Ricoh Fax Machine 3245 User Guide

FAX Option Type 3245

Operating Instructions

Facsimile Reference

Getting Started

Faxing

Using Internet Fax Functions

Programming

Troubleshooting

Read this manual carefully before you use this machine and keep it handy for future reference. For safe and correct use, be sure to read the Safety

Information in the “General Settings Guide” before using the machine.

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Manuals for This Machine

The following manuals describe the operational procedures of this machine. For

particular functions, see the relevant parts of the manual.

Note

❒ Manuals provided are specific to machine type.

❒ Adobe Acrobat Reader/Adobe Reader is necessary to view the manuals as a

PDF file.

❒ Two CD-ROMs are provided:

• CD-ROM 1“Operating Instructions”

• CD-ROM 2“Scanner Driver and Document Management Utility”

❖ General Settings Guide

Provides an overview of the machine and describes System Settings (such as

Tray Paper Settings), Document Server functions, and troubleshooting.

Refer to this manual for Address Book procedures such as registering fax

numbers, e-mail addresses, and user codes.

❖ Security Reference

This manual is for administrators of this machine. It describes security func-

tions that the administrators can use to protect data from being tampered, or

prevent the machine from unauthorized use. Also refer to this manual for the

procedures for registering administrators, as well as setting user and admin-

istrator authentication.

❖ Network Guide (PDF file - CD-ROM1)

Provides information about configuring and operating the printer in a net-

work environment or using software.

This manual covers all models, and therefore contains functions and settings

that may not be available for your model.

Images, illustrations, functions, and supported operating systems may differ

from those of your model.

❖ Copy Reference

Describes operations, functions, and troubleshooting for the machine’s copier

function.

❖ Facsimile Reference <Basic Features>(this manual)

Describes operations, functions, and troubleshooting for the machine’s fac-

simile function.

❖ Facsimile Reference<Advanced Features>

Describes advanced facsimile functions such as line settings and procedures

for registering IDs.

❖ Printer Reference

Describes system settings, operations, functions, and trouble shooting for the

machine’s printer function.

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❖ Scanner Reference (PDF file - CD-ROM1)

Describes operations, functions, and troubleshooting for the machine’s scan-

ner function.

❖ Manuals for DeskTopBinder Lite

DeskTopBinder Lite is a utility included on the CD-ROM labeled “Scanner

Driver and Document Management Utility”.

• DeskTopBinder Lite Setup Guide (PDF file - CD-ROM2)

Describes installation of, and the operating environment for DeskTop-

Binder Lite in detail. This guide can be displayed from the [Setup] dialog

box when DeskTopBinder Lite is installed.

• DeskTopBinder Introduction Guide (PDF file - CD-ROM2)

Describes operations of DeskTopBinder Lite and provides an overview of

its functions. This guide is added to the [Start] menu when DeskTopBinder

Lite is installed.

• Auto Document Link Guide (PDF file - CD-ROM2)

Describes operations and functions of Auto Document Link installed with

DeskTopBinder Lite. This guide is added to the [Start] menu when Desk-

TopBinder Lite is installed.

❖ Other manuals

• PostScript 3 Supplement (PDF file - CD-ROM1)

• Unix Supplement (Available from an authorized dealer, or as a PDF file on

our Web site.)

Note

❒ The following software products are referred to using a general names:

• DeskTopBinder Lite and DeskTopBinder Professional → DeskTopBinder

• ScanRouter V2 Lite and ScanRouter EX Professional (optional) → the Scan-

Router delivery software

• SmartDeviceMonitor for Admin and SmartDeviceMonitor for Client →

SmartDeviceMonitor for Admin/Client

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TABLE OF CONTENTS

Manuals for This Machine......................................................................................i

NOTICE ...................................................................................................................1

Important Safety Instructions...............................................................................3

Caution.......................................................................................................................3

How to Read This Manual .....................................................................................4

Symbols .....................................................................................................................4

1. Getting Started

Control Panel..........................................................................................................5

Reading the Display...................................................................................................7

Reading the display panel and using keys ..............................................................8

User Authentication..................................................................................................10

User Code Authentication (using the Control Panel).............................................10

User Code Authentication (Using a Printer Driver)................................................10

Log Off (Using the Control Panel) .........................................................................11

Log Off (Using Web Browser)................................................................................11

2. Faxing

Placing Originals..................................................................................................13

Setting a Scan Area .................................................................................................15

Transmission Modes ...........................................................................................18

Switching between Memory Transmission and Immediate Transmission................18

Memory Transmission.........................................................................................19

Canceling a Memory Transmission....................................................................23

Before the Original Is Scanned ................................................................................23

While the Original Is Being Scanned........................................................................23

While the Original Is Being Transmitted...................................................................23

Before the Transmission Is Started..........................................................................24

Immediate Transmission.....................................................................................26

Canceling an Immediate Transmission .............................................................28

Before You Have Pressed the {Start} Key...............................................................28

After You Have Pressed the {Start} Key..................................................................28

Confirming Transmission ...................................................................................29

Confirming on Display..............................................................................................29

Confirming by Report ...............................................................................................29

Memory Transmission ...........................................................................................29

Immediate Transmission .......................................................................................29

Confirming by E-mail................................................................................................29

Scan Settings .......................................................................................................30

Resolution ................................................................................................................30

Original Type............................................................................................................31

Image Density (Contrast) .........................................................................................32

Mixing Scan Settings for a Multiple Page Original ...................................................33

When placing originals on the exposure glass ......................................................33

When placing originals in the optional Auto Document Feeder.............................34

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iii

Specifying a Destination .....................................................................................35

Entering a Fax Number............................................................................................35

Pause ....................................................................................................................35

Tone ......................................................................................................................36

Entering an E-mail Address .....................................................................................36

Entering an IP-Fax Destination ................................................................................37

Registering Entered Destinations to the Address Book ...........................................39

Using Destination Lists.............................................................................................40

Searching for a Destination ................................................................................43

Search by Destination Name ...................................................................................43

Search by Fax Number ............................................................................................44

Search by E-mail Address........................................................................................45

Search by IP-Fax Destination ..................................................................................46

Search by LDAP Server...........................................................................................47

Specifying a Registration Number............................................................................49

Reception..............................................................................................................50

Switching the Reception Mode.................................................................................50

Receiving a Fax in Manual Reception Mode............................................................51

3. Using Internet Fax Functions

Internet Fax Functions (by E-Mail) .....................................................................53

Internet Fax Precautions..........................................................................................54

Functions Not Supported by E-mail Transmission...................................................54

Functions Not Supported by E-mail Reception ........................................................55

T.37 Full Mode .........................................................................................................55

Sending Internet Fax Documents.......................................................................57

Confirming Reception...............................................................................................62

Canceling a Transmission of an Internet Fax ...................................................64

Before the Original Is Scanned ................................................................................64

While the Original Is Being Scanned In....................................................................64

After the Original Has Been Scanned In ..................................................................65

Receiving Internet Fax.........................................................................................66

Auto E-mail Reception .............................................................................................66

Manual E-mail Reception.........................................................................................66

Received Images .....................................................................................................68

IP-Fax Function....................................................................................................69

Notes on Using IP-Fax.............................................................................................71

Functions not Available for IP-Fax Transmission.....................................................71

Sending by IP-Fax................................................................................................72

4. Programming

Initial Settings and Adjustments ........................................................................75

Programming............................................................................................................76

Editing ......................................................................................................................78

Deleting....................................................................................................................79

Programming Fax Destinations and Folder Destinations in the Address Book...81

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5. Troubleshooting

Adjusting the Volume..........................................................................................83

When the {Facsimile} Key Is Lit in Red................................................................85

When Toner Runs Out.........................................................................................86

Error Messages and Their Meanings .................................................................87

Solving Problems.................................................................................................93

When Things Don't Go as Expected ..................................................................96

INDEX......................................................................................................... 97

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NOTICE

Note to users in the United States of America

-Note:

This equipment has been tested and found to comply with the limits for a Class

B digital device, pursuant to Part 15 of the FCC Rules. These limits are designed

to provide reasonable protection against harmful interference in a residential in-

stallation. This equipment generates, uses and can radiate radio frequency ener-

gy and, if not installed and used in accordance with the instructions, may cause

harmful interference to radio communications. However, there is no guarantee

that interference will not occur in a particular installation. If this equipment does

cause harmful interference to radio or television reception, which can be deter-

mined by turning the equipment off and on, the user is encouraged to try to cor-

rect the interference by one more of the following measures:

• Reorient or relocate the receiving antenna.

• Increase the separation between the equipment and receiver.

• Connect the equipment into an outlet on a circuit different from that to which

the receiver is connected.

• Consult the dealer or an experienced radio /TV technician for help.

-Caution:

Changes or modifications not expressly approved by the party responsible for

compliance could void the user's authority to operate the equipment.

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-Notice about the Telephone Consumer Protection Act (Valid in USA

only)

The Telephone Consumer Protection Act of 1991 makes it unlawful for any per-

son to use a computer or other electronic device, including FAX machines, to

send any message unless such message clearly contains in a margin at the top or

bottom of each transmitted page or on the first page of the transmission, the date

and time it is sent and an identification of the business or other entity, or other

individual sending the message and the telephone number of the sending ma-

chine or such business, other entity, or individual. (The telephone number pro-

vided may not be a 900 number or any other number for which charges exceed

local or long-distance transmission charges.)

In order to program this information into your FAX machine, you should com-

plete the following steps: Follow the FAX HEADER programming procedure in

the Programming chapter of the operating instructions to enter the business

identification and telephone number of the terminal or business. This informa-

tion is transmitted with your document by the FAX HEADER feature. In addi-

tion to the information, be sure to program the date and time into your machine.

Note to users in Canada

-Note:

This Class B digital apparatus complies with Canadian ICES-003.

Remarque concernant les utilisateurs au Canada

-Avertissement:

Cet appareil numérique de la classe B est conforme à la norme NMB-003 du Can-

ada.

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Important Safety Instructions

• Ne pas utiliser l'appareil télépho-

nique pour signaler une fulte de

Caution

gaz s'il est situé près de la fuite.

When using your telephone equip-

ment, basic safety precautions should

always be followed to reduce the risk

of fire, electric shock and injury to

persons, including the following:

• Utiliser seulement le cordon d'ali-

mentation et le type de piles in-

diqués dans ce manual. Ne pas

jeter les piles dans le feu: elles peu-

vent exploser. Se conformer aux

règlements pertinents quant à

l'élimination des piles.

• 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 swim-

ming pool.

Conserver ces instructions.

• Avoid using a telephone during an

electrical storm. There may be a re-

mote risk of electric shock from

lightning.

• Do not use a telephone in the vicin-

ity of a gas leak to report the leak.

• Use only the power cord and bat-

teries indicated in this manual. Do

not dispose of batteries in a fire.

They may explode. Check with lo-

cal codes for possible special dis-

posal instructions.

Save these instructions.

IMPORTANTES MESURES DE

SÉCURITÉ

Certaines mesures de sécurité

doivent être prises pendant l'utilisa-

tion de matérial téléphonique afin de

réduire les risques d'incendle , de

choc électrique et de blessures. En

voici quelquesunes:

• Ne pas utiliser l'appareil près de

l'eau, p.ex., près d'une balgnoire,

d'un lava-bo, d'un évier de cuisine,

d'un bac à laver, dans un sous-sol

humide ou près d'une piscine.

• Éviter d'utiliser le téléphone (sauf

s'il s'agit d'un apparell sans fil)

pendant un orage électrique. Ceci

peut présenter un risque de choc

électrique causé par la foudre.

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How to Read This Manual

Symbols

In this manual, the following symbols are used:

R WARNING:

This symbol indicates a potentially hazardous situation that might result in

death or serious injury when you misuse the machine without following the in-

structions under this symbol. Be sure to read the instructions, all of which are in-

cluded in “Safety Information”, General Settings Guide.

R CAUTION:

This symbol indicates a potentially hazardous situation that might result in mi-

nor or moderate injury or property damage that does not involve personal injury

when you misuse the machine without following the instructions under this

symbol. Be sure to read the instructions, all of which are included in “Safety In-

formation”, General Settings Guide.

* The statements above are notes for your safety.

Important

If this instruction is not followed, paper might be misfed, originals might be

damaged, or data might be lost. Be sure to read this.

Preparation

This symbol indicates information or preparations required prior to operating.

Note

This symbol indicates precautions for operation, or actions to take after abnor-

mal operation.

Limitation

This symbol indicates numerical limits, functions that cannot be used together,

or conditions under which a particular function cannot be used.

Reference

This symbol indicates a reference.

[

]

Keys that appear on the machine's display panel.

[

]

Keys and buttons that appear on the computer's display.

{

}

Keys built into the machine's control panel.

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1. Getting Started

Control Panel

The actual machine control panel may differ from this illustration depending on

installed optional units. This illustration has all options installed.

AAG017S

1. {User Tools/Counter} key

4. Confidential file indicator

User Tools:

Lights when a message is received into

memory with Confidential Reception or

Personal Box. See p.41 “Printing Personal

Box Messages”, Facsimile Reference <Ad-

vanced Features> .

Press to enter User Tools mode. These

tools allow you to customize default set-

tings. See p.141 “Facsimile Features”,

Facsimile Reference <Advanced Features> .

Blinks when a Memory Lock file is re-

ceived into memory. See p.38 “Printing a

File Received with Memory Lock”, Fac-

simile Reference <Advanced Features> .

Counter:

Displays and prints the total number of

copied or printed pages.

2. Communicating indicator

Lights during transmission or reception.

5. Indicators

Shows errors and machine status.

L: Service Call indicator

x: Misfeed indicator

M: Open Cover indicator

d: Add Staple indicator

D: Add Toner indicator

B: Paper run-out indicator

3. Receive File indicator

Lights when a message other than a Con-

fidential Reception or Memory Lock file

is received. See p.85 “Substitute Recep-

tion”, Facsimile Reference <Advanced Fea-

tures> .

When Reception File Setting is set to

Store, also lights when a message is re-

ceived. See p.193 “Storing or Printing Re-

ceived Documents”, Facsimile Reference

<Advanced Features> .

See “Control Panel”, General Settings

Guide.

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Getting Started

6. Display Panel

13. Function status indicators

This guides you through tasks and dis-

plays the machine status. Messages ap-

pear here. p.7 “Reading the Display”

•

When lit green, the corresponding

function is active.

•

When lit red, the corresponding func-

tion is interrupted. Press the respec-

tive key and then follow the

instructions that appear on the screen.

7. {Check Modes} key

Press before pressing the {Start} key to

check the settings selected for the fax

about to be sent. See p.22 “Checking the

transmission settings”

14. Data In indicator

Blinks when transmission, printing, stor-

ing to Document Server are performed

with using the LAN-Fax Driver.

8. {Program} key

Enables you to program frequently used

settings and recall previously pro-

grammed settings. See p.129 “Pro-

grams”, Facsimile Reference <Advanced

Features> .

15. Function keys

Press the {Copy}, {Document Server}, {Fac-

simile}, {Printer}, or {Scanner} key to acti-

vate the respective function. The display

content changes accordingly.

9. {Clear Modes} key

Press to cancel the current settings.

The indicator for the selected function

lights up.

10. On indicator

16. {Start Manual RX} key

Press when Manual Reception is set. See

p.51 “Receiving a Fax in Manual Recep-

tion Mode”.

This indicator lights when the operation

switch is turned on.

Important

❒ Do not turn off the main power

switch while the On indicator stays

lighted or is blinking. Neglecting

this may damage the hard disk.

17. {On Hook Dial} key

Press when you want to dial while hear-

ing tone from the internal speaker. See

p.56 “On Hook Dial”, Facsimile Reference

<Advanced Features> .

Note

18. {Pause/Redial} key

Pause:

Inserts a pause when you are dialing or

storing a fax number. A pause cannot be

inserted as the first digit. See p.35

“Pause”.

❒ If the main power switch is on even

when the On indicator is off, the ma-

chine will receive a fax message.

11. Main Power indicator

This indicator lights when the main pow-

er switch is turned on. See “Turning On

the Power”, General Settings Guide.

Redial:

Press to redial one of the last ten num-

bers. See p.47 “Redial”, Facsimile Refer-

ence <Advanced Features> .

12. Operation switch

Press to turn the power on (the On indi-

cator lights). To turn the power off, press

this switch again (the On indicator goes

off). See p.198 “Turning Off the Main

Power / When a Power Failure Occurs”,

Facsimile Reference <Advanced Features> .

19. {Tone} key

Press to send tonal signals down a pulse

dialing line. See p.36 “Tone”.

20. Number keys

Use to dial fax numbers, or enter the

number of copies.

Note

❒ The Operation switch does not func-

tion when the [User Tools/Counter/Inqui-

ry] display is shown.

21. {#} key (Enter key)

Registers entered contents or settings.

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Control Panel

22. {Clear/Stop} key

23. {Start} key

Press to start faxing, or printing reports,

or lists.

Clear:

Cancels entered numbers or characters.

Stop:

Interrupts the current operation (trans-

mission, scanning, copying, or printing).

Reading the Display

The display guides you through operations, shows messages, you machine sta-

tus, and destinations registered in the destination lists. See “Fax Destination”,

General Settings Guide.

If you press the {Facsimile} or {Clear Mode} key during operation, this machine

enters fax standby mode.

Each function name displayed acts as a selection key, which you can touch to se-

lect or specify the function.

When a function is selected or specified, the function name is highlighted like

this

. When a function cannot be selected or specified, the function

name is grayed out like this

Note

❒ This machine automatically returns to standby mode if you do not use the

machine for a certain period of time. You can select the period using the Fac-

simile Auto Reset Timer. See “Timer Settings”, General Settings Guide.

❒ You can have the machine return to default mode after each transmission us-

ing [Scan End Reset] under Gen. Settings/ Adjust. See p.144 “General Set-

tings/Adjustment”, Facsimile Reference <Advanced Features> .

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Getting Started

Reading the display panel and using keys

Display contents will differ depending on installed optional units.

❖ Initial Display

ADJ100S

1. Allows you to select scanning

3. Press this button to enter or add

fax number, e-mail address, or IP-

Fax number.

conditions and sizes.

2. Displays the date and time, the

name and facsimile number of a des-

tination when transmitting, and the

size of the original.

•

Internet Fax setting “ON”:

IP-Fax, H.323, SIP setting “ON”:

•

Internet Fax setting “ON”and IP-

Fax, H.323, SIP setting “ON”:

When user authentication is set, a log-

in user name appears.

Note

❒ You can change Internet Fax set-

ting under E-mail Settings in Fax

Features. See p.148 “E-mail Set-

tings”, Facsimile Reference <Ad-

vanced Features> .

❒ You can change IP-Fax Settings un-

der IP-Fax Setting in Fax Features.

See p.150 “IP-Fax Settings”, Facsim-

ile Reference <Advanced Features> .

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Control Panel

4. Displays messages and the ma-

9. Displays various sending func-

tions. See p.18 “Transmission

Modes”, p.61, Facsimile Reference

<Advanced Features> , p.134 “Stor-

ing a Document”, Facsimile Refer-

ence <Advanced Features> .

chine status.

5. Displays the entered number of a

destination. When adding destina-

tions using the number keys, press

[Add].

10. Title word keys appear. Allows

you to switch from one page (dis-

play) to another on the destination

list. See p.41 “Switching the titles of

destination lists”.

6. Press to display various informa-

tion about transmission.

7. Switches transmission mode be-

tween Memory Transmission and

Immediate Transmission. See p.18

“Switching between Memory Trans-

mission and Immediate Transmis-

sion”

11. Allows you to search for a desti-

nation by destination name, fax

number, e-mail address or registra-

tion number.

8. Displays Quick Operation keys

set for frequently used functions. [TX

File Status] and [RX File Status] are pre-

set. See p.144 “General Settings/Ad-

justment”, Facsimile Reference

<Advanced Features> .

12. Appears on Quick Dial keys

programmed as a transfer station.

13. Appears on Quick Dial keys

programmed with a group of desti-

nations. See “Registering Names to a

Group”, General Settings Guide.

❖ To return to standby mode, do one of the following:

• If you have placed the original in the optional Auto Document Feeder

(ADF) and have not pressed the {Start} key, remove the original.

• If you have not placed an original, press the {Clear Modes} key.

• If you are in User Tools mode, press the {User Tools/Counter} key.

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Getting Started

User Code Authentication (Using a

Printer Driver)

User Authentication

When user authentication (User Code

Authentication, Basic Authentication,

Windows Authentication, or LDAP

Authentication) is set, the authentica-

tion screen is displayed. Unless a val-

id user name and password are

entered, operations are not possible

with the machine. Log on to operate

the machine, and log off when you

are finished operations. Be sure to log

off to prevent unauthorized users

from using the machine.

When user authentication is set, spec-

ify the user code in the printer prop-

erties of a printer driver. For details,

see the printer driver Help.

Follow the procedure below to log in

when Basic Authentication, Windows

Authentication, or LDAP Authentica-

tion is set.

Note

A Press [Enter] for [Login User Name].

❒ Consult the User Administrator

about your login user name, pass-

word, and user code. For details

about the various types of user au-

thentication, consult the appropri-

ate administrators.

❒ For user code authentication, enter

a number that is registered in the

Address Book as a login user name

as the user code.

B Enter a login user name, and then

press [OK].

User Code Authentication (using the

Control Panel)

C Press [Enter] for [Login Password].

D Enter a login password, and then

When user authentication is set, the

following screen appears.

press [OK].

E Press [Login].

When the user is authenticated, the

screen for the function you are us-

ing appears.

Enter a user code (eight digit), and

then press [#].

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Control Panel

Note

Log Off (Using the Control Panel)

❒ For user code authentication,

enter a user code in [User Name],

and then click [OK].

Follow the procedure below to log off

when Basic Authentication, Windows

Authentication, or LDAP Authentica-

tion is set.

❒ The procedure may differ de-

pending on the Web browser

used.

A Press {User Tools/Counter}.

B Press [Logout].

Log Off (Using Web Browser)

Click [Logout] to log off.

C Press [Yes].

D Press {User Tools/Counter}.

When Basic Authentication, Win-

dows Authentication, or LDAP Au-

thentication is set, make encryption

settings in the printer properties of a

printer driver, and then specify a log-

in user name and password. For de-

tails, see the printer driver Help.

Note

❒ When logged on using a printer

driver, logging off is not required.

Follow the procedure below to log on

when user authentication is set.

A Click [Login].

B Enter a login user name and pass-

word, and then click [OK].

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Getting Started

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2. Faxing

Placing Originals

Some types of originals are unsuit-

able for the Auto Document Feeder

(ADF), so they must be placed on the

exposure glass or the ADF as shown

in the illustrations.

❖ How to place A5 and B5 JIS size

originals

For details about original types and

how to set original sizes, see Copy Ref-

erence. You cannot use [Special Original

] under Copy Function. See “Placing

Originals”, Copy Reference.

Note that original sizes that can be au-

tomatically detected differ slightly to

those sizes listed in “Sizes Detectable

by Auto Paper Select”, Copy Reference.

See p.210 “Original sizes difficult to

detect”, Facsimile Reference <Advanced

Features> .

Note

❒

When you place originals as shown

in the above illustrations, the fax

header will be printed on received

faxes at the destination as follows:

❖ How to place A4, B4 JIS (Japanese

Industrial Standard), A3, 8¹/₂"×11",

8¹/₂"×14", and 11"×17" size originals

• *1 On the top of the fax

• *2 On the left side of the fax

Reference

p.75 “Initial Settings and Adjust-

ments”

Limitation

❒ If you place A5 size documents on

the exposure glass, they will not be

detected. A5 size documents

placed in the ADF are sent. See

p.210 “Original sizes difficult to

detect”, Facsimile Reference <Ad-

vanced Features> .

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Faxing

❒ If an original jam, press the

{Clear/Stop} key, and then carefully

remove the original.

Note

❒ When you scan originals using the

Auto Document Feeder (ADF), set

originals in a stack.

❒ Make sure that all ink, correcting

fluid etc., has completely dried be-

fore placing your original. If it is

still wet, the exposure glass will be

marked and those marks will ap-

pear on the received image.

❒ When sending a fax, the image that

is output at the other end depends

on the size and orientation of pa-

per used in the receiver's terminal.

If the receiver does not use paper

of the same size and orientation as

that of the original, the fax image

may be reduced in size, trimmed at

both edges, or divided across two

or more sheets. When sending an

important original, ask the receiv-

er about the size and orientation of

the paper used in their terminal.

❒ If you place an A4 size original in

the portrait orientation, the ma-

chine rotates the image by 90 de-

grees before sending. See p.79

“Transmission with Image Rota-

tion”, Facsimile Reference <Ad-

vanced Features> .

❒ You can send the first page from

the exposure glass then the re-

maining pages from the ADF. You

cannot change from the ADF to the

exposure glass. When transmitting

from memory, see p.21 “Sending

originals using the exposure

glass”. When sending immediate-

ly, see p.27 “Sending originals us-

ing the exposure glass”.

❒ When sending an original of irreg-

ular (i.e. custom) size or part of a

large original, you can specify the

scan area precisely. See p.15 “Set-

ting a Scan Area”.

❒

Custom size documents are scanned

as regular size documents, so the

receiver may find extra blank mar-

gins or edges of images missing. If

you specify a scan area, only that

area will be scanned regardless of

actual document size.

❒ When using the Internet Fax func-

tion, documents are sent at A4

width. Documents larger than A4

are reduced to A4 width. If the re-

ceiver's terminal is compliant with

the T.37 full mode, documents are

sent at the width specified in the

Address Book. See p.55 “T.37 Full

Mode”.

❒ To send an original longer than

420mm (17"), specify the area to be

scanned under “Scan Size” and se-

lect Long Document mode with

the User Parameters before scan-

ning the original using the ADF. If

a jam occurs, the document might

be damaged because scanning will

not stop in this mode. See p.15

“Setting a Scan Area”. See p.166

“User Parameters”, Facsimile Refer-

ence <Advanced Features> (switch

14, bit 1).

❒ When setting bound originals

(books, magazines, etc.), you can

select to have either the left page or

right page sent first with the User

Parameters. See p.61 “Book Fax”,

Facsimile Reference <Advanced Fea-

tures> . See p.166 “User Parame-

ters”, Facsimile Reference <Advanced

Features> (switch 06, bit 6).

❒ Documents longer than 800mm

(32") must be sent by memory

transmission (immediate transmis-

sion may not be possible).

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Placing Originals

❖ Area

Reference

Enter the area to be scanned. Only

the area in the specified size is

scanned regardless of the actual

size of a placed document. See

p.160 “Programming, Changing

and Deleting a Scan Size”, Facsimi-

le Reference <Advanced Features> .

For how to place two-sided doc-

uments, see p.62 “Two-Sided

Transmission (Double-Sided

Transmission)”, Facsimile Reference

<Advanced Features> .

For acceptable types of originals,

see p.208 “Acceptable Types of

Originals”, Facsimile Reference <Ad-

vanced Features> .

❖ Mixed Original Sizes

Select this to individually scan the

size of originals loaded in the ADF.

For example, when A4 and B4 JIS

size originals are sent together,

usually all are sent using the size of

the first original. By selecting

Mixed Original Sizes, the machine

scans and sends each document ac-

cording to its size.

Setting a Scan Area

Normally, a placed document is

scanned according to the automati-

cally detected size. If a scan area is

specified, the document is scanned

accordingly. Thus, documents can be

sent without extra space or blank

margins. See p.210 “Original sizes

difficult to detect”, Facsimile Reference

<Advanced Features> .

Note

❒ To cancel the selected scan area,

select [Auto Detect]. See p.17

“Specifying Auto Detect”.

❒ When using the Mixed Original

Sizes, the machine sends the

originals by memory transmis-

sion.

❖ Auto Detect

Detects the size of the first page

and scans all pages using that size.

If you want to scan originals of dif-

ferent sizes, use the Mixed Origi-

nal Sizes function.

❒ When using the Mixed Original

Sizes, rotation transmission is

disabled. See p.79 “Transmis-

sion with Image Rotation”, Fac-

simile Reference <Advanced

Features> .

Note

❒ If the machine cannot detect the

original size, a confirmation

message appears. Replace the

original.

❒ This function cannot detect with

A3 size.

❖ Regular

A Place the originals, and then se-

The placed document is scanned

according to specified size regard-

less of actual size.

lect any scan settings you require.

Note

The sizes that can be specified are

A 4 K L , B 4 J I S L , A 3 L ,

8¹/₂"×11"KL, 8¹/₂"×14"L, and

11"×17"L.

❒

When placing different size orig-

inals into the ADF, adjust the

document guide to the largest

original.

❒ Small-size originals may be sent

at a slight slant since they do not

match the document guide.

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Faxing

C Press [OK].

B Press [Scan Area].

The selected size is shown

above the highlighted [Scan Ar-

ea].

C Select the scan area.

Specifying standard sizes

Specifying programmed sizes

A Press [Regular].

A Press [Area 1] or [Area 2].

B Press the size of the originals

to be sent, and then press [OK].

B Press [OK].

“Area 1” or “Area 2” is shown

above the highlighted [Scan Ar-

ea].

Note

❒

8¹/₂"

11" indicates LT. 8¹/₂"

14"

indicates LG. 11"

DLT.

×17" indicates

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Placing Originals

B Press [OK].

Specifying Mixed Original Sizes

A Press [Mixed Original Sizes].

“Auto Detect” is shown above

[Scan Area].

B Press [OK].

D Specify a destination and press

the {Start} key.

“Mixed Original Sizes” is

shown above the highlighted

[Scan Area].

Specifying Auto Detect

A Make sure that [Auto Detect] is

selected.

If it is not, press [Auto Detect].

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Faxing

Transmission Modes

There are two types of transmission:

• Memory Transmission

Switching between Memory

Transmission and Immediate

Transmission

• Immediate Transmission

❖ Memory Transmission

Transmission starts automatically

after the original has been stored in

memory. It is a convenient method

for when you are in a hurry and

want to take the document away

with you. You can also send the

same original to several destina-

tions. See p.22 “Broadcasting Se-

quence”.

Check the display to see which mode

is currently active. You can change

transmission mode by pressing

[Immed. TX] or [Memory TX].

Note

❒ You can set the machine enter to

Memory Transmission mode or

Immediate Transmission mode af-

ter the power is turned on or the

{Clear Modes} key is pressed. See

p.144 “General Settings/Adjust-

ment”, Facsimile Reference <Ad-

vanced Features> .

❖ Immediate Transmission

Immediately dials the destination

number, and while reading the

original, sends it. It is very conve-

nient when you want to send an

original quickly or when you want

to check the destination you are

sending to. When using this type

of transmission, the original is not

stored in memory. You can only

specify one address.

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Memory Transmission

Memory transmission mode has stan-

dard fax, Internet Fax and IP-Fax.

❒ The number of pages you can store

in memory depends on the origi-

nal images and the scan settings.

You can store up to 320 standard

pages (ITU-T #4 chart, Resolution:

Standard, Original Type: Text).

You can store up to 2,240 standard

pages, with the optional expansion

memory installed.

Important

❒ If there is a power failure (the main

power switch is off) or the machine

is unplugged out for more than

one hour, all the documents stored

in memory are deleted. As soon as

the main power switch is turned,

the Power Failure Report is print-

ed to help you identify deleted

files. If you turn only the operation

switch off, documents are not de-

leted. See p.198 “Turning Off the

Main Power / When a Power Fail-

ure Occurs”, Facsimile Reference

<Advanced Features> .

❒ When E-mail TX Results is pro-

grammed in a Quick Operation

key, you can select whether Com-

munication Result Report e-mail is

sent to specified e-mail addresses.

The destination for notification is

selected from Internet Fax destina-

tions in the destination list. See

p.81 “Communication Result Re-

port (Memory Transmission)”,

Facsimile Reference <Advanced Fea-

tures> and p.144 “General Set-

tings/Adjustment”, Facsimile

Reference <Advanced Features> .

❒ We recommend you call the re-

ceiver and confirm with them

when sending important messag-

es.

Limitation

❒ Allows you to specify a fax num-

ber, e-mail address and IP-Fax

number simultaneously.

❒ If memory is full (0% appears on

the display), Memory Transmis-

sion is disabled. Use Immediate

Transmission instead.

❒ When you add a destination for in-

correct operation prevention, you

can select to surely press [Add]

with User Parameters. See p.166

“User Parameters”, Facsimile Refer-

ence <Advanced Features> (switch

17, bit 2).

Note

❒ Maximum number of destinations

per Memory Transmission: 500.

❒ Combined total number of desti-

nations of standby messages

stored in memory: 500.

Reference

p.57 “Sending Internet Fax Docu-

ments”

❒ After the total number of pro-

grammed destination numbers ex-

ceeds 500, you can perform only

Immediate Transmission.

p.72 “Sending by IP-Fax”

❒ The number of documents you can

store is 400.

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Faxing

Note

A Make sure that Memory TX is se-

lected.

❒ If you make a mistake, press the

{Clear/Stop} key, and then enter

the correct number.

Reference

p.35 “Entering a Fax Number”

p.36 “Entering an E-mail Ad-

dress”

p.37 “Entering an IP-Fax Desti-

nation”

B Place the original.

p.40 “Using Destination Lists”

p.47 “Chain Dial”, Facsimile Ref-

Note

erence <Advanced Features>

❒ The original can be placed ei-

ther in the ADF or on the expo-

sure glass, until the {Start} key

is pressed.

p.47 “Redial”, Facsimile Refer-

ence <Advanced Features>

E When sending the same original

to several destinations (broad-

casting), press [Add] to specify the

destinations.

Reference

p.13 “Placing Originals”

C Make the settings you require.

Note

Reference

p.30 “Scan Settings”

❒ You do not have to press [Add]

when adding a destination us-

ing the destination list.

p.31 “Original Type”

❒ If you do not want to do a

p.32 “Image Density (Con-

broadcast transmission, pro-

trast)”

ceed to step

D Specify a destination.

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Memory Transmission

F Specify a destination.

-Sending originals using the

exposure glass

A Make sure that Memory TX is se-

lected.

B Place the first page of your original

face down on the exposure glass.

C Dial a destination.

D Make the scan settings you re-

Note

❒ Pressing

quire.

switches the des-

E Press the {Start} key.

tination list between fax num-

ber, e-mail address, and IP-Fax

number.

The machine starts scanning.

F Place the next original on the expo-

sure glass within 60 seconds after

the machine has finished scanning

the first original.

❒ If you want to specify another

destination, repeat steps and

G Press the {Start} key.

Note

❒ Do not lift the ADF during scan-

ning.

After scanning, the standby dis-

play appears.

^GRepeat steps D to F for all origi-

nals.

H Place the last original, and then

press [#].

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Faxing

-Checking the transmission

-Broadcasting Sequence

settings

If you dial several destinations for the

same message (broadcasting), the

messages are sent in the order in

which they were dialed. If the fax

message could not be transmitted, the

machine redials that destination after

the last destination specified for

broadcasting. For example, if you

specify four destinations, A through

D, for broadcasting, and if the lines to

destinations A and C are busy, the

machine dials the destinations in the

following order: A, B, C, D, A, and C.

See p.79 “Simultaneous Broadcast”,

Facsimile Reference <Advanced Fea-

tures>

You can check the transmission set-

tings (e.g. destination and transmis-

sion mode) on the display.

A Press the {Check Modes} key.

ZLBS040N

The following display appears.

-Checking the transmission

Note

❒ Pressing

progress

switches the des-

To check the transmission progress,

print the TX file list. See p.25 “Print-

ing a List of Files in Memory (Print TX

File List)”, Facsimile Reference <Ad-

vanced Features> .

tination list between fax num-

ber, e-mail address, and IP-Fax

number.

B After checking the settings on the

display, press the {Check Modes}

key.

The display before the {Check

Modes} key was pressed appears.

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Canceling a Memory Transmission

You can also cancel the mode using

the same procedure in the following

cases:

While the Original Is Being

Scanned

• Fax Destination, Internet Fax Des-

tination, and IP-Fax Destination

are specified simultaneously.

Use this procedure to cancel a trans-

mission after pressing the {Start} key.

• Only either Internet Fax Destina-

tion or IP-Fax Destination is speci-

fied.

A Press the {Clear/Stop} key.

Before the Original Is Scanned

Use this procedure to cancel a trans-

mission before pressing the {Start}

key.

A Press the {Clear Modes} key.

The machine stops scanning.

ZLBS050N

Note

❒ You can also cancel scanning by

Note

pressing [Stop Scanning].

❒ When documents are placed in

the ADF, you can cancel trans-

mission simply by removing

them.

❒ Scanning may be completed

while you are performing the

cancel operation.

While the Original Is Being

Transmitted

Note

❒ If the transmission finishes while

you are carrying out this proce-

dure, it will not be canceled.

❒ If you cancel a message while it is

being sent, the transmission is halt-

ed as soon as you finish the cancel-

lation procedure. However, some

pages of your message may have

already been sent and received at

the other end.

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Faxing

Note

A Press the {Clear/Stop} key.

❒ To cancel another file, repeat

steps and

❒ To cancel stopping transmis-

sion, press [Save].

D Press [Exit].

Note

❒ You can also cancel a Memory

Transmission by pressing

[Change / Stop TX File].

The standby display appears.

B Select the file you want to cancel.

Before the Transmission Is

Started

Use this procedure to cancel a trans-

mission after the original has been

scanned.

A Press [Change / Stop TX File].

Note

❒ If the desired file is not shown,

press [U Prev.] or [T Next] to find

it.

❒ There are cases when a destina-

tion may not be selected as the

destination appears as “*”, de-

pending on the security set-

tings.

The list of stored files being trans-

mitted or waiting for transmission

appears.

C Press [Stop Transmission].

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Canceling a Memory Transmission

B Select the file you want to cancel.

Note

❒ If the desired file is not shown,

press [U Prev.] or [T Next] to find

it.

❒ There are cases when a destina-

tion may not be selected as the

destination appears as “*”, de-

pending on the security set-

tings.

C Press [Stop Transmission].

Note

❒ To cancel another file, repeat

steps and

❒ To cancel stopping transmis-

sion, press [Save].

D Press [Exit].

The standby display appears.

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Faxing

Immediate Transmission

Limitation

B Place the original.

❒ Internet Fax is executed in only

Memory Transmission that starts

transmission automatically after

storing documents in memory. If

you specify Immediate Transmis-

sion in Internet Fax, the mode is

switched to Memory Transmission

while an e-mail address is being

entered.

Note

❒

The original can be placed when-

ever, before the {Start} key is

pressed.

Reference

p.13 “Placing Originals”

C Select the scan settings you re-

quire.

Note

❒ Documents are not stored in mem-

ory.

❒ You cannot send the same docu-

ment to multiple destinations

(broadcasting). Memory Transmis-

sion allows this function.

❒ When E-mail TX Results is pro-

grammed in a Quick Operation

key, you can send notification of

Immediate TX Result Report to

specified e-mail addresses. The

destination for notification is se-

lected from Internet Fax destina-

tions in the destination list. See

p.82 “Immediate TX Result Report

(Immediate Transmission)”, Fac-

simile Reference <Advanced Fea-

tures> and p.144 “General

Settings/Adjustment”, Facsimile

Reference <Advanced Features> .

Reference

p.30 “Scan Settings”

D Dial a destination.

A Make sure that Immed. TX is se-

lected.

Limitation

❒ Group cannot be used for Im-

mediate Transmission. The ma-

chine automatically changes to

Memory Transmission.

Note

❒ If you make a mistake, press the

{Clear/Stop} key, and then enter

the correct number.

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Immediate Transmission

Reference

p.35 “Entering a Fax Number”

-Sending originals using the

p.37 “Entering an IP-Fax Desti-

nation”

exposure glass

A Make sure that Immed. TX is se-

p.35 “Specifying a Destination”

lected.

p.47 “Chain Dial”, Facsimile Ref-

erence <Advanced Features>

B Place the first page face down on

the exposure glass.

p.47 “Redial”, Facsimile Refer-

C Dial a destination.

ence <Advanced Features>

D Make the scan settings you re-

quire.

E Press the {Start} key.

Note

F Place the next original on the expo-

sure glass within 10 seconds after

the machine has finished scanning

the first original.

❒ Do not lift the ADF during scan-

ning.

After transmission, the standby

display appears.

^GRepeat steps D to F for all origi-

nals.

H Place the last original, and then

press [#].

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Faxing

Canceling an Immediate Transmission

Before You Have Pressed the

{Start} Key

A Press the {Clear Modes} key.

ZLBS050N

Note

❒ When the original is placed in

the ADF, you can also cancel an

Immediate Transmission by re-

moving the original.

After You Have Pressed the

{Start} Key

A Press the {Clear/Stop} key, and

then remove the original.

Note

❒ You can also cancel an Immedi-

ate Transmission by pressing

[Stop Transmission].

❒

If the transmission finishes while

you are carrying out this proce-

dure, it will not be canceled.

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Confirming Transmission

You can confirm transmission on the

display, by report, or by e-mail.

Immediate Transmission

You can confirm the result with an

Immediate TX Result Report.

Confirming on Display

Select to print this report in User Pa-

rameters. A report is printed after ev-

ery Immediate Transmission is

completed. See p.166 “User Parame-

ters”, Facsimile Reference <Advanced

Features> (switch 03, bit 5).

Use the TX File Status. See p.31

“Checking the Transmission Result

(TX File Status)”, Facsimile Reference

<Advanced Features> .

See p.82 “Immediate TX Result Re-

port (Immediate Transmission)”, Fac-

simile Reference <Advanced Features> .

Confirming by Report

Print an Immediate TX Result Report

for confirmation.

Confirming by E-mail

Memory Transmission

Use the E-mail TX Results function, to

send the contents of Communication Re-

sult Report and Immediate TX Result

Report as a Journal by e-mail to your PC.

If a document cannot be sent, a Com-

munication Failure Report is auto-

matically printed. Or, you can use the

Communication Result Report to

check each transmission result re-

gardless of status.

You must set this function for each

communication.

Note

This report is printed each time a

Memory Transmission is completed if

you turn this report on with User Pa-

rameters. See p.166 “User Parame-

ters”, Facsimile Reference <Advanced

Features> (switch 03, bit 0).

❒ You can use the Sender Settings

function to send the contents of

Communication Result Report and

Immediate TX Result Report as a

Journal by e-mail to a specified us-

er. See p.5 “Sender Settings”, Fac-

simile Reference <Advanced

Features> .

If you turn the Communication Re-

sult Report on, the Communication

Failure Report is not print. See p.82

“Communication Failure Report”,

Facsimile Reference <Advanced Fea-

tures> . See p.81 “Communication Re-

sult Report (Memory Transmission)”,

Facsimile Reference <Advanced Fea-

tures> .

Reference

The user code and e-mail address

of the destination must be regis-

tered in the Destination List. See

“Fax Destination”, General Settings

Guide.

E-mail TX Results must be pro-

grammed in a Quick Operation

key. See p.144 “General Set-

tings/Adjustment”, Facsimile Ref-

erence <Advanced Features> .

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Faxing

Scan Settings

You may want to send many different

types of fax messages. Some of these

may be difficult to reproduce at the

receiver's end. However, your ma-

chine has three settings that you can

adjust to help you transmit your doc-

ument with the best possible image

quality.

❖ Detail (8 x 7.7 lines/mm, 200 x 200dpi)

Select for originals containing

small characters or when you re-

quire greater clarity. This resolu-

tion is twice as fine as Standard.

❖ Super Fine (optional expansion mem-

ory required: 16 x 15.4 lines/mm, 400

x 400dpi)

❖ Resolution:

Standard, Detail, Super Fine (op-

tional)

Select for originals with very fine

details or when you require the

best possible image clarity. This

resolution is eight times finer than

Standard.

❖ Original Type:

Text, Text / Photo, Photo

Limitation

❖ Image Density (Contrast):

Auto Image Density, Manual Im-

age Density (seven levels), Com-

bined Auto and Manual Image

Density

❒ If the other party's machine does

not support the resolution at

which you are sending, this ma-

chine automatically switches to a

resolution that is supported. You

can check the resolution at which

you sent actually. See p.162 “Print-

ing Journal”, Facsimile Reference

<Advanced Features> .

Resolution

Images and text are scanned into the

machine by converting them to se-

quences of dots. The density of the

dots determines the quality of the im-

age and how long it takes to transmit.

Therefore, images scanned at high

resolution (Super Fine) have high

quality but transmission takes longer.

Conversely, low resolution (Stan-

dard) scanning results in lower quali-

ty but your original is sent more

quickly. Select the setting that match-

es your needs based upon this trade

off between speed and image clarity.

❒ Sending with Super Fine resolu-

tion requires that your machine

has the optional expansion memo-

ry, and the other party's machine

has the capability to receive fax

messages at Super Fine resolution.

Note

❒ The machine supports Standard,

Detail, and (with the optional ex-

pansion memory) Super Fine reso-

lutions.

❒ You can select the resolution type

that is selected right after the ma-

chine is turned on or modes are

cleared with [Scan End Reset] under

Gen. Settings/ Adjust. See p.144

“General Settings/Adjustment”,

Facsimile Reference <Advanced Fea-

tures> .

❖ Standard (8 x 3.85 lines/mm, 200 x

100dpi)

Select for originals containing nor-

mal size characters.

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Scan Settings

❒ When using Internet Fax transmis-

sion, documents are sent at “De-

tail” resolution, even if you have

specified “Fine”. To send a docu-

ment at “Super Fine” or “Fine”,

configure the Full Mode when reg-

istering the destinations in the Ad-

dress Book. See p.55 “T.37 Full

Mode”.

Original Type

If your original contains photo-

graphs, illustrations, or diagrams

with complex shading patterns or

grays, select the appropriate original

type to optimize image clarity.

❖ Text

Select [Text] to send high-contrast

black-and-white image originals.

Use this setting even if your origi-

nal contains text and photographs,

or if you only want to send clearer

text.

A Press [Resolution].

❖ Text / Photo

Select [Text / Photo] to send an orig-

inal containing both a high-con-

trast black-and-white image, such

as text, and a halftone image, such

as a photograph.

B Select the resolution you require,

and then press [OK].

❖ Photo

Select [Photo] to send an original

containing a halftone image, such

as a photograph or a color original.

Note

❒ If you select [Text / Photo] or [Photo],

the transmission will take longer

than when [Text] is selected.

Note

❒ If you send a fax message with

[Text / Photo] or [Photo] and the

background of the received image

is dirty, reduce the density setting

and resend the fax. See p.32 “Im-

age Density (Contrast)”.

❒ If you install the optional ex-

pansion memory, “Super Fine”

will be displayed in the Resolu-

tion box.

❒ You can set the original type that is

selected right after the machine is

turned on or modes are cleared,

with [Original Type Priority] under

Gen. Settings/Adjust. See p.144

“General Settings/Adjustment”,

Facsimile Reference <Advanced Fea-

tures> .

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Faxing

❖ Combined Auto and Manual Image

Density

A Press [Original Type].

You can only adjust image density

for photographs, illustrations, or

diagrams if the original has a dark

background.

You can select one of seven image

density levels.

Note

❒ Selecting [Text] or [Text / Photo] for

the original type causes [Auto Image

Density] to be selected.

B Select the original type you re-

quire, and then press [OK].

❒ You can set the image density that

is selected right after the machine

is turned on or modes are cleared,

with [Auto Image Density] under

Gen. Settings/ Adjust. See p.144

“General Settings/Adjustment”,

Facsimile Reference <Advanced Fea-

tures> .

A Select the type of image density.

Image Density (Contrast)

Auto Image Density

The text and diagrams on originals

should stand out clearly from the pa-

per they are on. If your original has a

darker background than normal (for

example, a newspaper clipping), or if

the writing is faint, adjust the image

density.

A Make sure that [Auto Image Den-

sity] is selected.

❖ Auto Image Density

The appropriate density setting for

the original is automatically select-

ed.

❖ Manual Image Density

Use manual image density to set

image density yourself.

Manual Image Density

A Make sure that [Auto Image Den-

sity] is not selected. If it has

been selected, press [Auto Image

Density] to turn it off.

You can select one of seven image

density levels.

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Scan Settings

B Press [iLighter] or [Darkerj] to

adjust the density.

Mixing Scan Settings for a

Multiple Page Original

The square moves.

When sending an original of several

pages, you can select a different im-

age density, resolution, and original

type setting for each page.

Place the original, select the scan set-

tings for the first page, dial, and then

press the {Start} key as you would

normally. Then follow one of the fol-

lowing two procedures.

Combined Auto and Manual

Image Density

Note

❒ It is recommended that originals

be placed on the exposure glass

when mixing scan settings for a

multiple page original.

A Select the [Auto Image Density].

B Press [iLighter] or [Darkerj] to

adjust the density.

The square moves.

When placing originals on the exposure

glass

Note

❒ While the machine is beeping, you

have about 60 seconds (10 seconds

for Immediate Transmission) to se-

lect density, resolution, and origi-

nal type. The remaining time is

shown on the display.

A Check which pages you want to

scan with different settings.

B Remove the previous page and

place the next page.

C Select the image density, resolu-

tion, and original type.

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Faxing

Note

❒ Adjust the settings for each

page before you press the

{Start} key.

When placing originals in the optional

Auto Document Feeder

Note

❒ Depending on what time the scan

settings are adjusted, the settings

may not be reflected in the result-

ing operation.

A Check which pages you want to

scan with different settings.

B Select the image density, resolu-

tion, and original type before the

next page is scanned.

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Specifying a Destination

You can specify the destination using

one of four methods.

A Enter the fax number using the

number keys.

❖ Fax number

p.35 “Entering a Fax Number”

❖ E-mail address

p.36 “Entering an E-mail Address”

❖ Entering an IP-Fax Destination

p.37 “Entering an IP-Fax Destina-

tion”

Note

❖ Destination list

p.40 “Using Destination Lists”

❒ If you make a mistake, press the

{Clear/Stop} key, and then enter

again.

This section covers these functions

and others in more detail.

❒ If the optional extra G3 interface

unit is installed, select G3 before

you proceed to the next step.

See p.59 “Changing the Line

Port”, Facsimile Reference <Ad-

vanced Features> .

Note

❒ The display shows the percentage

of free memory space for storing

originals. Since fax numbers and e-

mail addresses are programmed in

separate memory, dialing fax

numbers using the number keys

does not change the percentage on

the display.

❒ Press [ProgDest] after entering

the fax number to store the fax

number in the destination list.

❒ See p.39 “Registering Entered

Destinations to the Address

Book”.

Entering a Fax Number

Enter numbers directly using the key

pad on the right side of the control

panel.

Pause

Press the {Pause/Redial} key when di-

aling or storing a number to insert a

pause of about two seconds.

Note

❒ Maximum length of a fax number:

128 digits.

❒ You can insert pauses and tones in

a fax number. See p.35 “Pause”,

p.36 “Tone”.

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Faxing

Note

Using the {Tone} key with On Hook

❒ If you press the {Pause/Redial}key

at the first digit, a redial occurs. See

p.47 “Redial”, Facsimile Reference

<Advanced Features> .

Dial

A Press the {On Hook Dial} key.

❒ A pause is shown as a “-” on the

display.

B Enter the fax number using the

Note

number keys.

❒ You can also program numbers in-

cluding pauses in destination lists.

C Press the {Tone} key.

Tone

This function allows a machine con-

nected to a pulse dialing line to send

tonal signals (for example if you want

to use a special service on a tone dial-

ing line). When you press the {Tone}

key, the machine dials the number us-

ing tonal signals.

Limitation

❒ Certain services may be unavail-

able when using the {Tone} key.

D Enter the number you want to

tone dial using the number keys.

Note

Entering an E-mail Address

❒ A tone is shown as a “•” on the dis-

play.

When using Internet Fax transmis-

sion, specify the e-mail address in

place of the fax number. See p.53 “In-

ternet Fax Functions (by E-Mail)”.

Note

❒ You can enter up to 128 characters.

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Specifying a Destination

Reference

“Entering Text”, General Set-

tings Guide

A Press

to switch the destina-

tion to e-mail address.

The destination is specified.

B Press [Manual Input].

Note

❒ Press [ProgDest] in this order to

store the entered e-mail address

in the address book. See p.39

“Registering Entered Destina-

tions to the Address Book”.

Entering an IP-Fax Destination

Note

❒ Depending on security settings,

[Manual Input] may not be dis-

played , and be unable to input.

When using IP-Fax transmission,

specify the IP-Fax destination (IP ad-

dress, host name, or alias telephone

number) in place of the fax number.

See p.69 “IP-Fax Function”.

C Enter the e-mail address destina-

tion and then press [OK].

Note

❒ You can enter up to 128 characters.

A Press

to switch the destina-

tion to IP-Fax destination.

Note

❒ If you enter an incorrect charac-

ter, press [Backspace] or [Delete

All]. Then, re-enter the charac-

ters correctly.

❒ To change the e-mail address af-

ter pressing [OK], press [Edit

Dest.], re-enter an e-mail ad-

dress, and then press [OK].

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Faxing

Note

B Press [Manual Input].

❒ Press [ProgDest] in this order to

store the entered IP-Fax destina-

tion in the Address Book. See

p.39 “Registering Entered Des-

tinations to the Address Book”.

-IP-Fax Destination

Depending on the network to which

this machine is connected or this ma-

chine's configuration, enter the IP-Fax

destination as follows:

Note

❒ Depending on security settings,

[Manual Input] may not be dis-

played , and be unable to input.

❖

When not using a gatekeeper/SIP server

C Enter the IP-Fax destination and

• From IP-Fax to IP-Fax

then press [OK].

Specify the IP address or host

name of the receiving machine.

Example: IP address: 192.168.1.10

Example: Host name: to-

kyo.abc.co.jp

Note

❒ If you have set both of “Enable

H.323” and “Enable SIP” pa-

rameters to “On” with “IP-Fax

Settings” under “Facsimile Fea-

tures”, [Protocol] appears. Press

this button to select a protocol

to be used.

• From IP-Fax to G3 fax

Specify the G3 fax telephone

number of the receiving ma-

chine.

Example :0312345678

❒ If you enter an incorrect charac-

ter, press [Backspace] or [Delete

All]. Then, re-enter the charac-

ters correctly.

❖ When using a gatekeeper/SIP server

• From IP-Fax to IP-Fax

Specify the alias telephone

number of the receiving ma-

chine.

❒

To change the IP-Fax destina-

tion after pressing [OK], press

[Edit Dest.], re-enter an IP-Fax

Example: 0311119999 (alias tele-

phone number)

Example: 9999 (ID number)

destination, and then press [OK]

Reference

“Entering Text”, General Set-

• From IP-Fax to G3 fax

Specify the G3 fax telephone

number of the receiving ma-

chine.

tings Guide

The destination is specified.

Example) 0312345678

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Specifying a Destination

Note

Registering Entered

Destinations to the Address

Book

❒ When you enter a destination via a

gateway (G3 fax connected to the

public telephone line, etc.) into the

Address Book or Destination List,

you must specify its terminal tele-

phone number. To send from an

IP-Fax to G3 fax without using

gatekeeper or SIP server, you must

“IP-Fax Settings”, Facsimile Refer-

ence <Advanced Features>

You can register a fax number, e-mail

address, or IP-Fax destination to the

Address Book.

When registering a destination direct-

ly entered or displayed on the Redial

screen in the Address Book, [ProgD-

est] appears in the destination field.

❒ When you specify a destination

with IP-Fax, depending on the re-

ceiver’s network configuration,

you may need to specify the IP ad-

dress and number of the receiving

machine. For example, if the re-

ceiver’s IP address is “192.168.1.10”

and the port number is “2100”,

specify “192.168.1.10:2100”. Ask

the network administrator for de-

tails.

See “Fax Destination” and “E-mail

Destination”, General Settings Guide.

Note

❒ Depending on security settings,

[ProgDest] may not be displayed,

and not be registered.

❒ When you press the {Facsimile}

key after changing the contents of

the Address Book, the “Destina-

tion list/machine settings have

been updated” message appears.

Press [Exit]. The standby display

appears.

❒ When you specify a host name, de-

pending on the receiver’s network

configuration, you may need to

specify the host name and port

number of the receiving machine.

For example, if the receiver’s host

name is “tokyo.abc.co.jp”and the

port number is “2100”, specify “to-

kyo.abc.co.jp:2100”. Ask the net-

work administrator for details.

Reference

“Fax Destination”, General Settings

Guide

“E-mail Destination”, General Set-

tings Guide

“Registering Names to a Group”,

General Settings Guide

❒ An alias telephone number is a

telephone number available in the

network registered in the gate-

keeper.

A Press [ProgDest].

❒ An ID number identifies the gate-

way registered in this machine.

❒ Pay attention to the number of tele-

phone number digits set in the

gateway/IP-address conversion

table to avoid transmission error.

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Faxing

Limitation

B Press [Names] and enter any neces-

sary information.

❒ Group Dial can be used only for

Memory Transmission; it cannot

be used for Immediate Transmis-

sion. The machine automatically

changes to Memory Transmission

when you use Group Dial.

❒

A total of 500 destinations (per mes-

sage) can be programmed for

Group Dial.

Note

C Press [OK].

❒ To check the contents of Quick Di-

al, print the destination list. See

“Administrator Tools”, General

Settings Guide.

Using Destination Lists

When you program a destination

number into a destination list, you

can specify the destination by just se-

lecting the Quick Dial key from the

destination list.

❒ A stored name can be printed out

on the first page of a received fax at

the other end. See p.73 “Label In-

sertion”, Facsimile Reference <Ad-

vanced Features> .

The programmed name appears on

Quick Dial key.

❒

To check the contents of the Groups,

print the list. See “Administrator

Tools”, General Settings Guide.

Pressing

switch the destination

list between fax number, e-mail ad-

dress, and IP-Fax number.

A Press

to switch the destina-

tion between fax number, e-mail

address, and IP-Fax number.

If you program multiple destinations

into a Group, you can send messages

to all destinations in that Group using

just a few keystrokes. Destinations

programmed in a group are indicated

B Press the title key where the de-

sired destination is programmed.

For example, if you want to specify

“NEW YORK OFFICE” pro-

grammed in “LMN”, press [LMN].

Preparation

In the destination list, program an

individual fax number, IP-Fax

number, e-mail address and/or

groups of destinations. See “Fax

Destination”, “E-mail Destina-

tion”, and “Registering Names to a

Group”, General Settings Guide.

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Specifying a Destination

Note

❒ There are three types of title for

destination lists; “Title 1”, “Title

2”, and “Title 3”. The above dis-

play shows “Title 1”.

❒ If the desired Quick Dial key

is not shown, press [U] and

[T] to look through the list.

❒ To cancel the selection, press

the selected Quick Dial key

again. You can also press the

{Clear / Stop} key to cancel the

selection.

Switching the titles of destination

lists

A Press

❒ To select more destinations,

repeat steps and

B Press [Switch Title].

C Select the type of the title, and

then press [Exit].

Specifying a group of destinations

C Select a destination.

A Press the Quick Dial key pro-

grammed with the desired

group.

Note

❒ Pressing

switches the des-

tination list between fax num-

ber, e-mail address, and IP-Fax

number.

Note

❒ The Destination List regis-

tered in the group selected in

appears.

Specifying a single destination

❒ To cancel any destination(s)

among the group, press [UP-

rev.] and [TNext] to display

the desired destination.

Then, press the {Clear/Stop}

key.

A Press the Quick Dial key pro-

grammed with the desired des-

tination.

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Faxing

❒ If a destination where a fax

number, e-mail address, or

IP-Fax number is not pro-

grammed is included in the

specified group, the “The

specified group contains

some invalid destination(s).

Do you want to select only

valid destination(s)?” mes-

sage appears. Press [Select] to

specify destinations where

the fax number, the e-mail

address, or IP-Fax is pro-

grammed. Press [Cancel] to

change the destination. If the

destination in destination

type does not exist, you can

prioritize a destination you

want to quote. See p.166 “Us-

er Parameters”, Facsimile Ref-

erence <Advanced Features>

(switch 32, bit 0).

❒ To select more groups, repeat

steps and

D Press the {Start} key.

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Searching for a Destination

Use this procedure to search through

the destination lists for a particular

destination.

Search by Destination Name

Note

❖ Search by Destination Name

p.43 “Search by Destination

Name”

❒ This function distinguishes be-

tween small and capital letters.

A Press

, the magnifier icon.

❖ Search by Fax Number

p.44 “Search by Fax Number”

❖ Search by E-mail Address

p.45 “Search by E-mail Address”

❖ Search by IP-Fax Destination

p.46 “Search by IP-Fax Destina-

tion”

❖ Search by LDAP Server

p.47 “Search by LDAP Server”

B Press [Advanced Search].

❖ Specifying a Registration Number

p.49 “Specifying a Registration

Number”

Note

❒ If you press [Fax], [E-mail] or [IP-

Fax] on the search result display,

you can switch between fax desti-

nation, e-mail destination and IP-

Fax destination.

C Press [Search by Dest. Name].

❒ The search returns only destina-

tions whose beginnings match the

entered name.

❒ A warning appears if the search re-

turns more than 100 items. Press

[OK] and change the destination

name to view fewer destinations.

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Faxing

Enter a destination name to search

for, and then press [OK].

Search by Fax Number

A Press

, the magnifier icon.

Note

❒ If you enter a wrong destination

name, press [←] / [→] and

[Backspace] / [Delete All], and

then enter the destination name

again.

B Press [Advanced Search].

Confirm the entered character and

press [OK].

C Press [Fax Number].

When the search is finished, a re-

sult appears.

F Select a destination.

D Enter a number to search for, and

then press [OK].

Note

❒ If the desired destination does

not appear, use [U] or [T] to

scroll through the list.

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Searching for a Destination

Note

Search by E-mail Address

❒ If you enter a wrong number,

press [←] / [→] and [Clear], and

then enter the number again.

Limitation

❒ You can search by e-mail address

only. To search by fax number, see

p.44 “Search by Fax Number” .

E Confirm the entered fax numbers

and press [OK].

A Press

, the magnifier icon.

A search-in-progress message ap-

pears.

When the search is finished, a re-

sult appears.

B Press [Advanced Search].

F Select a destination.

C Press [E-mail Address].

Note

❒ If the desired destination does

not appear, use [U] or [T] to

scroll through the list.

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Faxing

Note

D Enter an e-mail address to search

for, and then press [OK].

❒ If the desired destination does

not appear, use [U] or [T] to

scroll through the list.

Search by IP-Fax Destination

A Press

, the magnifier icon.

Note

❒ If you enter a wrong e-mail ad-

dress, press [←] / [→] and

[Backspace] / [Delete All], and

then enter the e-mail address

again.

Confirm the entered characters and

press [OK].

B Press [Advanced Search].

C Press [Search IP-Fax Dest.].

A search-in-progress message ap-

pears.

When the search is finished, a re-

sult appears.

F Select a destination.

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Searching for a Destination

D Enter an IP-Fax destination to

Search by LDAP Server

search for, and then press [OK].

A Press

Note

❒ If you enter a wrong destina-

tion, press [←] / [→] and [Back-

space] / [Delete All] and then

enter the destination again.

B Press [Search LDAP].

C Press [Select Server].

D Select the LDAP server to search

E Confirm entered IP-Fax destina-

for.

tion and press [OK].

Note

❒

LDAP servers can be programmed

under System Setting. See Net-

work Guide for the details.

❒ Make sure at least one LDAP

server is highlighted. If no

LDAP server is selected, an er-

ror message appears after you

start searching.

A search-in-progress message ap-

pears.

E Press [OK].

When the search is finished, a re-

sult appears.

F Press [Advanced Search].

F Select a destination.

Note

❒ If the desired destination does

not appear, use [U] or [T] to

scroll through the list.

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Faxing

Enter a partial string for each search

condition.

H Press [Search Criteria] for each con-

dition, and then select the search

criteria.

Note

❒ Conditions (Name, E-mail Ad-

dress, Fax Number, Company

Name, and Department Name)

are those programmed in the

LDAP server.

❒ The meanings of the search cri-

teria are as follows:

•

[Search Beginning Word]: Search

for strings that start with the

specified character.

❒ Press each condition to display

the entry field, where you enter

necessary information.

Example) When searching

for “ABC”, enter “A”.

❒ You can add one additional

search condition for LDAP serv-

ers by specifying the Arbitrary

Search Condition under Pro-

gram/Change/Delete LDAP

Server under System Settings.

See Network Guide for the de-

tails.

• [Search End Word]: Search for

strings that end with the

specified character.

Example) When searching

for “ABC”, enter “C”.

•

[Exact Match]: Search for strings

that fully match the specified

character.

❒

The string you enter in the [Name]

condition field is read as the

first or last name, depending on

the administrative setting. For

example, to search for the name

“John Doe”, ask the system ad-

ministrator whether you should

enter “John” or “Doe”.

Example) When searching

for “ABC”, enter “ABC”.

• [Include One of Words]: Search

for strings that include the

specified character.

Example) When searching

for “ABC”, enter “A”, “B”, or

“C”.

• [Exclude Words]: Search for

strings that do not include

the specified character.

Example) When searching

for “ABC”, enter “D”.

•

[Fuzzy Search]: Perform a fuzzy

search (according to the

searching method supported

by the LDAP server).

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Searching for a Destination

I Press [OK].

C Enter a registration number using

the number keys.

Note

❒ Although one user can program

multiple e-mail addresses, only

one address can be retrieved by

the search. The address re-

trieved by the search depends

on the searching method sup-

ported by the LDAP server.

However, the address pro-

grammed first is normally re-

trieved.

Note

❒ You do not need to enter the

first zeros of a registration num-

ber when the display prompts

you to enter five digits. If you

do not enter 5 digits, press the

{#} key to complete the entry.

❒ Press [Detail] to display the de-

tailed information of the select-

ed destination.

When the search is finished, the

search result appears.

The corresponding destination ap-

pears.

J Select a destination.

Note

❒ If the required destination does

not appear, press [U] or [T] to

display it.

Specifying a Registration

Number

Use this procedure to select a destina-

tion by specifying a registration num-

ber.

Note

❒ Title word key is switched to

the one that the specified desti-

nation is programmed in.

A Press

to switch the destina-

tion between fax number, e-mail

address, and IP-Fax number.

❒ If the “Cannot find the spec-

ified Registration No.”

message appears, the specified

registration number is wrong.

Press [Exit], check the registra-

tion number again, and then fol-

B Press [Registration No.].

The registration number entry dis-

play appears.

low the procedure from step

If the “No valid destination

under the specified No.”

message appears, the

key

is wrong. Press [Exit], and then

follow the procedure from step

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Faxing

Reception

There are two ways you can set up

your machine to handle incoming

calls:

Preparation

You can only use this function af-

ter programming a Quick Opera-

tion key as the reception mode

switch with [Quick Operation Key 1],

[Quick Operation Key 2], or [Quick Op-

eration Key 3] under Gen. Settings/

Adjust. See p.144 “General Set-

tings/Adjustment”, Facsimile Ref-

erence <Advanced Features> .

• Manual Reception (the optional

handset or an external telephone

required)

• Auto Reception

You can change the reception mode

only if a standard G3 line is used.

You cannot change the reception

mode when a line other than the stan-

dard G3 line (G3-2 or G3-3) is used.

A Press the [Switch RX Mode] Quick

Operation key.

❖ Manual Reception

When a telephone call comes in,

the machine rings. If the call is a fax

message, you must switch manual-

ly to facsimile mode.

❖ Auto Reception

When a telephone call comes in,

the machine automatically re-

ceives it as a fax message. Use this

setting on a dedicated fax line.

B Select the reception mode, and

then press [OK].

Note

❒ The optional handset or an ex-

ternal telephone is required to

use this machine as a telephone.

Switching the Reception Mode

You can switch reception modes us-

ing the Reception Settings menu (un-

der Facsimile Features). See p.147

“Reception Settings”, Facsimile Refer-

ence <Advanced Features> .

The standby display appears.

Note

❒ To cancel the selection, press

[Cancel].

If you program a Quick Operation

key with Switch Reception Mode, you

can switch reception mode quickly.

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Reception

Receiving a Fax in Manual

Reception Mode

A When the machine rings, pick up

the optional handset or the hand-

set of the external telephone.

B If you hear beeps, press the {Start}

key or the {Start Manual RX} key.

(The {Start} key is only available

in facsimile mode when an origi-

nal is not placed.)

C Replace the handset of the exter-

nal telephone. The machine will

start receiving.

Limitation

❒

When printing documents stored

in the Document Server, the

{Start Manual RX} key or the

{Start} key cannot be used to

switch to facsimile mode. Press

the {2} key of the optional

handset or the external tele-

phone.

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Faxing

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3. Using Internet Fax Functions

There are two types of Internet Fax function.

• Internet Fax Functions (by E-Mail). See p.53 “Internet Fax Functions (by E-

Mail)”.

• IP-Fax Function. See p.69 “IP-Fax Function”.

Internet Fax Functions (by E-Mail)

This machine converts scanned document images to e-mail format and transmits

the data over the Internet.

The e-mail sent by this machine can be received by another Internet Fax ma-

chine. Instead of dialing the telephone number of the destination you want to

send to, you enter the relevant e-mail address.

You can also print or forward received e-mail messages.

ADJ005S

Note

❒ In the following explanation, Internet Fax Functions (by E-Mail) is referred to

as “Internet Fax”.

❒ This machine must be connected to a LAN and set up correctly in order to use

its Internet Fax functions. See “Connection and Setup”, Network Guide.

❒ The Internet Fax function supported by this machine is compliant with ITU-

T Rec. T.37. See p.207 “Compatible Machines”, Facsimile Reference <Advanced

Features> .

❒

You can receive e-mail messages with an attached TIFF-F image from computers.

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Using Internet Fax Functions

Internet Fax Precautions

• Internet Fax communicates with a server over a LAN. It cannot communicate

directly with other parties.

• If a transmission is not successful, this machine usually receives an e-mail er-

ror notification. See p.199 “Server-Generated Error E-mail”, Facsimile Refer-

ence <Advanced Features> . However, e-mail error notifications may not be

transmitted for various reasons. We recommend you confirm receipt of im-

portant document by calling the other party.

• The level of security for Internet communications is low. We recommend you

use the telephone network for confidential communications.

• Voice communication is not supported over a LAN.

• Internet Fax delivery might be delayed due to network congestion. Use a

standard fax whenever communication is time sensitive.

• If you use this machine with dial-up connection, the Auto E-mail Reception

function accesses the provider's server via telephone line and may incur call

charges even if you do not receive e-mail. To reduce the frequency of server

access, specify a large E-mail Reception Interval. For the E-mail Reception In-

terval setting, see “File Transfer”, Network Guide.

• You cannot place pages on the exposure glass after you have started using the

ADF.

Functions Not Supported by E-mail Transmission

The following functions are supported with standard fax transmission, but not

with Internet Faxing.

• Immediate Transmission

• Confidential Transmission

• ID Transmission

• Polling Transmission

• Chain Dial

• Transmission by SUB Code

• On Hook Dial

• Manual Dial

• JBIG Transmission

• Batch Transmission

• ECM (Error Correction Mode)

• Memory File Transfer

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Internet Fax Functions (by E-Mail)

Functions Not Supported by E-mail Reception

The following functions are supported with standard fax reception, but not with

Internet Faxing.

• Confidential Reception

• Memory Lock Reception

• Polling Reception

• SEP Code reception

• Authorized Reception

• Reception File Print Quantity

T.37 Full Mode

This machine is T.37 full mode compatible. T.37 full mode is an international

standard for Internet Fax transmission. (ITU-T announcement, RFC2532)

When an Internet Fax communication is made between T.37 full mode compat-

ible machines, the receiver side sends the return receipt (dispatched) in response

to the reception confirmation request attached to the sent e-mail. This return re-

ceipt includes the receiver's reception capability information (compression type,

paper size, and resolution). When the receiver is programmed in the Address

Book as the full mode destination, the sender side automatically registers the re-

ceived information in the Address Book. This allows you to send subsequent an

Internet Fax document to that receiver based on this information.

Note

❒ When you program a destination in the Address Book via a Web Image Mon-

itor, program the T.37 full mode supporting machine as the T.37 full mode

destination. See p.125 “Programming Destination Information from Web

Browser”, Facsimile Reference <Advanced Features> .

❒ When you use Internet Fax transmission, you can send a document to multi-

ple destinations at once. However, when you specify full mode destinations,

since each destination may have a different reception capability, transmission

is done one by one in the specified transmission order.

❖ Returning a Return Receipt

When an e-mail is received, if the sender requests reception confirmation, the

receiver sends a return receipt that includes the receiving machine's capabil-

ity (compression type, paper size, and resolution).

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Using Internet Fax Functions

❖ Registering the Received Reception Confirmation Contents

When the sender receives the return receipt that includes the receiver's recep-

tion capability, the sender checks the sent final recipient address is pro-

grammed in the Address Book. If it is programmed as a full mode destination,

the sender automatically registers the receiver's reception capability. The reg-

istered reception capability is updated each time the sender receives new re-

ception capability information. The sender can send documents to the

receiver based on this information.

❖ Requesting a Reception Confirmation

When the receiver's machine supports T.37 full mode and is programmed as

a full mode machine and its reception capability is set in the Address Book,

the machine requests the reception confirmation from the receiver. Then, the

machine will receive the return receipt (sent) that includes the receiver's re-

ception capability.

Note

❒ If the receiver is programmed as the simple mode machine or not pro-

grammed in the Address Book, the receiver's reception capability cannot be

registered.

❒ If you know the receiver's reception capability, you can set it manually. How-

ever, this setting will be overwritten when the machine receives the return re-

ceipt. See p.125 “Programming Destination Information from Web Browser”,

Facsimile Reference <Advanced Features> .

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Sending Internet Fax Documents

You can send Internet Fax documents

only by Memory Transmission. If you

specify Immediate Transmission in

Internet Fax, the mode is switched to

Memory Transmission when one e-

mail address or more is specified.

❖ Enter Text

Allows you to enter the text to be

transmitted.

Note

❒ To enter text, program it before-

hand. See “Connection and Set-

up”, Network Guide.

Preparation

You need to make System Settings

beforehand. See “Connection and

Setup”, Network Guide.

❒ You cannot send a text only

without an original.

❖ Reception Notice

When sending documents, you can

You can confirm sent documents

were properly received using e-

mail or Journal.

set e-mail options using [Sub TX Mode].

You can set the following options:

❖ Enter Subject

Allows you to enter a subject for

the document you want to send.

❖ BCC Transmission

E-mails are sent to all specified

destinations as bcc.

Note

Important

❒ For convenience, program fre-

quently-used subjects. “[Ur-

gent]”, and “[High]” are

programmed as default. See

“Connection and Setup”, Net-

work Guide.

❒

If power outage lasts about an hour,

or the machine is disconnected

from the power outlet for about an

hour, documents stored in the fax

machine's memory are deleted. If

any document is deleted, the Pow-

er Failure Report is automatically

printed out when the main power

switch is turned on. Use this report

to check which documents were

deleted. Simply turning off the

power by pressing the Operation

switch does not delete stored doc-

uments. See p.198 “Turning Off the

Main Power / When a Power Fail-

ure Occurs”, Facsimile Reference

<Advanced Features> .

❒ You can enter up to 128 charac-

ters in total.

❒ If you send e-mail without set-

ting a subject/text in “E-mail

Options” under “Sub TX

Mode”, a subject is automatical-

ly inserted. For details about

how the subject is automatically

inserted, see p.62 “About the E-

mail Subject” and p.68 “Re-

ceived Images”.

❒ You cannot send a subject only

❒ You may not be able to send large

files as e-mail, depending on e-

mail environment conditions.

as e-mail without an original.

❒ The level of security for Internet

communications is low. Use of the

telephone network is recommend-

ed for confidential communica-

tions.

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Using Internet Fax Functions

❒

You can specify fax destination and

Internet Fax destination simulta-

neously.

Limitation

❒

When available memory is low, you

may not be able to send Internet

Fax documents.

❒ You cannot send e-mails to a desti-

nation as cc.

Depending on security settings, you

must specify a sender name so the

receiving party can recognize the

sender. Specify the sender name us-

ing one of the following methods:

A Press

to switch the destina-

tion to e-mail address.

• Under [E-mail Account], set the

sending machine's mail address

and [Administrator's E-mail Ad-

dress], and set [Auto Specify Send-

er Name] to [On]. See “File

Transfer”, Network Guide.

• Specify a sender whose mail ad-

dress is registered under Sender

Settings. See “Fax Destina-

tion”,General Settings Guide and

p.5 “Sender Settings”, Facsimile

Reference <Advanced Features>

B When you set an e-mail option,

press [Sub TX Mode].

Note

❒ Because the machine sends docu-

ments as e-mail messages with an

attached TIFF-F image, viewer ap-

plications are required in order to

view documents when they are re-

ceived on a computer.

If you are not setting e-mail op-

tions, proceed to step

❒ You can limit the size of transmit-

ted e-mail messages in “E-mail Set-

tings” of “Fax Features”. See p.148

“E-mail Settings”, Facsimile Refer-

ence <Advanced Features> .

C Press [E-mail Options].

❒ See p.68 “Received Images” for

how e-mail is actually received by

the computer when it is sent with

mail options selected.

❒ When you send Internet Fax docu-

ments specifying a user code, and

the e-mail address is set as the

routing destination of the specified

user code, a Communication Re-

sult Report is sent after the trans-

mission is completed. This makes

it possible to verify the result of a

transmission.

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Sending Internet Fax Documents

C Press [Manual Input].

To enter the subject

Press [Change] for Enter Subject.

After entering the subject, press

[OK].

There are two methods of enter-

ing a subject: Selecting from

programmed subjects, or enter-

ing characters directly. If you

are entering characters, proceed

to step C.

B Select the subject from the dis-

played list.

Reference

“Entering Text”, General Set-

tings Guide

Entered characters appear in the

manual input column.

The selected subject appears in

the manual input column.

Note

❒ You can add a programmed

subject after the entered sub-

ject. Select the subject from

the displayed subjects.

Note

❒ You can enter extra charac-

ters after the selected subject.

If you do not need to enter

extra characters, proceed to

step E.

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Using Internet Fax Functions

E Press [OK].

Reference

p.62 “Confirming Reception”

To set BCC transmission

A Select [Yes] or [No] for BCC TX.

To enter the text

A Press [Change] for Enter Text.

D Press [OK].

B Select a text, and then press

[OK].

E Press [OK].

To set reception notice

A Select [On] or [Off] for Recept.

F Place the original.

Notice.

Note

❒ Place the original in the same

manner as a standard fax. See

p.13 “Placing Originals”.

❒ Use any method to place the

original, and then press the

{Start} key.

Reference

p.13 “Placing Originals”

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Sending Internet Fax Documents

Select the scan settings you require

To send the same document to mul-

tiple destinations, press [Add].

Note

❒ When using Internet Fax trans-

mission, documents are sent at

“Detail” resolution, even if you

specify “Super Fine”. To send

documents at “Super Fine”,

specify this resolution when

registering the destination in

the Address Book. See p.55

“T.37 Full Mode”.

❒ It is not necessary to press [Add]

when adding destinations using

the destination list.

J Specify the next destination.

Reference

p.30 “Resolution”

p.31 “Original Type”

p.32 “Image Density (Con-

trast)”

Note

❒ Pressing

H Enter the e-mail address.

switches the des-

tination list between fax num-

ber, e-mail address, and IP-Fax

number.

❒ To specify more destinations,

repeat steps and

K Press the {Start} key.

This starts reading the document

into memory. The e-mail send op-

eration starts after the read opera-

tion is complete. When scanning is

complete, the Communicating in-

dicator lights and transmission

starts.

If there is only one destination,

proceed to step

Reference

p.36 “Entering an E-mail Ad-

dress”

p.40 “Using Destination Lists”

p.47 “Search by LDAP Server”

p.47 “Redial”, Facsimile Refer-

ence <Advanced Features>

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Using Internet Fax Functions

Note

❒ With a large volume of docu-

ment, it may take some time be-

fore transmission starts. This is

due to the time the machine re-

quires to convert the data in

memory.

❒ “xxxx” is the document number

that appears in the Journal.

Reference

p.75 “Selecting transmission op-

tions for a single transmission”,

Facsimile Reference <Advanced Fea-

tures>

❒ To cancel transmission of an In-

ternet Fax, see p.64 “Canceling a

Transmission of an Internet

Fax”.

-E-mail Text

-About the E-mail Subject

When Internet Fax e-mail is sent to

computer, the following information

is always inserted in the e-mail text.

To check the host name and e-mail

address, see “Setting Up the Machine

on a Network”, Network Guide.

If you send an E-mail without speci-

fying a subject, a subject is automati-

cally inserted. Subjects differ

depending on Stamp Sender Name

settings. See p.5 “Sender Settings”,

Facsimile Reference <Advanced Fea-

tures>

This e-mail was sent from “Host

Name” (product name)

Queries to: “Administrator's e-mail

address”

❖ When Stamp Sender Name is set to

[On]:

From Stamp Sender Name (Fax

Message NO.xxxx)

Confirming Reception

❖ When Stamp Sender Name is set to

[Off]:

When Reception Notice is set under

“E-mail Options”, the receiver sends

back a reception notice message.

Once the reception notice message

has been received, “OK” appears in

the Result column of Journal, allow-

ing the originator to verify that the

transmission has been received.

• If Own Fax Number and Own

Name are programmed:

From “Own Fax Number”

(“Own Name”) (Fax Message

NO.xxxx)

• If only Own Fax Number is pro-

grammed:

From “Own Fax Number” (Fax

Message NO.xxxx)

Limitation

❒ The Reception Notice feature is

only available if the receiver sup-

ports MDN (Message Disposition

Notification).

•

If only Own Name is programmed:

From “Own Name” (Fax Mes-

sage NO.xxxx)

• If neither Own Fax Number nor

Own Name are programmed:

Fax Message NO.xxxx

Note

❒ If your fax is not received normal-

ly, “Error” appears in the Result

column.

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Sending Internet Fax Documents

❒ Information regarding the last 200

messages is recorded, but only the

last 50 communications appear in

Journal. If you do not receive a re-

ception notice message for one of

the last 50 communications from

the receiver's machine, you may

not be able to confirm that the e-

mail has been received by the Jour-

nal's Result column.

❒ If you specify mailing list address-

es, do not set for Reception Notice.

Otherwise, you will receive multi-

ple reception notice messages from

e-mail recipients, and the Result

column will be overwritten each

time a new notice message is re-

ceived. However, if you receive a

reception notice message indicat-

ing an error, “Error” appears in the

Result column and will not be

overwritten, even if you subse-

quently receive a reception notice

message as “OK” following the er-

ror message.

❒ Reception notice results are only

shown in Journal. The Result col-

umn in all other files, lists, and

transmission reports show “- -”.

❒ Reception notice messages them-

selves are not recorded in Journal.

❒ You can select whether or not to

print the Reception Notice. This

can be set with User Parameters.

See p.166 “User Parameters”, Fac-

simile Reference <Advanced Fea-

tures> (switch 21, bit 0).

❒ You cannot send e-mails using Re-

ception Notice.

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Using Internet Fax Functions

Canceling a Transmission of an Internet

Fax

When fax, Internet Fax, and IP-Fax

destinations are specified simulta-

neously, as well as only a fax or IP-

Fax destination is specified, you can

cancel transmission using the same

method.

While the Original Is Being

Scanned In

Use this procedure to cancel a trans-

mission after pressing the {Start} key.

Note

A Press the {Clear/Stop} key.

❒ You cannot cancel transmission

once the document has been

scanned.

Before the Original Is Scanned

Use this procedure to cancel a trans-

mission before pressing the {Start} key.

A Press the {Clear Modes} key.

The machine stops scanning.

Note

ZLBS050N

❒ You can also cancel scanning by

pressing [Stop Scanning].

Note

❒ When documents are placed in

the ADF, you can cancel trans-

mission simply by removing

them.

❒

Scanning may be completed while

you are performing the cancel

operation.

❒

If the transmission finishes while

you are carrying out this proce-

dure, it will not be canceled.

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Canceling a Transmission of an Internet Fax

C Press [Stop Transmission].

After the Original Has Been

Scanned In

Note

❒ Depending on the paper size and

time when you cancel the trans-

mission, you cannot cancel trans-

mission of an Internet Fax.

A Press [Change / Stop TX File].

Note

❒ To cancel a transmission of an-

other file(s), repeat the steps

and

❒

To cancel [Stop Transmission], press

[Save].

D Press [Exit].

The list of stored files being trans-

mitted or waiting for transmission

appears.

B Select the file you want to cancel.

The standby display appears.

Note

❒ If the desired file is not shown,

press [U Prev.] or [T Next] to find

it.

❒ There are cases when a destina-

tion may not be selected as the

destination appears as “*”, de-

pending on the security set-

tings.

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Using Internet Fax Functions

Receiving Internet Fax

You can receive e-mail documents by

Internet Fax.

Auto E-mail Reception

There are two methods of receiving e-

mail: Auto E-mail Reception and

Manual E-mail Reception.

When this function is turned on, the

machine periodically checks the e-

mail server for incoming e-mail and

downloads it as necessary.

Limitation

❒

E-mail with attachments other than

TIFF-F format files cannot be re-

ceived. Senders receive an Error

Mail Notification if their e-mail

contains attachments. You can se-

lect whether or not the machine

sends this message with User Pa-

rameters. See p.166 “User Parame-

ters”, Facsimile Reference <Advanced

Features> (switch 21, bit 7). How-

ever, TIFF-F documents created by

the Saving function of DeskTop-

Binder Professional Lite can be re-

ceived.

E-mail auto-reception should be set in

“System Settings”. When you select

auto-reception, set the reception in-

terval in minutes.

See “File Transfer”, Network Guide.

Note

❒ If memory runs out, e-mail will not

be received at the specified inter-

vals. Reception will resume when

sufficient memory becomes avail-

able.

Manual E-mail Reception

❒

If “Require Secure Password Au-

thentication (SPA) for all

client connections” is selected

in Windows Server 2003, reception

is not possible.

The following operation allows you

to receive e-mail at all times.

Preparation

Program the Manual E-mail RX

function to a Quick Operation key

beforehand. See p.144 “General

Settings/Adjustment”, Facsimile

Reference <Advanced Features> .

Note

❒ When Reception Protocol is set to

POP3 or IMAP4, you can set the

machine to retain incoming e-mail

or delete it from the server in “Sys-

tem Settings”. See “File Transfer”,

Network Guide.

A Press [Manual E-mail RX].

❒ With User Parameters, you can

have the machine return the ac-

knowledgment of e-mail to the

sender. See p.166 “User Parame-

ters”, Facsimile Reference <Advanced

Features> (switch 21, bit 1).

Access the server to check for e-

mail. Receive any saved e-mails.

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Receiving Internet Fax

Check the message, and then press

[Exit].

The standby display appears.

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Using Internet Fax Functions

Received Images

Here is an example of an Internet Fax message sent from this machine and re-

ceived on a computer using Outlook e-mail software.

The received image varies according to e-mail software.

ADJ101S

1. E-mail transmitted without speci-

6. Subject

fying a subject in “E-mail Options”.

Shows the subject specified in “E-mail

Options” at the time of transmission. If

no subject is specified, one is automati-

cally assigned in the format shown in 1

above.

2. E-mail transmitted with a subject

specified in “E-mail Options”.

3. From

The name (e-mail address) of the sender

Note

❒ The format varies according to Stamp

Sender Name and other settings. See

p.62 “About the E-mail Subject”.

❒ The display format of the sender name

differs according to that of the Stamp

Sender Name setting and other func-

tions.

7. The message is inserted in all e-

mails. “xxxx” is the product name.

4. Date

8. Attachment File

Any message included by the sender is

displayed as an attached document.

The date and time of e-mail transmission

5. To

The e-mail address of the recipient

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IP-Fax Function

The IP-Fax function sends/receives documents between two facsimiles directly

connected to a TCP/IP network.

IP-Fax uses SIP and H.323 as the network protocol.

Specify an IP address or host name instead of a fax number for sending. When

using a gate keeper, specify its alias telephone number. Specify addresses of the

gatekeeper or SIP server (proxy serer, registrar, redirect server) as appropriate

in “Setting IP-Fax” Facsimile Initial Settings. See p.150 “IP-Fax Settings”, Facsim-

ile Reference <Advanced Features> . You can also send to a G3 facsimile connected

to the public switched telephone network (PSTN) via a gateway (T.38-compli-

ant).

When using an SIP server, you can send by specifying SIP User Name.

You can also transmit to a G3 facsimile connected to the public switched tele-

phone network (PSTN) via a gateway (T.38-compliant).

Since your machine and the receiver’s machine are on the same network, no mail

server is necessary. You can communicate with the receiver directly. Transmis-

sion speed is higher than with the G3 network.

To cancel IP-Fax transmission, see p.23 “Canceling a Memory Transmission”.

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Using Internet Fax Functions

You can receive IP-Faxes in the same manner as standard faxes. See p.50 “Recep-

tion”

ADJ004S

Note

❒ To use IP-Fax functions, this machine must be connected to a LAN and set up

correctly under “Setting IP-Fax.” See p.150 “IP-Fax Settings”, Facsimile Refer-

ence <Advanced Features> .

❒ IP-Fax supported by this machine is ITU-T Rec. T.38 compliant to.

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IP-Fax Function

-Terminology

❖ H.323

A protocol that specifies the compression/decompression method of audio,

images, and data files sent or received via one-to-one communication over a

LAN or Internet.

❖ SIP

A communication control protocol for Internet telephone that utilizes VoIP

(which converts voice information to IP packets) and is equipped with func-

tions such as transfer and caller number display similar to telephone network

compared to other protocols such as H.323.

❖ Gatekeeper (VoIP gatekeeper)

A gatekeeper manages devices connected to an IP network and converts alias

telephone numbers to IP addresses and performs authentication functions. In

addition, a gatekeeper governs band (transmission rate assignment) and ac-

cess control.

❖ Gateway (VoIP gateway)

A gateway connecting a telephone network and IP network, it has functions

such as protocol conversion for connect these different network, and also con-

nects communication devices (telephones, facsimiles, etc.) to a LAN or other

network.

❖ SIP server

A SIP server mediates connection requests between devices connected to an

IP network and is composed mainly of servers that have the following three

functions:

• Proxy server: Issues requests and relays responses.

• Registrar server: Receives registration of a users positional information

within an IP network.

• Redirect server: Used to inquire the destination of a request.

Notes on Using IP-Fax

• You cannot send to a firewall-protected network.

• You cannot use telephones on a LAN.

Functions not Available for IP-Fax Transmission

You can use the following functions with standard fax transmission, but not IP-

Fax transmission:

• Batch transmission

• Manual dial

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Using Internet Fax Functions

Sending by IP-Fax

IP-Fax function uses TCP/IP (LAN or

Internet), and the same procedures as

the standard fax function. Functions

available in both standard and IP-Fax

transmission can be used in generally

same manner.

❒ When under Sender Settings E-

mail TX Results is set to “Yes” and

IP-fax transmission is specified, a

transmission result notification

mail is sent to the destination. See

p.81 “Communication Result Re-

port (Memory Transmission)”,

Facsimile Reference <Advanced Fea-

tures> .

By connecting your machine to a

gateway (T.38-compliant) or gate-

keeper, you can send to a standard G3

facsimile connected to the public

switched telephone network (PSTN)

via TCP/IP.

A Press

to switch the destina-

tion to IP-Fax number.

Preparation

Make the necessary System Set-

tings beforehand. See “Network

Guide.”

Note

❒ If you have set “Enable H.323” and

“Enable SIP” parameters to “On”

with “IP-Fax Settings” under “Fac-

simile Features”, [Protocol] ap-

pears. Press this button to select a

protocol to be used.

B Specify the IP-Fax destination of

the receiver.

❒ To send via the Internet, the receiv-

er’s machine must also be connect-

ed to the Internet. You cannot send

to a firewall-protected network.

❒ For a list of gateways (T.38-compli-

ant) or gatekeepers that are certi-

fied as operable with this machine,

contact your local reseller or ser-

vice provider.

Reference

p.37 “Entering an IP-Fax Desti-

nation”

❒ When using the transfer request

function, you can specify the IP-

Fax destination to the transfer sta-

tion. See p.88 “Sending the Trans-

fer Result Report”, Facsimile

Reference <Advanced Features> .

p.40 “Using Destination Lists”

p.47 “Redial”, Facsimile Refer-

ence <Advanced Features>

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Sending by IP-Fax

Note

E Press the {Start} key.

❒ When both the H.323 setting

and SIP setting are set to ON

under [IP-Fax Setting of Fax Initial

Settings], [Protocol] appears.

Press [Protocol] to select the pro-

tocol you want to use.

The machine starts to scan the orig-

inal and stores it in memory. When

scanning ends, the Communicat-

ing indicator lights and transmis-

sion starts.

C To add a destination, press [Add].

If you do not want to add a desti-

nation, proceed to Step

Note

❒ When using a destination list,

multiple destinations are added

automatically and you need not

press [Add].

D Specify the next destination.

Note

❒ Press

to switch the destina-

tion between fax number, e-

mail address, and IP-Fax num-

ber.

❒ To add another destination, re-

peat Steps and

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Using Internet Fax Functions

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4. Programming

Initial Settings and Adjustments

You can send information to the other

party when transmitting or receiving

a fax message. This information is

shown on the display of the other ma-

chine and printed as a report. The fol-

lowing information can be sent.

❒ You can set whether or not to

print a Fax Header using [Fax

Header Print] under Options . See

p.73 “Fax Header Print”, Fac-

simile Reference <Advanced Fea-

tures> .

❒ In program No. 1 you can regis-

ter a preference about whether

or not the Fax Header is always

printed. You will then switch

the setting using the Fax Header

Print function only when neces-

sary. See p.130 “Registering a

priority function using a pro-

gram”, Facsimile Reference <Ad-

vanced Features> .

Important

❒ You can confirm programmed set-

tings from the User Parameter List.

We recommend that you print and

keep the User Parameter List when

you program or change settings.

See p.171 “Printing the User Pa-

rameter List”, Facsimile Reference

<Advanced Features> .

❒ In the USA, law requires that

your fax number be included in

the Fax Header. Program the fax

number and switch on Fax

Header Print.

❖ Fax Header

The Fax Header is printed as the

header of every fax you send. You

should include your name in the

Fax Header.

You can program Fax Header1 or

Fax Header2. When you send orig-

inals using Quick Dial, you can se-

lect which Fax Header will be

printed on the message received

by the other party.

Reference

p.73 “Fax Header Print”, Fac-

simile Reference <Advanced Fea-

tures>

p.130 “Registering a priority

function using a program”, Fac-

simile Reference <Advanced Fea-

tures>

Important

❒

In the USA, the Fax Header must

contain the telephone number

of the line your machine is con-

nected to. It will be printed on

the header of every page you

send. Required in the USA.

❖ Own Name

The Own Name is sent to the other

party when you send or receive a

fax using a G3 line. This name

should include your name. The

Own Name is shown on the dis-

play of the other machine and

printed in a report.

Note

❒ You can register up to 32 char-

acters in the Fax Header.

❒ You can use characters, sym-

bols, numbers, and spaces.

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Programming

Limitation

C Make sure the [Gen. Settings/ Ad-

just] screen is displayed.

❒ Own Name works only when

the other machine is of the same

manufacturer, and has the Own

Name function.

D Press [Program Fax Information ].

Note

❒ You can use characters, sym-

bols, numbers, and spaces.

❒ You can register up to 20 char-

acters as an Own Name.

❖ Own Fax Number (facsimile number

of sender)

E Program the name and facsimile

The sender's Own Fax Number is

sent to the other party when send-

ing a fax using a G3 line. The re-

ceived facsimile number is shown

on the display of the other machine

and printed in a report. This func-

tion is available regardless of the

manufacturer of the other party's

machine.

number.

Programming a Fax Header

Press

[

First Name

]

or [Second Name].

Note

❒ You can register up to 20 char-

acters in Own Fax Number.

Programming

B Enter a Fax Header including

your Own Name and Fax Num-

ber, and then press [OK].

A Press the {User Tools/Counter} key.

B Press [Facsimile Features].

Reference

“Entering Text”, General Set-

tings Guide

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Initial Settings and Adjustments

Programming an Own Name

Programming an Own Fax

Number

A Press [Own Name].

A Press [Own Fax Number].

B Press [Own Name].

B Select line type to program.

C Enter an own name, and then

press [OK].

Note

❒ The display differs depend-

ing on the optional units in-

stalled on your machine.

Enter your own facsimile's num-

ber using the number keys,

and then press [OK].

Reference

“Entering Text”, General Set-

tings Guide

Note

❒ To enter a + sign or a space,

press [+] or [Space].

❒ If you make a mistake, press

[Clear] or the {Clear / Stop}

key, and then enter the fac-

simile number again.

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Programming

F Press [Exit].

E Press [Fax Header], [Own Name], or

[Own Fax Number] to edit.

G Press the {User Tools/Counter} key.

The standby display appears.

Editing

Note

❒ The following procedure explains

how to edit Own Name, as an ex-

ample of editing.

F Press the item you want to edit.

A Press the {User Tools/Counter} key.

B Press [Facsimile Features].

G Press [Backspace] or [Delete All],

and then re-enter the name or

number.

C Make sure the [Gen. Settings/ Ad-

just] screen is displayed.

D Press [Program Fax Information ].

H Press [OK].

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Initial Settings and Adjustments

I Press [Exit].

C Make sure the [Gen. Settings/ Ad-

just] screen is displayed.

J Press the {User Tools/Counter}key.

D Press [Program Fax Information ].

The standby display appears.

Deleting

Note

❒ The following procedure explains

how to delete Own Name, as an ex-

ample of deleting.

A Press the {User Tools/Counter} key.

E Press [Fax Header], [Own Name], or

[Own Fax Number] to delete.

B Press [Facsimile Features].

F Press the item you want to delete.

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Programming

Press [Backspace] or [Delete All], and

press [OK].

H Press [Exit].

I Press the {User Tools/Counter}key.

The standby display appears.

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Programming Fax Destinations and Folder Destinations in the Address Book

Programming Fax Destinations and Folder

Destinations in the Address Book

You can program fax numbers, e-mail addresses, IP-Fax numbers, and folder

destinations using Address Book Management in the Administrator Tools menu

under System Settings. You can also register programmed fax numbers, e-mail

addresses, IP-Fax numbers, and folder destinations in a Group.

Note

❒ When you press the {Facsimile} key to show the facsimile initial display after

changing the contents of the Address Book, the “Destination List/Device Set-

tings have been updated.” message appears. Press [Exit] to bring up the fac-

simile's initial display.

❒ You can register in the Address Book using Web Image Monitor or SmartDe-

viceMonitor for Admin. For details about installation, see “Monitoring and

Configuring the Printer”, Network Guide, or, for information about the Ad-

dress Book, see the relevant Help.

Reference

“Fax Destination”, General Settings Guide

“E-mail Destination”, General Settings Guide

“Registering Names to a Group”, General Settings Guide

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Programming

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5. Troubleshooting

Adjusting the Volume

You can change the volume of the fol-

lowing sounds that the machine

makes.

A Press the {User Tools/Counter} key.

❖ On Hook Mode

Heard when the {On Hook Dial} key

is pressed.

❖ At Transmission

Heard when the machine sends a

message.

B Press [Facsimile Features].

❖ At Reception

Heard when the machine receives

a message.

❖ At Dialing

Heard after pressing the {Start}

key, until the line connects to the

destination.

C Make sure the [Gen. Settings/ Ad-

just] screen is displayed.

❖ At Printing

Heard when a received message is

printed. See p.96 “Print Comple-

tion Beep”, Facsimile Reference <Ad-

vanced Features> .

D Press [Adjust Sound Volume].

Note

❒ You can adjust the On Hook vol-

ume when you press the {On Hook

Dial} key. See p.56 “On Hook Dial”,

Facsimile Reference <Advanced Fea-

tures> .

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Troubleshooting

E Press [Lower] or [Louder] for each

item, and then press [OK].

Note

❒ You can hear the actual volume

by pressing [Check].

❒ If you press [Cancel], the volume

setting is canceled. The display

returns to that of step

F Press the {User Tools/Counter} key.

The standby display appears.

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When the {Facsimile} Key Is Lit in Red

If this key is lit, press the key to enter the facsimile mode. Then, refer to the table

below and take the appropriate action.

AAG013S

Problem

Solutions

The paper output tray is full.

A facsimile error has occurred.

Remove the paper from the tray.

The facsimile has a problem. Contact your ser-

vice representative. See p.87 “Error Messages

and Their Meanings” The copier will still func-

tion normally.

Out of paper

Add more paper.

“Loading Paper”, General Settings Guide

A network error has occurred.

•

Check the displayed message. See p.87 “Er-

ror Messages and Their Meanings”.

•

Check the machine is correctly connected

to the network, and the machine is correct-

ly set. See Network Guide.

•

Consult your network administrator.

When the key is still lit in red even if you

take the measures above, please contact

your service representative.

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Troubleshooting

When Toner Runs Out

When the machine has run out of ton-

er, the symbol appears on the display.

Note that even if there is no toner left,

you can still send fax messages.

Important

❒ The number of communications,

that have been executed after the

toner has run out and that auto-

matically-output Journal has not

list, exceeds 200, communication

will not be possible.

Limitation

❒ The Memory Storage Report, Poll-

ing RX Reserve Report, and Confi-

dential File Report are not printed.

A Make sure that the machine is in

facsimile mode.

AAG014S

Note

❒ If the standby screen is not dis-

played, press the {Facsimile}

key.

Press [Exit], and then perform trans-

mission operation.

The error message disappears.

Reference

p.19 “Memory Transmission”

p.26 “Immediate Transmission”

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Error Messages and Their Meanings

If there is an error, one of the following messages may appear on the display. If

other message appears, follow the message.

Message

Causes and solutions

Use of this function is restricted. Ask the ad-

ministrator.

You do not have the privileges

to use this function.

Wrong login user name or password. Confirm

correct login user name or password.

Authentication has failed.

Authentication is not possible from this ma-

chine. Ask the administrator.

You tried to delete a document for which you

do not have permission for deletion. Only

your document administrator can deleted this

document. Contact your document adminis-

trator if you want to delete a document for

which you do not have permission for dele-

tion.

Selected files contain file(s)

that the user does not have ac-

cess privileges to. Please note

that only the files with access

privileges will be deleted.

[OK]

Original jammed during Memory Transmis-

sion. Place originals that have not been

scanned again.

Put original back, check it and

press [Start].

A document jam occurred during Immediate

Transmission. Press [OK], and then resend the

pages that have not been sent.

Error occurred, and transmis-

sion was canceled.

An error occurred during Immediate Trans-

mission. Press [OK], and then resend the origi-

nal.

Note

❒

There may be a problem with the machine

or the telephone line (for example noise or

cross talk). If the error reoccurs frequently,

contact your service representative.

The machine failed to detect the size of the

original. Place originals again, and then press

the {Start} key.

Cannot detect original size.

Place original again, then

press [Start].

There is a problem with the fax. Record the

code number shown in the display and contact

your service representative. The copy function

will still work normally.

L Call Service

Functional problems with fac-

simile. Please call service.

If you press [Exit], the machine returns to

standby mode and starts transmitting the pag-

es that have been stored.

Memory is full. Cannot scan

more. Transmitting only scanned

pages.

The paper output tray is full. Remove paper

from the tray indicated in the display.

Following output tray is full.

Remove paper.

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Troubleshooting

Message

Causes and solutions

The Copy or Document Server function is in

use. To cancel the job in process, do the follow-

ing, and then try faxing again.

Cannot scan to send fax message

as scanner is in use for other

function.

Press [Exit], and then press the {Copy} or {Doc-

ument Server} key. Next press the {Clear/Stop}

key. When the message “[Stop] key was

pressed. Stop copying? [Stop]

key was pressed. Stop stor-

ing?[Stop] key was pressed. Stop

copying?” or “[Stop] key was

pressed. Stop storing?” appears,

press [Stop].

Wait with the main power switch on. The ma-

chine will enter standby mode after it exits

from RDS mode.

Updating the destination

list... Please wait. Specified

destination(s) or sender's name

has been cleared.

Please re-select after the up-

date finishes.

Check if the alias telephone number is correct-

ly programmed.

Check whether there are any

network problems.

•

Check the alias telephone number is cor-

rectly programmed using the Web Image

Monitor. See the Web Image Monitor's

Help.

[13-10]

•

Consult your network administrator.

Cannot access gatekeeper.

Check whether there are any

network problems.

•

Use your Web Image Monitor to check the

gatekeeper address is correctly pro-

grammed. See the Web Image Monitor's

Help.

[13-11]

•

Consult your network administrator.

Registering of user name is rejected by SIP

server.

Check whether there are any

network problems.

•

Use your Web Image Monitor to check the

SIP server address and user name are cor-

rectly programmed. See the Web Image

Monitor's Help.

[13-17]

•

Consult your network administrator.

Cannot access to SIP server.

Check whether there are any

network problems.

•

Use your Web Image Monitor to check the

SIP server address is correctly pro-

grammed. See the Web Image Monitor's

Help.

[13-18]

•

Consult your network administrator.

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Error Messages and Their Meanings

Message

Causes and solutions

Cannot find the DNS server, SMTP server or

folder for transfer.

Check whether there are any

network problems.

•

Check the DNS server's IP address is cor-

rectly programmed using the Web Image

Monitor. See the Web Image Monitor's

Help.

[14-01]

•

Check the DNS server is correctly pro-

grammed using the Web Image Monitor.

See the Web Image Monitor's Help.

Check the host name or IP address of the

SMTP server is correctly programmed us-

ing the Web Image Monitor. See the Web

Image Monitor's Help.

•

Check the SMTP server is correctly pro-

grammed using the Web Image Monitor.

See the Web Image Monitor's Help.

•

Check the folder for transfer is correctly

specified.

Check the PC in which the folder for trans-

fer is specified is operating correctly.

Check the LAN cable is correctly connected

to the machine. See “Connection and Set-

up”, Network Guide.

•

Consult your network administrator.

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Troubleshooting

Message

Causes and solutions

E-mail transmission was refused by SMTP au-

thentication, POP before SMTP authentication

or login authentication of the PC in which the

folder for transfer is specified.

Check whether there are any

network problems.

[14-09]

•

Check the user name and password for

SMTP authentication or POP before SMTP

authentication are correctly programmed

from File Transfer under System Settings.

See “File Transfer”, Network Guide. You can

also use the Web Image Monitor for confir-

mation. See the Web Image Monitor's

Help.

•

Check the user name and password of the

e-mail account are correctly programmed

from File Transfer under System Settings.

See “File Transfer”, Network Guide. You can

also use the Web Image Monitor for confir-

mation. See the Web Image Monitor's

Help.

Check the login user ID and password for

PC in which folder for transfer is specified

are correctly programmed.

•

Check the folder for transfer is correctly

specified.

Check the PC in which folder for transfer is

specified is correctly operated.

Consult your network administrator.

No machine's e-mail address is programmed.

Check whether there are any

network problems.

•

Check the machine's e-mail address is cor-

rectly programmed from File Transfer un-

der System Settings. See “File Transfer”,

Network Guide. You can also use the Web

Image Monitor for confirmation. See the

Web Image Monitor's Help.

[14-33]

•

Consult your network administrator.

No POP3/IMAP4 server's address is pro-

grammed.

Check whether there are any

network problems.

•

Check the host name or IP address of the

POP3/IMAP4 server is correctly pro-

grammed using the Web Image Monitor.

See the Web Image Monitor's Help.

[15-01]

•

Consult your network administrator.

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Error Messages and Their Meanings

Message

Causes and solutions

Cannot log on to the POP3/IMAP4 server.

Check whether there are any

network problems.

•

Check the user name and password of the

e-mail account are correctly programmed

from File Transfer under System Settings.

See “File Transfer”, Network Guide. You can

also use the Web Image Monitor for confir-

mation. See the Web Image Monitor's

Help.

[15-02]

•

Consult your network administrator.

No machine's e-mail address is programmed.

Check whether there are any

network problems.

•

Check the machine's e-mail address is cor-

rectly programmed from File Transfer un-

der System Settings. See “File Transfer”,

Network Guide. You can also use the Web

Image Monitor for confirmation. See the

Web Image Monitor's Help.

[15-03]

Cannot find the DNS server or POP3/IMAP4

server.

Check whether there are any

network problems.

•

Check the DNS server's IP address is cor-

rectly programmed using the Web Image

Monitor. See the Web Image Monitor's

Help.

[15-11]

•

Check the DNS server is correctly pro-

grammed using the Web Image Monitor.

See the Web Image Monitor's Help.

Check the host name or IP address of the

POP3/IMAP4 server is correctly pro-

grammed using the Web Image Monitor.

See the Web Image Monitor's Help.

•

Check the POP3/IMAP4 server is correctly

programmed using the Web Image Moni-

tor. See the Web Image Monitor's Help.

•

Check the LAN cable is correctly connected

to the machine.

Consult your network administrator.

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Troubleshooting

Message

Causes and solutions

Cannot log on to the POP3/IMAP4 server.

Check whether there are any

network problems.

•

Check the user name and password of the

e-mail account are correctly programmed

from File Transfer under System Settings.

See “File Transfer”, Network Guide. You can

also use the Web Image Monitor for confir-

mation. See the Web Image Monitor's

Help.

[15-12]

Check the user name and password for

POP before SMTP authentication are cor-

rectly programmed from File Transfer un-

der System Settings. See “File Transfer”,

Network Guide. You can also use the Web

Image Monitor for confirmation. See the

Web Image Monitor's Help.

Consult your network administrator.

-Out of paper display message

If the paper tray runs out of paper, “No paper. Load it. then press [Ex-

it].” appears on the display, asking you to add more paper.

Note

❒ If there is paper left in the other paper trays, you can receive messages as usu-

al, even if the message appears on the display.

❒ You can turn this function on or off with the User Parameters. See p.166 “User

Parameters”, Facsimile Reference <Advanced Features> (switch 05, bit 7).

-Network error display message

If the “Check whether there are any network problems.” message ap-

pears, the machine is not correctly connected to the network or the settings of the

machine is not correct. If you do not need to connect the machine to the network,

you can select so that the message disappear and the key goes out with User Pa-

rameters. See p.166 “User Parameters”, Facsimile Reference <Advanced Features>

(switch 21, bit 6).

Note

❒ When you restart connecting the machine to the network, make sure to set

“Display” with User Parameters.

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Solving Problems

This table lists some common problems and their solutions.

Problem

Causes and solutions

Reference

Image background appears

dirty when received at the

other end. Images from the

back page appear.

Adjust scan density.

p.32 “Image Density (Con-

trast)”

Printed or sent image contains The ADF or exposure glass is “Maintaining Your Machine”,

spots.

dirty. Clean them.

General Settings Guide

Make sure that ink or correc-

tion fluid is dry before placing

originals.

Received image is too light.

Request the sender to increase ---

image density.

When using moist, rough, or “Copy Paper”, General Set-

processed paper, the printed tings Guide

image may be partly invisible.

Only use recommended pa-

per.

When D appears on the dis- “DAdding Toner”, General

play, toner is beginning to run Settings Guide

out. Replace the toner car-

tridge soon.

The machine failed to print re- If this happened when the re- p.85 “Substitute Reception”,

ceived fax messages. ceive file indicator was lit, a Facsimile Reference <Advanced

problem such as run out of pa- Features>

per or toner might disable

printing.

Store has been selected for Re- p.124 “Printing fax informa-

ception File Setting. Print the tion using a Web browser”,

fax messages using a Web

browser or the Print Stored

RX File function.

Facsimile Reference <Advanced

Features>

p.34 “Printing Received and

Stored Documents”, Facsimile

Reference <Advanced Features>

When B is lit, load paper into “Loading Paper”, General Set-

the tray.

Message appears blank at the The original was placed up-

other end. side down. Place it properly.

Both transmission and receiv- Make sure that the modular

tings Guide

p.13 “Placing Originals”

p.201 “Connecting the Ma-

chine to a Telephone Line and

Telephone”, Facsimile Refer-

ence <Advanced Features>

ing are impossible.

cord is correctly connected.

The terminal adaptor setting

is incorrect. Check the setting.

---

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Troubleshooting

Problem

Causes and solutions

Reference

Transmission is possible,

though receiving is impossi-

ble.

The optional terminal adaptor ---

setting is incorrect. Check the

setting.

Receiving is possible, though The optional terminal adaptor ---

transmission is impossible.

setting is incorrect. Check the

setting.

When using On Hook Dial or If the machine fails to detect

p.15 “Setting a Scan Area”

the size of the original when

the {Start} key is pressed, it

performs a receiving opera-

tion. Press [Scan Area], select

the scan area, and then resend

the document.

Manual Dial, “Receiv-

ing...” appears and trans-

mission is not allowed.

LAN-Fax Driver does not

work.

The entered login user name, Ask the administrator.

cryption key is incorrect.

Check your login user name,

cryption key, and enter them

correctly.

A high security level is set by Ask the administrator.

the extended security func-

tion. Consult your administra-

tor about appropriate security

settings.

All fax messages stored in

When about one hour passes p.198 “Turning Off the Main

memory have been lost. Those after power of the machine is Power / When a Power Fail-

messages include ones stored turned off, all fax messages

through Memory Transmis- stored in memory are lost. If

sion/Reception, Confidential any messages have been lost

ure Occurs”, Facsimile Refer-

ence <Advanced Features>

Reception, Substitute Recep-

tion, or Auto Document.

for this reason, a Power Fail-

ure Report is automatically

printed when the machine is

turned on. If fax messages

stored for Memory Transmis-

sion have been lost, check the

destinations and resend the

messages. If fax messages re-

ceived through Memory, Con-

fidential or Substitute

Reception have been lost, ask

the senders to resend the mes-

sages. If Auto Documents

have been lost, reprogram

them.

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Solving Problems

Problem

Causes and solutions

Reference

Transmission failed due to

“Exceeded max. E-mail size.” the machine is too large, the

If the e-mail size specified on p.148 “E-mail Settings”, Fac-

simile Reference <Advanced Fea-

error.

Internet Fax document cannot tures>

be sent. Set Max. E-mail Size

to [Off], or set the maximum e-

mail size to a larger value.

Then, re-send the document.

When a correct password is

Documents are locked by a se- Ask the administrator.

entered, you cannot print doc- curityfunction whenincorrect

uments that appear in the con- passwords are entered a cer-

fidential box or bulletin board tain number of times. Contact

box, or transmit / print out

stored documents.

the administrator.

[ProgDest] or [Manual Input]

does not appear.

This function is made unavail- Ask the administrator.

able by the enhanced security

function. Consult your user

administrator.

The following functions are

not available: Transfer Box,

This function is made unavail- Ask the administrator.

able by the enhanced security

Forwarding, Store File in the function. Consult your user

Information Box, SMTP Re-

ception Using Internet Fax

and Polling Transmission.

administrator.

Other party reception is not

Check whether 500 or more

Ask the administrator.

possible after group specifica- destinations in total are regis-

tion and memory transfer.

tered in a group.

Although a group specifica-

A maximum of 500 parties can “Registeringa Destinationto a

tion has been done to the fol- be specified for a group.

lowing parties, the reception Check if there are registered

Group”, General Settings Guide

was not possible.

over the specified numbers in

the address book. If a group

has been registered in another

group, it will not transmitted

even in case of specifying in

the 1 to 5 of the transfer box in

spite that it will not be dis-

played as error at time of spec-

ifying.

Transfer Box, Forwarding,

Forwarding of Special Sender,

Reception File Setting, E-mail

TX Results, SMTP Reception

Using Internet Fax.

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Troubleshooting

When Things Don't Go as Expected

I Want...

Operation

Reference

to cancel a Memory Transmis- If the original is being

p.23 “Canceling a Memory

sion.

scanned, press [Stop Scanning] Transmission”

or the {Clear/Stop} key.

If the original is being sent or p.23 “Canceling a Memory

if it is in standby, press

[Change / Stop TX File] or the

{Clear/Stop} key.

Transmission”

p.19 “Canceling a Transmis-

sion”, Facsimile Reference <Ad-

vanced Features>

to cancel an Immediate Trans- Press [Stop Transmission] or the p.28 “Canceling an Immediate

mission. {Clear/Stop} key. Transmission”

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INDEX

Adjusting The Volume, 83

At Dialing, 83

Facsimile key, 85

Fax Header, 75

Deleting, 79

Editing, 78

At Printing, 83

At Reception, 83

At Transmission, 83

On Hook Mode, 83

Authorized Reception, 55

Auto E-mail Reception, 66

Auto Reception, 50

Programming, 76

Faxing, 13

Function keys,

Functions Not Supported

by e-mail Reception, 55

Functions Not Supported

by e-mail Transmission, 54

Batch Transmission, 54

BCC Transmission, 57

Broadcasting Sequence, 22

Getting Started,

Groups

Specifying a Destination, 35

Chain Dial, 54

Check Modes key,

ID Transmission, 54

Image Density (Contrast), 30, 32

Immediate Transmission, 18, 26, 54

Canceling, 28

Clear Modes key,

Clear/Stop key,

Communicating indicator,

Confidential file indicator,

Confidential Reception, 55

Internet Fax, 53

Canceling, 64

Precautions, 54

Receiving, 66

Sending, 57

Confidential Transmission, 54

Control Panel,

CSI->Own Fax Number, 76

Destination list, 35, 40

Detail, 30

JBIG Transmission, 54

Display,

Display Panel,

Main Power indicator,

Manual Dial, 54

Manual Reception, 50

ECM (Error Correction Mode), 54

Entering a fax number, 35

Entering an e-mail address, 36

Memory File Transfer, 54

Memory Lock Reception, 55

Memory Transmission, 18, 19

Canceling, 23

Enter key (# key),

Enter Text, in e-mail, 57

Error Messages, 87

Number keys,

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On Hook Dial, 54

On Hook Dial key,

On indicator,

Operation switch,

Original Type, 30, 31

Own Fax Number, 76

Deleting, 79

Text, 31

Text / Photo, 31

Tone, 36

Tone key,

Toner, 86

Transmission by SUB Code, 54

TTI->Fax Header, 75

Editing, 78

Programming, 76

Own Name, 75

Deleting, 79

User Tools/Counter key,

Editing, 78

Programming, 76

Pause, 35

Pause/Redial key,

Photo, 31

Placing Originals, 13

Polling Reception, 55

Polling Transmission, 54

Program key,

Programming, 75

Quick Dial

Specifying a Destination, 35

Received Images, 68

Receive File indicator,

Reception, 50

Auto Reception, 50

Manual Reception, 50

Reception File Print Quantity, 55

Reception Notice, 57, 62

Resolution, 30

RTI->Own Name, 75

Scan Settings, 30

Stamp Sender Name, 62

Standard, 30

Start key,

Start Manual RX key,

SUB Code reception, 55

Subject, in e-mail, 57, 62

Super Fine, 30

USA

B712-8510

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USA

❖ FCC Requirements

1. This equipment complies with Part 68 of the FCC rules and requirements adopted by the ACTA.

On the cover of this equipment is a label that contains, among other information, a product iden-

tifier in the format US:AAAEQ##TXXXXX. If requested, this number must be provided to the

telephone company.

2. This equipment uses the RJ11C USOC jack.

3. A plug and jack used to connect this equipment to the premises wiring and telephone network

must comply with the applicable FCC Part 68 rules and requirements adopted by the ACTA. A

compliant telephone cord and modular plug is provided with this product. It is designed to be

connected to a compatible modular jack that is also compliant. See installation instructions for

detail.

4. The REN is used to determine the number of devices that may be connected to a telephone line.

Excessive RENs on a telephone line may result in the devices not ringing in response to an in-

coming call. In most but not all areas, the sum of RENs should not exceed five (5.0). To be cer-

tain of the number of devices that may be connected to a line, as determined by the total RENs,

contact the local telephone company. The REN for this product is part of the product identifier

that has the format US:AAAEQ##TXXXXX. The digits represented by ## are the REN without

a decimal point (e.g., 03 is a REN of 0.3).

5. If this equipment causes harm to the telephone network, the telephone company will notify you

in advance that temporary discontinuance of service may be required. But if advance notice is

not practical, the telephone company will notify the customer as soon as possible. Also, you will

be advised of your right to file a complaint with the FCC if you believe it is necessary.

6. The telephone company may make changes in its facilities, equipment, operations, or proce-

dures that could affect the operation of the equipment. If this happens the telephone company

will provide advance notice in order for you to make necessary modifications to maintain unin-

terrupted service.

7. If trouble is experienced with this equipmet, for repair or warranty information, please contact

RICOH CORP. CUSTOMER SUPPORT DEPT. at 1-800-FASTFIX. If the equipment is causing

harm to the telephone network, the telephone company may request that you disconnect the

equipment until the problem is resolved.

8. In the event of operation problems (document jam, copy jam, communication error indication),

refer to the solving problems section in this manual.

9. Connection to party line service is subject to state tariffs. Contact the state public utility commis-

sion, public service commission or corporation commission for information.

❖ WHEN PROGRAMMING EMERGENCY NUMBERS AND/OR MAKING TEST CALLS TO

EMERGENCY NUMBERS:

1. Remain on the line and briefly explain to the dispatcher the reason for the call before hanging

up.

2. Perform such activities in the off-peak hours, such as early morning hours or late evenings.

CANADA

This product meets the applicable Industry Canada technical specifications.

The Ringer Equivalence Number is an indication of the maximum number of devices allowed to be con-

nected to a telephone interface. The termination on an interface may consist of any combination of de-

vices subject only to the requirement that the sum of the RENs of all the devices does not exceed five.

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Printed in Japan

EN USA B712-8510

B7128510

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