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Ricoh 2018 Facsimile Reference Manual

Fax option
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Table of Contents

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Read this manual carefully before you use this machine and keep it handy for future reference. For safe and correct use, be sure to read the Safety
Information in the "Copy Reference"before using the machine.
FAX Option Type 2018
Getting Started
Faxing
Using Internet Fax Functions
Programming
Troubleshooting

Operating Instructions

Facsimile Reference
<Basic Features>

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Table of Contents
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Summary of Contents for Ricoh 2018

  • Page 1: 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 the "Copy Reference"before using the machine. FAX Option Type 2018 Facsimile Reference <Basic Features>...
  • Page 2 Introduction This manual contains detailed instructions and notes on the operation and use of this machine. For your safety and benefit, read this manual carefully before using the machine. Keep this manual in a handy place for quick reference. Notes Some illustrations in this manual might be slightly different from the machine.

  • Page 3: Manuals For This Machine

    Manuals for This Machine The following manuals describe the operational procedures of this machine. For particular functions, see the relevant parts of the manual. Note ❒ Manuals provided are specific to machine type. ❒ Adobe Acrobat Reader is necessary to view the manuals as a PDF file. ❒...
  • Page 4 ❖ ❖ ❖ ❖ Manuals for DeskTopBinder Lite DeskTopBinder Lite is a utility included on the CD-ROM labeled “Scanner Driver & Document Management Utilities”. • DeskTopBinder Lite Setup Guide (PDF file - CD-ROM2) Describes installation of, and the operating environment for DeskTop- Binder Lite in detail.

  • Page 5: Table Of Contents

    TABLE OF CONTENTS Manuals for This Machine ... i NOTICE ...1 Important Safety Instructions ...3 Caution...3 How to Read This Manual ...4 Symbols ...4 Names of Major Option ... 5 1. Getting Started Control Panel...7 Reading the Display ...9 Reading the display and using keys ...9 Standby display ...
  • Page 6 Entering an E-mail Address ... 35 Using the Destination List ... 35 Specifying a destination using the Quick Dial key ... 36 Specifying a group of destinations using the Quick Dial key ... 36 Checking the Specified Destination ... 37 Searching for a Destination ...

  • Page 7: Notice

    NOTICE Note to users in the United States of America - Notice: This equipment has been tested and found to comply with the limits for a Class B digital device, pursuant to Part 15 of the FCC Rules. These limits are designed to provide reasonable protection against harmful interference in a residential in- stallation.
  • Page 8 - Notice about the Telephone Consumer Protection Act (Valid in USA only). The Telephone Consumer Protection Act of 1991 makes it unlawful for any per- son to use a computer or other electronic device, including FAX machines, to send any message unless such message clearly contains in a margin at the top or bottom of each transmitted page or on the first page of the transmission, the date and time it is sent and an identification of the business or other entity, or other individual sending the message and the telephone number of the sending ma-...

  • Page 9: Important Safety Instructions

    Important Safety Instructions Caution When using your telephone equip- ment, basic safety precautions should always be followed to reduce the risk of fire, electric shock and injury to persons, including the following: • Do not use this product near water, for example, near a bathtub, wash bowl, kitchen sink or laundry tub, in a wet basement or near a swim-...

  • Page 10: How To Read This Manual

    How to Read This Manual Symbols In this manual, the following symbols are used: R WARNING: This symbol indicates a potentially hazardous situation that might result in death or serious injury when you misuse the machine without following the in- structions under this symbol.

  • Page 11: Names Of Major Option

    Names of Major Option The following software products are referred to using a general name: → DeskTopBinder • DeskTopBinder Lite and DeskTopBinder Professional Optional Major options of this machine are referred to as follows in this manual: • Auto Document Feeder → ADF •...

  • Page 13: Getting Started

    Control Panel The illustration shows the control panel when options are installed. Search Check Destination Destination Information Scanner Facsimile Commu- Receive File nicating Immediate Trance. Start Manual Memory Reception Trance. Switch RX Mode Standard @. _ @. _ - & Detail Transmission Fine...
  • Page 14 Getting Started { { { { On Hook Dial} } } } key Use to dial a number while hearing tone. { { { { User Tools/Counter} } } } key Use to change default or operation pa- rameters according to the operating con- ditions.

  • Page 15: Reading The Display

    Number keys Use to enter numeric values. Reading the Display The display shows you the machine status, messages, and guides you through operations. Note ❒ This machine automatically returns to standby mode if you do not use the machine for a certain period of time. You can select the period using "Facsim- ile Auto Reset Timer".

  • Page 16: Standby Display

    Getting Started Machine status or currently se- lected function Message ❖ ❖ ❖ ❖ When Internet Fax Setting is ON Switches the destination be- tween fax number and e-mail ad- dress. Standby display While the machine is in standby mode (immediately after the { { { { Facsimile} } } } key is pressed or after the { { { { Clear Modes} } } } key is pressed), the following display appears.

  • Page 17: Communication Display

    Control Panel Communication display While communicating, the machine status is displayed. ❖ ❖ ❖ ❖ Memory Transmission (fax transmission) ❖ ❖ ❖ ❖ Reception ❖ ❖ ❖ ❖ Immediate Transmission ❖ ❖ ❖ ❖ TX Mode When a function is set to on, a “clip” mark is attached to that function name. Note ❒...

  • Page 18: User Code Entry Display

    Getting Started User code entry display When the following message appears on the display, User Code Management is active. Enter a user code to deactivate User Code Management. The machine can be set up so that no one can use it without entering a user code. This prevents unauthorized people from sending fax messages and helps track the activity of each user or department.

  • Page 19: Faxing

    Transmission Modes There are two types of transmission: • Memory Transmission • Immediate Transmission Note ❒ You can use Parallel Memory Transmission that dials while the original is being scanned. See p.31 “Parallel Memory Transmission”, Facsimile Reference <Advanced Fea- tures> . ❖...

  • Page 20: Switching Between Memory Transmission And Immediate Transmission

    Faxing Switching between Memory Transmission and Immediate Transmission Check the indicators on the operation panel to check which mode is current- ly active and press the { { { { Transmission Mode} } } } key to toggle between them. Immediate Trance.

  • Page 21: Placing Originals

    Placing Originals You can place the originals either in the optional ADF or ARDF or on the exposure glass. Some types of origi- nals are unsuitable for the ADF or ARDF, so they must be placed on the exposure glass. Place to scan by portrait orientation for the original of A4, 8 larger size, landscape orientation for...

  • Page 22: Placing A Single Original On The Exposure Glass

    Faxing ❒ When sending a fax, the image out- put at the other end depends on the size and orientation of paper used in the receiver's terminal. If the receiver does not use paper of the same size and orientation as that of the origi- nal, the fax image may be reduced in size, trimmed at both edges, or di- vided into two or more sheets.

  • Page 23: Placing Originals In The Optional Adf Or Ardf

    Placing Originals in the Optional ADF or ARDF Use the ADF or ARDF to scan in a stack of originals in one operation. The ARDF can handle both one-sided and two-sided originals. Limitation ❒ Place all the originals to be sent in a single stack.

  • Page 24: If The Machine Cannot Detect The Size Of Your Original

    Faxing • Curled, folded, or creased origi- nals • Pasted originals • Originals with any kind of coating, such as thermosensitive paper, art paper, aluminum foil, carbon pa- per, or conductive paper • Originals with index tabs, tags, or other projecting parts •...

  • Page 25: Original Sizes Difficult To Detect

    Original sizes difficult to detect The machine finds it difficult to detect the size of the following kinds of origi- nals. If this happens, the receiving machine may not select print paper of the cor- rect size. • Documents placed on the exposure glass of sizes other than those listed in the table below •...

  • Page 26: Memory Transmission

    Faxing Memory Transmission In Memory Transmission mode, after you press the { { { { Start} } } } key, the machine does not dial the destination until all pages of your fax message have been scanned into memory (in contrast to Immediate Transmission, where the number is dialed first and pages are scanned and sent one by one).
  • Page 27 A A A A Make sure that Memory Trans. indicator lights. Immediate Trance. Start Manual Memory Reception Trance. Switch RX Mode Standard Detail Transmission Fine Stamp Shift Note ❒ If it is not, press the { { { { Transmis- sion Mode} } } } key.

  • Page 28: Broadcasting Sequence

    Faxing F F F F Specify a destination. Note ❒ Press [ ] to switch the des- tination between fax number and e-mail address. ❒ If you want to specify another destination, repeat steps ❒ Entered destinations can be checked using { { { { U U U U } } } } or { { { { T T T T } } } } . ❒...

  • Page 29: Canceling A Memory Transmission

    Canceling a Memory Transmission Even when fax number and e-mail address are simultaneously specified, or only e-mail address is specified, you can cancel the mode using the same procedure. However, you can- not cancel the transmission of a sent Internet Fax document. Before the Original Is Scanned Use this procedure to cancel a trans- mission before pressing the { { { { Start} } } }...
  • Page 30 Faxing C C C C Press [Stop TX]. D D D D Press [Delete]. The standby display appears. Note ❒ If you want to cancel stopping, press [No].

  • Page 31: Immediate Transmission

    Immediate Transmission With Immediate Transmission, when you press the { { { { Start} } } } key, the fax number is dialed immediately. The message is scanned and transmitted page by page without being stored in memory. This contrasts with Memory Transmission which scans all pages into memory before dialing the desti- nation.
  • Page 32 Faxing Reference p.15 “Placing Originals”. C C C C Select the scan settings you re- quire. Reference p.29 “Scan Settings” p.30 “Original Type” p.31 “Image Density (Con- trast)” D D D D Specify a destination. Note ❒ If you make a mistake, press the { { { { Clear/Stop} } } } key, and then enter the correct number.
  • Page 33 - Sending originals using the exposure glass Make sure that Immediate Trans. indicator lights. If it is not, press the { { { { Transmission Mode} } } } key. Place the first page face down on the exposure glass. Specify a destination.

  • Page 34: Canceling An Immediate Transmission

    Faxing Canceling an Immediate Transmission Before You Have Pressed { { { { Start} } } } Key A A A A Press the { { { { Clear Modes} } } } key. User Tools/ Counter On Hook Dial On Hook Dial Note ❒...

  • Page 35: Scan Settings

    Scan Settings You may want to send many different types of fax messages. Some of these may be difficult to reproduce at the receiver's end. However, your ma- chine has three settings that you can adjust to help you transmit your doc- ument with the best possible image quality.

  • Page 36: Original Type

    Faxing A A A A Press the { { { { Resolution} } } } key to switch between resolutions. The indicators above the key shows the current selection. Immediate Trance. Start Manual Memory Reception Trance. Switch RX Mode Standard Detail Transmission Fine...

  • Page 37: Image Density (Contrast)

    Image Density (Contrast) The text and diagrams in your origi- nal should stand out clearly from the paper they are written on. If your original has a darker background than normal (for example, a newspa- per clipping), or if the writing is faint, adjust the image density.

  • Page 38: When Placing Originals In The Optional Adf Or Ardf

    Faxing When placing originals in the optional ADF or ARDF Note ❒ Depending on what time the scan settings are adjusted, the settings may not be reflected in the result- ing operation. A A A A Check which pages you want to scan with different settings.

  • Page 39: Specifying A Destination

    Specifying a Destination You can specify the destination using one of three methods. ❖ ❖ ❖ ❖ Fax number p.33 “Entering a Fax Number” ❖ ❖ ❖ ❖ E-mail address p.35 “Entering an E-mail Address” ❖ ❖ ❖ ❖ Destination list p.35 “Using the Destination List”...

  • Page 40: Pause

    Faxing Pause Press the { { { { Pause/Redial} } } } key when di- aling or storing a number to insert a pause of about two seconds. On Hook Dial On Hook Dial Pause/ Redial OPER Note ❒ You cannot insert a pause before the first digit of a fax number.

  • Page 41: Entering An E-Mail Address

    Entering an E-mail Address When using Internet Fax transmis- sion, specify the e-mail address in place of the fax number. Note ❒ You can enter up to 128 characters. A A A A Make sure that is displayed in the destination display column. Note ❒...

  • Page 42: Specifying A Destination Using The Quick Dial Key

    Faxing Limitation ❒ Group Dial can be used for Memo- ry Transmission only; not Immedi- ate Transmission. If you specify Immediate Transmission in Group Dial, the " T ry a ga in aft er switching to memory trans- " me ssage appears. m i ss i o n .

  • Page 43: Checking The Specified Destination

    Note ❒ If you make a mistake, press the { { { { Clear/Stop} } } } key and try again. ❒ If you want to specify other des- tinations, press [Add Dest.]. C C C C Press the { { { { Start} } } } key. Note ❒...

  • Page 44: Searching For A Destination

    Faxing Searching for a Destination Use this procedure to search through the destination lists for a particular destination. ❖ ❖ ❖ ❖ Search by Destination Name p . 3 8 “Se arch b y D e st in at i o n Name”...

  • Page 45: Selecting From Destination List

    F F F F Press the { { { { OK} } } } key. A search progress starts, then search result appears. Note ❒ If no destination is matched for specified text, " Spe cif ied destination is not pro- "...

  • Page 46: Specifying A Registration Number

    Faxing E E E E Select the destination you want to specify using { { { { T T T T } } } } or { { { { U U U U } } } } . F F F F Press the { { { { OK} } } } key.

  • Page 47: Search By Fax Number

    F F F F Press the { { { { OK} } } } key. T h e d e s t i n a t i o n w h i c h y o u searched is specified for the desti- nation.

  • Page 48: Search By E-Mail Address

    Faxing G G G G Press the { { { { OK} } } } key. Search result appears. Note ❒ If no destination is matched for specified fax number, " fied destination is not programmed. Press [Exit] to return to step C. H H H H Select the number to specify us- ing { { { { U U U U } } } } or { { { { T T T T } } } } .
  • Page 49 E E E E Enter an e-mail address to search for. Reference "Entering Text", General Settings Guide Note ❒ You can search with a part of the e-mail address. However, you must enter a number from top for beginning matching. ❒...

  • Page 50: Reception

    Faxing Reception There are two ways you can set up your machine to handle incoming calls: • Manual Reception (the optional handset or an external telephone required) • Auto Reception ❖ ❖ ❖ ❖ Manual Reception When a telephone call comes in, the machine rings.

  • Page 51: Using Internet Fax Functions

    3. Using Internet Fax Functions Internet Fax Functions The optional printer/scanner unit is required. This machine converts scanned document images to e-mail format and transmits the data over the Internet. The e-mail sent by this machine can be received by another Internet Fax ma- chine.

  • Page 52: Internet Fax Precautions

    Using Internet Fax Functions Internet Fax Precautions • Internet Fax communicates with a server over a LAN. It cannot communicate directly with other parties. • If a transmission is not successful, this machine usually receives an e-mail er- ror notification. See p.103 “Server-Generated Error E-mail”, Facsimile Refer- ence <Advanced Features>...

  • Page 53: T.37 Full Mode

    T.37 Full Mode This machine is T.37 full mode compatible. T.37 full mode is an international standard for Internet Fax transmission. (ITU-T announcement, RFC2532) When an Internet Fax communication is made between T.37 full mode compat- ible machines, the receiver side sends the return receipt (dispatched) in response to the reception confirmation request attached to the sent e-mail.
  • Page 54 Using Internet Fax Functions Note ❒ If the receiver is programmed as the simple mode machine or not pro- grammed in the Address Book, the receiver's reception capability cannot be registered. ❒ If you know the receiver's reception capability, you can set it manually. How- ever, this setting will be overwritten when the machine receives the return re- ceipt.

  • Page 55: Transmitting Internet Fax

    Transmitting Internet Fax Preparation You need to make System Settings beforehand. See “Setting Up the Machine on a Network”, Network Guide. This section describes how to scan a document into the memory and send it as e-mail. Specify the destination's e-mail address instead of fax number.
  • Page 56 Using Internet Fax Functions ❒ You can limit the size of transmit- ted e-mail messages. See p.73 “E- mail Settings”, Facsimile Reference <Advanced Features> . ❒ See p.58 “Received Images” for how e-mail is actually received by the computer when it is sent with mail options selected.
  • Page 57 D Press the { { { { OK} } } } key. The display returns to that of step A. Note ❒ If you press the { { { { Clear/Stop} } } } key, entering a subject is can- celed.
  • Page 58 Using Internet Fax Functions ❒ Note that you cannot place pag- es on the exposure glass after you have started using the ADF or ARDF. ❒ The original can be placed ei- ther in the ADF or ARDF or on the exposure glass, until the { { { { Start} } } } key is pressed.
  • Page 59 J J J J Press the { { { { Start} } } } key. This machine starts scanning the document into memory. The e- mail send operation starts after the scanning operation is complete. When scanning is complete, the Communicating indicator lights and transmission starts.

  • Page 60: Confirming Reception

    Using Internet Fax Functions Confirming Reception When Return Receipt is set under “E- mail Options”, the receiver sends back a return receipt message. Once the return receipt message has been received, "OK" appears in the Result column of Journal, allowing the origi- nator to verify that the transmission has been received.

  • Page 61: Canceling Internet Fax Transmission

    Canceling Internet Fax Transmission When fax and Internet Fax destina- tions are specified simultaneously, you can cancel sending using the same method. Note ❒ You cannot cancel a transmission once scanning is complete. Before the Original Is Scanned Use this procedure to cancel a trans- mission before pressing the { { { { Start} } } } key.

  • Page 62: Receiving Internet Fax

    Using Internet Fax Functions Receiving Internet Fax You can receive e-mail documents by Internet Fax. There are two methods of receiving e- mail: Auto E-mail Reception and Manual E-mail Reception. Limitation ❒ E-mail with attachments other than TIFF-F format files cannot be received.
  • Page 63 B B B B Press the { { { { Start} } } } key. On Hook Dial On Hook Dial Pause/ Redial OPER Enter Accesses the server to check for e- mail. E-mail is in the server A Start printing and receiving in the memory.

  • Page 64: Received Images

    Using Internet Fax Functions Received Images Here is an example of an Internet Fax message sent from this machine and re- ceived on a computer using Outlook e-mail software. The received image varies according to e-mail software. This E-mail was sent from "Head Office" (XXXX). Queries to: aaaa@abc.company.com E-mail transmitted without speci- fying a subject in “E-mail Options”.

  • Page 65: Programming

    Initial Settings and Adjustments You can send information to the other party when transmitting or receiving a fax message. This information is shown on the display of the other ma- chine and printed as a report. The fol- lowing information can be sent. Important ❒...

  • Page 66: Programming

    Programming ❖ ❖ ❖ ❖ Own Fax Number (facsimile number of sender) The sender's Own Fax Number is sent to the other party when send- ing a fax using a G3 line. The re- ceived facsimile number is shown on the display of the other machine and printed in a report.
  • Page 67 E E E E Program your name and fax num- ber. Programming a Fax Header A Select [Fax Header] using { { { { U U U U } } } } or { { { { T T T T } } } } , and then press the { { { { OK} } } } key.

  • Page 68: Editing

    Programming Editing Note ❒ This following procedure explains how to edit Fax Header, as an ex- ample of editing. ❒ When the Key Operator Code is programmed and turned on, user have to enter programmed the Key Operator Code (maximum 8 digit) to operate Key Operator Tools.

  • Page 69: Deleting

    H H H H Press the { { { { User Tools/Counter} } } } key. The standby display appears. Deleting This following procedure explains how to delete Fax Header, as an ex- ample of deleting. Note ❒ If the key operator code is pro- grammed and turned on, enter the key operator code (maximum 8 digit) using number keys, and then...

  • Page 70: Programming Fax Numbers And E-Mail Addresses

    Programming Programming Fax Numbers and E-mail addresses You can program fax destinations using Address Book Management in the Key Operator Tools menu under System Settings. You can also register the programmed fax numbers and e-mail addresses in a Group. Note ❒...

  • Page 71: Troubleshooting

    Adjusting the Volume You can change the volume of the fol- lowing sounds that the machine makes. ❖ ❖ ❖ ❖ On Hook Mode Heard when the { { { { On Hook Dial} } } } key is pressed. ❖...
  • Page 72 Troubleshooting G G G G You can adjust the volume using { { { { W W W W } } } } or { { { { V V V V } } } } . Note ❒ You can adjust the volume by seven levels.

  • Page 73: When { { { { Facsimile} } } } Key Is Lit In Red

    When { { { { Facsimile} } } } Key Is Lit in Red If this key is lit, press the key to enter the facsimile mode. Then, refer to the table below and take the appropriate action. Search Destination Destination Facsimile Commu-...

  • Page 74: When Toner Runs Out

    Troubleshooting When Toner Runs Out When the machine has run out of ton- er, the symbol appears on the display. Note that even if there is no toner left, you can still send fax messages. Important ❒ The number of communications, that have been executed after the toner has run out and that auto- matically-output Journal has not...

  • Page 75: Error Messages And Their Meanings

    Error Messages and Their Meanings If there is an error, one of the following messages may appear on the display. If other message appears, follow the message. Message Put original back, check it and press Start key. Error occurred, and trans. was canceled.
  • Page 76 Troubleshooting Message Check whether there are any network problems. [14-01] Check whether there are any network problems. [14-09] Check whether there are any network problems. [14-33] Check whether there are any network problems. [15-01] Causes and solutions Cannot find the DNS server or SMTP server. •...
  • Page 77 Message Check whether there are any network problems. [15-02] Check whether there are any network problems. [15-03] Check whether there are any network problems. [15-11] Check whether there are any network problems. [15-12] Error Messages and Their Meanings Causes and solutions No account name is programmed.
  • Page 78 Troubleshooting - Out of paper display message If the paper tray runs out of paper, “ ” appears on the display, asking you to add more paper. [Exit]. Note ❒ If there is paper left in the other paper trays, you can receive messages as usu- al, even if the message appears on the display.

  • Page 79: Solving Problems

    Solving Problems This table lists some common problems and their solutions. Problem Image background appears dirty when received at the other end. Images from the back page appear. Printed or sent image contains spots. Received image is too light. The machine failed to print re- ceived fax messages.
  • Page 80 Troubleshooting Problem When using On Hook Dial or Manual Dial, " Receiving appears and transmission is not allowed. All fax messages stored in memory have been lost. Those messages include ones stored through Memory Transmis- sion/Reception or Substitute Reception. Transmission failed due to "Exceeded max.

  • Page 81: When Things Don't Go As Expected

    When Things Don't Go as Expected I Want... to cancel a Memory Transmis- sion. to cancel an Immediate Trans- mission. to cancel Internet Fax trans- mission. Limitation ❒ Canceling Internet Fax transmission is possible only during scanning. It is impossible during com- munication.

  • Page 82: Index

    INDEX Adjusting the Volume , 65 At Dialing , 65 At Printing , 65 At Reception , 65 At Transmission , 65 On Hook Mode , 65 Attach Subject , 49 Authorized Reception , 46 Auto E-mail Reception , 56 Batch Transmission , 46 Broadcasting , 20 Broadcasting Sequence , 22...
  • Page 83 On Hook Dial , 46 Original Type , 30 Out of paper , 72 Own Fax Number , 60 Deleting , 63 Editing , 62 Programming , 60 Own Name , 59 Deleting , 63 Editing , 62 Programming , 60 Pause , 34 Photo , 30 Placing Originals , 15...
  • Page 84 MEMO...
  • Page 85 MEMO...
  • Page 86 MEMO B620-8607A...
  • Page 87 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.
  • Page 88 Printed in China EN USA B620-8607A B6208607A...

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