Oki OKIFAX 5400 Handbook
  1. Manuals
  2. Brands
  3. Oki Manuals
  4. Fax Machine
  5. OKIFAX 5400
  6. Handbook

Oki OKIFAX 5400 Handbook

Samsung oki facsimile user guide
Hide thumbs Also See for OKIFAX 5400:
Table of Contents

Advertisement

Quick Links

Download this manual See also: Service Manual, Maintenance Manual
OKIFAX 5400
FACSIMILE
OKIFAX 5400
Handbook

Advertisement

Table of Contents
loading

Related Manuals for Oki OKIFAX 5400

Summary of Contents for Oki OKIFAX 5400

  • Page 1 OKIFAX 5400 FACSIMILE OKIFAX 5400 Handbook...
  • Page 2 Every effort has been made to ensure that the information in this handbook is complete, accurate, and up-to-date. Okidata assumes no responsibility for the results of errors beyond its control. Okidata also cannot guarantee that changes in software and equipment made by other manufacturers and referred to in this handbook will not affect the applicability of the information in it.

  • Page 3: Table Of Contents

    Product Options ...11 Installation ... 13 For Your Safety: Installation Hints ... 13 Getting Started ... 14 Where to Install Your Fax Machine ... 14 Unpacking ... 14 What You Should Receive ... 14 Attaching the Document Stacker ... 15 Removing the Protective Sheet ...16...
  • Page 4 Using Your Fax with Your Computer ... 41 Connect to Your Computer ... 41 Setting Basic Features ... 42 Control Panel Keys and Indicators ... 42 Navigating Programming Levels ... 43 Viewing Your Current Settings ... 43 User Function Settings ... 43 User Function Settings List ...
  • Page 5 Sending a Fax to a Single Location ... 64 Search Key Dialing ... 66 Real-Time Dialing ... 66 Redialing ... 66 Confirming Results ... 66 Stopping a Transmission ... 67 Shortcut Fax Number Programming ... 67 Receiving Faxes ... 68 Receiving Faxes Manually ...
  • Page 6 Sending Documents Requested by Another Fax Machine (Polling Transmission) ... 104 To Cancel Polling ... 105 Dialing Another Fax Machine to Request Documents (Polling Reception) ... 105 Fax on Demand (Bulletin Polling) ... 106 Opening a Personal Box for Polling ... 106 Loading a Document for Polling ...
  • Page 7 Confidential Reception Report ... 114 What is it? ... 114 What information does it provide? ... 114 How to Print ... 114 How to Interpret ... 114 Configuration Report ... 114 What is It? ... 114 What Information Does it Provide? ... 115 How to Print ...
  • Page 8 ... 144 Your fax machine disconnected before you could answer a voice request..144 Your fax machine will not poll a remote fax machine. 145 Someone tried to send you a confidential fax but nothing happened..145 Your fax machine is connected to a PBX and you cannot dial out.
  • Page 9 Safety ... 150 Installation Hints ... 150 Operation and Maintenance ... 151 Handling the Consumables ... 151 Toner Cartridge ... 151 Image Drum Cartridge ... 152 Emergency First Aid ... 152 Service and Support ... 153 Your Dealer ... 153 Okidata on the Internet ...

  • Page 10: Introduction

    Introduction Overview Thank you for purchasing this OKIFAX 5400 fax machine. It uses advanced LED technology to transfer faxed and copied images to plain paper quickly and sharply. The Multifunction Printer Option (MFP Option, also referred to as the PC Interface) allows it to function as a scanner and 600 dpi class printer for your computer as well.

  • Page 11: Product Options

    • Advanced memory transmission and reception features, including automatic reception into memory. • Reports to help you keep track of your fax machine’s operations and settings. • Advanced memory transmission and reception features, including automatic reception into memory. • High-speed scanning of original documents while dialing, so your fax is ready to send as soon as connections are made.
  • Page 12 • Second Paper Tray adds an additional capacity of 500 sheets. When the main tray runs out, your fax machine automatically switches to the second tray for uninterrupted printing. Order Number 70029401. • 33.6K BPS Modem Upgrade increases the transmission speed of the fax machine.

  • Page 13: Installation

    For Your Safety: Installation Hints • Install your fax machine in a dust-free location away from direct sunlight. • Do not plug your fax machine into a power source shared by equipment that produces electrical noise (i.e., air conditioners, etc.).

  • Page 14: Getting Started

    Where to Install Your Fax Machine • Place your fax machine in a dust-free location away from direct sunlight. • Allow several inches of space on each side of the machine to ensure adequate ventilation.

  • Page 15: Attaching The Document Stacker

    1 OKIFAX 5400 2 Toner cartridge (wrapped) 3 Image drum cartridge (inside machine) 4 Power cord 5 Telephone line cord 6 Document stacker tray 7 Documentation (Not shown): Quick Reference Handbook Warranty, Regulatory Information, and Specifications Refer to the illustrations in the “Getting to Know Your Fax Machine”...

  • Page 16: Removing The Protective Sheet

    Removing the Protective Sheet 1 Lift up the document table. 2 Press in the cover release buttons on the side of the copy stacker until it clicks open. Lift up the stacker. Handbook 3 Take out the image drum cartridge. 4 Remove the protective sheet.

  • Page 17: Installing The Toner Cartridge

    5 Replace the image drum cartridge. Installing the Toner Cartridge 1 Remove the sponge and discard. Warning: Be careful when handling the toner cartridge. Do not let toner spill on your clothing or other porous materials. If you experience any problems with toner, refer to the “Safety, Handling the Consumables, Toner Cartridge”...
  • Page 18 3 With the ridged side facing up and the blue lever on your right, insert the toner cartridge into the image drum unit, left end first. 4 Push the lever forward to secure the cartridge. Handbook 5 Close the copy stacker—push down until you hear both sides click into place.

  • Page 19: Toner Cartridge And Image Drum Unit Handling

    Toner Cartridge and Image Drum Unit Handling • Leave unused toner cartridges and image drum units in their packages until needed. • When replacing a toner cartridge or image drum unit, re- use the packaging to dispose of the old toner cartridge or image drum unit.

  • Page 20: Loading Paper

    75% of the original length. For example, if you are receiving a document created originally on legal-size paper, your fax machine can reduce the received pages to fit on letter or A4 paper. Your fax machine is set at the factory to use letter-size paper.
  • Page 21 3 If necessary, lift and adjust for the length of your paper. 4 If you are using legal-size paper, pull out the extension at the back of the paper tray. 5 Remove the paper from its wrapper (up to 250 sheets). Note the “print side”...

  • Page 22: Connecting The Telephone Line

    • Insert one end of the telephone cord into the TEL 1 or TEL 2 jack on the back of the fax machine, and the other end into the jack in your external device. • To connect both an answering machine and a telephone, first connect your answering machine to your fax machine, then plug your external telephone’s cord into the...

  • Page 23: Connecting The External Handset (Option)

    You must have the TAD mode feature turned on for an answering machine to work with your fax machine. Refer to the “Answering Mode, Setting the Answering Mode” section of this handbook. Connecting The External Handset (Option) If you purchased the external handset option with your fax machine, follow these instructions to install it.

  • Page 24: Connecting Power

    (1) located on the back of the fax machine. 6 Insert the end of the cord into the TEL 1 or TEL 2 jack on the back of the fax machine. Handbook The two TEL jacks are provided to allow you to connect both an external handset and an answering machine.

  • Page 25: Programming Required Information

    2 Plug the power cord into the back of the unit. 3 Plug the other end into a grounded AC power outlet. 4 Turn on your fax machine. After the unit warms up, the time and current answering mode appear on the display.

  • Page 26: Date And Time

    Sender ID: This is a descriptive title that identifies the sender—usually the location of your fax machine or the name of your company or office and the fax machine’s number. It is printed at the top of every fax you send. You can enter up to 32 characters.

  • Page 27: To Program Your Fax Id

    Operations, Using Voice Request” section of this handbook) while communicating with another fax machine and no one is there to answer, your fax machine automatically sends a cover letter with a call back message. The message is printed on a separate sheet with the message “Please call back” and a telephone number where you can be reached—the number...
  • Page 28 8 Press the Start key to save your entry. The display shows NO=<CALL BACK NO.>. 9 After the display clears, use the numeric keypad to enter the telephone number for call back messages. Enter up to 20 characters. Use the 14/Space One Touch key to enter spaces. 10 Press the Start key to save your entry.

  • Page 29: Getting To Know Your Fax Machine

    Getting to Know Your Fax Machine Overview Component Identification Front of the Unit 1 One Touch Keypad Use for preprogrammed one touch dialing or for setting functions. 2 Paper Path Icon Load documents here face down. 3 Document Table Covers the copy stacker and holds original documents to be faces or copied.

  • Page 30: Back Of The Unit

    Adjust these guides to the page width of the documents that are to be copied or faxed. 9 Numeric Keypad Use to enter phone numbers, auto dial numbers, or information programmed into the fax machine. 10 Display Panel Shows status of machine and faxes in progress 11 Document Stacker Holds your original documents after they are faxed or copied.

  • Page 31: Inside The Unit

    You should clean this bar each time you change the toner cartridge. Locating the Serial Number The serial number of your fax machine is on a label on the side or back of your fax machine. The label will say “S/N”.

  • Page 32: Control Panel Keys And Indicators

    Control Panel Keys and Indicators Handbook...
  • Page 33 Faxing and Auto Dial Faxing” sections of this handbook for details. 3 Hyphen key When programming One Touch keys and Auto Dial telephone numbers, use this key to tell your fax machine to pause briefly before it dials the rest of the telephone number. 4 Search key...
  • Page 34 Handbook key while transmitting to signal the operator at the other fax machine that you want to talk to him or her at the end of your transmission or after reception of any page has been completed. To answer a voice request, press this key after lifting your telephone handset.
  • Page 35 13 */Tone key If your fax machine is set to pulse dialing, this key allows you to switch from pulse to tone dialing during your current call. You can also use this key while programming to create numbers with mixed pulse-then-tone operation.
  • Page 36 18 Stop key This key cancels the operation currently in progress and turns off the Alarm Indicator. After loading paper, installing a new toner cartridge, or correcting an alarm condition, press this key to turn off the Alarm Indicator. While you are programming, pressing the Stop key takes you back step-by-step through the programming functions you have already selected.

  • Page 37: The Speed Dial (One Touch) Keypad

    The Speed Dial (One Touch) Keypad The One Touch keys are your fax machine’s most important tool. Use them for quick, one-touch dialing, and to access most functions and programming options. Using the One Touch Keys for Dialing To use a One Touch key for dialing, just press the appropriate One Touch key.
  • Page 38 (polling transmission). When no document is loaded, use this key to call another fax machine and request it to send the documents loaded into it (polling reception). Refer to the “Advanced Operations, Polling” section of this handbook.

  • Page 39: Signal Tones

    Refer to the “Problem Solving, Printing a Cleaning Page” section of this handbook. Signal Tones Your fax machine makes a number of sounds to inform you of specific conditions. Key Select tone: This is a short beep that occurs every time you press a key.

  • Page 40: Dual Access

    Dual Access Your fax machine’s dual access feature allows you to load and prepare to transmit (send) a document while your fax machine is receiving or sending another fax from memory. This feature increases your productivity and reduces the time you spend waiting for operations to finish.

  • Page 41: Using Your Fax With Your Computer

    Connect to Your Computer 1 Make sure that both the computer and the fax machine are turned off. 2 Connect the end of the interface cable to your computer.

  • Page 42: Setting Basic Features

    Setting Basic Features Overview Control Panel Keys and Indicators Handbook 1 Display Panel 2 Copy key 3 Hyphen key 4 Search key 5 Auto Rec key 6 Select Function key 7 Auto Dial key 8 Redial key 9 Hook/V. Request key 10 One Touch keypad 11 One Touch labels 12 Numeric keypad...

  • Page 43: Navigating Programming Levels

    User Function Settings User function settings allow you to customize the general operation of your fax machine. Refer to the following User Function Settings List to determine which settings you may need to change, then refer to the “Changing Your User Function Settings”...

  • Page 44: User Function Settings List

    Available settings are ON (default) and OFF. 05 SENDER ID This function controls the printing of your fax machine’s Sender ID on the faxes you send. Refer to the “Programming Required Information, Fax Identification” section of this handbook for details. When turned on, the Sender ID will be printed on each page slightly outside the image area of your document.
  • Page 45 If the incoming call is a voice call, the fax machine rings to tell you to pick up the handset. If you do not answer, the fax machine automatically switches back to fax mode to allow the calling party to send a fax.
  • Page 46 Handbook You must have your local telephone carrier’s Distinctive Ring service. Your fax machine must be in FAX or PC answer mode, and the PBX dial parameter must be set to OFF. Other modes—TEL, TEL/FAX, or TAD—will override Distinctive Ring.
  • Page 47 The MFP Option must be installed to work with the OTHER setting. When using the fax machine as a PC printer, you can load A5 and B5 size paper into the paper tray. However, reports and standard size faxes (letter, legal, or A4) will not print completely on these paper sizes.
  • Page 48 16 INCOMING RING This function controls the telephone ringing sound your fax machine makes when a call comes in. When set to off, it does not ring during incoming calls. The available settings are: • ON (default): Only rings when set to Manual Receive [TEL] mode or when the RING RESPONSE function is set to 5, 10, or 20 seconds.
  • Page 49 In addition, if your fax machine is in TAD mode, a caller can enter the programmed remote receive number after leaving a voice message; this enables the fax machine to receive a fax from the caller.

  • Page 50: Changing Your User Function Settings

    PC Fax answering mode. In that case, incoming faxes are saved directly to the PC’s disk without being printed. If the PC is turned off or not functioning, the fax machine acts as a stand-alone fax machine and prints incoming faxes when this PC/FAX SWITCH function is set to ON (default).

  • Page 51: Dial Parameter Settings

    Available settings are from 1 to 6 minutes. Default: 3 minutes. 3 DIAL TONE DETECT This function allows your fax machine to wait for and detect a dial tone before proceeding with dialing. Available settings are ON and OFF. Default: OFF.

  • Page 52: Changing Your Dial Parameter Settings

    Touch-Tone dialing, or the DP setting for pulse dialing. Default: MF (TONE). 6 PBX LINE Turn this function on if your fax machine is connected to a PBX (Private Branch Exchange—a phone system used to route internal calls). Once this function has been turned on...

  • Page 53: Service Function Settings

    4 TSI PRINT When this function is on, the phone number of the sending fax machine prints at the top of each page of the message. 5 NO TONER MEM.RX When this function is on, your fax machine automatically receives messages in memory when it is low on toner.

  • Page 54: Changing The Language

    To change any of these settings, contact your Authorized OKIFAX Dealer. Changing the Language Your fax machine comes with two languages installed: English and one other language. The other language will be Spanish, French or Portuguese, depending on the type of unit you bought.

  • Page 55: Answering Mode Options

    Changing the Answering Mode 1 Press the Auto Rec key. A description of your current selection displays. 2 Press the Auto Rec key again. Your fax machine switches to the next setting. 3 Continue pressing the Auto Rec key until the selection you want appears on the display.

  • Page 56: Using Your Fax With An Answering Machine [Tad]

    Like Telephone/Fax mode, the Telephone Answering Device mode detects whether an incoming call is a fax or voice call. If it is a fax call, your fax machine receives the fax. If it is a voice call, your fax machine rings just as it does in Manual Receive mode.

  • Page 57: Incoming Call Parameters

    Available settings are OFF (default) and ON. You must have your local telephone carrier’s Distinctive Ring service.Your fax machine must be in FAX or PC answer mode, and the PBX dial parameter must be set to OFF. Other modes—TEL, TEL/FAX, or TAD—will override Distinctive Ring.This feature may not work...
  • Page 58 Setting Distinctive Ring To set up your fax machine to recognize another ring pattern: 1 Press the Select Function key. 2 Press the 9/User Program One Touch key. The display shows 1:FUNC. PROGRAMMING. 3 Press the Yes key. The display shows FUNCTION NO.

  • Page 59: Remote Receive: User Function 17

    In addition, if your fax machine is in TAD mode, a caller can enter the programmed remote receive number after leaving a voice message. This enables the fax machine to receive a fax from the caller.

  • Page 60: Paper Size Settings

    The MFP Option must be installed to work with the OTHER setting. When using the fax machine as a PC printer, you can load A5 and B5 size paper into the paper tray. However, reports and standard size faxes (letter, legal, or A4) will not print completely on these paper sizes.
  • Page 61 11 Press the Select Function key to finish. Keep in mind that all of the outside telephone numbers you program into your fax machine have to begin with your PBX’s access digit. To turn off the PBX LINE and DIAL PREFIX functions, follow Steps 1-7 above.

  • Page 62: Basic Faxing Operations

    5" (128 mm). • Documents cannot be wider than 8.5" (216 mm) or longer than 14" (356 mm). Your fax machine can be set to accept documents of unlimited length—see your Authorized OKIFAX Dealer.

  • Page 63: Multiple Page Documents

    Multiple Page Documents Your fax machine can scan paper with a basis weight between 13 pounds (50 g/m ) and 28 pounds (105 g/m up to 30 sheets of standard 20-pound (80 g/m photocopier paper. If you use lighter or heavier paper, you can load up to 15 sheets.

  • Page 64: Sending A Fax To A Single Location

    3 Your fax machine will grip the documents and pull the bottom page into the machine. 4 To obtain the best possible quality for the type of document you are scanning or faxing, use the Yes to set the resolution of your document. For most normal documents, the default STD setting works well.
  • Page 65 DIALING Your fax machine is dialing the number. CALLING The line is ringing. SENDING/XX.X Your fax machine is sending the message. XX.X indicates the transmission speed in bits per second. RESULT = OK The fax was sent successfully. COMMUN. ERROR...

  • Page 66: Search Key Dialing

    Hook/Voice Request key. Handbook Redialing If the line is busy or if there is no answer, your fax machine waits, and then automatically redials the number. The dial parameter settings determine how many times it redials and how long it waits between attempts. Refer to the “Dial Parameters Settings”...

  • Page 67: Stopping A Transmission

    Shortcut Fax Number Programming This convenient feature lets you program a number into your fax machine for future use while you’re sending a fax to it. It even finds the first available One Touch key (or Auto Dial number, if all the One Touch keys are programmed) for you to program.

  • Page 68: Receiving Faxes

    Receiving Faxes Receiving Faxes Manually If your fax machine is set to the manual receive [TEL] mode, it treats all incoming calls as voice conversations, and does not automatically receive faxes. You must have a handset connected to the fax machine in order to receive faxes manually.

  • Page 69: Receiving Faxes In Memory

    2 If a remote fax machine is on the line, or if a person wishes to fax you a document after a conversation, press the Start key. 3 When the RECEIVING message appears on the display, hang up the handset.

  • Page 70: Canceling Messages Stored In Memory

    Handbook Rejecting Unsolicited (Junk) Fax Messages (Closed Network Option) The closed network option lets you set your fax machine to only transmit faxes to or receive faxes from locations programmed into One Touch keys or Auto Dial numbers. You can also set it to receive faxes only from those programmed locations.

  • Page 71: Power Failures And Memory

    7 Press the Select Function key to finish. Power Failures and Memory If power to your fax machine is interrupted, the problems listed below will occur. You can prevent these problems by installing an...

  • Page 72: Using Voice Request

    You will know if the person on the other fax machine has issued a voice request when you hear a warbling tone. If you do not respond in approximately six seconds, the voice request is automatically cancelled.

  • Page 73: Programming Your Speed Dial Directory

    The One Touch keys are your fax machine’s most important tool. Use them for quick, one-touch dialing, and to access most functions and programming options.
  • Page 74 2 Press the 8/Location Program One Touch key. The display shows LOCATION PROGRAMMING ENTER (SRCH, OT, A/D, #). Where SRCH represents Search (press the Search key) OT represents One Touch A/D represents Auto Dial # represents Group 3 Press a One Touch key to program. Handbook To program or use One Touch keys 16-30, grasp the One Touch keyboard latch and swing the main One...
  • Page 75 5 After the display clears, enter the main fax number. Refer to the instructions below. • To enter numbers, use the numeric keypad (press once) • To enter spaces, press the 14/Space One Touch key • To enter hyphens (-), press the Hyphen key •...

  • Page 76: Using The One Touch Keys For Dialing

    11 To continue programming One Touch keys, go back to Step 3. If you are finished programming, press the Select Function key. 12 Lift off the plastic cover above the One Touch label. Using a pencil, write in the location name for your One Touch key(s).
  • Page 77 (polling transmission). When no document is loaded, use this key to call another fax machine and request it to send the documents loaded into it (polling reception). Refer to the “Advanced Operations, Polling” section of this handbook.

  • Page 78: Chain Dialing

    Page” section of this handbook. Handbook Chain Dialing Each fax number you enter or program into your fax machine can be up to 32 digits long. There may be situations where you need to dial a number longer than that. Or you may want to program portions of a number separately.

  • Page 79: Using A Chain Dial Number

    Using a Chain Dial Number 1 Select the One Touch key or Auto Dial number programmed with the first part of the chain dial number. 2 The display will show PRESS OT/AD/SRCH KEY. 3 Select the One Touch key or Auto Dial number programmed with the second part of the chain dial number.
  • Page 80 6 After the display clears, enter the fax number. Refer to the instructions below. • To enter numbers, use the numeric keypad (press once) • To enter spaces, press the 14/Space One Touch key • To enter hyphens (-), press the Hyphen key •...

  • Page 81: Copying

    Copying Overview Quantity and Resolution You can use your fax machine as a stand-alone copier to make up to 99 copies of a document at one time. FINE is the default resolution for copies. To change to a finer resolution, press the Yes you press the Copy key.

  • Page 82: Using The Manual Paper Feeder

    2 Neatly stack your documents, then insert them face down into the document feeder. Readjust the document guides for a snug fit. Your fax machine will grip the documents, and pull the bottom page into the machine. 3 Press the Copy key. The display shows PRG. NO. OF COPIES, [1SETS].
  • Page 83 2 Press in on the lower half of your fax machine’s front panel indents, just above the paper tray. 3 Pull the manual paper feeder down until it is horizontal. 4 Adjust the paper guides on the feeder. 5 Insert a sheet of paper face up. Adjust the guides again to ensure that the paper is straight.
  • Page 84 6 Press the Copy key (refer to the instructions above). If you are making more than one copy, or copying a multi-page document, insert additional sheets when the previous sheet is all the way through the machine. Handbook...

  • Page 85: Sending A Fax To Multiple Locations

    Sending a Fax to Multiple Locations Overview (Broadcasting) The broadcasting feature allows you to send one document to as many as 139 locations at the same time. For each broadcast operation, you can select up to 30 single-location One Touch keys or One Touch keys programmed as groups, and up to 99 auto Dial Codes, as well as 10 manually entered numbers (Key Entries).
  • Page 86 8 When you are finished selecting locations, press the No key at the SELECT LOCATION(S) message. 9 If you have selected multiple locations, your fax machine asks if you want to confirm your selections with a printed report before proceeding. If you do, press the Yes...

  • Page 87: Sending A Fax To A Group

    Sending A Fax to a Group Overview What is a Group? A group is a collection of programmed locations. Once you have programmed some One Touch keys or Auto dial numbers, you can use these programmed locations to create groups. Using groups, you can easily send the same fax to multiple locations.

  • Page 88: Programming Groups

    Programming Groups 1 Press the Select Function key. 2 Press the 8/Location Program One Touch key. The display shows LOCATION PROGRAMMING. 3 On the numeric keypad, press the # key. The display shows GROUP SETTING. 4 Using the numeric keypad, enter the two-digit group number (01 to 20) you want to program.

  • Page 89: Delete

    Delete Refer to Steps 1 through 6, above. To delete a previously added One Touch location, • Press the One Touch key. • Press No to delete it from the group. To delete a previously added Auto Dial location, • Press the Auto Dial key. •...

  • Page 90: Relay Faxing

    Relay Faxing Overview What is Relay Faxing? Relay faxing allows one fax machine to send a document to another fax machine, which then re-sends the document to a number of other locations. Two different fax machines are involved in transmitting a relay fax: the relay initiating station and the relay key station (hub).

  • Page 91: Relay Initiating Station

    Relay Broadcast Report After the relay broadcast is completed, it is possible for the relay key station to send a fax back to your fax machine confirming the success of the relay broadcast. For this function to work, your fax machine’s own telephone number must be programmed into Auto Dial number 99.

  • Page 92: Initiating A Relay Broadcast

    Initiating a Relay Broadcast 1 Load your documents. 2 Press the Select Function key. 3 Press the 4/Relay Initiate TX One Touch key. a. The first time you use this feature, the display shows: RELAY PASSWORD ENTER [ ] Using the numeric keypad, enter the 4-digit relay password.
  • Page 93 To select a number dialed on the numeric keypad, dial as you would on a normal telephone. 7 Press the Start key. Your fax machine begins to connect to the relay key station and transmit the fax to be relayed to the selected group.

  • Page 94: Advanced Operations

    Sending a Fax at a Later Date and Time You can program your fax machine up to three days in advance to send documents at a specified date and time. You can send one delayed fax at a time either from the document feeder or from memory.

  • Page 95: Sending A Delayed Fax From The Document Feeder

    • You may have twenty delayed faxes loaded into your fax machine. • The fax machine can be used for other transmissions while a delayed fax is waiting to be sent. • To change the default setting, you must adjust the settings for User Function 18, Mem./Feeder SW.

  • Page 96: Sending A Delayed Fax From Memory

    • To select a number dialed on the numeric keypad, dial as you would on a normal telephone. 11 Press the Start key. Your fax machine begins waiting for the time and date you have set before feeding the document and sending the fax.
  • Page 97 8 Press the Yes key. The display shows BROADCAST/MEMORY TX 9 Press the Yes key. The display shows BROADCAST/MEMORY TX. Press the Yes key. 10 Select a location. Refer to the instructions below. • To select a One Touch key, press the One Touch key (lift the main One Touch keypad to access One Touch keys 16–30).

  • Page 98: Canceling A Delayed Transmission

    Creating a Personal (Confidential) Mailbox The OKIFAX 5400 has 16 personal (confidential) mailboxes. 1 Press the Select Function key. 2 Press the 9/User Program One Touch key. The display shows 1: FUNC.

  • Page 99: Changing Your Password

    10 Press the Yes key to confirm your entry. 11 The fax machine then asks you to enter another mailbox number. To continue programming mailboxes, go back to step 5. When you are finished, press the Select Function key.
  • Page 100 12 Press the Yes key to accept the new password. 13 Your fax machine will ask you to enter another mailbox number. • To continue programming mailboxes, go back to Step • If you are finished programming, press the Select...

  • Page 101: Closing (Deleting) A Mailbox

    When the display shows DELETE PERSONAL BOX press the Yes key. 9 The fax machine will ask you to enter another mailbox number. • To continue programming mailboxes, go back to Step • If you are finished programming, press the Select Function key.

  • Page 102: Sending Confidential Faxes

    • To select a number dialed on the numeric keypad, dial as you would on a normal telephone. 7 Press the Start key. Your fax machine begins sending the fax. Receiving Confidential Faxes If you need to receive a fax that should not be seen by anyone else, have the person send the message from another Oki fax-capable unit as a confidential fax.

  • Page 103: Printing Confidential Messages

    Printing Confidential Messages Each time your fax machine receives a confidential message, it automatically prints a confidential reception report that tells you which mailbox number received the message. To print a received confidential fax: 1 Press the Select Function key.

  • Page 104: Polling

    Start key to begin transmission. Sometimes it is more useful to load your documents on your fax unit and set it to wait for the receiving fax machine to call and collect them. This is known as setting your unit to be polled, or setting it for polling transmission.

  • Page 105: To Cancel Polling

    Auto Dial number on the numeric keypad. • To select a number dialed on the numeric keypad, dial as you would on a normal telephone. 5 Press the Start key. Your fax machine begins polling the remote fax machine. Handbook...

  • Page 106: Fax On Demand (Bulletin Polling)

    This means that the document can be polled by more than one remote fax machine—it is not deleted after it is polled. You can also store different documents in different boxes, so that you can easily change the document available for polling.

  • Page 107: Loading A Document For Polling

    You walk up to the fax machine, load the document into the feeder, select the location to send the fax to, and press the Start key (if necessary). The fax machine will complete the broadcast transmission to the fourth location, send your “walk-up”...

  • Page 108: Setting The Forwarding Number (Call Forwarding)

    Setting the Forwarding Number (Call Forwarding) When your fax machine’s answering mode is set to Fax Forwarding [FWD], it receives fax messages into memory and then automatically resends it to another location. This can be useful feature if you are travelling.

  • Page 109: Working With Dual Access

    Working with Dual Access Overview Your fax machine’s dual access feature allows you to load and prepare to transmit (send) a document while your fax machine is receiving or sending another fax from memory. This feature increases your productivity and reduces the time you spend waiting for operations to finish.

  • Page 110: What You Can Do While Making Copies

    What You Can Do While Making Copies While your unit is making copies, you can: • Continue to receive faxes while copies are printing, if your unit is set to receive faxes into memory. Handbook...

  • Page 111: Reports

    • The date, time and duration (S, R-TIME) of each transmission or reception. • The name or telephone number of the fax machine you were communicating with (DISTANT STATION ID). If you were sending a fax, the telephone number or the Location ID is printed.

  • Page 112: How To Print

    • The communication mode used for each transmission or reception (Communication Codes). • The number of pages sent or received. • The result of each communication (Results Codes). • Service codes. Be sure to report these diagnostic codes if you contact your Authorized OKIFAX Dealer about communication problems.

  • Page 113: How To Print

    How to Print Each time you program a multiple-location transmission (broadcast), your fax machine gives you the option of printing the Broadcast Entry Report to confirm your entries. Refer to Performing a Broadcast Operation for details. How to Interpret Refer to “What information does it provide?”...

  • Page 114: Confidential Reception Report

    • The total amount of time spent Sending or Receiving (S, R-TIME). • The Location ID or telephone number of the fax machine you were communicating with (DISTANT STATION ID). • The number of the mailbox that received the message.

  • Page 115: What Information Does It Provide

    Touch Parameter settings, which appear in the telephone directory). • The Sender ID (ID=), TSI/CSI (TEL NO.), and call back number currently programmed into your fax machine. • Current dial parameter settings. How to Print 1 Press the Select Function key.

  • Page 116: Message Confirmation Report (Mcf)

    • The date of the communication. • The total amount of time spent Sending or Receiving (S, R-TIME). • The Location ID or telephone number of the fax machine you were communicating with (DISTANT STATION ID). • The communication mode used (Communication Codes).

  • Page 117: How To Print

    How to Print You can set your fax machine to print a message confirmation report after every transmission (automatic) or you can print a report only when you want to (manual). Automatic Follow this procedure to set your fax machine to print a message confirmation report after every transmission.

  • Page 118: On Demand (Manual)

    (if any) that appear on this report. Phone Directory What is it? This report provides a complete listing of all of the telephone numbers programmed into your fax machine’s One Touch keys, Auto Dial codes and groups. Handbook What information does it provide? •...

  • Page 119: Power Outage Report

    This report automatically prints if power is interrupted. It lists all messages lost because of the power outage. Certain information stored in your fax machine is lost if power is interrupted under these circumstances: • If there is no optional memory expansion board installed.

  • Page 120: Printing Reports

    Refer to the “Using 6/Report Print One Touch Key” section, below. Handbook Message Confirmation Report You can set your fax machine to print a message confirmation report after every transmission (automatic) or you can print a report only when you want to (on demand [manual]).

  • Page 121: Using 6/Report Print One Touch Key

    • Service Codes Communication Codes Communication codes indicate the communication mode used for a communication. Multiple-location transmission (broadcast). Reception into a personal mail box. CALLING A communication initiated by your fax machine CALLED A communication initiated by a remote fax machine. Handbook...

  • Page 122: Result Codes

    Contact service. Refer to the “Service and Support” section of this handbook. Handbook R_JAM A paper jam occurred in your fax machine while it was receiving a fax, and it was unable to receive the entire message in memory. S_JAM A document jam occurred.

  • Page 123: Problem Solving

    Clearing a Document Jam When a document jams while being faxed or scanned, your fax machine beeps, the red Alarm indicator lights, and DOCUMENT JAM appears in the display. If the jammed document looks as if it is positioned straight in your feeder, press the Stop key to try to feed the document the rest of the way through the feeder.

  • Page 124: Clearing A Paper Jam

    Clearing a Paper Jam If the Alarm indicator lights and your fax machine displays PAPER JAM or NO PAPER when the paper tray still contains paper, there may be one or more sheets of paper jammed in the machine. If you are out of paper, refer to the “Installation, Loading Paper”...
  • Page 125 3 Lift the image drum cartridge out and set it aside. Warning: Never expose the image drum unit to light for more than five (5) minutes. Never expose the image drum unit to direct sunlight. Never touch the surface of the green drum inside the image drum unit.
  • Page 126 7 Make sure the paper stop in the tray is properly adjusted: not too loose, not too tight. 8 Slide the paper tray all the way back into the fax machine. Handbook 9 Place the image drum unit back into your fax machine. To...

  • Page 127: Printing A Cleaning Page

    If you cannot remove jammed paper using the procedure above and most of the jammed sheet has emerged from the machine, use the following method. You will probably need someone to help you. Open the document stacker and copy stacker (steps 1 and 2 above).

  • Page 128: Replacing The Toner Cartridge

    4% (equivalent of CCITT No. 1 test chart). The first toner cartridge in your new fax machine has to fill the drum reservoir and saturate the developing roller with toner. For this reason, it will need to be replaced sooner than subsequent cartridges—after...
  • Page 129 2 Push in the cover release buttons on the side of the copy stacker until you hear a click. Lift the copy stacker. 3 Pull the blue lever on the old toner cartridge all the way toward you. Carefully pull the old toner cartridge out of the image drum unit.
  • Page 130 6 Once the toner cartridge is in place, push the lever all the way toward the back of the fax machine to secure it and release the toner. 7 Using the cleaning wipe provided with your new toner cartridge, gently wipe back and forth across the full length of the LED array.

  • Page 131: For Your Safety: Handling The Toner Cartridge

    For Your Safety: Handling the Toner Cartridge • Leave unused toner cartridges in their packages until needed. • When replacing a toner cartridge, re-use the packaging to dispose of the old toner cartridge. • Be careful when removing the toner cartridge. Do not let it touch your clothing or porous materials.

  • Page 132: For Your Safety: Handling The Image Drum

    This message does not mean that you must replace the image drum immediately, nor does it cause your fax machine to stop working. In most cases, your image drum still has at least 10% of its productive life left. You can continue to use the image drum as long as print quality is acceptable.

  • Page 133: When To Replace The Image Drum Cartridge

    You need a new image drum if the faxes you receive are light or have vertical streaks in them and you are not out of toner, or if your fax machine displays a CHANGE DRUM message. Contact your Authorized OKIFAX Dealer to order one.
  • Page 134 4 Remove the protective sheet from the new image drum unit. 5 Insert the new image drum unit into your fax machine. To ensure that the image drum is positioned correctly, press down firmly on both of the locations on the image drum marked “PUSH.”...
  • Page 135 8 Once the toner cartridge is in place, push the lever all the way toward the back of the fax machine to secure it and release the toner. 9 Using the cleaning wipe provided with your new toner cartridge, gently wipe back and forth across the full length of the LED array.

  • Page 136: Resetting The Drum Counter

    12 Follow the instructions in the “Resetting the Drum Counter” section of this handbook to reset the drum counter. Resetting the Drum Counter Important: Reset the drum counter only when you have finished installing a new image drum. You can only reset the counter when the Change Drum Soon message is on the display.

  • Page 137: Display Panel Messages

    Display Panel Messages This section lists the status and error messages that may appear on the fax machine’s display panel, and explains what they mean and how to correct any problem they indicate. The red Alarm indicator lights when there is an error condition.
  • Page 138 ERROR 77 Handbook There is no image drum in the fax machine. Turn the fax machine off, install an image drum and toner cartridge according to the instructions in this handbook, then turn it on again to clear the message.
  • Page 139 PRINTER ALARM 4 [FAX] PLEASE CONFIRM Open and close the cover. If this does not clear these messages, turn off your fax machine and contact your Authorized OKIFAX Dealer for service. Refer to the “Service and Support” section of this handbook.

  • Page 140: Reading The Print Counters

    Nothing happens when you press the control panel keys. • Open and close the upper cover. • If that does not solve the problem, turn the fax machine off, wait ten seconds, then turn it on again.

  • Page 141: The Display Tells You To Replace Paper Even Though There Is Paper In The Paper Tray

    If you do not hear one, there may be a problem with your telephone line. If you do hear a dial tone, your fax machine may be using the wrong dialing method (pulse or tone) for your area. If you...

  • Page 142: The Display Shows A Communication Error

    Refer to the “Programming Your Speed Dial Directory, One Touch Faxing” section of this handbook. • Lastly, either your fax machine or the remote fax machine may need servicing. Try sending a fax to another location to check your machine.

  • Page 143: You Keep Getting Reports You Do Not Want

    • When you are dialing with an Auto Dial code, be sure to press the Auto Dial key before you enter the code. • If your fax machine has the Dial Parameter, Auto Start feature turned off, you will have to press the Start key before dialing will begin.

  • Page 144: Your Fax Machine Does Not Answer The Phone Or Receive Faxes

    Your fax machine does not answer the phone or receive faxes. • First make sure that your fax machine is turned on and the power cord is connected to the AC outlet. • If you have a handset connected to your fax machine, check that there is a dial tone on the phone line.

  • Page 145: Your Fax Machine Will Not Poll A Remote Fax Machine

    Your fax machine will not poll a remote fax machine. • Call the person at the remote fax machine and make sure that they have loaded documents and set their fax machine in polling transmission mode. Someone tried to send you a confidential fax but nothing happened.

  • Page 146: Your Fax Machine Does Not Immediately Switch To Tel Mode When You Make Or Receive A Voice Call

    Your fax machine does not immediately switch to TEL mode when you make or receive a voice call. • Try pressing the Stop key. Your fax machine will return to standby mode so that you can converse. • This condition may happen infrequently due to telephone line conditions, or the type of external telephone used.

  • Page 147: Firmware

    1-800-654-3282 (1-800-OKIDATA) for the location of the nearest Authorized OKIDATA Service Dealer. Serial Number of Your Fax Machine The serial number of your fax machine is on a label on the side or back of your fax machine. The label will say “S/N”.

  • Page 148: Security

    Rejecting Unsolicited (Junk) Fax Messages Closed Network Option The closed network option lets you set your fax machine to only transmit faxes to or receive faxes from locations programmed into One Touch keys or Auto Dial numbers. You can also set it to receive faxes only from those programmed locations.
  • Page 149 To use the closed network function, follow the instructions below. 1 Press the Select Function key. 2 Press the 9/User Program One Touch key. The display shows 1:FUNC. PROGRAMMING. 3 Press the Yes key. The display shows FUNCTION NO. [ ]. 4 Using the numeric keypad, enter 08.

  • Page 150: Safety

    Installation Hints • Install your fax machine in a dust-free location away from direct sunlight. • Do not plug your fax machine into a power source shared by equipment that produces electrical noise (i.e., air conditioners, etc.). • Leave electronic adjustments to authorized service personnel.

  • Page 151: Operation And Maintenance

    Operation and Maintenance • Use a dry cloth to clean the control panel and the main body of the unit. • Aside from replacing the toner and image drum cartridge, do not disassemble or attempt to service this unit yourself. Refer to a qualified technician for service.

  • Page 152: Image Drum Cartridge

    Image Drum Cartridge • Leave unused image drum units in their packages until needed. • When replacing an image drum unit, re-use the packaging to dispose of the old image drum unit. • Do not expose these components to light for more than five minutes.

  • Page 153: Service And Support

    Support For quick answers to commonly asked questions, call 1-800- 654-3282 (1-800-OKIDATA), United States and Canada only. Please be sure that you are calling from a telephone close to your fax machine, so you can describe your problem accurately. Handbook...

  • Page 154: Purchasing Supplies And Options

    Before you order, have the correct part number and description of the item. • Consult the Authorized OKIFAX Dealer where you purchased your fax machine. • Call 1-800-654-3282 (1-800-OKIDATA) for the nearest Authorized Sales and Service location. • Check office supply catalogs or your local stationery store.

  • Page 155: User Function Settings

    User Function Settings Overview User function settings allow you to customize the general operation of your fax machine. Refer to the following User Function Settings List to determine which settings you may need to change, then refer to the “Changing Your User Function Settings”...
  • Page 156 Available settings are LOW, MIDDLE (default), and HIGH. 08 CLOSED NETWORK This function allows you to program your fax machine to refuse to communicate with locations whose telephone numbers have not been programmed into your One Touch keys or Auto Dial locations.
  • Page 157 09 TX MODE DEFAULT Your fax machine is set for the STD (standard) resolution setting and the NORMAL contrast setting. If you consistently send faxes that require some other combination of transmission modes, use this function setting to change the default modes. While you are...
  • Page 158 Available settings are OFF (default) and ON. You must have your local telephone carrier’s Distinctive Ring service.Your fax machine must be in FAX or PC answer mode, and the PBX dial parameter must be set to OFF. Other modes—TEL, TEL/FAX, or TAD—will override Distinctive Ring.This feature may not work...
  • Page 159 16 INCOMING RING This function controls the telephone ringing sound your fax machine makes when a call comes in. When set to off, it does not ring during incoming calls. The available settings are: ON (default): Only rings when set to Manual Receive [TEL] mode or when the RING RESPONSE function is set to 5, 10, or 20 seconds.

  • Page 160: Changing Your User Function Settings

    22 PC/FAX SWITCH This function is active only when the optional PC interface is installed and your fax machine is set to the PC Fax answering mode. In that case, incoming faxes are saved directly to the PC’s disk without being printed. If...

  • Page 161: Dial Parameter Settings

    Available settings are from 1 to 6 minutes. Default: 3 minutes. 3 DIAL TONE DETECT This function allows your fax machine to wait for and detect a dial tone before proceeding with dialing. Available settings are ON and OFF. Default: OFF.
  • Page 162 Touch-Tone dialing, or the DP setting for pulse dialing. Default: MF (TONE). 6 PBX LINE Turn this function on if your fax machine is connected to a PBX (Private Branch Exchange—a phone system used to route internal calls). Once this function has been turned on...

  • Page 163: Changing Your Dial Parameter Settings

    Changing Your Dial Parameter Settings 1 Press the Select Function key. 2 Press the 9/User Program One Touch key. 3 On the numeric keypad, press 2. The display shows 2:DIAL PARAMETER. 4 Press the Yes key until the display shows the dial parameter you want to change.

  • Page 164: Service Function Settings

    4 TSI PRINT When this function is on, the phone number of the sending fax machine prints at the top of each page of the message. 5 NO TONER MEM.RX When this function is on, your fax machine automatically...

  • Page 165: Glossary

    This allows, for example, a fax machine with a 10" scanning width to send an image 10" wide to a unit with an 8.5" print width; the receiving fax machine will receive a reduced-size printout of the complete image.
  • Page 166 See Secure Mail. Confirmation report. See RCR and TCR. Continuous polling. See Polling. Copy mode. Lets one use a fax machine as a convenience copier. Cover page (automatic). A small, user-created message; can be the first page of every transmission.
  • Page 167 See also White-line skip. Dual Access. Allows you to load and prepare to transmit (send) a document while your fax machine is receiving or sending another fax from memory. Effective printing width. The widest image that can be printed on a fax.
  • Page 168 Hub. See Relay broadcasting. Hz (or Hertz). A measure of frequency equal to one cycle per second. Used in the specifications for a fax machine, it identifies the AC power the unit requires. ITU-T. International Telecommunications Union — Telecommunications Sector. (Formerly known as CCITT, for Consultative Committee for International Telegraph and Telephone.) A telecommunications forum for member...
  • Page 169 (analog) telephone lines. A modem is included in a fax machine and allows it to be connected directly to a PSTN telephone line. Monitor.
  • Page 170 A multifunction printer might combine a fax machine with a copier with a computer printer. Multifunction Printer Option. Also known as the PC Interface Option.
  • Page 171 Many PBX systems use digital transmission lines which, unlike more common PSTN lines, are not compatible with fax machine use. The user should not connect a fax unit to a PBX without first checking with the system manufacturer or service representative.
  • Page 172 Lets your fax machine store a document in internal memory, transmit the document to the memory of a remote fax machine, and then instruct that unit to relay (i. e., re-transmit) the document to each fax in a call group in the “hub”...
  • Page 173 TCR. Transmit confirmation report; this provides proof that your fax machine did send the document you set for transmission. Printed after transmission, the TCR also identifies the telephone number to which the fax sent the document, plus the actual time of transmission and how many pages the unit transmitted.
  • Page 174 Transmission Speed. How fast a fax machine is sending a fax document. This speed depends upon the modem speed of each unit, the resolution setting, the content of the document, the encoding technique and the condition of the phone line (clean, noisy, etc.) Any change in any one of these five...

  • Page 175: Index

    Index Overview Symbols 1'st paper size setting, 47 2'nd paper size setting, 48 Activity report, 111–112 Add to a group, 88 Alarm indicator, 36 Answering machine, use with, 56 Answering mode, 54–56 changing, 54 options, 55–57 setting, 54 Auto dial faxing, 79–80 Auto dial key, 34 Auto rec key, 33 Auto receive mode, 55...
  • Page 176 Codes communication, 121 result, 122 Communication codes, 121 Computer connections, 41 Confidential faxes, 98–103, 148 printing, 103 receiving, 102 sending, 102 Confidential reception report, 114 Confidential TX key, 38 Configuration report, 114–116 Configuration report, 43 Confirming results, 66 Connecting to PBX, 60–62 Connections answering machine, 22 computer, 41...
  • Page 177 Document size, 62 Document stacker, 15, 30 Document table, 29 Documents loading, 63–65 multiple page, 63 preparing for faxing, 62–64 Drum counter, resetting, 136 Dual access, 40, 109–110 Emergency first aid, 19 End of session tone, 39 ERR report, 44 Error correction mode setting, 49 Error messages, 137–147 Error tones, 39...
  • Page 178 IMAGE IN MCF, 44 Incoming call parameters, 57–59 Incoming ring, 57 Incoming ring setting, 48 Installation, 13–28 Jacks, 30 Jams, document, 123 Jams, paper, 124–127 Junk faxes, rejecting, 70–72 Keypad, 30, 35 Labels, one touch, 34 Language changing, 54 Language setting, 48 LED printhead, 31 LEDs, alarm, 36 Loading documents, 63–65...
  • Page 179 Off hook alarm tone, 39 Okidata customer support, 153–154 One touch keypad, 29, 34, 37–39 keys, programming, 37 labels, 34 parameters, setting, 50 One touch keys programming, 73–76 using, 76 Options, 11, 154 OTHER setting, 60 Paper full mark, 21 jams, clearing, 124–127 loading, 20–21 manual feeder, 82–84...
  • Page 180 Problem checklist, 140–146 Problem solving, 123–147 Programming, 43 date and time, 26 fax ID, 27 groups, 88–89 one touch keys, 73–76 Programming shortcuts, 67–68 Pulse/Tone selection, 51 Real-time dialing, 66 Receiving faxes, 68–71 in memory, 69 manually, 68–69 Reception no paper, 69 Redial interval, 51 Redial key, 34 Redial tries, 51...
  • Page 181 Safety, 150–152 Safety information, 13 Search, 88 Search key, 33 Search key dialing, 66 Second paper size, 60 Security, 148–149 Select function key, 33 Sender ID, 26, 44 Sending a fax single location, 64–68 Serial number, 31, 147 Service and support, 153–154 Service function settings, 53–54, 164 changing, 53 Signal tones, 39...
  • Page 182 User function settings, 43, 44, 155–160 changing, 50–51 User language changing, 54 User language setting, 48 User program key, 38 Voice request, 72 answering, 72 initiating, 72 Voice request key, 34 Voice request tone, 39 Year 2000, 10 Yes key, 35 Handbook...

This manual is also suitable for:

Of5400

Table of Contents