8-7
			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	8-7
			fax on the receiving system.
	3.Sound	Speaker Volume	Set the volume when selecting [On Hook].	8-5
			Speaker Volume: Volume of the built-in speaker when the line
			is connected by selecting [On Hook].
		Monitor Volume	Set the monitor volume.	8-5
			Monitor Volume: Volume of the built-in speaker when the line is
			connected without selecting [On Hook] such as in memory
			transmission.
		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	8-8
			the answering machine.
		FAX/TEL Switch	Set number of times to let phone ring before switching the FAX	8-8
			and the phone.
	5.Redial	Retry Times	Set the number of redials.	8-7

NOTE

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

1

2

3

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

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.

NOTE

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.

Login User Name: 3500

Login Password: 3500

1

2

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.
	Value: 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.
	Value: Month/Day/Year, Day/Month/Year, Year/Month/Day

2-9

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

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.

NOTE

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	Set a number to access an outside line. For the number, contact the PBX
	00-99	administrator.

2-10

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

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.

NOTE

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.

NOTE

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.

1

2

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 >]

NOTE

Up to 32 characters can be entered.

For details on character entry, refer to the following:

Character Entry Method (page 10-2)

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

3Use [+], [-] 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.

NOTE

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].

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

3 Enter the fax number.

1Select [FAX].

2Enter the fax number of the receiving system.

NOTE

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.

4 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.
					NOTE
				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	This is set when using encrypted transmission to send the
		Transmission	data.
					Using the Encrypted Transmission (page 5-24)

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

5 Set a sub address.

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

1Select [Sub Address].

2Select [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)

6 Register the destination.

1Select [OK].

2Check 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.

NOTE

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.

1

2

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 >]

NOTE

Up to 32 characters can be entered.

For details on character entry, refer to the following:

Character Entry Method (page 10-2)

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

3Use [+], [-] 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.

NOTE

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].

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

3 Select the members (destinations).

1 [Member] > [+]

Member

1/1

Menu

End

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

NOTE

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)

3Select [OK].

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

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

4 Register the group.

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

1 Display the screen.

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

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

NOTE

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

2 To edit the destination.

Editing a Contact

1Change "Address Number", "Name" and destination type and address. How to change, refer to the following:

Adding a contact (page 2-11)

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

Editing a Group

1Change "Address Number" and "Name". Adding a Group (page 2-13)

2Select [Member].

3To delete any destination from the group, select the destination and select []. Select [Yes] in confirmation screen.

10:10

Member

Support department

0234567

1/1

Menu

End

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

Member
Sales department 1	0123456
Support department	0234567

1/1

1

2

Menu

End

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

6After 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 delete

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

2Select [Yes].

2-15

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

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.

1

2

Display the screen.

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

Print

[FAX List (Index)] or [FAX List (No.)] > [Yes] The list is printed.

FAX Address List (Index)

FAX Address List (No.)

2-16

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

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.

1

2

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 [+].

System Menu/Counter.

Address Book/One Touch - One Touch Key

2

1

1/9

Menu

End

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

NOTE

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 >].

NOTE

Up to 24 characters can be entered.

For details on character entry, refer to the following:

Character Entry Method (page 10-2)

4Select [Save].

The destination is added to the Address Book.

2-17