Ricoh Printer SP 1000SF User Guide

TELECOM

LASER MFP

SP 1000SF

Operating Instructions

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 this manual before using the machine.

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SP 1000SF

Analysis from a TWAIN compatible software

Character recognition software (OCR)

Printing

Printing with the multifunction machine

Add a contact to the terminal address book

Add a group to the terminal address book

Manage the address book

Modify the information related to a contact

Modify a group

Reception without paper

Number of copies

Fax or PC reception

Received faxes reduction mode

Technical Parameters

Printing the functions guide

Printing the logs

Print the list of setups

Received pages counter

Scanned pages counter

Printed pages counter

Display the consumables status

Calibrate your scanner

Delete a contact or a group from

the address book

Print the address book

Import or export a directory

Import a directory

Save your address book

Fax communications

Presentation of the Fax window

Send a fax

Send a fax from the hard disk or the terminal

Send a fax from application

Receive a fax

Follow-up of fax communications

The outbox

The send memory (items sent)

Access to fax parameters

Description of the tab Log and Report

Description of the tab Fax Parameters

Cover sheet

Creating a cover sheet

Description of the tab Cover page

Creating a cover page template

Deleting a record

Printing the directory

Saving/Restoring the directory

(Smart card option)

USB memory key

Use of the USB memory key

Maintenance

Print your documents

Service

Print the list of files located in the key

General information

Toner cartridge replacement

Issues with smart cards

Cleaning

Scanner reading system cleaning

Printer cleaning

Printer external cleaning

Printer issues

Error messages

Paper jam

Print the files located in the key

Delete your files located in the key

Analyse the USB memory key content

Save a document on a USB memory key

Activate/deactivate file automatic deletion

on a USB memory key

PC Features

Introduction

Configuration requirements

Transmission from the feeder

Transmission from memory

Communication error codes

General codes

Install the software on your PC

Connections

USB Connection

Uninstall the software from your PC

Multifunction Terminal's Supervision

Checking the connection between the PC

and the multifunction machine

MF Director

Graphical presentation

Utilities and applications activation

MF Monitor

Specifications

Physical specifications

Electrical specifications

Environmental specifications

Peripheral specifications

Graphical presentation

Display the consumable status

Scan To

Companion Suite Pro LL functionalities

Document analysis

Analysis with Scan To

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SP 1000SF

Security

Security directives

Before turning on your device, check that the outlet that you are going to plug it into conforms to the indications shown

on the information plate (voltage, current, power network frequency) located on your device. This device shall be

connected to a single phase power network. The device shall not be installed on bare ground.

Batteries and rechargeable batteries, packaging and electric and electronic equipment (EEE), shall be thrown away,

as specified by the Instructions of the ENVIRONMENT chapter of this manual.

Because of the device model, the power connector is the only way to disconnecting the device from the power network,

that is why it is imperative to apply the following safety measures: your device shall be connected to a power outlet

located nearby. The outlet shall be easily accessible.

Your device is delivered with a grounded power cord. It is imperative to connect a grounded connector to a grounded

outlet connected to the building earthing.

Repairs-maintenance: Repairs and maintenance should only be carried out by a

qualified technician. No user serviceable parts inside the machine. To reduce the risk

of electrical shock, you shall not proceed with these operations yourself, because by

opening or removing the lids, you could expose yourself to two hazards:

- The laser beam can cause irreversible eye damage.

- Avoid contact with powered parts because it can lead to electrical shock with

unfortunate consequences.

For installation conditions and safe use precautions, refer to chapter Installation , page 9.

Laser safety

Use of controls or adjustments or performance of procedures other than those specified in the

CAUTION

Operating Instructions might result in hazardous radiation exposure.

For Europe/Asia

This machine is considered a class 1 laser device, safe for office/EDP use. The machine contains 1 class 3B laser

diode, 10.72 milliwatt, 760-780 nanometer wavelength for each emitter.

Direct (or indirect reflected ) eye contact with the laser beam might cause serious eye damage. Safety precautions and

interlock mechanisms have been designed to prevent any possible laser beam exposure to the operator.

The following label is attached on the rear side of the machine.

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SP 1000SF

For North America

CDRH Regulations.

This equipment complies with requirements of 21 CFR subchapter J for class 1 laser products. This equipment contains

1 class 3B laser diode, 10.72 milliwatt, 760-780 nanometer wavelength for each emitter.

This equipment does not emit hazardous light, since the beam is totally enclosed during all customer modes of

operation and maintenance.

Declaration of conformity

Notice to Users in EEA Countries

This product complies with the essential requirements and provisions of Directive 1999/5/EC of the European

Parliament and of the Council of 9 March 1999 on radio equipment and telecommunications terminal equipment and

the mutual recognition of their conformity.

Notice to Users Accessing Analog PSTN in EEA Countries

This product is designed to be able to access analog PSTN in all EEA countries. Local PSTN compatibility is dependent

on software switch settings. Please contact your service representative if relocating this product to another country. In

the event of problems, please contact your service representative in the first instance.

SP1000SF/ Aficio SP1000SF: The CE declaration of Comformity is available on the Internet at URL :

http://www.ricoh.co.jp/fax/ce_doc

Symbols for the main power switch

In accordance with IEC 60417, this machine uses the following symbols for the main power switch:

means POWER ON.

means POWER OFF.

Positions of Warning and Caution labels on the machine

This machine has labels for

WARNING and

CAUTION at the positions shown below. For safety, please

follow the instructions and handle the machine as indicated.

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SP 1000SF

FCC Compliance

Note to users in the United States of America

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

installation.

This equipment generates, uses and can radiate radio frequency energy 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 determined by turning

the equipment off and on, the user is encouraged to try to correct the interference by one more of the following

measures:

1 Reorient or relocate the receiving antenna.

2 Increase the separation between the equipment and receiver.

3 Connect the equipment into an outlet on a circuit different from that to which the receiver is connected.

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

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SP 1000SF

CAUTION : Changes or modifications not expressly approved by the party responsible for compliance

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

Notice about the Telephone Consumer Protection Act (Valid in USA only)

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

machine or such business, other entity, or individual. (The telephone number provided 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 complete the following steps: Follow the FAX

HEADER programming procedure in the Parameter Setup chapter of the operating instructions to enter the business

identification and telephone number of the terminal or business. This information is transmitted with your document by

the FAX HEADER feature. In addition to the information, be sure to program the date and time into your machine.

Note to users in Canada

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

Remarque concernant les utilisateurs au Canada

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

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 identifier 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 incoming call. In most but not

all areas, the sum of RENs should not exceed five (5.0). To be certain 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 procedures 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 uninterrupted service.

7 If trouble is experienced with this equipment, 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 commission, public

service commission or corporation commission for information.

10 If your home has specially wired alarm equipment connected to the telephone line, ensure the installation of this

equipment does not disable your alarm equipment. If you have questions about what will disable alarm

equipment, consult your telephone company or a qualified installer.

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SP 1000SF

Notice to users (New Zealand)

•

The grant of a Telepermit for any item of terminal equipment indicates only that Telecom has accepted that the

item complies with minimum conditions for connection to its network. It indicates no endorsement of the product

by Telecom, nor does it provide any sort of warranty. Above all, it provides no assurance that any item will work

correctly in all respects with another item of Telepermitted equipment of a different make or model, nor does it

imply that any product is compatible with all of Telecom's network services.

•

This equipment is not capable, under all operating conditions, of correct operation at the higher speeds for which

it is designed. Telecom will accept no responsibility should difficulties arise in such circumstances.

•

This equipment shall not be set up to make automatic calls to the Telecom “111” Emergency Service.

If a charge for local calls is unacceptable, the “Dial” button should NOT be used for local calls. Only the 7-digits

of the local number should be dialled from your telephone. DO NOT dial the area code digit or the “0” prefix.

•

This equipment may not provide for the effective hand-over of a call to another device connected to the same

line.

This device may be subject to ringing or bell tinkle when calls are made from another device on the same line.

If this occurs, the problem SHOULD NOT be referred to the Telecom Faults Service.

This equipment should not be used under any circumstances, which may constitute a nuisance to other Telecom

customers. For example, repeated attempts to make unsolicited sales offers to the same number or group of

numbers, such as when a block of numbers terminate on the same PABX.

•

The call log incorporated in this equipment does not record all answered calls. The call log, therefore may not

agree with the Telecom account which may include calls not shown on the log.

Not all telephones will respond to incoming ring when connected to the extension socket.

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SP 1000SF

Environment

The preservation of the environment is of importance to the manufacturer. The manufacturer wishes to service the

installations with respect to the environment and has chosen to integrate the environmental performance in the whole

lifecycle of its products, throughout manufacturing, release, use and disposal.

Batteries and rechargeable batteries

If your product contains batteries or rechargeable batteries, these shall be disposed of at the designated

collecting centers.

The product

Users in the EU, Switzerland and Norway

Our Products contain high quality components and are designed to facilitate recycling.

Our products or product packaging are marked with the symbol below.

The symbol indicates that the product must not be treated as municipal waste. It must be disposed of

separately via the appropriate return and collection systems available. By following these instructions you

ensure that this product is treated correctly and help to reduce potential impacts on the environment and

human health, which could otherwise result from inappropriate handling. Recycling of products helps to

conserve natural resources and protect the environment.

For more detailed information on collection and recycling systems for this product, please contact the shop

where you purchased it, your local dealer or sales/service representatives.

All Other Users

If you wish to discard this product, please contact your local authorities, the shop where you bought this

product, your local dealer or sales/service representatives.

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SP 1000SF

Software use license

CAREFULLY READ ALL THE TERMS AND CONDITIONS OF THE PRESENT LICENSE BEFORE OPENING THE

SEALED ENVELOPE CONTAINING THE SOFTWARE. OPENING THIS ENVELOPE INDICATES THAT YOU

ACCEPT THESE TERMS AND CONDITIONS.

In case you should not accept the terms of this license, the CD-ROM packaging should be returned to the retailer

unopened, along with the other components of the product.

Definition

The Software designates programs and associated documentation.

License

- This license allows you to use this Software on personal computers on a local network. You only have permission to

use this Software to print on one multifunction machine; you can not lend the Software or authorize anyone to use it.

- You are allowed to make a back up copy.

- This license is non-exclusive and non-transferable.

Property

The manufacturer or its providers hold the Software property right. You only become the owner of the CD-ROM. You

shall not modify, adapt, decompile, translate, create any derived piece, rent or sell the Software or the documentation.

Any rights not explicitly approved are reserved by the manufacturer or its providers.

Duration

This license remains valid until cancelled. You can cancel it by destroying the program and the documentation as well

as any other copies of them. This license will automatically be canceled in case you do not respect the terms of this

license. If the license is rendered invalid, you agree to destroy all copies of the program and the associate

documentation.

Warranty

The Software is provided "as is" with no warranties what so ever, whether expressed or implied, including without

limitation, any warranties of merchantability or fitness for a particular purpose; all the risks concerning the results and

performance of this Software are assumed by the buyer. In case the program should appear defective, all the repair

and service expenses will be covered by the buyer.

Nevertheless, the license holder benefits from the following warranty: we guarantee that the CD-ROM on which the

Software is recorded is free from hardware or manufacturing faults if used in normal conditions, the guarantee is valid

for ninety (90) days from the delivery date, the copy of the receipt being the proof of purchase. In case of a CD-ROM

fault that due to accident or misuse, the CD-ROM will not be replaced as per the warranty.

Responsibility

If the CD-ROM is not working properly, send it to the retailer together with a copy of the receipt. It is the retailer's sole

responsibility to replace the CD-ROM. Nobody, not even the manufacturer who is involved in the creation, realization,

merchantability and delivery of this program would be responsible for direct, indirect or immaterial damages, such as,

but not limited to, loss of information, loss of time, execution loss, loss of revenue, loss of customers, due to the use or

inability to use the program.

Development

With a constant concern for improvement, the manufacturer reserves the right to modify the Software specifications

without any notice. In case of modification, your user right does not give you access to free updates.

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SP 1000SF

Registered trademarks

Companion Suite Pro is a registered trademark of Sagem Communication.

Adobe® and the Adobe® products referred to here are registered trademarks of Adobe Systems Incorporated.

PaperPort9SE is a registered trademark of ScanSoft.

Microsoft® Windows® 98, Microsoft® Windows® Millennium®, Microsoft® Windows NT®, Microsoft® Windows

2000®, Microsoft® Windows XP®, and any other Microsoft® product referred to here are registered trademarks of

Microsoft Corporation registered and/or used in the United States and/or in other countries.

All the other brands or products referred to as examples or in order to give additional information are registered

trademarks of their respective owners.

The screenshots presented in this operating instructions have been created with Windows XP. If you use another

operating system, the screenshots displayed may be different from the ones presented in this booklet.

Notice

Do not copy or print any item for which reproduction is prohibited by law.

Copying or printing the following items is generally prohibited by local law: bank notes, revenue stamps, bonds, stock

certificates, bank drafts, checks, passports, driver's licenses.

The preceding list is meant as a guide only and is not inclusive. We assume no responsibility for its completeness or

accuracy.

If you have any questions concerning the legality of copying or printing certain items, consult with your legal advisor.

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SP 1000SF

Installation

Location conditions

By choosing an appropriate location, you preserve the longevity of the machine. Check that the selected location has

the following characteristics:

- Choose a well ventilated location.

- Make sure not to obstruct the ventilation grids located on the left and right sides of the device. During the

installation, make sure to place the machine thirty centimeters away from the surrounding objects so all the lids

can be easily opened.

- Make sure that this location does not present any ammonia nor any other organic gasses emission hazard.

- The ground outlet (refer to the security notices presented in the Security chapter) to which you plan to connect

the machine shall be located close to this one and have an easy access.

- Make sure that the machine is not directly exposed to sun light.

- Make sure not to place the machine in an area exposed to an air flow generated by an air conditioning, heating or

ventilation system, nor in an area subject to big temperature or humidity jumps.

- Choose a solid and horizontal surface on which the machine will not be exposed to intense vibrations.

- Keep the machine away from any object that could obstruct its ventilation ports.

- Do not place the machine close to hangings or any other flammable objects.

- Choose a location where the water and other splashes of liquid are limited.

- Make sure that this location is dry, clean and dust free.

Cautions of use

Take into account the important precautions below when using the machine.

Running environment:

- Temperature : 10 °C to 27 °C with an ambient humidity included between 15 to 80% (up to 32°C with an ambient

humidity included between 15 to 54%).

Terminal:

The section below describes the precautions to be taken when using the machine:

- Never turn the machine off and never open the lids while printing.

- Never use gas or flammable liquids, or objects generating magnetic field close to the machine.

- When you unplug the power cord, always hold the connector without pulling the cord. A damaged cord presents

a potential fire hazard or an electric shock hazard.

- Never touch the power cord with wet hands. You risk getting an electric shock.

- Always unplug the power cord before moving the machine. Otherwise, you could risk having the cord damaged

and create a fire hazard or an electric shock hazard.

- Always unplug the power cord when you plan not to use the machine for a long period of time.

- Never put objects on the power cord, never pull it and never fold it. This could cause a fire hazard or an electric

shock hazard.

- Always make sure that the machine is not sitting on the power cord or any other electric device communication

cables. Make sure also that neither cord nor cable is introduced to the machine inner mechanism. This would

expose you to a machine malfunction risk or to a fire hazard.

- Make sure that the printer is unplugged from the power outlet before connecting or disconnecting an interface

cable to the printer (use a shielded interface cable).

- Never try to remove any fixed pane or hood. The machine contains high voltage circuits. Any contact with these

circuits can cause an electric shock risk.

- Never try to modify the machine. This could cause a fire hazard or an electric shock hazard.

- Always make sure that paper clips, staples or other small metallic items do not get inside the machine via the

ventilation ports or other ports. Such items create fire hazards or electric shock hazards.

- Prevent water and any other liquid from spilling on the machine or near to it. Any contact of the machine with water

or liquid can cause a fire hazard or an electric shock hazard.

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SP 1000SF

- If liquid or metallic item gets accidentally inside the machine, turn it off immediately, unplug the power cord and

contact your retailer. Otherwise, you would face a fire hazard or an electric shock hazard.

- In case of heat, smoke, unusual smell or abnormal noise emissions, turn the machine off, unplug the power cord

immediately and contact your retailer. Otherwise, you would face a fire hazard or an electric shock hazard.

- Avoid using the machine during an "electric storm", this can cause an electric shock hazard due to lightning.

Paper for printing: if you use paper already printed by your machine or another printer, the printing quality may not be

optimal.

Make sure to place the machine in well ventilated premises. When operating, the printer generates

a small amount of ozone. An unpleasant smell can come from the printer if it is used intensively in

not well ventilated premises. For a secure use, make sure you place the machine in well ventilated

CAUTION

premises.

Safety information

When using your product, the following safety precautions should always be followed.

Safety During Operation

In this information slip, the following important symbols are used:

Indicates a potentially hazardous situation which, if instructions are not followed, could result in

WARNING:

CAUTION:

death or serious injury.

Indicates a potentially hazardous situation which, if instructions are not followed, may result in

minor or moderate injury or damage to property.

WARNING

- Connect the power cord directly into a wall outlet and never use an extension cord.

- Disconnect the power plug (by pulling the plug, not the cable) if the power cable or plug becomes frayed or

otherwise damaged.

- To avoid hazardous electric shock or laser radiation exposure, do not remove any covers or screws other than

those specified in the Operating Instructions.

- Turn off the power and disconnect the power plug (by pulling the plug, not the cable) if any of the following

conditions exists:

•

You spill something into the product.

You suspect that your product needs service or repair.

Your product’s cover has been damaged.

- Do not incinerate spilled toner or used toner. Toner dust might ignite when exposed to an open flame.

- Disposal can take place at our authorized dealer or at appropriate collection sites.

- Dispose of the used toner cartridge (or bottle) in accordance with the local regulation.

CAUTION

- Protect the product from dampness or wet weather, such as rain, snow, and so on.

- Unplug the power cord from the wall outlet before you move the product. While moving the product, you should

take care that the power cord will not be damaged under the product.

- When you disconnect the power plug from the wall outlet, always pull the plug (not the cable).

- Do not allow paper clips, staples, or other small metallic objects to fall inside the product.

- Keep toner (used or unused), toner cartridge (or bottle), ink (used or unused) or ink cartridge out of reach of

children.

- Be careful not to cut yourself on any sharp edges when you reach inside the product to remove misfed sheets of

paper or masters.

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SP 1000SF

- For environmental reasons, do not dispose of the product or expended supply wastes at household waste

collection point. Disposal can take place at our authorized dealer or at appropriate collection sites.

- Our products are engineered to meet the high standards of quality and functionality, and we recommend that you

only use the expendable supplies available at an authorized dealer.

Power Supply

The socket-outlet shall be installed near the product and shall be easily accessible.

For Fax or Telephone

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

basement or near a swimming pool.

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

electric shock from lightning.

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

Rules for use symbols

WARNING

Indicates important safety notes.

Ignoring these notes could result in serious injury or death. Be sure to read these notes. They can be found in the

“Safety Information” section of this manual.

CAUTION

Indicates important safety notes.

Ignoring these notes could result in moderate or minor injury, or damage to the machine or to property. Be sure to read

these notes. They can be found in the “Safety Information” section of this manual.

Important

Indicates points to pay attention to when using the machine, and explanations

of likely causes of paper misfeeds, damage to originals, or loss of data. Be sure to read these explanations.

Note

Indicates supplementary explanations of the machine's functions, and instructions on resolving user errors.

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SP 1000SF

Terminal description

Front side

Document feeder

Command panel

Paper output

Smart card

insertion point

Fold-down

stopper for

paper delivery

Master USB

connection

(USB key)

Front cover

Manual

input tray

Manual paper feed

setup guides

Paper tray

Back side

Paper jam cover

Master USB connection

(USB key)

Slave USB connection

(for PC)

Power supply cord

connection

EXT. socket - connection

for external devices

LINE socket - telephone

cable connection

On/Off switch

Can be used for same function as USB connection on front side.

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SP 1000SF

Command panel

Presentation

16 15 14 13 12

1. Screen.

14. Button C: back to the previous menu and input

correction.

2. Alphanumerical keypad.

3. One-Touch keypad (buttons 1 to 20).

15. Button ꢁ: navigation up the menus.

16. Button

: stops the current operation.

4. Button

: document analysis to the PC or a

media (USB key).

17. Button ECO: sets up the activation delay.

5. Button

6. Button

7. Button

: local copy.

18. Button

: colour analysis mode selection.

: stops the current PC printing.

: sending a fax.

19. Button

20. Button

: analysis resolution setup.

: contrast setup.

8. Button

numbers.

access to directory and quick dial

21. Icon

22. Icon

:resolution "Copy : Quality text / Fax : Sfine".

: resolution "Photo".

9. Button

line manual connection, listen for tone

23. Icon

24. Icon

: resolution "Copy : Auto / Fax : Fine".

during fax sending.

: color mode.

10. Button

multiple contact sending (fax).

25. Icon

: activity on the telephone line.

11. Button

: Validation.

26. Icon

27. Icon

: Fax mode.

12. Button OK: confirms the displayed selection.

: external answering device mode

13. Button ꢀ: menu access and navigation down the

menus.

Entering Characters Using the Alpanumerical keypad

As you perform various tasks, you need to enter names and numbers. For example, when you set up your machine,

you enter your name (or your company’s name) and telephone number. When you store one-, two-, or three-digit speed

dial or group dial numbers, you may also enter the corresponding names.

To enter alphanumeric characters when you are prompted to enter a letter, locate the button labeled with the character

you want. Press the button until the correct letter appears on the display.

Examples :

- to enter the name "John", press :

- to enter "!", press : 17 times.

1 time,

6 times,

5 times and

5 times.

If you make a mistake while entering a number or name, press the C button to delete the last digit or character. Then

enter the correct number or character.

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SP 1000SF

The following table gives all available characters.

Key

Assigned numbers, letters, or characters

Key

Assigned numbers, letters, or characters

P, Q, R, S, p, q, r, s, 7

A, B, C, a, b, c, 2

D, E, F, d, e, f, 3

G, H, I, g, h, I, 4

J, K, L, j, k, l, 5

T, U, V, t, u, v, 8

W, X, Y, Z, w, x, y, z, 9

Space 0 @ . + - / & $ %

# _ , ; : ? ( ) [ ] < > { } ~ = ! ' " \ | €

M, N, O, m, n, o, 6

Accessing terminal functions

All terminal functions and settings are available via the menu and are associated to a specific menu command. For

example, CONTRAST copy settings are identified in the menu with the command 845.

Two methods are available to access menu items : a step by step method or a shortcut method.

To access the CONTRAST settings with the Step by step method :

1 Press on ꢀ to access the menu.

2 Use the ꢀor ꢁbuttons to browse the menu and select 8-ADVANCED FCT. Confirm with OK.

3 Use the ꢀor ꢁbuttons to browse the ADVANCED FUNCTIONS menu and select 84-COPY. Confirm with OK.

4 Use the ꢀor ꢁbuttons to browse the COPY menu and select 845-CONTRAST. Confirm with OK.

To access the CONTRAST settings with the shortcut method :

1 Press on ꢀto access the menu.

2 Enter 845 with the alphanumerical keypad to directly access the CONTRAST item.

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Packaging contents

The packaging contains the items listed below:

Multifunction device

Device installation

1 Unpack the device.

2 Install the device respecting the security notices

stated at the beginning of this booklet.

3 Remove all stickers from the machine.

4 Remove the plastic protection film from the screen.

Installing the document feeder

1 Secure the document feeder by fitting the two clips

(B) in the notches (A) provided for this purpose.

1 toner cartridge

1 installation guide and 1 PC installation CD ROM

Loading paper

Loading paper in the paper tray

(1) Paper to be used must be inserted face down, and

abutting the side fence and back fence. Not abutting

the paper may cause feed failure, skewing or paper

jams.

1 Safety Guide, Command Guide (For Europe and

North America only)

(2) Amount of loaded paper must not exceed the loading

mark. If the loading mark is exceeded, this may cause

feed failure, skewing, or paper jams.

(3) Adding paper to the pile may cause double feeding,

and should be avoided.

(4) When withdrawing the cassette from the main unit,

always hold it with both hands.

1 power cord

Handling of paper

(1) Curling must be corrected before loading.

(2) Curls must not exceed 10 mm.

(3) Care must be taken with storage to prevent feed faults

and image defects due to leaving the paper in

conditions of high humidity.

1 telephone cord (Only North America,China,Korea)

Adding paper to the pile, or splitting the pile may cause

feeding problems, and must be avoided.

Humidity control

1 USB cord

(1) Paper which has become damp, or paper which has

been left unused for a very long time, must not be

used.

(2) After opening the paper, it must be kept in a plastic

bag.

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(3) Paper with waved ends, paper which is creased, paper

with crumples, and any other non-normal paper must

not be used.

Handling the unit

Operator shocks

During printing, shocks must not be applied to the paper

feed cassette, tray, cover, and other parts of the machine.

Moving the unit

5½

7¼

When moving the unit on a desk, it must be lifted, and not

dragged.

Handling the Toner Cartridge

(1) Must not be stood on the side, or held upside down.

(2) Must not be shaken strongly.

Feed cassette paper insertion

4 Take a paper stack, pull the paper off and align it

on a flat surface.

Your device accepts a number of formats and types of

papers.

See chapter Specifications for the

Important

various formats and types of paper.

1 Remove the paper feed cassette completely.

5 Put the paper stack in the feed cassette

(200 sheets for 80 g/m² paper for instance).

6 Put the feed cassette back in its location.

Cartridge installation

1 Stand in front of the machine.

2 Push the left and right sides of the cover and pull it

at the same time towards you.

2 Push the lower panel down until it clicks.

3 Remove the starter toner cartridge from its bag.

Gently roll the cartridge 5 or 6 times to distribute the

toner evenly inside the cartridge.

3 Setup the back side feed cassette stop by pushing

the "PUSH" lever (A).

Then adjust the lateral paper guides to the paper

format by pushing lever (B) located on the left

guide. Adjust the length paper guide to the paper

format by pushing lever (C).

Thoroughly rolling the cartridge will assure the

maximum copies per cartridge.

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4 Hold it by its handle.

Starting your device

Device connection

Before plugging the power cord, it is

imperative to refer to the Security

directives , page 1.

WARNING

5 Insert the cartridge in its slot by pushing it until it

clicks (last move down) as shown on the picture

below.

1 Plug the end of the telephone line into the terminal

socket and the other end into the wall telephone

socket.

6 Close the cover.

2 Connect the power cord to the device.

Paper delivery stop

3 Make sure that the On/Off switch is off (O position).

Plug the power cord to outlet on the wall.

Adjust the paper delivery stop, depending on the format of

the document to be printed. Do not forget to raise the flap

to prevent the sheets from falling down.

The power cord is used as a 230 V

power unit cut off. As a precaution,

the outlet shall be located close to

the device and be of easy access in

case of danger.

WARNING

4 Press the On/Off button to turn on the device

(I position).

5 By default, the machine is set to operate in England

and in English. To modify this parameter, refer to

Country, page 26.

6 Set the date and time, refer to Date/Time, page 26.

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Paper insertion in the manual input

tray

The manual input tray allows you to use various paper

formats with greater weightings than the one used in the

paper feed cassette.

Only one sheet or envelope can be fed at a time.

See chapter Specifications for the

Important

various formats and types of paper.

1 Spread the manual feed guides to the maximum.

2 Insert a sheet or an envelope in the manual input

tray.

3 Adjust the paper guides against the right and left

edges of the sheet or the envelope.

4 Print making sure that the chosen paper format

corresponds to the selected format on the printer.

Note: When using envelopes

•

Feeding can be done only through the manual feed.

Recommended area should be the area which

excludes 15 mm from the leading edge, 10 mm from

and both the left and right edges, and the rear edge.

•

A few crinkled lines may be given in solid print at the

part of being overlapped.

Envelopes which are not recommended may lead to

improper printing.

Curled envelope after printing should be fixed

manually.

Small crumples on the edge of the wide side of

envelopes. Smearing, or less clear printing may

appear on the reverse side.

•

Set envelope by pressing the folding line of four edges

properly after releasing air inside.

Set envelope in a proper position after aligning in case

it is bent or warped.

Paper conditioning is not allowed. And it should be

used under normal office environment.

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2 Press the

button.

Copy

3 Enter the number of copies that you want and

confirm with the OK button.

Your machine has the function to make one or more

copies.

4 Choose the paper tray AUTOMATIC or MANUAL

with the buttons ꢁor ꢀ, then confirm with the OK

button.

You can also setup several parameters in order to make

copies at your will.

5 Choose with the buttons ꢁor ꢀ the printing

option (see examples below) depending on the

copy mode that you want:

Combined

mode

(document

feeder):

Simple copy

1 Page onto 1,

2 Pages onto 1,

4 Pages onto 1.

In this case, the default parameters are applied.

- Poster mode (flat-bed scanner): 1 Page to 1,

1 Page to 4 or 1 page to 9.

Confirm with the OK button.

1 Place the document to be copied in the automatic

document feeder, face printed on the top.

Place the document to be copied face down on the

glass, respecting the indications around the glass.

COMBINED Copy mode

Output

POSTER Copy mode

Analyzed sheets

Output

Analyzed sheets

2 Press the

button twice. The copy is made

using the default parameters.

1 page to 1

1 page to 4

1 page onto 1

2 pages onto 1

ECO mode copy

The ECO mode enables you to reduce the amount of

toner consumed on the page so as to save your printing

costs.

When the ECO mode is used, the toner consumption is

reduced and the print density becomes lighter.

4 pages onto 1

1 page to 9

1 Place the document to be copied in the automatic

document feeder, printed face on the top.

Place the document to be copied face down on the

glass, respecting the indications around the glass.

6 Adjust the desired zoom level, from 25% TO 400%

with the buttons ꢁ or ꢀ, confirm with the OK

button (only available in 1 Page to 1 copy mode).

2 Press the

button.

7 Adjust the desired origin values with the digital

keyboard buttons ꢁor ꢀthen confirm with the OK

button.

ECO

3 Press the

8 Choose the resolution depending on the printing

quality that you want DRAFT, AUTO, QUALITY

TEXT or PHOTO with the buttons ꢁ or ꢀ, then

confirm with the OK button.

Sophisticated copy

The sophisticated copy allows to do custom setups for the

current copy.

9 Adjust the contrast level with the buttons ꢁ or ꢀ,

then confirm with the OK button.

10 Adjust the desired brightness level with the buttons

You can start copy by pressing

ꢁor ꢀ, then confirm with the OK button.

Note

button at any time in below

steps.

11 Choose the paper type NORMAL, THICK with the

buttons ꢁor ꢀ, then confirm with the OK button.

1 Place the document to be copied in the automatic

document feeder, face printed on the top.

Special setup for the copy

Setups done through this menu become the device

default setups after you confirm.

Place the document to be copied face down on the

glass, respecting the indications around the glass.

After step 1, you can directly enter

the number of copies with the

numerical keypad and press the

OK button to validate. Then refer to

step 4.

When the quality of the printing is not

satisfying, you can proceed to a

calibration with MENU 80.

Important

Note

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Resolution setup

Contrast setup

The RESOLUTION parameter allows you to setup the The CONTRAST parameter allows to choose the

photocopy resolution. photocopy contrast.

ꢀ841 - ADVANCED FCT/COPY/RESOLUTION

ꢀ845 - ADVANCED FCT/COPY/CONTRAST

1 Choose the resolution with the buttons ꢁ or ꢀ

1 Setup the desired level of contrast with the buttons

according to the following table:

ꢁand ꢀ, confirm by pressing the OK button.

2 You can also directly setup the desired contrast

Parameter

DRAFT

Signification

Low resolution.

with the

button, press several times on this

button until the desired setup without using the

Menu 845.

Standard resolution for documents

containing text and graphics.

AUTO

3 Quit this menu by pressing the

button.

Optimal resolution for documents

containing text.

QUALITY

TEXT

Luminosity setup

The LUMINOSITY parameter allows to lighten or darken

your original document.

Optimal resolution for documents

containing photographies.

PHOTO

ꢀ846 - ADVANCED FCT/COPY/LUMINOSITY

2 Confirm your choice by pressing the OK button.

1 Setup the desired brightness with the buttons ꢁ

and ꢀ.

You can also setup the resolution

2 Confirm your choice by pressing the OK button.

Note

by pressing the

button.

3 Quit this menu by pressing the

button.

Zoom setup

Paper type setup

The ZOOM parameter allows you to reduce or enlarge an

area of a document by choosing the origin and the zoom

level to apply to the document, from 25 to 400 %.

ꢀ851 - ADVANCED FCT/SCAN. & PRINT/PAPER

TYPE

1 Select the paper NORMAL or THICK that you use

ꢀ842 - ADVANCED FCT/COPY/ZOOMING

with the buttons ꢁand ꢀ.

2 Confirm your setup by pressing the OK button.

1 Enter the desired zoom level with the

Alpanumerical keyboard or choose among

predefined values with the buttons ꢁand ꢀ.

3 Quit this menu by pressing the

button.

2 Confirm your choice by pressing the OK button.

Paper tray selection

Analysis origin setup

The Automatic selection can have two meanings

depending on the paper format defined on the paper

trays. The following table describes the different cases.

If you want, you can change the origin of the scanner.

By entering new values for X and Y in mm (X < 210 and

Y < 280), you move the analysed area as shown on the

diagram below.

Default tray

Tray used for copy

Selection between the

main tray and the

manual tray.

AUTOMATIC

Same paper

format in the

trays

Analysed area

The manual tray is

used.

MANUAL

AUTOMATIC The main tray is used

Different paper

format in the

trays

The manual tray is

MANUAL

used.

ꢀ844 - ADVANCED FCT/COPY/ORIGIN

1 Select the X and Y coordinates with the buttons

ꢀ852 - ADVANCED FCT/SCAN. & PRINT/TRAY

ꢁor ꢀ.

PAPER

2 Setup the desired coordinates with the digital

keyboard or the buttons ꢁ and ꢀ, confirm your

choice by pressing on the OK button.

1 Select the default paper tray to use, AUTOMATIC

or MANUAL, with the buttons ꢁand ꢀ.

2 Confirm by pressing the OK button.

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3 Quit this menu by pressing the

button.

ꢀ857 - ADVANCED FCT/SCAN. & PRINT/

PAPER FORMAT

Sheet-feed analysis margins setup

1 Select the paper tray for which you want to define

a default paper format with the buttons ꢁand ꢀ.

If you want to, you can offset the lateral margins of the

document to the left or right during the analysis with your

sheet-feed scanner.

2 Confirm by pressing the OK button.

3 Choose the paper format with the buttons ꢁor ꢀ

according to the following table:.

ꢀ853 - ADVANCED FCT/SCAN. & PRINT/

S.F. MARGINS

Paper tray

Available paper format

1 Setup the left / right margins offsets (by 0.5 mm

MAN. TRAY

AUTO. TRAY

SCANNER

A5, A4, Legal and Letter

LTR/LGL and A4

steps) with the buttons ꢁand ꢀ.

2 Confirm by pressing the OK button.

3 Quit this menu by pressing the

button.

4 Confirm by pressing the OK button.

Flat-bed analysis margins setup

5 Quit this menu by pressing the

button.

If you want to, you can offset the lateral margins of the

document to the left or right during the analysis with your

flat-bed scanner.

ꢀ854 - ADVANCED FCT/SCAN. & PRINT/

FLATBED MARG

1 Setup the left / right margins offsets (by 0.5 mm

steps) with the buttons ꢁand ꢀ.

2 Confirm by pressing the OK button.

3 Quit this menu by pressing the

button.

Left and right printing margins setup

If you want to, you can offset the lateral margins of the

document to the left or right during printing.

ꢀ855 - ADVANCED FCT/SCAN. & PRINT/

PRINTER MARG

1 Setup the left / right margins offsets (by 0.5 mm

steps) with the buttons ꢁand ꢀ.

2 Confirm by pressing the OK button.

3 Quit this menu by pressing the

button.

Top and bottom printing margins setup

If you want to, you can offset the lateral margins of the

document towards the top or the bottom during printing.

ꢀ856 - ADVANCED FCT/SCAN. & PRINT/TOP

PRINT.

1 Setup the top / bottom margins offsets (by 0.5 mm

steps) with the buttons ꢁand ꢀ.

2 Confirm by pressing the OK button.

3 Quit this menu by pressing the

button.

Format paper setup

This menu allows you to define the default paper format

of the manual tray and the main tray. You can also setup

the default scanning width.

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Transmission with auto redial

Fax

This function allows you to monitor the dialling operation

during a fax transmission. In this case, the maximum

transmission rate will be 14400 bps.

This chapter describes all the fax processing and

configuration functions.

This function allows for example:

•

to hear if the subscriber’s fax is engaged and if so,

choose the moment when the line is clear to start the

document transmission.

Fax transmission

•

to control the communication progress in case of

uncertain numbers, etc.

Immediate transmission

1 Place the document to be copied in the automatic

document feeder, face printed on the top.

To take the line manually:

1 Place the document in the fax feeder.

Place the document to be copied face down on the

glass, respecting the indications around the glass.

2 Press

3 Enter the subscriber number.

2 Enter the fax number then press

As soon as you hear the remote fax tone, the line is

clear and you can start the transmission.

The icon flashes during the call phase and it

stays lit when both faxes are in communication.

3 At the end of transmission the initial screen is

4 Press

to start the document transmission.

displayed.

If your machine is set in order to print a transmission

report, the reduced copy of the document first page will

not be printed and it notifies you that the communication

is manual.

To change the dialling mode after

entering the fax number, press

OK.

Note

Fax reception

Delayed transmission

Fax reception depends on the parameter settings of your

machine.

The following parameters let you customize the printing of

received faxes :

This function allows you to transmit a document at a later

time.

To program a postponed transmission you need to

identify the subscriber number, transmission time, feeder

type and number of pages.

- Reception Mode, page 28;

- Reception without paper, page 28;

- Number of copies, page 28;

To delay the transmission time of your document :

1 Place the document to be copied in the automatic

document feeder, face printed on the top.

- Fax or PC reception, page 28;

- Received faxes reduction mode, page 28;

- Technical Parameters, page 29.

Place the document to be copied face down on the

glass, respecting the indications around the glass.

The printing is not possible on A5

paper format.

Make sure that the document in the

feeder tray or on the scanner window

Important

is properly located in order to avoid

sending blank or incorrect pages.

The following tables gives which tray is used to print

received fax depending on the default tray and the paper

format in both trays.

2 Select ꢀ31 -FAX / TRANSMISSION.

3 Enter the subscriber number you wish to program

at a different time or choose your dialling mode and

confirm with OK.

Default tray set to Manual :.

4 Next to the current time, enter the new time and

Manual tray

paper format

Main tray

paper format

Action

confirm with OK.

5 Choose B&W SCAN or COULOR SCAN.

The fax is printed on

manual tray.

A4,Letter and A4,Letter and

6 Adjust the contrast and confirm with OK.

Legal

7 Select the feed type, FEEDER or MEMORY and

confirm with OK.

The fax is printed on

manual tray.

A4,Letter and

Legal

8 You may enter the number of pages before

transmission and confirm with OK.

Your document is stored and will be sent at the new

time.

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Saving an access code

Manual tray

paper format

Main tray

paper format

Action

ꢀ383 - FAX / FAX ANSW. / ANSWER CODE

An error message is

displayed on the screen.

The paper on manual

tray is incompatible.

1 Enter the code (4 digits) and confirm with OK.

A4,Letter and

Legal

Activating / Deactivating the answering

device

An error message is

displayed on the screen.

The paper on manual

tray is incompatible.

ꢀ382 - FAX / FAX ANSW. / ACTIVATION

1 If you saved an access code for your fax answering

device, enter it and validate with OK.

Default tray set to Automatic :.

2 Select the required option WITH or WITHOUT

answering device and confirm you choice with OK.

Manual tray

paper format

Main tray

paper format

Action

Printing fax messages stored in the memory

The fax is printed with

an automatic selection

of tray.

A4,Letter and A4,Letter and

The printing is not possible on A5

paper format.

Legal

Important

An error message is

displayed on the screen.

The paper on automatic

tray is incompatible.

ꢀ381 - FAX / FAX ANSW. / PRINT

A4,Letter and

Legal

1 If you have defined an access code for your fax

answering device, enter it and press OK.

Documents received and stored in the memory are

printed.

The fax is printed on the

main tray.

A4,Letter and

Legal

An error message is

displayed on the screen.

The paper on automatic

tray is incompatible.

Fax rerouting (Forwarding)

This function is used to reroute faxes received to a

contact of directory. To use this function, you have to

perform two operations:

1 Activate rerouting.

Fax answering device

2 Set the rerouting address of the fax.

The Fax answering device allows you to keep confidential

documents in storage and to avoid printing them as you

receive them.

Activating rerouting

The "Fax Messages" indicator light lets you know the

state of your Fax answering device:

Make sure that the subscriber exists in the

directory (Directory, page 32 ).

•

Light on: the answering device is on.

Blinking: your fax has documents in storage or is in the

process of receiving faxes.

ꢀ391 - FAX / REROUTING / ACTIVATION

•

Light off: memory full, the terminal cannot receive any

Directory

Your multifunction machine lets you create a directory by

memorising subscriber records and subscriber lists. Your

machine can store up to 250 speed dials, which includes

32 Group dials and 20 one-touch dials.

To create group dial:

ꢀ12 - DIRECTORY / NEW GROUP

1 Press on ꢀ, enter 12 with the alphanumerical

keypad.

2 Enter the GROUP NAME with the alphanumerical

keypad (20 characters maximum), confirm

with OK.

For all 250 Speed dials or group dials you may create,

consult, modify or delete contents. You can also print the

directory.

3 CALLED NUMBER: use ꢀor ꢁto select from

existing records the contacts of your group dial or

directly press the One-Touch button associated to

the contact and confirm with OK. Repeat this

operation for each subscriber you want to add to

your group dial.

Furthermore, your machine lets you create and manage

your phone directory from your PC Kit. For more

information on this feature, refer to chapter PC Features.

4 Enter the GROUP NUMBER assigned to your

group dial with the alphanumerical keypad or

accept the displayed number, and confirm with OK.

Creating Speed dial

To create Speed dial:

5 Select W.ONE-TOUCH if you want to assign a

One-Touch button to your group dial as a shortcut.

The first available One-Touch button appears, use

ꢀor ꢁto choose another One-Touch button.

Confirm with OK.

ꢀ11 - DIRECTORY / NEW CONTACT

1 Press on ꢀ, enter 11 with the alphanumerical

keypad.

2 Enter the NAME of your contact with the

alphanumerical keypad (20 characters maximum),

confirm with OK. To enter the characters, refer to

section Entering Characters Using the

Alpanumerical keypad , page 13.

In the directory, the letter G placed

next to a name identifies a

subscribers group.

Important

3 Enter the TEL number of your contact with the

alphanumerical keypad (30 digits maximum),

confirm with OK.

Modifying a record

To modify a speed or group dial:

4 Choose the RECORD NO (SPEED DIAL No) from

your directory with the alphanumerical keypad or

accept the displayed number, and confirm with OK.

ꢀ13 - DIRECTORY / MODIFY

1 Press on ꢀ, enter 13 with the alphanumerical

5 Select W.ONE-TOUCH if you want to assign a

One-Touch button to your speed dial as a shortcut.

The first available One-Touch button appears, use

ꢀor ꢁto choose another One-Touch button.

Confirm with OK.

keypad.

2 With ꢀor ꢁ, browse the directory and select the

speed or group dial you want to modify by

pressing OK.

3 With ꢀor ꢁ, browse the entries of the selected

speed or group dial. Press on OK when the entry

you want to modify appears on screen.

6 Select the appropriate transmission RATE to send

faxes among the values 2400, 4800, 7200, 9600,

12000, 14400 and 33600 using ꢀor ꢁ. Confirm

with OK.

4 The cursor appears at the end of the line. Press

on C to delete characters.

The maximum speed can be used if the telephone

line is of good quality, meaning appropriate,

without echo.

5 Enter the new entry and confirm with OK.

6 Repeat the operations for each line you want to

modify.

If your multifunction machine is Deleting a record

connected to a PABX, you may

insert a pause for dial tone after the

outgoing local prefix dialling. To do

so ,"/" should be set after the local

prefix by pressing "0" for few

seconds.

To delete a speed or group dial:

Important

ꢀ14 - DIRECTORY / CANCEL

1 Press on ꢀ, enter 14 with the alphanumerical

keypad.

2 With ꢀor ꢁ, browse the directory and select the

speed or group dial you want to delete by

pressing OK.

3 Press on OK to confirm the deletion.

4 Repeat the operations for each speed or group dial

you want to delete.

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Printing the directory

The printing is not possible on A5

paper format.

Important

To print the directory:

ꢀ15 - DIRECTORY / PRINT

1 Press on ꢀ, enter 15 with the alphanumerical

keypad.

The printing of the directory starts, alphabetically ordering

directory entries in the following three categories:

•

Directory (speed and groups dial list),

Group dial list,

One-Touch dial list.

Saving/Restoring the directory (Smart

card option)

ꢀ16 - DIRECTORY / SAVE/LOAD

This function enables you to save the contents of your

directory on a Smart card and restore them on your

machine.

This function is only available to

Important

service technician with Smart card.

To save the contents of your directory on your Smart

card:

1 Press on ꢀ, enter 16 with the alphanumerical

keypad.

2 Select SAVE to save directory entries on the Smart

card.

3 Insert your Smart card.

To restore the contents of your directory from your Smart

card:

1 Press on ꢀ, enter 16 with the alphanumerical

keypad.

2 Select LOAD to restore directory entries from your

Smart card.

3 Confirm with OK.

4 Insert your Smart card.

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the date of the files last save,

the files size in Kbytes.

USB memory key

You can connect a USB memory Key on the front side of

your machine. The files stored in TXT, TIFF and JPEG

formats will be analysed and you will be able to use the

following actions:

Print the files located in the key

To print the files located in the key:

ꢀ01 - MEDIA / PRINT DOC. / FILE

- print the stored files contained in your USB memory

key ,

- delete the files contained in your USB memory key,

- run an analysis on the contents of the inserted USB

memory key,

1 Insert the USB memory key on the front side of the

machine respecting the way of insertion.

2 ANALYSIS MEDIA appears on the screen.

3 Select PRINT DOC. with the ꢀor ꢁbuttons and

- digitalise a document on your USB memory key,

- fax archiving (see section Rerouting fax messages to

a USB memory key , page 24).

confirm with OK.

4 Select FILE with the ꢀor ꢁbuttons and confirm

with OK.

5 You have three possibilities to print your files:

Use of the USB memory key

ALL, to print all the files located in the USB

memory key.

Select ALL with the ꢀor ꢁbuttons and

confirm with OK. The printing is started

automatically.

SERIES, to print several files located in the USB

memory key.

Select SERIES with the ꢀor ꢁbuttons and

confirm with OK.

FIRST FILE and the first indexed file appears

on the screen, select with the ꢀor ꢁbuttons

the file to print and confirm with OK. A star (Ä)

appears on the left side of the file.

LAST FILE appears on the screen, select with

the ꢀor ꢁbuttons the other files to print and

confirm with OK.

Press the

button.

Print your documents

COPIES NUMBER appears on the screen,

enter the desired number of copies with the

digital keypad and confirm with OK to start

printing.

The printing is not possible on A5

paper format.

Important

SELECTION, to print only one file located in the

USB memory key.

You can print the stored files or a list of the files located in

the USB memory key.

Select with the ꢀor ꢁbuttons the file to print

and confirm with OK. COPIES NUMBER

appears on the screen, enter the desired

number of copies with the digital keypad and

confirm with OK to start printing.

Print the list of files located in the key

To print the list of files located in the key:

ꢀ01 - MEDIA / PRINT DOC. / LIST

6 Quit this menu by pressing the

button.

1 Insert the USB memory key on the front side of the

machine respecting the way of insertion.

2 ANALYSIS MEDIA appears on the screen.

Delete your files located in the key

3 Select PRINT DOC. with the ꢀor ꢁbuttons and

You can delete files located in your USB memory key.

confirm with OK.

4 Select LIST with the ꢀor ꢁbuttons and confirm

ꢀ06 - MEDIA / DELETE / MANUAL

with OK.

5 The list is shown in a table with the following

1 Insert your USB memory key on the front side of

information:

your machine respecting the way of insertion.

the analyzed files are indexed in an incremental

1 by 1 order,

2 ANALYSIS MEDIA appears on the screen.

3 Select DELETE with the ꢀor ꢁbuttons and

the files name with their extension,

confirm with OK.

4 Select MANUAL with the ꢀor ꢁbuttons and

1. It may be possible that some TIFF files of your USB

memory key cannot be printed due to data format limitation.

confirm with OK.

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5 You have three possibilities to delete your files:

1 Place the document to be copied face down on the

glass.

ALL, to delete all the files located in the USB

memory key.

Select ALL with the ꢀor ꢁbuttons and

confirm with OK.

2 Insert the USB memory key in the USB connector

of your multifunction device.

The USB memory key analysis is started.

When the analysis is finished, the MEDIA menu is

displayed.

You come back to the previous menu.

SERIES, to delete several files located in the

USB memory key.

3 Select SCAN TO with the ꢁor ꢀbuttons then

Select SERIES with the ꢀor ꢁbuttons and

confirm with OK.

confirm with the OK button.

FIRST FILE and the first indexed file appears

on the screen, select with the ꢀor ꢁbuttons

the file to delete and confirm with OK. A star (Ä)

appears on the left of the file.

You can also access this function in

two other ways:

•

by pressing the

button of

LAST FILE appears on the screen, select with

the ꢀor ꢁbuttons the other files to delete and

confirm with OK.

the machine deck then by

selecting SCAN-TO-MEDIA.

Important

•

By pressing the ꢀbutton from

the screen saver then by typing

03 on the digital keyboard.

Press the

button.

You come back to the previous menu

4 Choose the ^COLOURbetween BLACK&WHITE and

COLOUR with the ꢁor ꢀbuttons and the button

OK.

SELECTION, to delete only one file located in

the USB memory key.

Select with the ꢀor ꢁbuttons the file to delete

and confirm with OK.

5 With the alphanumeric keyboard, give a name to

the scan file (up to 20 characters) and confirm with

OK.

Press the

button.

6 Choose the scan format between IMAGE and PDF,

and confirm to start the scan and the recording of

the document.

You come back to the previous menu.

6 Quit this menu by pressing the

button.

IMAGE allows to have the same kind of file as a

photo. PDF is a format for the digital documents

creation.

Analyse the USB memory key content

After a period of inactivity, your machine will return to the

main menu. To view the USB memory key again please

proceed as follows:

The beginning button

immediately starts the scan

and sends a file to the support with the parameters

defined in the analysis format.

ꢀ07 - MEDIA / ANALYSE MEDIA

1 Press on ꢀ, enter 07 with the keyboard.

With the IMAGE format, if you have selected

BLACK&WHITE the picture will be saved in TIFF format,

if you have selected COLOUR the picture will be saved in

JPEG format.

2 The USB memory key analysis is started.

3 You can print or delete the detected files located in

your USB memory key. Refer to the previous

chapters.

Save a document on a USB memory key

Activate/deactivate file automatic

deletion on a USB memory key

This function allows you to digitise and save a document

directly in the folder SCAN on a USB memory key. The

folder SCAN is created by the application.

This option, when activated, deletes automatically the

oldest files in the folder SCAN on the USB memory key,

in order to save a new digitalised document when the disk

space is insufficient.

Before digitalising a document, make

sure that your USB memory key has

sufficient disk space. If not, you can:

•

delete manually the files, see

section Delete your files

located in the key, page 34,

This option is ineffective when the

SCAN folder is empty and the USB

memory key is full. You must then

delete manually the files in order to

free up disk space, see section

Delete your files located in the

key, page 34.

Important

Warning

•

activate the option that deletes

automatically the oldest files

located in the SCAN folder, see

section Activate/deactivate file

automatic deletion on a USB

memory key , page 35.

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To activate this option, proceed as follows :

ꢀ0621 - MEDIA / DELETE / AUTOMATIC/

SCAN MODE

1 Select WITH with the ꢁor ꢀbuttons then confirm

with the OK button.

To deactivate this option, proceed as follows :

ꢀ0621 - MEDIA / DELETE / AUTOMATIC/

SCAN MODE

1 Select WITHOUT with the ꢁor ꢀbuttons then

confirm with the OK button.

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This screen allows you to install and uninstall the

software, access the product's user guides or

browse the CD-ROM contents.

PC Features

4 Place your cursor on INSTALL PRODUCTS and

confirm with left-click of the mouse.

Introduction

5 The INSTALL PRODUCTS screen appears.

Place your cursor on ALL PRODUCTS and confirm by

left-click with the mouse.

The Companion Suite Pro software allows the connection

of a personal computer with a compatible multifunction

machine.

The ALL PRODUCTS installation

copies on your hard disk the

software required for the good

execution of the Companion Suite

Pro kit, which is:

- Companion Suite Pro (machine

management software, printer

drivers, scanner, ...),

From the PC, you can:

manage the multifunction machine, allowing you to

set it up according to your needs,

print your documents on the multifunction machine

from your usual applications,

scan colour, grey scale or black and white

documents and edit them on your PC, or process

them into text using the character recognition

software (OCR),

- PaperPort.

Important

If you already installed a part of the

software available in the CD-ROM,

then use the CUSTOM installation,

select the software that you want to

install on your hard drive and

confirm your choice.

Configuration requirements

The minimum configuration requirements for your

personal computer are:

This Product doesn't have the

network and WiFi printer function.

Supported operation systems:

Windows 98SE,

Windows Millennium,

The multifunction machine components only appear

if your Windows Installer version is older than 2.0.

Windows 2000 with at least Service Pack 3,

Windows XP (Home and Pro).

The installation resumes, a progress bar appears.

Processor:

500 MHz for Windows 98SE,

800 MHz for Windows Me or 2000,

1 GHz for Windows XP (Home and Pro),

CD-ROM drive,

a free USB port,

You can stop the program's installation by clicking on the

STOP THE INSTALL button.

600 Mbytes of available disk space for the

installation.

After search and analysis of the PC components and the

multifunction machine's components, you need to restart

your PC for the modifications to take effect.

Click on the OK button.

RAM memory:

128 Mbytes minimum for Windows 98SE, Me, and

2000,

192 Mbytes minimum for Windows XP (Home and

Pro).

Installation

Install the software on your PC

Turn your PC on. Open an ADMINISTRATOR session if

working in Windows 2000 and XP environments.

1 Open the CD-ROM drive, insert the installation CD-

ROM and close the drive.

2 An installation procedure is automatically run (Auto

run).

3 A screen titled COMPANION SUITE PRO LL appears.

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6 After restart, the InstallShield Wizard screen shows

the progress of the assistant preparation.

You can stop the procedure at any time by clicking

on the CANCEL button.

12 The final installation is ready to be executed.

13 Click on the INSTALL button.

14 A screen informs you of the installation progress.

7 When the assistant finishes, the welcome screen

appears.

15 The Companion Suite Pro software is installed on

your PC.

8 Click on the NEXT button to launch the installation

of the COMPANION SUITE PRO kit on your PC.

9 Before the files are copied on your hard drive, you

need to accept the proposed license agreement,

use the scroll bar to read the agreement entirely.

16 Click on the CONTINUE button to copy the utilities

and PaperPort SE software that come along with

the kit.

17 At the end of the installation, you need to restart

your PC to update the system files.

10 Click on the YES button.

11 Click on the NEXT button.

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18 Select your choice and click on the FINISH button.

5 Select the location where the system has to look for

the driver. Only the CD-ROM DRIVES checkbox has

to be selected if Windows asks you where to look

for the drivers. Click on the NEXT button. The

search takes a few moments.

19 Your "Companion Suite Pro" kit is successfully

installed on your PC.

You can start the multifunction machine's management

6 A window informs you that the driver has been

software from the menu

START

> PROGRAMS

located. Click on the NEXT button.

> COMPANION SUITE > COMPANION SUITE PRO LL

> MF DIRECTOR or by clicking on the icon MF DIRECTOR

located on your desktop.

7 A screen informs you that the software has been

installed. Click on the FINISH button.

8 If the ADD HARDWARE assistant window appears on

more time, go back step 3 and follow the

instructions. All in all, you will have to follow step 3

through 7 three times. .

Connections

Make sure that your multifunction machine is powered off.

USB Connection

You can now use the multifunction machine to print your

The connection between the PC and the machine documents.

requires a USB 2.0 shielded cable no more than 3 meters

long.

Uninstall the software from your PC

It is recommended to install the

Companion Suite Pro software

first and then to connect the USB

cable to your machine.

Run the programs removal from the menu START

> PROGRAMS > COMPANION SUITE > COMPANION SUITE

PRO LL > UNINSTALL.

1 A preparation screen appears.

If you connect the USB cable before

installing the Companion Suite Pro

software the recognition system

(plug and play) identifies

Important

automatically that new hardware has

been added. To start your machine

drivers installation, follow the

instructions on screen. If a window

asking about the location of the

drivers pops up, then indicate the

installation CD-ROM. When you use

this procedure, only printing function

is activated.

2 Click on the REMOVE button and confirm your

1 Locate your USB cable connectors and connect as

choice by clicking on the NEXT button.

shown below on the picture.

3 A confirmation screen appears. Click on OK button

to continue the COMPANION SUITE PRO LL program

removal.

2 Power on your multifunction machine.

The ADD HARDWARE assistant window appears.

3 Click on the NEXT button to finish the installation.

4 Select FIND THE APPROPRIATE DRIVER FOR MY

HARDWARE (RECOMMENDED). Click on the NEXT

button.

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4 A preparation screen appears. You can cancel the

MF Director

removal by clicking on CANCEL.

This graphical Interface allows you to run the utilities and

the software to manage your multifunction machine.

Graphical presentation

Run the application by clicking on the MF Director icon

located on your desktop or from the menu START

> PROGRAMS > COMPANION SUITE > COMPANION SUITE

PRO LL > MF DIRECTOR.

5 You need to restart your system at the end of the

procedure. Close all open programs, select YES,

I WANT TO RESTART MY COMPUTER NOW and click on

the FINISH button.

By default, MF DIRECTOR is displayed with dark blue

rounded shape. You can modify its shape and colour by

right-clicking with the mouse.

Utilities and applications activation

The COMPANION SUITE PRO graphical interface allows you

to run the following utilities and software:

get HELP from the current documentation,

run the PaperPort software (Doc Manager).

Multifunction Terminal's Supervision

The software that you have installed contains two

multifunction machine management applications,

MF DIRECTOR and MF MONITOR, which allow you to:

check whether the multifunction machine is

connected to your PC,

monitor the multifunction machine activities,

monitor the status of the multifunction machine

consumables from the PC,

quickly access the graphic editor applications, OCR

etc.

To run a software or utility contained in the COMPANION

SUITE PRO kit, place the cursor on it and double-click with

the mouse.

To manage the multifunction machine, run the MF

Director application by clicking on the icon located on your

desktop or from the menu START > PROGRAMS

> COMPANION SUITE > COMPANION SUITE PRO LL > MF

DIRECTOR.

Checking the connection between the PC

and the multifunction machine

To check if the connection between the devices is good,

run the MF MONITOR software from the icon located on the

desktop and check that the same information is displayed

on the multifunction machine (for instance the date).

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MF Monitor

The function SCAN TO can only be

used if the application is running. If

this is not the case, activate it.

Note

Graphical presentation

Run the application by clicking on the MF Monitor icon

located on your desktop or from the menu START

> PROGRAMS > COMPANION SUITE > COMPANION SUITE

PRO LL > MF MONITOR.

1 Select the Scan To tab.

2 Select one of the possible choices:

- colour,

- grayscale,

- black and white.

3 Select the scanner resolution (72 dpi to 4800 dpi).

4 Confirm your choices by clicking on the OK button.

From this screen you can monitor the information or

configure your multifunction machine from the tabs:

COMPANION: Presents the multifunction machine

screen.

CONSUMABLES: Displays the consumables status.

SCAN TO: Scan Mode and Resolution parameters

setup, these parameters will be taken into account

Companion Suite Pro LL

functionalities

when clicking on the

button from the machine.

Document analysis

Display the consumable status

The document analysis can be carried out in two ways:

The following information will be available from the

Consumables tab:

•

either by the SCAN TO function (application accessible

- current consumables status,

- number of printed pages,

- number of scanned pages.

from the MF Director window or from the

from the machine),

button

•

or directly from a TWAIN standard compatible

application.

Analysis with Scan To

Run the application by clicking on the MF Director icon

located on your desktop or from the menu START

> PROGRAMS > COMPANION SUITE > COMPANION SUITE

PRO LL > MF DIRECTOR.

Scan To

The setup of this tab, becomes the default setup for the

scanner.

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1 Left-click with the mouse on the SCAN TO graphical

Printing

image or click the

button from your machine.

You can print your documents via the USB connection .

2 You can follow the ongoing digitisation on a screen.

During the installation of the software, the LASER PRO LL

printer driver will be installed automatically onto your pc.

This will allow you to print your documents on the

machine via the USB connection.

Printing with the multifunction machine

3 At the end of the digitisation, the scanned picture

To print a document with the machine from your PC is like

printing a document in Windows (use the PRINT command

from the FILE menu of the currently open application on

the screen). Select the LASER PRO LL printer to print via

the USB connection.

appears in the PaperPort window.

The LASER PRO LL printer becomes

the default printer when the

Companion Suite Pro software is

Important

installed.

Address book

The address book enables you to store the numbers of

the contacts you call the most frequently. The purpose of

this function is to facilitate dialling your contact’s number

when you want to send fax. If you want, you can print the

list of numbers stored in the Directory.

If the PaperPort software is not

installed on your hard drive, the

scanned picture will appear on your

desktop in TIFF format.

Important

You also have the possibility of creating groups of

contacts from the Address book. Like this, you can group

together all contacts from, for example, a given company

or the same service, etc, to which you frequently send

common documents.

Analysis from a TWAIN compatible software

1 Run the picture editor application and then run the

acquisition command.

The document analysis window appears.

2 Setup the parameters (contrast, resolution, ...)

before starting the digitisation.

The software can also manage the

address books of the operating

system of the messaging software

3 Once the document is digitised, you can archive it

or edit it.

installed on the PC. The method of

use of these address books is not

Important

Character recognition software (OCR)

detailed in this manual. Check with

the online documentation of the

software for more details.

The character recognition function allows to create a

usable data file for desktop applications from a hardcopy

document or from a picture.

Add a contact to the terminal address book

The character recognition only works for printed

characters, such as printer outputs or typed text.

Nevertheless you can request for a handwritten text block

to be kept intact (a signature for instance) by outlining it.

1 Click on the link ADDRESS BOOK of the window MF

DIRECTOR.

The address book is displayed on the screen.

Given your machine environment and the character

recognition from your machine, the OCR is done with a

Drag&drop of a document from the PaperPort to the

Notepad icon.

For more details about the usage of

this software, check the on-line help

of the product.

Important

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Select the terminal address book.

3 Click on NEW and select CONTACT in the displayed

menu.

The input window for the contact data is displayed..

Select a contact or a group in the zone ADDRESS BOOK,

click on (to add a contact to the group you can also

double click on it).

Enter the contact name as well as the fax number, the fax

transmission rate with this person and the associated

quick dial button. Click on OK.

Click on OK.

The new contact is added to the list.

2nd case: adding new contacts.

Click on NEW then add the personal data of the new

contact, as in the procedure for adding a contact.

Add a group to the terminal address book

As soon as the group is complete, click on OK.

Click the link ADDRESS BOOK of the window MF

DIRECTOR.

The new group is added to the list.

Manage the address book

When you are working in the directory, you can perform different

operations:

print a list of contacts in your address book,

delete a contact or a group in your address book,

search for a contact or a group of contacts in the

address book using the first letters of the name,

check the datasheet of a contact or a group in order

to modify it.

Select the terminal address book.

3 Click NEW and select GROUP in the displayed

Modify the information related to a contact

menu.

Select the contact whose data you want to modify, using

the mouse.

Click on PROPERTIES.

Make the necessary changes in the window ADDRESS

BOOK.

Click on OK.

Modify a group

1 Select the group in the address book list.

2 Cllick on PROPERTIES.

3 Make the necessary changes.

4 Click on OK.

Enter the name of the group. The group may consist of

contacts from the address book or new contacts.

Delete a contact or a group from the address

book

Select the name of the contact or the name of the group

you want to delete, using the mouse.

1st case: group members are from the address book.

Click SELECT THE MEMBERS.

2 Click on DELETE.

The selection window is displayed.

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Presentation of the Fax window

When a contact is deleted from the

directory, it is automatically deleted

from any group in which it may be

included.

Important

Print the address book

1 Click on PRINT.

The list of the address book is printed on the terminal (if

no contact is selected).

Import or export a directory

Import a directory

Importing a directory makes it possible to exchange

address book entries between two devices without having

to enter contacts one by one manually. Directories can be

imported from files in XML, EAB and CSV formats. XML

files are automatically generated during export.

Item

Action

Create a new fax to send.

Whole address book will be

replaced by the new directory

imported.

Note

Delete a fax using one of the fax manager

directories. Except for directories SENT LOG and

RECEPTION LOG for which the effect of this

command is to delete the entire log

Select IMPORT in the menu FILE of the window

ADDRESS BOOK.

Select the file to import, click on OPEN.

Print a fax from one of the Fax manager

directories.

Save your address book

This operation lets you save your address book to a file in XML

format.

Display a fax with the Viewer.

Access to the address book.

Select EXPORT in the menu FILE of the window

ADDRESS BOOK.

Enter the name of the file and select the destination

directory, then click on SAVE.

Stop sending a fax (only enabled for the

outbox).

Display all faxes in the selected directory in the

Fax manager.

Fax communications

The fax communication enables you to:

Fax preview.

send documents as faxes from one of the scanners

of your terminal, from the hard disk or from the

screen of your PC,

Fax manager directories.

to receive fax documents,

Send a fax

to monitor communications through various services:

the inbox, the outbox, the sent items, the outbox log

and the inbox log.

Send a fax from the hard disk or the terminal

Parameters are available to modify the way your terminal

works with regard to fax communications. You can modify

these parameters to adapt the fax communications to

your requirements. For this procedure, refer to paragraph

Fax parameters.

1 Click the icon

of the window MF DIRECTOR.

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2 Click NEW then click FAX.

1 From your desktop software, select FILE > PRINT.

Select the printer COMPANION SUITE PRO LL FAX and

click OK.

The fax oubox window is displayed.

3 Select SCANNER if your document is in paper format or

MEMORY if the document is a computer file located on

your hard disk (this file must be in TIFF or FAX format).

To send your fax to a contact, enter his number in the

field RECIPIENTS and click on or select a contact (or

group) from one of the directories in the field ADDRESS

BOOK and click on the button

Repeat this operation as many times as necessary (use

the button

contacts).

to delete a contact from the list of

If necessary, adjust the advanced options (send later and

resolution) in the tab ADVANCED OPTIONS.

To send your fax to a contact, enter his number in the

field RECIPIENTS and click the button

contact (or a group) from one of the directories in the field

ADDRESS BOOK and click the button

or select a

Repeat this operation as many times as necessary (use

the button Erase to delete a contact from the list of

contacts).

If necessary, adjust the advanced options (send later and

resolution) in the tab ADVANCED OPTIONS.

To add a cover sheet, select the tab COVER PAGE then

click the box WITH THE COVER PAGE. Select the cover

sheet you want to add from the pop-down menu, or

create a new one. For more information, refer to

paragraph Cover sheet.

To add a cover sheet, select the tab COVER PAGE then

click the box WITH THE COVER PAGE. Select the cover

sheet you want to add from the pop-down menu, or

create a new one. For more information, refer to

paragraph Cover sheet.

Click OK to send your fax to all contacts in your list of

contacts.

Your send request can then be checked, if necessary, in

the outbox.

Click OK to send your fax to all contacts in your list of

contacts.

Receive a fax

The window MF Manager and MF Director show, using

Your send request can then be checked, if necessary, in the

outbox.

different messages, the reception of a fax. The icon

displayed at the bottom of the window MF Manager and

the icon appears in the task bar..

Send a fax from application

You can automatically print faxes on reception. To do this,

you have to define this parameter, refer to paragraph Fax

parameters.

This method is used to directly send a document you have

created using a desktop software without printing it beforehand.

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The outbox log

Follow-up of fax communications

The outbox log is used to keep a history of all fax

communications (successful or rejected) that your

Terminal processes. The log is printed automatically as

soon as an A4 page is filled.

Follow-up of fax communications is by means of:

an outbox,

an inbox,

a sent item memory,

an outbox log,

an inbox log.

The button DELETE deletes the entire

log, and not simply the selected

message(s).

Important

These services enable you to always know exactly what

communications are taking place on the terminal, whether

sending or receiving.

The information held in the log is:

the recipient of the fax,

The outbox and inbox logs are automatically printed when

their contents fill an A4 page. After automatic printout, the

terminal creates a new log.

the date the fax was sent,

the status (sent, rejected ...).

The inbox log

The outbox

The inbox log is used to keep a history of all faxes

received by your Terminal. The log is printed

automatically as soon as an A4 page is filled.

In the fax outbox, there are the following:

the requests being sent,

the send later requests,

the requests for which one or more send attempts

have already been made, and which will soon be

redialed,

The button DELETE deletes the

entire log, and not simply the

selected message(s).

Important

the rejected requests (calls not put through).

The information held in the inbox log is:

the sender of the fax,

the date and reception of the fax,

the status.

Fax parameters

Access to fax parameters

1 Click on the icon

of the window MF DIRECTOR.

2 Select TOOLS > OPTION > FAX.

Make the adjustments require, referring to the

description of parameters below and click OK.

Description of the tab LOG AND REPORT

The requests are classed in the order in which they are

executed.

The rejected requests are filed at the end of the list so that

they are more accessible if you want to work with them

(request a new send) or delete them.

The send memory (items sent)

The sent memory is used to keep all faxes you have sent.

The information in the send memory is:

the recipient of the fax,

the date the fax was created,

the date the fax was sent,

the size of the fax.

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Field

Description

Field

Description

Number of attempts the Terminal

must make if send fails.

Number of attempts

Automatic printing of a

received document

The fax is automatically printed

when received.

Interval between

attempts

Duration between two send

attempts.

Printing of a inbox

report

A report is printed out for each fax

received.

The log is automatically printed

when it fills an A4 page.

Printing of inbox log

Cover sheet

The cover sheet is part of a fax document automatically

generated by your terminal, on which there is information

concerning the sender, the recipient, the date, the time

sent, comments, etc...

Automatic printing of a The fax is automatically printed

sent document

when it is sent.

Printing of an outbox

report

An outbox report is printed after

each fax is sent

This page may be sent alone or in front of a fax document,

but always at the same time as the document. A

document may be sent with a cover sheet from the

multifunction terminal or from the central processing unit.

In the latter case, some of the information in the cover

sheet may be provided by yourself when making the send

request. It is necessary to create model cover sheets

before sending a document using them. On the other

hand, once the cover sheet is created, a model cover

sheet may be used for all documents sent.

Printing of the outbox

log

The log is automatically printed

when it fills an A4 page.

Description of the tab FAX PARAMETERS

Your terminal offers the possibility of creating and

customizing some model cover sheets which you can

choose when sending a fax.

Creating a cover sheet

It is necessary to create a model

cover sheet before sending a fax

with it.

Important

1 From the tab COVER PAGE, click on the button NEW.

Field

Description

2 Select the model cover sheet you have created

using the menu FILE.

Transmission speed

Fax default transmission speed.

Number of the line where your

terminal is connected.

A window with the model cover sheet you have

created is displayed:

Line number

Dialling prefix

This dialling prefix shall be

automatically inserted in front of the

number before sending on this line.

Must be parametered according to

the type of switchboard your

terminal is connected to.

Type of dialling

Header

Displays a Communication

Identification Line (LIC) on the

documents you send or on the

documents you receive.

Corrects communication errors due

to line disturbance. This option

ensures that received documents

are integral. On the other hand,

communication times may be longer

if the line is bad.

ECM

3 Click on the icon

to display the available fields.

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Field

Description

Either the name of the page

selected by default or the page you

have selected to use.

Name of the cover

sheet

You can enter information

concerning the sender.

Sender

You can enter information

concerning the recipient.

If you want these fields to be

automatically filled in for recipients

already listed in the directory (as

Destination: Name,

Company, Department favorites, group or distribution list),

type "Auto" in the desired fields.

When sending a fax, the cover sheet

fields are updated if the recipient is

listed in the directory.

This is an editing window with all the

basic functions of a text editor so

that you can enter a text which will

Comments

be sent in the cover sheet.

The preview enables you to see the

Preview of the model

cover sheet you are going to send.

To add a field, proceed as follows:

- Select the field you want to insert by clicking the field

palette. A stamp replaces the cursor of your mouse.

- Click the location where you want to put the field on the

model.

Creating a cover page template

Creating a cover page creates a template which fields (fax

number, comment, subject, etc.) will be automatically

filled by the Fax Application depending on the information

provided for each recipient of a document.

To create this cover page template, there are two major

steps:

- You can move or enlarge the field as you like.

Adjust the size of your field so that

Important

the text is readable.

•

First step : Create a background image with the logos

and the layout that you wish.

As soon as fields are inserted, save the cover sheet.

•

Second step : Add the field that you want to be

displayed in the cover page: fax number, comment,

subject, etc. As mentioned before, these fields will be

filled by Fax application at emission time.

This cover sheet can be selected in the tab COVER PAGE of the

fax send window.

Description of the tab COVER PAGE

For the first step, there are two methods to create the

background image.

You can either

•

Option (A): Draw this background image in your

preferred application (such as Word, Excel,...),

Option (B): Scan a sheet of paper containing the

layout of the cover page.

•

Details about Option A and B:

•

Option (A): Open the application that you want to use

to edit the background (Word, Wordpad...). Draw the

background image then print this document in the

printer named "Companion Suite Fax". At that point

the MFSendFax dialog is displayed:

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Add any recipient to the recipient list, click on the tab ADVANCED

OPTIONS, select resolution NORMAL as shown below:

Add any recipient to the recipient list, click on the tab

ADVANCED OPTIONS, select resolution NORMAL as shown

below:

Finally click on the button SAVE AS DRAFT in the lower right

corner (this is the button with the floppy disk icon). The

background image is created in the directory C:\Program

Files\Companion Suite Pro LL\Documents\FAX\Temporary and

has the file extension .fax.

Whether you choose Option A or B, you end up with a

background image with extension .fax, which is located in

C:\Program

LL\Documents\FAX\Temporary.

You can now proceed to the second step right below.

Files\Companion

Suite

Pro

For the second step:

Now that the background image is created in directory in

C:\Program Files\Companion Suite Pro

LL\Documents\FAX\Temporary, you can add the fields on top of

the background image.

Please follow the procedure below:

Finally click on the button SAVE AS DRAFT in the lower right

corner (this is the button with the floppy disk icon). The

background image is created in the directory C:\Program

Files\Companion Suite Pro LL\Documents\FAX\Temporary and

has the file extension .fax

(a) Launch MFMANAGER, select NEW FAX, click on the tab

COVER PAGE, and check the check box named WITH THE

COVER PAGE.

(b) Click on the button NEW, this displays a new window with the

title CREATION OF THE COVER PAGE.

*.fax and browse to the directory C:\Program Files\Companion

Suite Pro LL\Documents\FAX\Temporary that contains the

•

Option (B): Launch MFMANAGER, select NEW FAX,

select the scanner source as shown below :

background image that you have created in the First step

(d) Click on the button FIELDS in the toolbar, a window pops up

allowing you to add the fields on top of the background

image.

(e) Click on the button SAVE to save the Cover Page template

and exit this window.

(f) The window NEW FAX is displayed, you can now choose the

Cover Page template that you want to use. When you double

click the preview image in the lower right corner, another

window pops up giving you a preview of the cover page with

the fields filled with the recipient's information.

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Your machine comes with a current consumable

management system. It tells you if your toner cartridge is

close to its end of cycle. The following message will

appear on your machine screen.

Maintenance

Service

TONER NEAR

END

General information

To quit this screen, press OK.

To replace the toner cartridge, proceed as shown below.

When the following message is displayed on the screen:

For your safety, it is imperative to

refer to the safety information

presented in chapter Security ,

CAUTION

TONER EMPTY

REPLACE <OK>

page 1.

1 Press OK.

To ensure that your machine is kept in the best

conditions, it is recommended that you periodically clean

the inner parts.

OPEN FRONT COVER

REPLACE TONER

2 Stand in front of the device.

Please respect the following rules while using this

machine:

3 Push on the left and right sides of the cover and pull

- Do not leave the scanner cover open.

- Do not try to lubricate the device.

- Do not close the scanner cover violently or do not

apply vibrations to the machine.

- Do not open the cartridge access cover while printing.

- Do not try to disassemble the machine

- Do not use paper which would has stayed in the tray

for too long.

it towards you.

4 Raise and remove the toner cartridge from the

machine.

5 Unpack the new cartridge and insert it into the slot

as indicated in the diagram below.

Toner cartridge replacement

Three toner cartridge replacement procedures can be

used depending on the TONER MANAGEMENT setting.

•

TONER MANAGEMENT setting set to WITH [0-10%] : the

replacement of the cartridge can be perfomed only

when the message Toner near end is displayed. At

the end of replacement, validation with the smart card

is required.

6 Close the cover.

The following message appears:

•

TONER MANAGEMENT setting set to WITH [0-100%] :

the replacement of the cartridge can be perfomed at

any time. At the end of replacement, validation with the

smart card is required.

HAVE YOU CHANGED

THE TONER? <OK>

7 Press OK.

TONER MANAGEMENT setting set to WITHOUT : the

replacement of the cartridge can be perfomed at any

time and no validation with the smart card is

necessary. When set to WITHOUT, the screen displays

TONER ? %.

8 When this message appears,

INSERT THE

TONER CARD

insert the smart card provided with the new toner

cartridge as shown on the picture below.

To set the TONER MANAGEMENT setting, select ꢀ 2979 -

SETUP / TECHNICALS / TONER MANAGEMENT and

choose the setting.

This procedure applies when the

setting TONER MANAGEMENT is set to

WITH [0-10%].

When set to With [0-100%], follow the

procedure from step 2.

CAUTION

When set to WITHOUT, follow the

procedure from step 2 to step 7.

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9 A wait message appears.

3 Close the scanner cover.

4 Make a copy to check that the symptoms have

PLEASE

WAIT

disappeared.

The smart card is read.

Printer cleaning

NEW TONER

Dust, dirtiness and paper debris on the external and

internal surfaces of the printer can affect its operation. We

advise that it is cleaned regularly.

REMOVE CARD

Remove the smart card from the reader, your

machine is ready to print again.

Printer external cleaning

Clean the external part of the printer with a soft cloth

soaked in mild detergent.

To continue the printing of your

documents when the message

TONER NEAR END is displayed, set

the TONER MANAGEMENT setting to

WITHOUT.

Printer issues

Caution : this procedure is not

recommended as disabling toner

management (parameter set to

WITHOUT) can lead to fax loss and

toner being spilled in your print

mechanism.

CAUTION

Error messages

When the printer encounters any of the problems

described below, the corresponding message is shown

on the machine display.

Message

Action

Check the presence of a

Issues with smart cards

CHECK TONER

toner

cartridge

the

If you use a smart card that has already been used, the

machine will display:

machine.

Indicates

consumable

that

will

your

need

PLEASE

WAIT

TONER NEAR END

changing soon.

Add paper in tray.

REPLACE PAPER

HEATING

then,

Message displayed when

starting the machine.

REMOVE CARD

ALREADY USED

The printer front cover is

open, close it.

CLOSE COVER

PRINTER

If you use a defective smart card, the machine will display:

PLEASE

WAIT

Replace the toner cartridge.

TONER EMPTY

REPLACE <OK>

then,

A sheet of paper is jammed in

the machine. Take out the

toner cartridge and remove

the jammed paper sheet.

Take out the paper tray and

remove the jammed paper

sheet. Then open and close

the Front cover.

UNKNOWN CARD

REMOVE CARD

PAPER JAM

REMOVE TONER

If the C button is pressed while the smart card is being

read, the machine displays:

ACTION CANCELLED

REMOVE CARD

A sheet of paper is jammed in

the machine. Open the paper

jam cover. Remove the

jammed paper sheet. Then

open and close the Front

cover.

PAPER JAM

EXTERNAL TRAY

Cleaning

Scanner reading system cleaning

Add paper in the paper tray.

When one or more vertical lines appear on the copies,

clean the glass of the scanner.

PAPER EMPTY

After one of the error messages

listed above, it may happen that

the printing job is cancelled. In

case of printing of received fax, the

print job is always restarted after

clearing of the error.

1 Open the scanner cover until it is standing in

vertical position.

Note

2 Wipe the glass with a soft lint-free cloth soaked with

mild alcohol.

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Paper jam

When printing, a sheet of paper may get stuck in the

printer or the paper tray and cause a paper jam.

In case of a paper jam in the machine, the following

message appears:

PAPER JAM

EXTERNAL TRAY

1 Open the paper jam cover located at the back of

the machine.

2 Remove the jammed sheet of paper and close the

cover.

5 Replace the paper tray in the machine.

Scanner issues

When a paper jam occurs, the following message

appears:

REMOVE DOCUMENT

CONFIRM <STOP>

1 Open the scanner cover.

3 Open and close the Front cover.

The printer starts again automatically.

The fusion unit can reach a very high

temperature during the operation. To

prevent any harm, do not touch this

area.

CAUTION

For details, refer to Positions of

Warning and Caution labels on the

machine , page 2.

2 Remove the jammed paper without tearing it.

The following message appears:

In case of paper jam, the following message appears:

CLOSE COVER

SCANNER

PAPER JAM

REMOVE TONER

3 Close the scanner cover.

1 Remove the toner cartridge and check if a sheet is

jammed.

2 Remove the sheet of paper which causes the paper

Miscellaneous issues

jam.

3 Put the toner cartridge in the machine, or remove

the paper tray and remove the sheet of paper which

causes the paper jam.

When turning on the terminal, nothing is displayed on

the screen.

Check the connection between the power cord and the

outlet.

4 Check that the paper sheets in the paper tray are

correctly placed.

The terminal does not detect the presence of the

document inserted in the scanner document feeder.

The message READY does not appear on the screen.

At the start and during scanning, REMOVE DOCUMENT

appears on the screen.

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The terminal makes at most 5 automatic redials. The non-

transmitted document is automatically deleted from the

memory and a transmission report is then printed together

with an error code and the cause for transmission failure

(see the communication error codes).

1 Remove the document or press button

2 Check the thickness of the document (50 sheets of

paper of 80 g/m2).

3 Iron out the sheets if needed.

4 Help the sheets along.

Communication error codes

The communication error codes appear in the logs and

transmission reports.

The terminal does not receive any faxes.

1 Check that the telephone line cable is correctly

plugged in.

General codes

2 Check that there is a tone signal on the telephone

line by means of the button

Code 01 - Busy or no fax answer

This code appears after 6 unsatisfactory attempts. Call

later.

Code 03 - User break

A communication has been stopped by the user pressing

You receive a blank page.

1 Make a photocopy of a document; if it is correct

then your fax is functioning normally.

2 Call back the subscriber and have him resend the

document. It was probably sent with the sheet

inserted backwards.

the button

Code 04 - Non programmed number

A number saved as a One-Touch button or abbreviated

number is not valid, check it. (Example: a delayed

transmission was programmed with a One-Touch button

and this button has been deleted in the meantime).

Code 05 - Scanning default

You cannot send a fax.

1 Check that the telephone line cable is correctly

plugged in.

2 Check the tone by pressing the button

3 Check the prefix is correctly programmed and An incident occurred with the scanner, for example, the

used.

sheet is jammed.

Code 06 - Printer default

An incident occurred in the printer: no paper, paper jam,

opened cover... In the reception mode, this incident

appears only if the reception parameter is switched to

WITHOUT PAPER.

Communication errors

If the communication fails, the terminal advises you of an

automatic retry later.

Code 07 - Disconnected

The link has been cut (bad line). Check the number and

try again.

Example of what is displayed:

Code 08 - Quality

Current time

Time of next try

FRI 12 DEC 20:13

0142685014 20:18

The document you sent was not well received. Contact

your subscriber to see if you need to send again.

Code 0A - No document to be polled

You tried to poll a document from a subscriber who had

not prepared his document (no deposit) or the password

entered was incorrect.

Code 0B - Wrong number of pages

There is a difference between the number of pages

indicated during preparation for the transmission and the

number of pages sent. Check the number of pages in the

document.

Transmission from the feeder

You have the choice between:

•

waiting until the transmission takes place at the given

time,

restarting the transmission immediately by

pressing

abandoning transmission by pressing

document, press again.

. To eject the

Code 0C - Received document error

Ask the subscriber who called you to check the length of

his document (it may be too long to be completely

received).

Transmission from memory

You have the choice between:

Code 0D - Transmission failed

Ask the sender to resend the document.

Code 13 - Memory full

•

waiting until the transmission takes place at the given

time,

Your fax can no longer receive since its memory is full.

There are too many received unprinted documents or too

many documents in the transmission line.

Print the received documents and delete or transmit

immediately the documents in the transmission line.

Code 14 - Memory full

•

restarting the transmission using the transmission

queue. In this case, for a document composed of

several pages, the transmission will take place from

the page where the error occured,

•

abandoning the transmission by deleting the

corresponding command in the transmission line.

Received document memory full.

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Code 19 - Subscriber has stopped

The communication has been stopped by your

subscriber. (Example: a fax wanted to poll your fax but

there is no document deposited).

Code 1A - Disconnected

The transmission has not started. The telephone line is

busy.

Code 1B - Transmission failed

During transmission: start again.

During reception: ask your subscriber to resend the

document.

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Specifications

Physical specifications

Dimensions:

Weight:

412 x 447 x 386 mm

13 kg

Electrical specifications

Power supply:

Electric consumption:

Single phase 220-240 V - 50/60 Hz - 4.5 A

12 W typical in powersave

16 W typical in standby

340 W average during printing (900W peak)

Environmental specifications

Operating temperature:

10 °C to 27 °C with an ambient humidity included between 15 to

80% (up to 32°C with an ambient humidity included between 15 to

54%)

Peripheral specifications

Printer

Type:

Resolution:

Speed:

Preheating time:

First page out time:

Laser (on normal paper)

600 dpi

16 ppm maximum

21 sec.

13 sec.

Copier

Type:

Autonomous Black and White

16 ppm maximum

600 dpi

99 pages maximum

25 % to 400 %

Copy speed:

Resolution:

Multiple copies:

Zoom range:

Scanner

Type:

Color depth:

Resolution:

Color scanner

36 bits

600 dpi (optical)

2400 dpi (interpolated)

TWAIN

Software compatibility:

Maximum paper format:

Letter

Printing supports

Main paper tray capacity:

Output tray capacity:

Main tray paper format:

250 sheets maximum (60 g/m²), 200 sheets maximum (80 g/m²)

50 sheets

A4, A5, Legal, Letter

60 to 105 g/m² paper

A4, A5, Legal, Letter, B5, exec, A6

Paper format for manual printing:

52 to 160 g/m² paper

PC connection

Slave USB 2.0 port (PC connection)

Master USB 2.0 port (reader, USB memory key reader)

Operating System: Windows 98 SE, 2000, ME, XP

Specifications are subject to changes for improvement without notice.

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B299-8651

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