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Ricoh FAX4500L Operator's Manual

Ricoh operator's manual fax machine fax4500l
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OPERATOR'S MANUAL
RICOH FAX4500L
A laser recording
facsimile with dual
access, expandable
memory, and
optional Group 4
Please read all of these instructions and keep this manual by your machine.

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Summary of Contents for Ricoh FAX4500L

  • Page 1 OPERATOR’S MANUAL RICOH FAX4500L A laser recording facsimile with dual access, expandable memory, and optional Group 4 Please read all of these instructions and keep this manual by your machine.
  • Page 2 Optional Equipment ISDN Kit This allows you to send and receive messages using the ISDN. Memory Either a 1-Mbyte memory card, a 2-Mbyte memory card, or a 20 Mbyte hard disk can be added. Paper Feed Unit Up to 4 extra 500-sheet paper feed units can be added to the machine. Also, this option allows you to use Letter, Legal, A4, or B4 size paper;...
  • Page 3 WARNING: This equipment has been tested and found to comply with the limits for a Class A digital device, pursuant to Part 15 of the FCC Rules. These limits are designed to provide reasonable protection against harmful interference when the equipment is operated in a commercial environment.

  • Page 4: Important Safety Instructions

    IMPORTANT SAFETY INSTRUCTIONS 1. Read all of these instructions. 2. Save these instructions for later use. 3. Follow all warnings and instructions marked on the product. 4. Unplug this product from the wall outlet before cleaning. Do not use liquid cleaners or aerosol cleaners.

  • Page 5: Table Of Contents

    CONTENTS INTRODUCTION WHAT DOES A FAX MACHINE DO? BAD TELEPHONE LINES AFFECT FAX COMMUNICATION HOW TO USE THIS MANUAL CONVENTIONS STORING TELEPHONE NUMBERS STORING NAMES AND LABELS IF YOU MAKE A MISTAKE FACSIMILE FEATURE AVAILABILITY TABLE LIMITATIONS ON VARIOUS FEATURES...
  • Page 6 1-7. Converting Immediate Transmission to Memory Transmission 1-8. Redialing 2. RECEIVING FAX MESSAGES 2-1. Selecting the Reception Mode 2-1-1. Manual Receive (TEL) Mode 2-1-2. Auto Receive (FAX) Mode 2-2. Substitute Reception 2-3. Confidential Reception (Memory Card or Hard Disk Required) 3.
  • Page 7 3-6. Tonal Signals 3-7. Chain Dialing 3-8. Restricted Access 3-9. Counters 3-10. Communication Result Display 3-11. Length Reduction 3-12. Label Insertion 3-13. Ordering Toner SECTION 4. PROGRAMMING THE MACHINE 1. PROGRAMMING AT INSTALLATION 1-1. Language Selection 1-2. Date and Time 1-3.
  • Page 8 SECTION 5. PRINTING REPORTS 1. AUTOMATICALLY PRINTED REPORTS 1-1. Table of the Reports 1-2. Report Formats 2. USER-INITIATED REPORTS 2-1. TCR 2-2. File List 2-3. Quick Dial List 2-4. Speed Dial List 2-5. Group Dial List 2-6. Program List 2-7. User Function List 2-8.
  • Page 9 APPENDIX APPENDIX A. PAPER FEED UNIT APPENDIX B. HARD DISK UNIT 1. PRECAUTIONS 2. GENERAL 3. OPERATION 4. SPECIFICATIONS APPENDIX C. ISDN OPTION TYPE 40 1. INTRODUCTION 2. OPERATION Dialing and Storing Telephone Numbers 3. TROUBLESHOOTING Call Progress Signals (CPS) INDEX QUICK REFERENCE FUNCTION LIST...

  • Page 10: Introduction

    However, you may not be aware of its arrival until you get a return letter. A fax machine speeds this process up. After you have written your letter, place it in your fax ma- chine’s document feeder, dial the destination’s fax number, then press the Start key on your fax ma- chine’s operation panel.

  • Page 11: How To Use This Manual

    HOW TO USE THIS MANUAL This manual contains instructions on how to operate and take care of the ma - chine. To get the best performance from the machine, read the descriptions of the features in the Facsimile Features Manual, and follow the instructions in the Op - erator’s Manual carefully.

  • Page 12: Storing Telephone Numbers

    HOW TO USE THIS MANUAL Most procedures start from standby mode, that is, when the display is as shown on the right. The value after "MEMORY" shows how much memory space is remaining. If a procedure does not start at standby mode, the display at the start of the proce - dure is shown.

  • Page 13: If You Make A Mistake

    Punctuation Marks and Symbols If you press while entering a label, a menu of symbols will appear, as shown on the right. To select a symbol, press the required key on the ten-key pad. For example, if you wish to enter a ’#’, press If the symbol that you need is not on the screen, scroll through the pages of symbols with the Shift Key...

  • Page 14: Facsimile Feature Availability Table

    HOW TO USE THIS MANUAL FACSIMILE FEATURE AVAILABILITY TABLE This table shows whether a feature is available or not in your machine. Some of these features have to be switched on before they can be used, or may be switched off if not wanted. The "Reference" column of the following table shows where you can find information on how to activate such features.
  • Page 15 FACSIMILE FEATURES MANUAL FEATURE NAME AND SECTION NUMBER Auto Receive Mode Manual Receive Mode Auto Select Mode Substitute Reception Handset On Hook Dial Speakerphone Music on Hold ADVANCED FEATURES Broadcasting Keystroke Programs Confidential Transmission Confidential Reception Transfer Request Memory or hard disk required if the machine will be used as a transfer broadcasting station.
  • Page 16 HOW TO USE THIS MANUAL FACSIMILE FEATURES MANUAL FEATURE NAME AND SECTION NUMBER Page Retransmission Batch Transmission Short Preamble AI Short Protocol Dedicated Transmission Parameters MDF (Manual Document Feed) Chain Dialing Tonal Signals Memory Lock Wild Cards File Management Counters Well Log Transmission Transmission Reserve Dual Access...
  • Page 17 FACSIMILE FEATURES MANUAL FEATURE NAME AND SECTION NUMBER Communication Failure Report Memory Storage Report Power Failure Report Transfer Result Report Polling Reserve Report Polling Result Report Polling Clear Report Confidential File Report Transmission Deadline Report Polling Confirmation List Quick Dial List Speed Dial List Group List Personal Code List...

  • Page 18: Limitations On Various Features

    HOW TO USE THIS MANUAL LIMITATIONS ON VARIOUS FEATURES The tables on the next two pages show the limitations for each feature. Limitations for some features can be changed by a service technician. COMMUNICATION PAGE MAX. NUMBER OF FEATURES Broadcasting Confidential Transmission (from memory)
  • Page 19 OTHER FEATURES Redial Keystroke Programs Authorized Reception Forwarding Multi-sort Document Re - ception Specified Cassette Selection Wild Card Function Programs Restricted Access Page Retransmission Batch Transmission Well Log Transmission Multi-copy Personal Codes MAXIMUM VALUE Number of times: 253 times Intervals: 40 minutes 50 RTI/CSIs 5 forwarding stations 30 RTI/CSIs...

  • Page 20: General Precautions

    GENERAL PRECAUTIONS WARNING: Do not attempt any maintenance or troubleshooting other than that mentioned in this manual. This machine contains a laser beam generator and direct exposure to laser beams can cause permanent eye damage. POWER AND GROUNDING Pay attention to the following. Power Supply 1.

  • Page 21: Cold Weather Power-Up

    COLD WEATHER POWER-UP Avoid raising the room temperature abruptly when it is below 57 F, or condensation may form inside the machine. 1. Raise the room temperature to 68 F at less than 18 F per hour. 2. Wait for 30 to 60 minutes. 3.

  • Page 22: Copy Paper

    GENERAL PRECAUTIONS COPY PAPER 15-20 lb. copy paper is recommended: letter or legal sizes are the most com - monly used Do not use damp paper, or copies will be defective. Keep in a vinyl bag if it will not be used for a long time. Store in a dry, cool, dark place.

  • Page 23: Location

    LOCATION For the best possible performance, install your machine in a place which satisfies the following conditions. Not exposed to direct sunlight Well ventilated (air turnover at least three times per hour) Level Not subject to vibration Away from other electronic equipment, to avoid interference Away from areas containing corrosive Dust-free...

  • Page 24: Section 1. Component Guide

    SECTION 1. COMPONENT GUIDE 1. EXTERNAL VIEW Document Guide Document Table Operation Panel Telephone: optional Manual Feed Button Document Tray Power Switch (on the rear) Scanner Release Lifting Handle Front Cover Release Cassette Copy Tray Lower Cassette(s) or Drawers: optional (see the next page). Up to 4 units can be added below the upper cassette.
  • Page 25 SECTION 1. COMPONENT GUIDE...

  • Page 26: Operation Panel

    SECTION 1. COMPONENT GUIDE 2. OPERATION PANEL Power Indicator Communicating Indicator Receive File Indicator Confidential File Indicator Reception Mode Selector Key Marker Key Line Fail Indicator Clear Copy Indicator Add Toner Indicator Call Service Indicator Clear Original Indicator Add Paper Indicator Close Cover...
  • Page 27 Display Function Key Yes/No Keys Scroll Key G4/G3 Selector Halftone Key Contrast Selector Key Resolution Selector Key Memory Key Copy Key Quick Dial Keys User Function Keys Speed Dial/Tel Directory Key AI Redial Key On Hook Dial Pause Key Clear Key Ten Key Pad Stop Key Start Key...

  • Page 28: Section 2. Routine Operation

    SECTION 2. ROUTINE OPERATION 1. SENDING A FAX MESSAGE 1-1. Recommended Types of Document Before you send your document, make sure that it meets the following require - ments. CAUTION: Documents that do not meet these requirements can cause your machine to jam or may cause some components of the machine to become damaged or dirty.
  • Page 29 Page Condition Do not place damaged pages into the feeder. CURLED DOG EARED PAGES STUCK TOGETHER Your document must not contain any of the following. Note: Copies made with a copier that uses silicone oil may cause a misfeed. To avoid this, do not scan such copies until five or ten minutes after copying.

  • Page 30: Transmission Procedure At A Glance

    SECTION 2. ROUTINE OPERATION 1-2. Transmission Procedure at a Glance 1. Make sure that the machine is in standby mode. 2. Carefully place the document into the auto document feeder. Not more than 50 letter-size pages. Selecting Contrast and Resolution: See page 22. Options for Sending a Message: See page 23.
  • Page 31 Possible Problems You want to take out the document Press the scanner release button, open the scanner, and take out the document. CAUTION: If you do not open the scanner before you pull out the document, you may damage the machine. You want to send more than 50 pages While the last page is being fed in, place the following pages (up to 50) in the feeder.

  • Page 32: Contrast, Resolution, And Halftone Modes

    SECTION 2. ROUTINE OPERATION 1-3. Contrast, Resolution, and Halftone Modes - Contrast - Normal: Suitable for most documents Darken: Use for documents with faint writing (such as those written in pencil) Lighten: Use for documents that have a dark or patchy background - Resolution - Standard: Suitable for most typewritten documents Detail: Use for documents with small print or fine details...

  • Page 33: Optional Features For Transmission

    1-5. Optional Features for Transmission The following options are only available if " OPTIONS right corner of the display. 1-5-1. Personal Code If you input your Personal Code, your name will appear on the TCR and Transmis - sion Result Report. 1.

  • Page 34: Transmission Deadline (Trd)

    SECTION 2. ROUTINE OPERATION 1-5-3. Transmission Deadline (TRD) This feature allows you to input a deadline before which this message must be transmitted. If the first transmission fails, the machine will retry repeatedly until it is successful. 1. Press 2. Example: The deadline is 12:50pm. To change AM to PM and vice versa, press # Note: The TRD time cannot be more than 24 hours into the future.

  • Page 35: Other Sending Features

    1-5-5. Other Sending Features 1. Press 2. Scroll through the following list of options using the the scroll key. Automatic Reduction ID Transmission (You must have stored an ID Code before you can use this feature; see page 66.) Economy Transmission (Before using this feature, you must program a time for Economy Transmission using Function 74;...

  • Page 36: Redialing

    SECTION 2. ROUTINE OPERATION 1-8. Redialing Automatic Redialing Redialing is done 4 times at 5 minute inter - vals. During redialing, the number being dialed is displayed in brackets at the top of the screen, as shown on the right. The number of redials and the redial interval may be adjusted by a qualified service tech - nician.

  • Page 37: Receiving Fax Messages

    2. RECEIVING FAX MESSAGES 2-1. Selecting the Reception Mode There are two reception modes. Press the reception mode key to switch between the modes. 2-1-1. Manual Receive (TEL) Mode This mode is selected when the Manual Receive indicator is lit. Operation is as follows.

  • Page 38: Auto Receive (Fax) Mode

    SECTION 2. ROUTINE OPERATION 2-1-2. Auto Receive (FAX) Mode This mode is selected when the Auto Receive indicator is lit. 1. The telephone rings once. 2. The machine automatically starts to receive the message. 2-2. Substitute Reception If the Receive File indicator is lit, check the following: The printer paper may be used up.

  • Page 39: Using The Machine For Telephone Calls

    3. USING THE MACHINE FOR TELEPHONE CALLS A handset is required to execute the procedures in this section. 3-1. Making a Telephone Call 3-1-1. Using On Hook Dial On Hook Dial Note: Do not pick up the handset. 2. Dial. See page 20 for how to dial.

  • Page 40: Answering The Telephone

    SECTION 2. ROUTINE OPERATION 3-2. Answering the Telephone If the telephone rings just once: A fax is coming in. Do not pick up the handset. If the telephone rings continuously: 1. Pick up the handset and speak to the other party. Note: If you hear a high-pitched tone, a fax is coming in.

  • Page 41: Phoning And Faxing On The Same Call

    3-3. Phoning and Faxing on the Same Call 3-3-1. To Talk Before Sending a Fax (On Hook Dial) On Hook Dial 2. Dial. Do not use the handset. Do not press Start . 3. If you hear a voice from the machine’s built-in speaker, pick up the handset and speak to the other party.

  • Page 42: Section 3. Advanced Features

    SECTION 3. ADVANCED FEATURES 1. TRANSMISSION 1-1. Broadcasting Make sure that the Memory indicator is lit. If it is not, press 1. Place your document in the feeder. To broadcast without placing the document in the feeder first, see page 42. 2.

  • Page 43: Keystroke Programs

    1-2. Keystroke Programs Storing a Program 1. Place a sheet of paper in the feeder. Note: Skip this step if you are making a polling reception program. 2. Select all required features (such as Transfer Request) and telephone num - bers as you would normally do.
  • Page 44 SECTION 3. ADVANCED FEATURES Labeling a Program Function Note: If you press Program List will be printed. 2. Press the Quick Dial key that holds the program that you wish to label. Example: 3. Input your label, using the Quick Dial keys.
  • Page 45 Using a Program - Transmission - 1. Place your document in the feeder. 2. Press the programmed Quick Dial Key. The program begins at once, or at the later time specified by the program. You do not need to press Start . - Polling Reception - 1.

  • Page 46: Confidential Transmission

    SECTION 3. ADVANCED FEATURES 1-3. Confidential Transmission 1. Place your document in the feeder. Then: Function Note: You may program one of the User Function Keys to acti - vate this feature. See page 56 for how to do this. 2.

  • Page 47: Polling Transmission

    1-4. Polling Transmission 1-4-1. Free Polling 1. Place your document in the feeder, then: Function See page 39 for the options that are available with polling. 2. Start Your fax message is stored and held on polling standby. Note: If you see FILE EXISTS CLEAR? PRESS have a message on Free Polling Standby.

  • Page 48: Stored Id Override

    SECTION 3. ADVANCED FEATURES 1-4-3. Stored ID Override This procedure will override the ID Code stored in your machine. The override is only effective for this one transmission. 1. Place your document in the feeder, then: Function 3. Enter the ID code that you wish to use for this message.
  • Page 49 - Options for Polling Transmission - The options are only available if the following can be seen in the top right corner of the display: 2. Scroll through the following list of options using the the scroll key. Automatic Reduction Polling Standby Duration (KEEP: The message is kept in memory until you erase it yourself using Function 23;...

  • Page 50: Transfer Request

    1. Place your document in the feeder. Function If you cannot use Function 12, you for - got to store your fax machine’s tele - phone number, country code, or ID code (Function 61). See pages 64, 65, and 66.

  • Page 51: Telephone Directory

    5. Either: Enter more destinations for this transfer broadcaster - go to step 4. Input another transfer broadcaster and its destinations: Start the transfer request: NOTE: You may use some transmission options, such as Send Later. See page 23. If you wish your machine to be a transfer broadcasting station, you must install a memory card or a hard disk.

  • Page 52: Secure Transmission

    SECTION 3. ADVANCED FEATURES 1-7. Secure Transmission Before using this feature, you must program one of the User Function Keys to acti - vate this feature (Function 35; see page 56). 1. Place your document in the feeder. 2. Press the User Function Key that you have programmed for Secure Transmis - sion.

  • Page 53: Reception

    2. RECEPTION 2-1. Polling Reception Function Note: You may program one of the User Function Keys to acti - vate this feature. See page 56 for how to do this. 2. Dial one or more numbers. Start NOTE: See the table on page 8 concerning the limitations to this feature. Options - Stored ID Override - This procedure overrides the ID Code that is stored in your machine.

  • Page 54: Authorized Reception

    SECTION 3. ADVANCED FEATURES 2-2. Authorized Reception Function DEST. 6 on the opposite display shows that there are 6 RTIs/CSIs programmed so far. In a new machine, you will see DEST. 0. Note: At this time, you can print an Authorized Reception List by pressing 2.

  • Page 55: Night Timer

    6. Scroll through the stored RTIs/CSIs on the screen with It is not possible to edit an RTI/CSI; if you wish to do so, you must delete the incorrect entry and reinput it. To delete the displayed RTI/CSI: When you have finished: NOTE: For Authorized Reception to take effect, you must switch it on.

  • Page 56: Forwarding (Memory Card Or Hard Disk Required)

    SECTION 3. ADVANCED FEATURES KEEPING THE HEATER ON ALL DAY: Set both timers to ON = 12:00AM. KEEPING THE HEATER OFF ALL DAY: Set both timers to OFF = 12:00AM. 4. Either: Program the timer for another day: Go back to step 2. Finish: Function NOTE: For the Night Timer to take effect, you must switch it on.
  • Page 57 4. Input the telephone number of this for - warding station. (If your machine is be - hind a PBX, add the access code before the number, unless the forwarding sta - tion is an extension connected to the same PBX as your machine.) Then press See page 20 for how to dial.
  • Page 58 SECTION 3. ADVANCED FEATURES 6. Type in an RTI or CSI, then press Yes . You can input up to 30 RTIs/CSIs for each forwarding station. 7. Either: Store this RTI as a wild card: Otherwise: 8. Either: Enter another RTI or CSI: Go to step 6. Finish: .
  • Page 59 Editing the Forwarding Feature Function 2. Input the code number of the forwarding station that you wish to edit (see the Forwarding List for a list of these codes). Then press 3. Either: Erase this forwarding station num - ber and all RTIs/CSIs stored with it: to erase.
  • Page 60 SECTION 3. ADVANCED FEATURES If you wish to view another forward - ing station number: Yes . Go to step 2. Finish: Function until the RTI/CSI that you wish to delete appears. To delete the RTI/CSI: go to step 4. It is not possible to edit an RTI/CSI;...

  • Page 61: Specified Cassette Selection (Optional Paper Feed Unit Required)

    2-5. Specified Cassette Selection (Optional Paper Feed Unit Required) Function DEST. 6 on the opposite display shows that there are 6 RTIs/CSIs programmed so far. In a new machine, you will see DEST. 0. Note: At this time, you can print a Specified Cassette Selection List by pressing 2.

  • Page 62: Multi-Sort Document Reception (Memory Card Or Hard Disk Required)

    SECTION 3. ADVANCED FEATURES 6. Scroll through the stored RTIs/CSIs on the screen with It is not possible to edit previously stored RTIs/CSIs; if you wish to do so, you must delete the incorrect label and store a new one. To delete the displayed RTI/CSI: When you have finished: NOTE:...

  • Page 63: Other Features

    3. OTHER FEATURES 3-1. Copying 1. Press Copy . Note: To cancel copy mode, press Copy again. 2. Use the scroll key to select the required copy pa - per size. The number of choices that you have depends on how many paper feed units you have installed.

  • Page 64: File Management

    SECTION 3. ADVANCED FEATURES 3-2. File Management 3-2-1. Erasing a File from Memory Fax message file (Memory Transmission): Instruction file (Polling Reception): Fax message file (Polling Transmission): (Example display: Using Function 21) 2. Either: Print a list of files: Scroll through the files on the display: until the required file appears.

  • Page 65: Printing A File

    3-2-2. Printing a File Fax message file (Memory Transmission): Fax message file (Polling Transmission): (Example display: Using Function 24) 2. Either: Print a list of files: Scroll through the files on the dis - play: until the required file ap - pears.

  • Page 66: User Function Keys

    SECTION 3. ADVANCED FEATURES 3-3. User Function Keys Each of the User Function Keys F1 - F5 can be programmed with one of the fol - lowing functions. In a new machine, the F1 to F4 keys have already been pro - grammed, as shown in the table below in boldface.

  • Page 67: Function Programs

    3-4. Function Programs Storing a Function Program For example, store Function 32 (Programming Speed Dial) into Function Key F5 as a Function Program. You can only use the User Function Keys F1 to F5 for this feature. Function Function Using a Function Program 2.

  • Page 68: Printing From Memory Lock (Memory Card Or Hard Disk Required)

    SECTION 3. ADVANCED FEATURES 3-5. Printing from Memory Lock (Memory Card or Hard Disk Required) Function 2. Input the Memory Lock ID. Example: Start NOTE If the Confidential File indicator is blinking, a message has been stored using Memory Lock. However, if the Confidential File indi - cator is lit, a message has been stored using Confidential Recep - tion, and the indicator no longer shows the presence of files stored using Memory Lock.

  • Page 69: Chain Dialing

    5. Input the digits that you need, such as your code number, to use the remote facility. These digits will depend on the remote facility. Note: Do not press 6. After you have finished your business with the remote facility, hang up. 3-7.

  • Page 70: Counters

    SECTION 3. ADVANCED FEATURES 3-9. Counters Function 2. When you have finished: 3-10. Communication Result Display 1. Function 2. Scroll through the past communications on the screen using Note: To print the TCR: 3-11. Length Reduction If the machine receives a page that is longer than the paper in the cassette, the machine reduces the length of the received image if it is within the following limits.

  • Page 71: Label Insertion

    3-12. Label Insertion In this model, your message will appear as follows at the other end if Label Inser - tion is switched on in your machine. TTI (32 characters) To: MR SMITH From the Quick/Speed Dial Label To use this feature, you must: Switch Label Insertion on for each Speed Dial and Quick Dial that you wish to use this feature with (see the procedures starting on pages 76 and 79).

  • Page 72: Ordering Toner

    SECTION 3. ADVANCED FEATURES 3-13. Ordering Toner To use this feature, you must do the following in advance: Make sure that digit 7 of User Parameter Switch 4 is at 1. (The machine is given this setting when it leaves the factory, so if you have not changed it, you don’t need to worry about this.) See page 72 for details on how to do this.

  • Page 73: Section 4. Programming The Machine

    SECTION 4. PROGRAMMING THE MACHINE 1. PROGRAMMING AT INSTALLATION Installation will be done by a service technician. CAUTION Do not switch on until everything is connected up properly. If you wish to move the machine to a new location, contact a service technician.

  • Page 74: Date And Time

    SECTION 4. PROGRAMMING THE MACHINE 1-2. Date and Time Function 2. Use the the display. Use the keypad to correct the individual elements. To change the month, move the cursor to the month and scroll through the months with the To change from AM to PM and vice versa, move the cursor to the time, and press Press...

  • Page 75: Telephone Number

    1-4. Telephone Number Function 3. Input your fax terminal’s telephone number. You must add your country’s inter - national dial and country codes at the start of the number. Check these codes with your local telecommunications operator. The example shown is for the USA;...

  • Page 76: Next Transfer Station (Group 4 Kit Required)

    SECTION 4. PROGRAMMING THE MACHINE 1-6. Next Transfer Station (Group 4 Kit required) Function 3. Input the number of the Next Transfer Station. Function 1-7. ID Code This is the ID Code that you use with Polling, ID Transmission, Transfer Request, and Closed Network.

  • Page 77: Confidential Id (Memory Card Or Hard Disk Required)

    1-8. Confidential ID (Memory Card or Hard Disk required) Function 1 then until the screen is as shown opposite. If no memory card or hard disk is in - stalled, you will not see this prompt. 3. Input the Confidential ID that you will be using.

  • Page 78: Rti

    SECTION 4. PROGRAMMING THE MACHINE 1-10. RTI Your RTI appears on the other party’s operation panel during communication. Function 1 then until the screen is as shown opposite. 3. Input the RTI that you will be using. Example: XYZ COMPANY Note: Not more than 20 characters.

  • Page 79: Tti

    1-11. TTI Your TTI is printed at the other end on the top edge of each page that you send. Function 1 then until the screen is as shown opposite. 3. Either: Copy the RTI across and store that as the TTI: 2 . Then, if you wish to edit the TTI: .

  • Page 80: Csi

    SECTION 4. PROGRAMMING THE MACHINE 1-12. CSI Your CSI appears on the other party’s operation panel during communication in - stead of your RTI, if the other party’s machine is another manufacturer’s product. Function 1 then until the screen is as shown opposite.

  • Page 81: Settings

    2. SETTINGS 2-1. On/Off Switches Function The first displayed item is the telephone line type: DP = Pulse Dial, TT = Touch Tone. In the above display, TT is currently selected. 2. Scroll through the list of features with until the required feature appears.

  • Page 82: User Parameter Settings

    SECTION 4. PROGRAMMING THE MACHINE 2-2. User Parameter Settings Function Note: At this time, you can print a User Parameter List if you press 2. The current settings for switch 00 are now displayed on the bottom line of the display (the top line shows the settings normally seen in a machine just deliv - ered from the factory).
  • Page 83 Switch 00 - Home position settings Digit Marker 0: Off 1: On (successfully scanned documents will be marked) Contrast Bit 2 Bit 1 Setting Resolution Bit 4 Bit 3 Setting Transmission mode If you change any of the contrast, resolution, transmission mode, marker, or halftone settings before making a transmission, then: 0: The setting(s) will not return to the home position after the transmission.

  • Page 84: Economy Transmission Time

    SECTION 4. PROGRAMMING THE MACHINE Switch 03 - Automatic printing of reports Digit Inclusion of part of the image on the following reports: Transmission Result Report, Memory Storage Report, Polling Clear Report, Communication Failure Report, Transfer Result Report, Transmission Deadline Report, Polling Confirmation List 0: No 1: Yes 1 to 7...

  • Page 85: Adjustments

    3. ADJUSTMENTS 3-1. Volume Adjustments Function Increase: Decrease: Test the current setting: Press Stop when you have fin - ished the test. Accept: 3. Repeat step 2 for the other monitors and the buzzer. SECTION 4. PROGRAMMING THE MACHINE MONITOR VOLUME TRANSMISSION: PRESS Start .

  • Page 86: Telephone Numbers And Personal Codes

    SECTION 4. PROGRAMMING THE MACHINE 4. TELEPHONE NUMBERS AND PERSONAL CODES 4-1. Programming Quick Dial This machine has 32 Quick Dial Keys (01 to 32), each of which can be pro - grammed as one of the following. The page number shows the location of the pro - gramming procedure.
  • Page 87 6. Either: Input a label using the Quick Dial keys. Then press Inputting and editing labels: see page 2. Do not program a label: Press Yes . 7. Switch Label Insertion on or off. Use the arrows on the scroll key to select the re - quired setting.
  • Page 88 SECTION 4. PROGRAMMING THE MACHINE 4. Edit the number ; use to move the cursor, and use delete the cursor character. After entering the new number, press Yes . 5. Either Change the label: Edit the existing label, then press Keep the label as it is: Inputting and editing labels: see page 2.

  • Page 89: Programming Speed Dial

    4. Erase the number: No . After erasing a number, you may store a new one to replace it if you wish. If you do not wish to store a new number, press to continue or press 4-2. Programming Speed Dial Programming a New Speed Dial Function Note: At this time, you can print a...
  • Page 90 SECTION 4. PROGRAMMING THE MACHINE 6. Either: Input a label using the Quick Dial keys (such as XYZ CO. LONDON). Then press Yes . Inputting and editing labels: see page 2. Do not program a label for this number: Press Yes .
  • Page 91 Editing a Speed Dial Function 2. Input the Speed Dial Code that you wish to edit. Example: 0 If the wrong number is displayed, press , or use the keys to scroll through the Speed Dial Codes on the screen. 4.
  • Page 92 SECTION 4. PROGRAMMING THE MACHINE 7. Switch Label Insertion on or off. Use the arrows on the scroll key to select the re - quired setting. Then: 8. Either Program another: Go to step 2. Finish: Function Erasing a Speed Dial Code Function 2.

  • Page 93: Programming Groups

    4-3. Programming Groups Groups allow you to combine numbers already stored in Quick Dial Keys or Speed Dial Codes or other numbers entered at the keypad into one group, for easy sequential transmission to all the numbers in that group. Note: See page 32 for information on how to dial a group.

  • Page 94: Storing Numbers In A Group

    SECTION 4. PROGRAMMING THE MACHINE Storing Numbers in a Group First, enter Group Programming mode as explained on page 83. Then: 1. Press 2. Input the number that you wish to store in the group. For example: Quick Dial 25: Speed Dial 00: Speed Dial Full number: Input at the keypad on the operation panel.

  • Page 95: Checking Which Numbers Are Already In The Group

    Checking Which Numbers are Already in the Group First, enter Group Programming mode as explained on page 83. Then: 1. Press 2. Press to scroll through the numbers on the display. To erase the displayed number: Clear . Go to step 3. When you have finished checking this group: No .

  • Page 96: Storing A Group Transfer Station

    SECTION 4. PROGRAMMING THE MACHINE Storing a Group Transfer Station First, enter Group Programming mode as explained on page 83. Then: 1. Press 4 . 2. Store the telephone number of the termi - nal that you wish to act as the Group Transfer Station for this group.

  • Page 97: Erasing The Group

    Erasing the Group This procedure deletes this Group and all the numbers stored in it. The Speed Dial Codes and Quick Dial Keys that you used in this Group will not be deleted from the memory; you can continue to use them for other purposes. First, enter Group Programming mode as explained on page 83.

  • Page 98: Personal Codes

    SECTION 4. PROGRAMMING THE MACHINE 4-4. Personal Codes Personal Codes allow you to track machine usage; they are printed for each com - munication on the TCR and other reports. They can also be used with the Re- stricted Access feature, to ensure that unauthorized personnel do not use the machine.
  • Page 99 4. Input a name for this Personal Code us - ing the Quick Dial keys. Example: JOHNSON Inputting and editing labels: see page 2. If you do not wish to store a label: Yes . Go to step 6. 6. Input a Confidential ID for the personal code used by this user.
  • Page 100 SECTION 4. PROGRAMMING THE MACHINE Editing or Erasing a Personal Code Function 2. Input the Personal Code that you wish to edit. Example: 5 Press if you entered the wrong code. 3. Either: Erase this Personal Code: Go back to step 2. Edit the contents of this code: Go to step 4.

  • Page 101: Automatically Printed Reports

    SECTION 5. PRINTING REPORTS 1. AUTOMATICALLY PRINTED REPORTS 1-1. Table of the Reports AUTOMATICALLY PRINTED REPORTS Confidential File Report Communication Failure Report Error Report Memory Storage Report Polling Clear Report Polling Reserve Report Polling Result Report Power Failure Report Transmission Deadline Report Polling Confirmation List Transmission Result Report (Immediate Transmission)

  • Page 102: Report Formats

    SECTION 5. PRINTING REPORTS 1-2. Report Formats Example 1. Error Report The following report means that the machine sent four pages but there were er - rors during the first two pages. Error Report File Pers. Code Address ------------------------------------------------------------------------------------------------------------------------------------ 0087 JOHNSON XYZ CO.
  • Page 103 The following pages explain the symbols that appear in certain columns of the re - ports. The Mode Column See the bottom of the TCR for a full listing of the symbols on the TCR. On other reports such as the File List, a code is given, informing the type of com - munication.
  • Page 104 SECTION 5. PRINTING REPORTS The Results Column OK: Successful Communication E: An error occurred The Footnote on the Reports TX: Total number of transmitted pages RX: Total number of received pages On the User Parameter List, you will also see the following counter: OPU Counter: In the Result column, some reports may have an "E"...

  • Page 105: User-Initiated Reports

    2. USER-INITIATED REPORTS 2-1. TCR Function 2-2. File List Function 2-3. Quick Dial List Function 2-4. Speed Dial List Function 2-5. Group Dial List Function 2-6. Program List Function 2-7. User Function List Function 2-8. Personal Code List Function Start 2-9.

  • Page 106: Section 6. Looking After The Machine

    SECTION 6. LOOKING AFTER THE MACHINE 1. REPLACING PAPER When the Add Paper indicator ( cassette is empty. When the Add Paper indicator ( cassette is empty (only when the lower cassette is installed). To refill either cassette: 1. Slide the cassette all the way out, and place it on a large flat surface.

  • Page 107: Replacing The Toner Cassette

    2. REPLACING THE TONER CASSETTE When the Add Toner indicator ( most empty. You will be able to make 100 more copies before you have to change the toner cassette. When the Add Toner indicator ( toner cassette. 1. Switch off the machine. 2.
  • Page 108 SECTION 6. LOOKING AFTER THE MACHINE 5. On the new toner cassette, remove the two green plastic stoppers. 6. Slide the new toner cassette into the machine along the rails until it stops. CAUTION Do not touch the cleaning blade [A].

  • Page 109: Replacing The Marker

    3. REPLACING THE MARKER When the mark made by the marker becomes pale, replace the marker as de - scribed below. 1. Remove the document tray. 2. Open the scanner cover. 3. Replace the marker. If tweezers are not available, you may press the point of a pencil down vertically into the marker and remove it by lifting straight up.

  • Page 110: Changing The Paper Size Of The Cassette

    SECTION 6. LOOKING AFTER THE MACHINE 4. CHANGING THE PAPER SIZE OF THE CASSETTE When you want to use a different size of paper in the cassette, do the following. NOTE:You need a #2 philips screwdriver for this procedure. 4-1. Upper Cassette 1.
  • Page 111 SECTION 6. LOOKING AFTER THE MACHINE 4. Change the position of the two side fences [C] to match the new paper size. 5. Change the paper size actuator [D] to the appropriate one. 6. Push down the bottom plate [E]. 7.

  • Page 112: Lower Cassette(S)

    SECTION 6. LOOKING AFTER THE MACHINE 4-2. Lower Cassette(s) 1. Remove the lower cassette. CAUTION: To avoid dropping the cassette, hold it by the front and side while pulling it out. 2. Remove the side fences [F]. 3. Change the position of the bracket [G]. NOTE: If necessary, hold up the bottom plate [H].

  • Page 113: User Maintenance Procedure

    5. USER MAINTENANCE PROCEDURE To ensure that your fax continues to operate smoothly, some simple maintenance is required. This entails cleaning a few components. User maintenance should be done once every 6 months. 5-1. User Maintenance Table The following table shows what items you need to look after from time to time. Let - ters after component names in the Item column refer to the labels used in the dia - grams on the following pages.

  • Page 114: User Maintenance Procedure

    SECTION 6. LOOKING AFTER THE MACHINE 5-2. User Maintenance Procedure 5-2-1. Scanner...
  • Page 115 1. Prepare a soft damp cloth. 2. Turn off the main power switch. Note for machines that do not have the optional hard disk unit Before turning off the main switch, make sure that the remaining memory capacity is 100%. If the machine is switched off for more than an hour, any fax messages in the memory may be lost.
  • Page 116 SECTION 6. LOOKING AFTER THE MACHINE 6. Clean the separation roller [E] with the soft damp cloth, while rotating the roller. This roller is near the decal. 7. Clean the white strip [F] with the soft damp cloth. CAUTION: Do not damage the sensor actuator [G] (black plastic) below the white strip.
  • Page 117 9. Turn the main power switch off. 10. Clean the exposure glass [I] with the soft damp cloth. 11. Clean the pick-up and feed rollers [J] with the soft damp cloth, while rotat - ing the rollers in the direction shown in the diagram.

  • Page 118: Main Body

    SECTION 6. LOOKING AFTER THE MACHINE 5-2-2. Main Body...
  • Page 119 1. Remove the upper cassette [K]. CAUTION: To avoid dropping the cassette, hold it by the front and side while pulling it out. 2. Clean the three registration roll - ers [L] with the soft damp cloth, while rotating them in the direc - tion shown in the diagram.
  • Page 120 SECTION 6. LOOKING AFTER THE MACHINE 3. Clean the white paper feed rollers [N] in the cassette, while rotating them. 4. Put back the cassette. 5. Open the front cover [O]. 6. Remove the toner cassette [P]. CAUTION: To prevent your table from getting dirty, lay a sheet of paper on it before removing the toner cassette.
  • Page 121 7. Lay a sheet of paper on top of the master belt [S] (dark green plastic belt), to avoid damage to the master belt. CAUTION: Do not touch the master belt. 8. Slide the blue plastic corona wire cleaner [T] from its home position all the way across to the right side of the machine.

  • Page 122: Lower Paper Feed Unit(S) (If One Or More Are Installed)

    SECTION 6. LOOKING AFTER THE MACHINE 5-2-3. Lower Paper Feed Unit(s) (If one or more are installed) 1. Remove the lower cassette. CAUTION To avoid dropping the cassette, hold it by the front and side while pulling it out. 2. Clean the paper feed roller [U] with the soft damp cloth, while rotating it in the direction shown in the diagram.

  • Page 123: Section 7. Solving Problems

    SECTION 7. SOLVING PROBLEMS CAUTION: Do not attempt any repairs other than those mentioned in this manual. Removing covers may expose you to dangerous voltages and other risks. Refer all servicing to qualified personnel. CHECK THE INDICATORS AND DISPLAY PANEL Check the indicators on the operation panel to check if there are any problems.
  • Page 124 SECTION 7. SOLVING PROBLEMS -Adjustment- If you normally scan thin or thick sheets of paper you can adjust the auto docu - ment feeder mechanism. Also, this is useful when you have document multifeed or non-feed problems. If you open the scanner cover you can find the adjustment knob (blue color) and scale easily.

  • Page 125: Copy Jams

    2. COPY JAMS If the Clear Copy Indicator ( There are five possible locations: Cassette entrance Inside the machine Copy feed-out area Lower cassette entrance (for machines with one or more lower paper feed units) A. Cassette Entrance 1. Pull open the cassette. 2.
  • Page 126 SECTION 7. SOLVING PROBLEMS B. Inside the Machine 1. Remove the trays, and pull open the cassette. 2. Open the front cover. 3. Pull out the jammed paper carefully by the leading or trailing edge, or by the center if both edges are jammed. CAUTIONS: Do not touch the fusing unit (the parts inside the machine colored...
  • Page 127 C. Copy Feed-out Area 1. Remove the document table and copy tray, and pull open the cas - sette. 2. Open the copy feed out cover. 3. Gently pull out the misfed paper. Do not leave any pieces inside. 4. Close the copy feed out cover. Put back the document table and copy tray.

  • Page 128: Communication Problems

    SECTION 7. SOLVING PROBLEMS D. Lower Cassette Entrance CAUTION If there is a paper feed problem in the lower cassette entrance, please slide out the cassettes one by one, from the top cassette down, before removing the paper. 1. Pull open the lower cassette. 2.

  • Page 129: Operating Difficulties

    4. OPERATING DIFFICULTIES SYMPTOM SET DOCUMENT is not displayed. The machine cannot dial out. The machine cannot dial out from behind a PBX. Transmission cannot take place; the Clear Original indicator blinks. Transmission cannot take place; the Line Fail indicator blinks. The document is not pulled into the ADF.
  • Page 130 SECTION 7. SOLVING PROBLEMS SYMPTOM The telephone keeps ringing and no fax is printed. No printout; the Add Paper indicator is lit. No printout; the Clear Copy indicator blinks. Stripes on copies. You can’t receive phone calls; the unit only rings once then goes into receive mode.

  • Page 131: Document Misfeed

    5. DOCUMENT MISFEED Incorrect operation or use of a non-recommended document type may cause a multifeed or a non feed. CAUSE Incorrect Position Incorrect Setting Method Curled Pages Incorrect Document Type Mixed Document Types Static Electricity User Maintenance Required Adjustment Required Silicone Oil is Present Incorrect Document Type Curled Pages...

  • Page 132: Displayed Error Messages

    SECTION 7. SOLVING PROBLEMS 6. DISPLAYED ERROR MESSAGES The following messages may appear while you are operating or programming the machine. CHECK AUTO-DIALING NO BOOKING FOR POLLING RECV NO TRANS FILES EXIST NO POLLING DOCUMENTS EXIST DOCUMENT IN USE USED AS GROUP USED AS PROGRAM USED AS QUICK DIAL NOT ADDED...

  • Page 133: Error Codes

    7. ERROR CODES Fax machines use a telephone line. The same types of problems you experience while making phone calls (such as noisy lines, crosstalk, disconnection during conversation, weak signals) also occur with faxing. Telephone callers can deal with the problems themselves (for example, by speaking a bit louder), but fax ma - chines cannot.
  • Page 134 SECTION 7. SOLVING PROBLEMS Code The memory may be full, and there may be a problem with your printer, such as a jam or running out of paper or toner. Wait for some space to appear in the memory, then solve the problem with your 0-24 printer.

  • Page 135: Section 8. Specifications

    SECTION 8. SPECIFICATIONS Dimensions: 19.5" x 18.8" x 12.0" (W x D x H) Excluding trays, handset, cassettes, and optional kits. Weight: 42 lbs Excluding trays, handset, cassettes, and optional kits. Power Supply: Maximum Power Standby: 35 W Consumption: Transmission: 40 W Reception: 180 W (excluding optional kits) Copying: 310 W Acceptable...

  • Page 136: Appendix A. Paper Feed Unit

    500 sheets of paper, which means that you can add an extra 2,000 sheets of copy paper capacity to your fax machine. If you have the same size of paper in more than one cassette, the paper in the up - permost cassette will be used.

  • Page 137: Appendix B. Hard Disk Unit

    APPENDIX B. HARD DISK UNIT 1. PRECAUTIONS WARNING: Do not attempt any maintenance or troubleshooting other than that mentioned in this manual. Before you start to use the machine, note the operating precautions mentioned in the section entitled "Precautions" at the front of the manual for the facsimile ma - chine.

  • Page 138: Operation

    3. OPERATION When you switch the machine on, switch both the facsimile machine and the hard disk unit on. The power indicator on the hard disk unit lights when the hard disk is switched on. The operating procedures are the same as those already described in this manual. The memory features of the hard disk are the same as the features of the stand - ard memory or the optional 1 Mbyte/2 Mbyte memory card, except for the follow - ing items.

  • Page 139: Appendix C. Isdn Option Type 40

    ISDN (Integrated Services Digital Network) for either Group 4 or Group 3 fax com - munication. A few of the features described in the manual for your fax machine cannot be used over an ISDN. These are as follows. Manual reception...

  • Page 140: Operation

    This number can be thought of as similar to an extension number on a PBX. If the destination telephone or fax machine has a subaddress number, input this number when dial - ing. You can get this number from your contact at that location.
  • Page 141 APPENDIX C. ISDN OPTION TYPE 40 Transmission Procedure The following example shows how to dial (assuming that the ISDN Option Type 40 has been installed). The differences between this procedure and the procedure for the base machine (refer to page 20) are as follows: You have to select G3 or G4 before you dial a number.
  • Page 142 Storing a Telephone Number The following example shows how to store a Quick Dial if the ISDN Option Type 40 has been installed. The differences between this procedure and the procedure for the base machine (refer to page 76) are as follows: You have to select G3 or G4 before you input a Quick Dial or Speed Dial You may have toinput a subaddress for a G4 number if the destination has one.
  • Page 143 APPENDIX C. ISDN OPTION TYPE 40 6. Either: Program a label for this number: go to step 7. Do not program a label: to step 8. 7. Input a label using the Quick Dial keys. Then press Yes . 8. Switch Label Insertion on or off. Use the arrows on the scroll key to select the re - quired setting.

  • Page 144: Troubleshooting

    3. TROUBLESHOOTING Call Progress Signals (CPS) Sometimes, a Call Progress Signal and an error message will appear on the dis - play panel. Possible messages are as follows. DIALING REMOTE TERMINAL BUSY WRONG NUMBER LINE NOT AVAILABLE FAX NUMBER CHANGED REMOTE FAX REJECTED UNABLE TO CONNECT NO RESPONSE...
  • Page 145 INDEX Add Paper Indicator Add Toner Indicator AI Redial Alarms Authorized Reception Authorized Reception List Authorized Reception, on/off Auto Receive Mode Automatic Reduction Automatic Reduction, on/off Batch Transmission Broadcasting Buzzer Buzzer Volume Center Mark, on/off Chain Dialing Checkered Mark, on/off Clear Copy Indicator Clear Original Indicator Clock...
  • Page 146 ID Transmission Immediate Transmission Indicators Add Paper Add Toner Clear Copy Clear Original Confidential File Line Fail Power Receive File Installation International dialing Keystroke Programs Label Insertion Language Selection Length Reduction Lightning Protection Line Fail Indicator Maintenance for Users Manual Receive Mode Marker Marker, on/off Marker, replacement...
  • Page 147 Polling Result Report, on/off Power Indicator Power Supply Printing a file from memory Program List Programming Authorized Reception Confidential ID Date and Time Economy Transmission Time Forwarding Function Programs Group Dial ID Code Language Selection Memory Lock ID Multi-sort Document Reception Night Timer On/Off Switches Personal Codes...
  • Page 148 Specified Cassette Selection, on/off Speed Dial Programming Using a Speed Dial number 20, 32 Speed Dial List Standby Mode Substitute Reception Substitute Reception, on/off TCR (Transaction Confirmation Report) TCR, on/off Telephone Directory Telephone Directory, programming Telephone Line Type Telephoning Making a Telephone Call Phoning and faxing on the same call Receiving a call Using AI Redial...

  • Page 149: Certification Label

    CERTIFICATION LABEL Certification Label RICOH UNITECHNO CO., LTD TSURUGASONE YASHIO-SHI SAITAMA-KEN JAPAN MANUFACTURED: Complies with FDA radiation performance standards, 21 CFR Subchapter J. PPC2100SL HS...
  • Page 150 6. In the event of operation problems (document jam, copy jam, communication error indic lems section in this manual. 7. If you cannot correct the problem, please contact the RICOH CORP. CUSTOMER SUPPORT DEPT. for repair and warranty information. If it is causing harm to the telephone network, the tel you to disconnect the equipment from the network until the problem is resolved.

  • Page 151: Function List

    QUICK REFERENCE FUNCTION LIST FUNCTION Confidential Transmission Transfer Request Secured Polling Transmission Free Polling Transmission Polling Reception Direct Fax Number Entry Erasing Memory Files Erasing Polling Reception Files Erasing Polling Transmission Files Printing the Contents of a Memory File Printing the Contents of a Polling File Programming Quick Dial/Printing the Quick Dial List Programming Speed Dial/Printing the Speed Dial List...
  • Page 152 FUNCTION LIST Confidential Transmission Transfer Request Secured Polling Transmission Free Polling Transmission Polling Reception Direct Fax Number Entry Erasing Memory Files Erasing Polling Reception Files Erasing Polling Transmission Files Printing the Contents of a Memory File Printing the Contents of a Polling File Programming Quick Dial/Printing the Quick Dial List Programming Speed Dial/Printing the Speed Dial List Programming Groups/Printing the Group Dial List...
  • Page 153 Headquarters: Ricoh Corporation, 5 Dedrick Place, West Caldwell, NJ 07006. 201-882-2000 U.S. Government Marketing: Ricoh Corporation, 1700 N. Moore Street, Suite 1200, Arlington, Canadian Main Office: Ricoh Corporation (Canada) Ltd., 2245 St. Laurent Blvd., Ottawa, Onta Ricoh Company Ltd., 15-5, Minami-Aoyama 1-Chome, Minato-ku, Tokyo 107, Japan Part No.

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