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Ricoh Aficio MP C4500 Facsimile Reference Manual

Facsimile reference.
Also See for Aficio MP C4500:
General settings manual - 331 pages
Operating instructions manual - 212 pages
Scanner reference - 172 pages
Read this manual carefully before you use this machine and keep it handy for future reference. For safe and correct use, be sure to read the
Safety Information in "About This Machine" before using the machine.
FAX Option Type C4500
Transmission
1
2
Other Transmission Features
Reception
3
Changing/Confirming Communication Information
4
5
Fax via Computer
6
Appendix
7
Operating Instructions
Facsimile Reference

   Related Manuals for Ricoh Aficio MP C4500

   Summary of Contents for Ricoh Aficio MP C4500

  • Page 1

    FAX Option Type C4500 Operating Instructions Facsimile Reference Transmission Other Transmission Features Reception Changing/Confirming Communication Information Storing a Document Fax via Computer Appendix Read this manual carefully before you use this machine and keep it handy for future reference. For safe and correct use, be sure to read the Safety Information in "About This Machine"...

  • Page 2

    Introduction This manual contains detailed instructions and notes on the operation and use of this machine. For your safety and benefit, read this manual carefully before using the machine. Keep this manual in a handy place for quick reference. Notes Some illustrations in this manual might be slightly different from the machine.

  • Page 3

    Manuals for This Machine Refer to the manuals that are relevant to what you want to do with the machine. ❖ About This Machine Be sure to read the Safety Information in this manual before using the ma- chine. This manual provides an introduction to the functions of the machine. It also explains the control panel, preparation procedures for using the machine, how to enter text, and how to install the CD-ROMs provided.

  • Page 4

    ❖ Other manuals • PostScript3 Supplement • UNIX Supplement • Manuals for DeskTopBinder Lite • DeskTopBinder Lite Setup Guide • DeskTopBinder Introduction Guide • Auto Document Link Guide Note ❒ Manuals provided are specific to machine types. ❒ Adobe Acrobat Reader/Adobe Reader must be installed in order to view the manuals as PDF files.

  • Page 5: Table Of Contents

    TABLE OF CONTENTS Manuals for This Machine ..................i NOTICE ........................1 Important Safety Instructions ................3 Caution........................3 How to Read This Manual ..................4 Symbols ........................4 Names of Major Functions ..................4 Reading the Display....................5 Reading the Display Panel and Using Keys...............6 Simplified Display.......................8 Function List ......................9 1.

  • Page 6: Table Of Contents

    Scan Settings .......................47 Scan Type ........................47 JBIG Transmission ....................49 Resolution ........................49 Scan Size .........................51 Auto Detect......................52 Regular ........................53 Area ........................54 Mixed Original Sizes....................56 Density (Contrast) ....................58 Mixing Scan Settings for a Multiple Page Original ...........60 Changing the Line Port ..................61 Simultaneous Broadcast Using Multiple Line Ports ..........63 Specifying a Destination ..................64 Sending Over a Fax Line ..................64...

  • Page 7: Table Of Contents

    2. Other Transmission Features Sending at a Specific Time (Send Later) ............123 Requesting a Reception Notice ................ 125 Setting an E-mail Destination as a BCC ............127 Confirming Transmission Results by E-mail ..........128 Entering the Subject ..................130 Entering the Text....................133 Transmission Options ..................135 Standard Message Stamp..................135...

  • Page 8: Table Of Contents

    Printing Options....................163 Print Completion Beep ...................163 Checkered Mark.....................163 Center Mark ......................164 Reception Time ......................164 Two-Sided Printing....................165 180-degree rotation printing ................166 Multi-Copy Reception.....................166 Image Rotation.......................167 Page Separation and Length Reduction ..............168 Page Reduction......................169 TSI Print (Transmitting Subscriber Identification Print) ..........169 If There Is No Paper of the Correct Size ..............170 Setting priority trays.....................170 Just size printing....................171 Having incoming documents printed on paper from the bypass tray....171...

  • Page 9: Table Of Contents

    Printing/Deleting Received and Stored Documents (Print/Delete Stored Reception File) .............. 206 Printing Received and Stored Documents .............207 Deleting Received and Stored Documents ............208 Printing a File Received with Memory Lock ............ 209 Personal Boxes ....................211 Personal Boxes ......................211 Printing Personal Box Documents .................212 Confidential File Report..................213 Information Boxes .....................

  • Page 10: Table Of Contents

    Specifying Options ....................249 To send a fax document at a specific time ............249 To print a sender stamp..................249 To attach a cover sheet ..................250 To specify two-sided printing ................250 To display preview....................250 Saving as files .....................250 To store the fax document on the Document Server...........251 Checking Transmission Using LAN-Fax Driver............252 Confirming Transmission Results by E-mail ............252 LAN-Fax Result Report ..................253...

  • Page 11: Notice

    NOTICE ❖ Note to users in the United States of America ❖ Note: This equipment has been tested and found to comply with the limits for a Class B digital device, pursuant to Part 15 of the FCC Rules. These limits are designed to provide reasonable protection against harmful interfer- ence in a residential installation.

  • Page 12

    ❖ Note to users in Canada ❖ Note: This Class B digital apparatus complies with Canadian ICES-003. ❖ Remarque concernant les utilisateurs au Canada ❖ Avertissement: Cet appareil numérique de la classe B est conforme à la norme NMB-003 du Canada.

  • Page 13: Important Safety Instructions, Caution

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

  • Page 14: How To Read This Manual, Symbols, Names Of Major Functions

    How to Read This Manual Symbols This manual uses the following symbols: Indicates important safety notes. Ignoring these notes could result in serious injury or death. Be sure to read these notes. They can be found in the “Safety Information” section of About This Machine. Indicates important safety notes.

  • Page 15: Reading The Display

    Reading the Display This section explains how to use control panel and screen-displayed keys. The display guides you through operations, shows messages, machine status, and destinations registered in the destination lists. If you press the {Facsimile} or {Clear Modes} key during operation, the standby display appears.

  • Page 16: Reading The Display Panel And Using Keys

    Reading the Display Panel and Using Keys This section explains key functions and messages that appear on the control panel. ❖ Initial Display ALV012S Displays the date, time, and ma- Displays the entered number of a chine status. Displays the name, fac- destination.

  • Page 17

    Allows you to set various fea- Title word keys appear. Allows tures for transmission. you to switch from one page (dis- play) to another on the destination Allows you to set a sender. list. Allows you to check the number Switches the title word keys.

  • Page 18: Simplified Display

    Simplified Display This section explains how to switch to the simplified display. When you press the {Simplified Display} key, the screen changes from the initial display to the simplified display. Letters and keys are displayed at a larger size, making operations easier. AQI031S ❖...

  • Page 19: Function List

    Function List This section explains various items that can be specified in the Facsimile Fea- tures menu. Press the {User Tools/Counter} key to display the Facsimile Features menu. For details about the settings, see “Facsimile Features”, General Settings Guide. ❖ General Settings Function name Description Quick Operation Key...

  • Page 20

    ❖ Send Settings Function name Description Max. E-mail Size Specify to limit the size of e-mail messages that are transmitted, if receivers limit e-mail size, or you cannot send large size e-mail for some reason. Program / Change / Delete Standard Message Program standard messages to be printed at the top of the first page of the original of the opposite party.

  • Page 21

    Function name Description Paper Tray Use this function to print fax documents re- ceived from programmed senders and fax documents from other senders, using differ- ent paper trays. Specify Tray for Lines Specify a paper tray for each line (telephone, Internet Fax, IP-Fax).

  • Page 23: Transmission Modes

    1. Transmission This section explains basic transmission operations such as specifying a trans- mission mode or destination. Transmission Modes There are two types of transmission: • Memory Transmission • Immediate Transmission Important ❒ It is recommended that you call the receiver and confirm with them when sending important documents.

  • Page 24: Selecting Type Of Transmission

    Transmission Normally the machine is in the Memory Transmission mode. To switch the mode to Immediate Transmission, press [Immed. TX]. Note ❒ You can set the machine to enter Memory Transmission mode or Immediate Transmission mode right after the power is turned on or the {Clear Modes} key is pressed.

  • Page 25: Memory Transmission

    Transmission Modes ❖ When sending to an Internet Fax destination Press [Internet Fax] to switch the type of transmission to Internet Fax. Reference p.25 “IP-Fax Functions” p.29 “Internet Fax Functions” Memory Transmission Memory transmission mode has standard fax, Internet Fax and IP-Fax. Important ❒...

  • Page 26

    Transmission Make the scan settings you require. Using the number keys or a Destination key, specify a destination. If you make a mistake, press the {Clear/Stop} key, and then enter the correct number. To select a destination from the Address Book, see “Using the Address Book to Specify Destinations”.

  • Page 27

    Transmission Modes Specify the next destination. Press [Fax] or [Internet Fax] to switch the transmission type between fax/IP- Fax and Internet Fax. A fax number, e-mail address and IP-Fax destination can be specified simul- taneously. Press the {Start} key. Note ❒...

  • Page 28: Sending Multiple Originals Using The Exposure Glass

    Transmission Sending multiple originals using the exposure glass Follow these steps to send multiple originals using the exposure glass. Make sure [Immed. TX] is not highlighted. Place the first page of the original face down on the exposure glass. Specify a destination. Make the scan settings you require.

  • Page 29: Parallel Memory Transmission

    Transmission Modes Parallel Memory Transmission This function dials while the original is being scanned. Standard Memory Transmission stores the original in memory, then dials the destination. However, Parallel Memory Transmission allows you to confirm the connection status quickly. In addition, this function scans the original faster than Immediate Transmission.

  • Page 30: Automatic Redial, Dual Access, Simultaneous Broadcast

    Transmission Automatic Redial If a fax document could not be sent because the line was busy or an error oc- curred during transmission, the line is switched to another at five-minute inter- vals and redial is attempted up to five times. If redialing fails after four redials, the machine cancels the transmission and prints a Communication Result Report or Communication Failure Report.

  • Page 31: Immediate Transmission

    Transmission Modes Note ❒ To avoid accidentally pressing the wrong Destination key, you can set the machine so that each time a destination is added using a Destination key, [Add] must be pressed. Make the setting in User Parameters (switch 17, bit 2) in the Facsimile Features menu.

  • Page 32

    Transmission Select the scan settings you require. Using the number keys or a Destination key, specify a destination. If you make a mistake, press the {Clear/Stop} key, and then enter the correct number. To select a destination from the Address Book, see “Using the Address Book to Specify Destinations”.

  • Page 33

    Transmission Modes Sending multiple originals using the exposure glass Follow these steps to send multiple originals using the exposure glass. Press [Immed. TX]. Place the first page face down on the exposure glass. Specify a destination. Make the scan settings you require. Press the {Start} key.

  • Page 34: Displaying Confirmation Of Transmission

    Transmission Displaying Confirmation of Transmission On this screen you can check the destination, transmission mode, and other transmission settings before transmitting. Press [Check Modes], and then check the transmission settings. The following display appears. After checking the settings on the display, press [Exit].

  • Page 35: Ip-fax Functions

    IP-Fax Functions IP-Fax Functions The IP-Fax function sends or receives documents between two facsimiles direct- ly via a TCP/IP network. This function has the following advantages and is suitable for communication within the same LAN: • Reducing communication costs • Communicating between IP-Faxes at higher speed than by standard fax IP-Fax uses SIP and H.323 as the network protocol.

  • Page 36

    Transmission ALT001S Important ❒ To use IP-Fax functions, this machine must be connected to a LAN and set up correctly under Initial Settings in the Facsimile Features menu. ❒ The facsimile function of this machine cannot be used with IPv6. ❒...

  • Page 37: Terminology

    IP-Fax Functions Reference p.147 “Types of Reception” “Connecting the Machine”, General Settings Guide “System Settings”, General Settings Guide “Facsimile Features”, General Settings Guide Terminology The following are words you should know when using IP-Fax: ❖ H.323 A multimedia communication protocol that sends or receives files via one-to- one communication over a LAN or the Internet.

  • Page 38: Notes On Using Ip-fax, Functions Not Available For Ip-fax Transmission

    Transmission Notes on Using IP-Fax The following are notes about using IP-Fax: • You may not be able to send to a firewall-protected network. • You cannot use telephones on a LAN. • If a power outage lasts about an hour, or the machine is disconnected from the power outlet for about an hour, documents stored in the fax machine's memory are deleted.

  • Page 39: Internet Fax Functions

    Internet Fax Functions Internet Fax Functions This machine converts scanned document images to e-mail format and transmits the data over the Internet. The e-mail sent by this machine can be received by another Internet Fax ma- chine. Instead of dialing the telephone number of the destination you want to send to, you enter the relevant e-mail address.

  • Page 40: Notes On Using Internet Fax

    Transmission Note ❒ The Internet Fax function supported by this machine is compliant with ITU- T Recommendation T.37. ❒ You can receive e-mail messages with an attached TIFF-F image from computers. ❒ Though Internet Fax documents are normally sent via an SMTP server, you can also send Internet Fax documents directly to their destinations without going through an SMTP server.

  • Page 41: Functions Not Available By E-mail Transmission

    Internet Fax Functions • The level of security for Internet communications is low. It is recommended that you use the telephone network for confidential communications. • Voice communication is not supported over a LAN. • Internet Fax delivery might be delayed due to network congestion. Use Inter- net Fax transmission that bypasses the SMTP server, a public telephone line fax, or IP-Fax whenever communication time is a concern.

  • Page 42: Functions Not Available By E-mail Reception, E-mail Subject

    Transmission Functions Not Available by E-mail Reception The following functions are supported with standard fax reception, but not with Internet Faxing. • Memory Lock Reception • SEP Code Reception • Authorized Reception per Sender • Reception File Print Quantity per Sender E-mail Subject If you send e-mail without specifying a subject, a subject is automatically insert- ed.

  • Page 43: T.37 Full Mode

    Internet Fax Functions T.37 Full Mode This machine is T.37 full mode compatible. T.37 full mode is an international standard for Internet Fax transmission. (ITU-T Recommendation, RFC2532) When an Internet Fax communication is made between T.37 full mode compat- ible machines, the receiver side sends the return receipt (dispatched) in response to the reception notice request attached to the sent e-mail.

  • Page 44: Placing Originals

    Transmission Placing Originals Place the original on the exposure glass or the ADF. For details about how to place originals, see the following: • Placing originals on the exposure glass “Placing Originals on the Exposure Glass”, Copy/Document Server Reference • Placing originals into the ADF “Placing Originals in the Auto Document Feeder”, Copy/Document Server Reference “Non-compatible originals for the Auto Document Feeder”, Copy/Docu-...

  • Page 45

    Placing Originals Note ❒ To scan multiple originals using the Auto Document Feeder (ADF), set origi- nals in a stack. ❒ When sending a fax, the image output at the other end depends on the size and orientation of paper used in the receiver's machine. If the receiver does not use paper of the same size and orientation as that of the original, the fax image may be reduced in size, trimmed at both edges, or divided across two or more sheets.

  • Page 46: Setting The Original Orientation

    Transmission Reference p.18 “Sending multiple originals using the exposure glass” p.23 “Sending multiple originals using the exposure glass” p.33 “T.37 Full Mode” p.40 “Acceptable Original Sizes” p.41 “Paper Size and Scanned Area” p.43 “Original Sizes Difficult to Detect” p.44 “Transmission with Image Rotation” p.51 “Scan Size”...

  • Page 47: Scanning Two-sided Originals

    Placing Originals Press [OK]. The selected original orientation appears in “Original Feed Type”. Specify a destination, and then press the {Start} key. Reference p.221 “Storing a Document” Scanning Two-Sided Originals Use this function to send two-sided originals. The front and back of the scanned original will be printed in order on separate sheets at the other end.

  • Page 48

    Transmission Place the original, and then select the scan settings you require. Press [Original Feed Type]. Specify the original orientation. Check the orientation of the placed document, and then press [ ] or [ Make sure that the specified original orientation matches the orientation of originals loaded in the ADF.

  • Page 49

    Placing Originals Select [Top to Top] or [Top to Bottom]. Select [1st Sheet] or [2nd Sheet]. To cancel two-sided transmission, press [1 Sided Original]. The display returns to that of step Select [2nd Sheet] if you want to send a cover sheet as the first page. Press [OK].

  • Page 50: Acceptable Original Sizes

    Transmission Acceptable Original Sizes Where original is set Acceptable original size Maximum Paper thickness number of sheets Up to A3 (297 × 420 mm), Exposure glass ---- 11" × 17" (279 × 432 mm) ADF, one-sided docu- B6 JIS L to A3 L (up to 1200 100 sheets 40-128 g/m ment...

  • Page 51: Paper Size And Scanned Area

    Placing Originals Paper Size and Scanned Area Important ❒ If you place an original larger than A3, 11"×17" on the exposure glass, only an A3, 11"×17" area is scanned. ❖ Exposure Glass ❖ ADF AAG019S ❖ Maximum scan area The following shows the maximum scan area: •...

  • Page 52

    Transmission Note ❒ There may be a difference in the size of the image when it is printed at the destination. ❒ Even if an original is correctly placed on the exposure glass or in the ADF, a margin of 3 mm (0.1") around each edge of the original may not be sent. ❒...

  • Page 53: Original Sizes Difficult To Detect

    Placing Originals Reference p.51 “Scan Size” Original Sizes Difficult to Detect The machine has difficulty detecting the size of the following kinds of originals. (When this happens, the receiving machine may not select print paper of the cor- rect size.) •...

  • Page 54: Transmission With Image Rotation

    Transmission Reference “System Settings”, General Settings Guide Transmission with Image Rotation Generally, place A4, 8 "×11" originals in the landscape orientation (L). If you place an A4, 8 "×11" original in the portrait orientation (K), the image is sent rotated by 90°. Providing the receiver has A4, 8 "×11"...

  • Page 55: Stamp

    Placing Originals Stamp When sending a fax document using the ADF, the machine can stamp a circle mark at the bottom of the original. When sending a two-sided document, the document is marked at the bottom of the front page and top of the rear page. Important ❒...

  • Page 56

    Transmission Note ❒ This stamp indicates that the original has been successfully stored in memory for Memory Transmission, or successfully sent by Immediate Transmission. ❒ When the stamp starts getting lighter, replace the cartridge. ❒ If a multi-page feed or paper jam occurs, the originals are not sent properly and not stamped.

  • Page 57: Scan Settings, Scan Type

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

  • Page 58

    Transmission Press [Scan Settings]. Make sure that [Scan Type] is selected. Select the scan type you require, and then press [OK]. Note ❒ If you select [Text / Line Art], [Text / Photo], or [Photo], the transmission will take longer than when [Text] is selected. ❒...

  • Page 59: Jbig Transmission, Resolution

    Scan Settings JBIG Transmission If you use JBIG (Joint Bi-level Image experts Group) compression, you can send originals scanned using [Photo] faster than with other compression methods. Important ❒ This function is not available with Internet Fax function. ❒ This function requires that the other party's fax machine has both the JBIG function and ECM function (G3 communication only).

  • Page 60

    Transmission Press [Scan Settings]. Press [Resolution]. Select the resolution you require, and then press [OK].

  • Page 61: Scan Size

    Scan Settings Note ❒ If you install the optional expansion memory, “Super Fine” appears in the Resolution screen. ❒ If the other party's machine does not support the resolution at which you are sending, this machine automatically switches to a resolution that is supported.

  • Page 62: Auto Detect

    Transmission Auto Detect Detects the size of the first page and scans all pages using that size. If the machine cannot detect the original size, a confirmation message appears. Place the original again. Place the originals. Press [Scan Settings]. Press [Scan Size]. Make sure that [Auto Detect] is selected.

  • Page 63: Regular

    Scan Settings Press [OK]. “ ” appears above [Scan Settings]. Auto Detect: Same Size Specify a destination and press the {Start} key. Regular The placed original is scanned according to specified size regardless of actual size. The sizes that can be specified are A4KL, B4 JISL, A3L, 8 "×11"KL, "×14"L, and 11"×17"L.

  • Page 64: Area

    Transmission Press the size of the originals to be sent. "×11" indicates LT. 8 "×14" indicates LG. 11"×17" indicates DLT. Press [OK]. The selected size appears above [Scan Settings]. Specify a destination and press the {Start} key. Note ❒ To cancel the selected scan size, select [Auto Detect]. Area Program the sizes of the originals to be scanned in advance.

  • Page 65

    Scan Settings Press [Scan Size]. Press [Area 1] or [Area 2]. Press [OK]. The specified size appears above [Scan Settings]. Specify a destination and press the {Start} key. Note ❒ To cancel the selected scan size, select [Auto Detect].

  • Page 66: Mixed Original Sizes

    Transmission Mixed Original Sizes Select this to individually scan the size of originals loaded into the ADF. For ex- ample, when A3Land A4Ksize originals are sent together, usually all are sent using the size of the first original. By selecting Mixed Original Sizes, the machine scans and sends each original according to its size.

  • Page 67

    Scan Settings Press [OK]. “ ” appears above [Scan Settings]. Auto Detect: Mixed Sizes Specify a destination and press the {Start} key. Note ❒ To cancel Mixed Original Sizes, press [Mixed Original Sizes] again before pressing [OK] in step ❒ When using Mixed Original Sizes, the machine sends the originals by Memory Transmission.

  • Page 68: Density (contrast)

    Transmission Density (Contrast) The text and diagrams on originals should stand out clearly from the paper they are on. If the original has a darker background than normal (for example, a newspaper clipping), or if the writing is faint, adjust the density. ❖...

  • Page 69

    Scan Settings ❖ Combined Auto and Manual Density You can only adjust density for photographs, illustrations, or diagrams if the original has a dark background. You can select one of seven density levels. Make sure that [Auto Density] is selected. Press [W] or [V] to adjust the density.

  • Page 70: Mixing Scan Settings For A Multiple Page Original

    Transmission Mixing Scan Settings for a Multiple Page Original When sending an original of several pages, you can select a different density, resolution, and scan type setting for each page. It is recommended that originals be placed on the exposure glass when mixing scan settings for a multiple page original.

  • Page 71: Changing The Line Port

    Changing the Line Port Changing the Line Port Select a line port or protocol to be used for standard fax or IP-Fax transmission. When the extra G3 interface unit is installed, you can connect to a maximum of three ports. Important ❒...

  • Page 72

    Transmission Press [Select Line]. Select the line you want to use. If you select “G3 Auto”, the machine will use any available line. This increas- es efficiency. When one optional extra G3 unit is installed When two optional extra G3 units are installed When H.323/SIP are set to “On”...

  • Page 73: Simultaneous Broadcast Using Multiple Line Ports

    Changing the Line Port Press [OK]. The standby display appears. Note ❒ When you install the extra G3 interface unit, you can specify the line port home position. See “Registering a priority function using a program”. ❒ When sending a fax, you can select the line port if dialing with the number keys.

  • Page 74: Specifying A Destination, Sending Over A Fax Line

    Transmission Specifying a Destination This section explains how to specify a destination. Fax numbers, IP-Fax destinations, and e-mail addresses can be specified. Note ❒ The display shows the percentage of free memory space for storing originals. Since fax numbers, IP-Fax destinations and e-mail addresses are programmed in separate memory, dialing fax numbers using the number keys does not change the percentage on the display.

  • Page 75: Entering A Pause

    Specifying a Destination Reference p.61 “Changing the Line Port” p.65 “Entering a pause” p.66 “Entering a tone” p.76 “Using the Address Book to Specify Destinations” p.83 “Registering Entered Destinations to the Address Book” p.278 “Maximum Values” Entering a pause Press [Pause] when dialing or storing a number to insert a pause of about two seconds.

  • Page 76: Entering A Tone

    Transmission Entering a tone This function allows a machine connected to a pulse dialing line to send tonal signals (for example if you want to use a special service on a tone dialing line). When you press [Tone], the machine dials the number using tonal signals. This section explains how to use the tone function with On Hook Dial as an example.

  • Page 77: Sending By Ip-fax

    Specifying a Destination Sending by IP-Fax This section explains how to specify a destination using IP-Fax transmission. When using IP-Fax transmission, specify the IP-Fax destination (IPv4 address, host name, or alias telephone number) in place of the fax number. Important ❒...

  • Page 78

    Transmission To add a destination, press [Add]. When you press [Prg. Dest.], you can register an entered destination in the des- tination list. Specify the next destination. To add another destination, repeat steps Press the {Start} key. The machine starts to scan the original and stores it in memory. When scan- ning ends, the Communicating indicator lights and transmission starts.

  • Page 79: Regarding Ip-fax Destinations

    Specifying a Destination Reference p.25 “IP-Fax Functions” p.61 “Changing the Line Port” p.69 “Regarding IP-Fax destinations” p.76 “Using the Address Book to Specify Destinations” p.83 “Registering Entered Destinations to the Address Book” p.278 “Maximum Values” “Entering Text”, About This Machine “Facsimile Features”, General Settings Guide Regarding IP-Fax destinations Depending on the network to which this machine is connected or this machine's...

  • Page 80: Sending To An E-mail Address

    Transmission Note ❒ To send to a G3 fax via a gateway connected to a public telephone line, you must specify it's the receiver's machine telephone number. For example, if the receiver's fax number is “0312345678”, specify “5678”. To send from an IP-Fax to G3 fax without using gatekeeper or SIP server, you must register the gate- way also.

  • Page 81

    Specifying a Destination Press [Internet Fax] to switch the type of transmission to Internet Fax. Specify the sender. For details about specifying senders, see “Sender Settings”. Press [Manual Entry]. To select a destination from the Address Book, see “Using the Address Book to Specify Destinations”.

  • Page 82

    Transmission To add a destination, press [Add]. When you press [Prg. Dest.], you can register an entered destination in the des- tination list. Specify the next destination. To add another destination, repeat steps Press the {Start} key. The machine starts to scan the original and stores it in memory. When scan- ning ends, the Communicating indicator lights and transmission starts.

  • Page 83: Bypassing The Smtp Server

    Specifying a Destination Reference p.29 “Internet Fax Functions” p.76 “Using the Address Book to Specify Destinations” p.101 “Sender Settings” p.114 “Canceling a Transmission” p.278 “Maximum Values” “Entering Text”, About This Machine “System Settings”, General Settings Guide “Facsimile Features”, General Settings Guide “Registering Addresses and Users for Facsimile/Scanner Functions”, Gen- eral Settings Guide Bypassing the SMTP server...

  • Page 84

    Transmission You can send Internet Fax documents directly to their destinations without go- ing through the SMTP server. Internet Faxes are normally transmitted via the SMTP server. However, with this feature the domain part of the destination's e- mail address is read as the SMTP server's address and transmissions bypass the SMTP server.

  • Page 85

    Specifying a Destination Press [OK]. Note ❒ When you specify destinations directly using the number keys, you can specify whether or not to use the SMTP server for each destination. ❒ When you select destinations in the destination list, the SMTP server set- ting specified in the Address Book is enabled.

  • Page 86: Using The Address Book To Specify Destinations

    Transmission Using the Address Book to Specify Destinations When destinations are programmed in a destination list, you can specify a des- tination by selecting a Destination key from the destination list. The programmed name appears on Destination key. Press [Fax] or [Internet Fax] to switch the transmission type between fax/IP-Fax and Internet Fax.

  • Page 87: Switching The Titles In The Address Book

    Specifying a Destination Note ❒ To check the contents of Destination keys, print the destination list. Reference “System Settings”, General Settings Guide “Registering Addresses and Users for Facsimile/Scanner Functions”, Gen- eral Settings Guide Switching the titles in the Address Book There are three types of titles for destination lists;...

  • Page 88: Specifying Group Destinations

    Transmission Specifying Group Destinations If you program multiple destinations into a Group, you can send documents to all destinations in that Group using just a few keystrokes. Destinations pro- grammed in a group are indicated by Important ❒ In the destination list, program an individual fax number, IP-Fax destination, e-mail address and/or groups of destinations.

  • Page 89: Selecting Destinations From Recent Destinations

    Specifying a Destination Note ❒ Destinations programmed in groups can be checked using “Print Group Dial List” in “System Settings”. ❒ If a destination where a fax number, e-mail address, or IP-Fax destination is not programmed is included in the specified group, the confirmation message appears.

  • Page 90

    Transmission Place the original, and then select the scan settings you require. Press [Recent]. Select the destination you want to redial to, and then press [OK]. Press the {Start} key. Note ❒ You can select Internet Fax and IP-Fax destinations from Recent Destina- tions as well.

  • Page 91: Programming Destinations In The Address Book

    Programming Destinations in the Address Book Programming Destinations in the Address Book You can program fax numbers, e-mail addresses, IP-Fax destinations, and folder destinations using Address Book Management in Administrator Tools in the System Settings menu. Press the {User Tools/Counter} key. APS013S Press [System Settings].

  • Page 92

    Transmission Note ❒ You can also register programmed fax numbers, e-mail addresses, IP-Fax destinations, and folder destinations in a Group. ❒ When the facsimile initial display is shown, after changing the contents of the Address Book, the “ Destination list / machine settings are ”...

  • Page 93: Registering Entered Destinations To The Address Book

    Programming Destinations in the Address Book Registering Entered Destinations to the Address Book This section explains how to register a directly entered fax number, e-mail ad- dress, or IP-Fax destination to the Address Book. When registering a destination directly entered or displayed on the Recent Des- tination screen in the Address Book, [Prg.

  • Page 94: Searching For A Destination In The Address Book

    Transmission Searching for a Destination in the Address Book Use this function to search for a destination registered in the destination list or on the LDAP server. Important ❒ To search for a destination from an LDAP server, the LDAP server must be registered in advance.

  • Page 95: Search By Destination Name

    Searching for a Destination in the Address Book Search by Destination Name Follow these steps to search for a destination registered in the Address Book by name. Press [Search Dest.]. Select a search destination. To search through the Address Book, select [Address Book]. To search through an LDAP server, select the relevant LDAP server.

  • Page 96

    Transmission Press [Name]. Enter the destination name you want to search for, and then press [OK]. If you enter a wrong destination name, press [←], [→], [Backspace], and [Delete All], and then enter the destination name again. Confirm the characters you entered, and then press [Start Search]. When the search is finished, a result appears.

  • Page 97: Search By Fax Number/ip-fax Destination

    Searching for a Destination in the Address Book Select a destination. If the desired destination does not appear, use [U] or [T] to scroll through the list. Press [Details] to display the detailed information of the selected destination. Reference “Entering Text”, About This Machine Search by Fax Number/IP-Fax Destination Follow these steps to search for a destination registered in the Address Book by fax number or IP-Fax destination.

  • Page 98

    Transmission Select a search destination. To search through the Address Book, select [Address Book]. To search through an LDAP server, select the relevant LDAP server. Press [Fax Destination]. Enter the number you want to search for, and then press [OK]. To search for an IP-Fax destination, enter the IP-Fax destination that you want to find.

  • Page 99

    Searching for a Destination in the Address Book Confirm the entered fax numbers, and then press [Start Search]. When the search is finished, a result appears. Select a destination. If the desired destination does not appear, use [U] or [T] to scroll through the list.

  • Page 100: Search By E-mail Address

    Transmission Search by E-mail Address Follow these steps to use an e-mail address to search for a destination registered in the destination list. Press [Search Dest.]. Select a search destination. To search through the Address Book, select [Address Book]. To search through an LDAP server, select the relevant LDAP server. Press [Internet Fax] to switch the type of transmission to Internet Fax.

  • Page 101

    Searching for a Destination in the Address Book Press [E-mail Address]. Enter the e-mail address you want to search for, and then press [OK]. If you enter a wrong e-mail address, press [←], [→], [Backspace], or [Delete All], and then enter the e-mail address again. Confirm the entered characters, and then press [Start Search].

  • Page 102: Search Using Advanced Search

    Transmission Select a destination. If the desired destination does not appear, use [U] or [T] to scroll through the list. Press [Details] to display the detailed information of the selected destination. Search Using Advanced Search Follow these steps to search for a destination registered in the Address Book by specifying search criteria.

  • Page 103

    Searching for a Destination in the Address Book Press [Fax] or [Internet Fax] to switch the transmission type to fax/IP-Fax or Internet Fax. Press [Advanced Search]. Press the key for each condition, and then enter a partial string. The following conditions can be specified for Address Book searches: Name, Fax Destination, E-mail Address, and Folder Name.

  • Page 104

    Transmission Select search criteria for each condition. The meanings of the search criteria are as follows: • [Beginning Word]: Search for strings that start with the specified character. Example: When searching for “ABC”, enter “A”. • [End Word]: Search for strings that end with the specified character. Example: When searching for “ABC”, enter “C”.

  • Page 105: Search By Registration Number

    Searching for a Destination in the Address Book Note ❒ You can add one additional search condition for LDAP servers by specify- ing the Search Options under Program / Change / Delete LDAP Server under System Settings. For details about setting Search Options, see “Sys- tem Settings”, General Settings Guide.

  • Page 106

    Transmission Enter a registration number using the number keys, and then press [#]. While usually a registration number is displayed in the five-digit format, you do not need to enter the first zeros of a registration number. If you make a mistake, press [Clear] or the {Clear/Stop} key, and then try again. Press [OK].

  • Page 107: On Hook Dial

    On Hook Dial On Hook Dial The On Hook Dial function allows you to dial while listening to the tone from the internal speaker. You can send a fax checking the connection. Important ❒ This function is not available for the optional extra G3 interface unit, Internet Fax and IP-Fax.

  • Page 108

    Transmission When the line is connected and you hear a high-pitched tone, press the {Start} key. The transmission starts. If you want to cancel a transmission, press the {Clear/Stop} key, and then re- move the originals. After transmission, the standby display appears. Note ❒...

  • Page 109: Manual Dial

    Manual Dial Manual Dial Pick up the optional handset or the handset of the external telephone and dial. When the line is connected and you hear a high-pitched tone, press the {Start} key to send your fax document. If, on the other hand, you hear a voice at the oth- er end, continue conversation as normal.

  • Page 110

    Transmission Note ❒ When the operation switch is off, even if the main power switch is on, you cannot operate this machine using only the optional handset or the hand- set of the external telephone. You must first press the operation switch to turn on the machine.

  • Page 111: Sender Settings

    Sender Settings Sender Settings Use this function to set sender information. If the sender's e-mail address is registered in the destination list, the sender can receive transmission results by e-mail. Also, if you enable the Stamp Sender Name, the registered sender's name (user name) appears on the receiver's sheet, lists, and report.

  • Page 112

    Transmission Confirm the selected sender, and then press [OK]. To print the sender's name on the receiver's sheet, press [Stamp Sender Name] to highlight it. If you enable this function, the sender's name (user name) appears on the re- ceiver's sheet, lists, and report. To confirm the transmission results by e-mail notification, press [E-mail TX Results] to highlight it.

  • Page 113

    Sender Settings Note ❒ You can confirm transmission results by using both the E-mail TX Results function, which sends the results by e-mail, and the Communication Re- sult Report printed by the machine. You can set whether to use both of these together in User Parameters (switch 10, bit 6) in the Facsimile Fea- tures menu.

  • Page 114: Pin Code Transmission

    Transmission PIN Code Transmission A PIN (Personal Identification Number) Code is a number used for identifying the sender. PIN Code Transmission uses the PABX (Private Automatic Branch eXchange) system to prevent unauthorized users sending faxes and to manage charges ac- cording to user.

  • Page 115

    Sender Settings Enter the PIN Code, and then press [OK]. The standby display appears. If you make a mistake, press [Clear] or the {Clear/Stop} key before pressing [OK], and then try again. Press the {Start} key. Note ❒ For the maximum number of digits you can use in a PIN Code, see “Max- imum Values”.

  • Page 116: Advanced Features, Setting Sub Codes For Transmission

    Transmission Advanced Features This section describes how to specify a destination using advanced features. Setting SUB Codes for Transmission Follow these steps to send a document with a SUB Code as a confidential transmission. A SUB Code is an ID consisting of numbers, q, p, and spaces. Document trans- mitted with a SUB Code is stored in the other party's memory, and not printed automatically.

  • Page 117

    Advanced Features Press [Option Setting]. Press [SUB Code Transmission]. Press [OK] twice. The standby display appears. Enter the fax number of a destination or an IP-Fax destination. Press [Adv.Features]. Make sure that [SUB Code] is selected. Press [Transmission SUB Code].

  • Page 118

    Transmission Enter a SUB Code, and then press [OK]. If you make a mistake, press [Clear] or the {Clear/Stop} key before pressing [OK], and then try again. When a password is required, press [Password (SID)], enter the password with the number keys, and then press [OK]. Press [OK].

  • Page 119: Setting A Password, Setting Sep Codes For Reception

    Advanced Features Setting a password There are times when you may want to use an “SID” (Sender ID) when sending confidential faxes with the SUB Code function. When you use a Transfer Box that has a password, enter the SID Code as the password. Note ❒...

  • Page 120

    Transmission Press [Option Setting]. Press [SEP Code Reception]. Press [OK] twice. The standby display appears. Enter the fax number of a destination or an IP-Fax destination. Press [Adv.Features]. Make sure that [SEP Code] is selected. Press [Reception SEP Code].

  • Page 121

    Advanced Features Enter a SEP Code, and then press [OK]. If you make a mistake, press [Clear] or the {Clear/Stop} key before pressing [OK], and then try again. When a password is required, press [Password (PWD)], enter the password using the number keys, and then press [OK]. Press [OK].

  • Page 122: Entering A Password, Sep Code Rx Reserve Report

    Transmission Entering a password There are times you may want to use a password when receiving faxes by SEP Code Reception. Note ❒ For the maximum number of digits for the PWD Code, see “Maximum Values”. ❒ You can enter numbers, p, q, and spaces. ❒...

  • Page 123: Sep Code Rx Result Report

    Advanced Features SEP Code RX Result Report This report is printed after each SEP Code Reception is completed and shows its result. If E-mail TX Results is programmed in a Quick Operation key, you can select whether a report e-mail is sent after reception. Note ❒...

  • Page 124: Canceling A Transmission, Before The Original Is Scanned, While The Original Is Being Scanned

    Transmission Canceling a Transmission This section explains how to cancel a fax transmission. Important ❒ Remember that the Communicating indicator turns off almost immediately when an Internet Fax is being sent. Before the Original Is Scanned Use this procedure to cancel a transmission before pressing the {Start} key. Press the {Clear Modes} key.

  • Page 125: While The Original Is Being Transmitted

    Canceling a Transmission Note ❒ Scanning may be completed while you are performing the cancel operation. While the Original Is Being Transmitted Follow these steps to cancel a transmission while the Communicating indicator is lit. Press the {Clear/Stop} key. APS009S You can also cancel a Memory Transmission by pressing [Change TX / Info].

  • Page 126

    Transmission Press [OK]. To cancel another file, repeat steps To cancel stopping transmission, press [Cancel]. Press [Exit]. The standby display appears. Note ❒ If you cancel a document while it is being sent, the transmission is halted as soon as you finish the cancellation procedure. However, some pages of the document may already have been sent and received at the other end.

  • Page 127: Before The Transmission Is Started

    Canceling a Transmission Before the Transmission Is Started Use this procedure to cancel a transmission after the original is scanned. This function is useful to cancel a transmission when you notice a mistake in des- tination or with the originals after storing. To cancel Memory Transmission, search for the file to be canceled among the files stored in memory, and then de- lete it.

  • Page 128

    Transmission Select the file you want to cancel. If the desired file is not shown, press [U] or [T] to find it. There are cases when a destination may not be selected as the destination ap- pears as “p”, depending on the security settings. Press [Stop Transmission].

  • Page 129

    Canceling a Transmission Press [Exit] twice. The standby display appears. Note ❒ To delete some destinations from a broadcast, see “Deleting a Destination from a Simultaneous Broadcast”. ❒ If you cancel a transmission while the file is being sent, some pages of your file may have already been sent and is received at the other end.

  • Page 130: Confirming A Transmission

    Transmission Confirming a Transmission Press [Change TX / Info]. Press [Check / Stop Transmission File]. Select a file to check. If multiple destinations were specified, only the name of the destination you specify first and only the number of destinations that have not received the document you sent are shown.

  • Page 131

    Confirming a Transmission Press [Check / Change Settings]. Confirm a transmission, and then press [Exit]. Press [Exit] twice. The standby display appears.

  • Page 132: Checking The Storage Result (memory Storage Report)

    Transmission Checking the Storage Result (Memory Storage Report) This report is printed after an original is stored in memory. It helps you review the contents and the destinations of stored originals. Important ❒ If you use Parallel Memory Transmission, the Memory Storage Report is not printed.

  • Page 133: Sending At A Specific Time (send Later)

    2. Other Transmission Features This section explains the features of [TX Mode], which you can use to apply trans- mission functions. Sending at a Specific Time (Send Later) Using this function, you can instruct the machine to delay transmission of your fax document until a specified later time.

  • Page 134

    Other Transmission Features Enter the time using the number keys and select [AM] or [PM]. Then press [OK]. When entering numbers smaller than 10, add a zero at the beginning. If you make a mistake, press [Clear] or the {Clear/Stop} key before pressing [OK], and then try again.

  • Page 135: Requesting A Reception Notice

    Requesting a Reception Notice Requesting a Reception Notice You can confirm sent documents were properly received using e-mail or the Journal. The receiver sends back a reception notice message. Once the reception notice message is received, “OK” appears in the Result column of the Journal, allowing the originator to verify the transmission was received.

  • Page 136

    Other Transmission Features Note ❒ If the fax is not received normally, “Error” appears in the Result column. ❒ Only the last 50 communications appear in the Journal. If you do not re- ceive a reception notice message before the last 50 communications are fin- ished, “OK”...

  • Page 137: Setting An E-mail Destination As A Bcc

    Setting an E-mail Destination as a BCC Setting an E-mail Destination as a BCC E-mail is sent to all specified destinations as bcc. Place the original, and then select the scan settings you require. Press [TX Mode]. Press [BCC Transmission] to highlight it. Press [OK].

  • Page 138: Confirming Transmission Results By E-mail

    Other Transmission Features Confirming Transmission Results by E-mail Use this function to confirm the transmission results by sending an e-mail noti- fication to the specified destination. Important ❒ Register the e-mail address of the destination for e-mail notification in the destination list in advance.

  • Page 139

    Confirming Transmission Results by E-mail Select the destination of notification, and then press [OK]. If you make a mistake, before pressing [OK], press [Clear] or press the selected Destination key again to turn the highlight off. [E-mail TX Results] gets highlighted and the destination of notification selected appears.

  • Page 140: Entering The Subject

    Other Transmission Features Entering the Subject Allows you to enter a subject for the e-mail document you want to send. Place the original, and then select the scan settings you require. Press [TX Mode]. Press [Subject]. Enter the subject.

  • Page 141

    Entering the Subject To enter the character strings programmed in the machine, press [User Text], and then select the character strings you want to enter. Press [OK]. The entered subject appears in the Subject field. Press [OK]. The standby display appears. Specify a destination, and then press the {Start} key.

  • Page 142

    Other Transmission Features Reference p.32 “E-mail Subject” p.155 “Received Images” p.278 “Maximum Values” “Entering Text”, About This Machine “System Settings”, General Settings Guide “Facsimile Features”, General Settings Guide...

  • Page 143: Entering The Text

    Entering the Text Entering the Text Allows you to enter the text for the e-mail document you want to send. Important ❒ Program text strings in advance in “Program / Change / Delete E-mail Mes- sage” in “System Settings”. Place the original, and then select the scan settings you require. Press [TX Mode].

  • Page 144

    Other Transmission Features Specify a destination, and then press the {Start} key. Note ❒ You cannot send text only without an original. ❒ You can program one of the Quick Operation keys with operations for this function. Using the Quick Operation key allows you to omit step Reference “System Settings”, General Settings Guide “Facsimile Features”, General Settings Guide...

  • Page 145: Transmission Options, Standard Message Stamp

    Transmission Options Transmission Options This section describes various functions that you can switch on and off for any particular transmission, following the procedures given here. Standard Message Stamp Use this function to stamp a standard message at the top of the first original sent. There are four types of standard messages: “Confidential”, “Urgent”, “Please phone”, and “Copy to corres.

  • Page 146: Auto Reduce

    Other Transmission Features Select the standard message to be stamped, and then press [OK]. The selected standard message is shown above the highlighted [Standard Message]. Press [OK] twice. Specify the destination, and then press the {Start} key. The machine cannot stamp multiple standard messages. Note ❒...

  • Page 147

    Transmission Options Important ❒ If you turn this function off, the scale of the original is maintained and some parts of the image may be deleted when printed at the other end. Place the original, and then select the scan settings you require. Press [TX Mode].

  • Page 148: Label Insertion

    Other Transmission Features Label Insertion With this function you can have the receiver's name printed on the document that is received at the other end. Important ❒ To use this function, set Label Insertion to [On] when registering fax destina- tions in the Address Book, and also set “Label Insertion”...

  • Page 149

    Transmission Options Press [Label Insertion] to highlight it. To cancel Label Insertion, press [Label Insertion] again. Press [OK] twice. Specify the destination, and then press the {Start} key. Note ❒ You can program one of the Quick Operation keys with operations for this function.

  • Page 150: Closed Network

    Other Transmission Features Closed Network If you turn this function on, transmission will only take place if the destination's Closed Network Code is the same as yours. This function can stop you acciden- tally sending information to the wrong place. Important ❒...

  • Page 151: Sub Code Transmission

    Transmission Options SUB Code Transmission Enable this function to perform SUB Code Transmission. Important ❒ This function is not available with Internet Fax. ❒ To perform SUB Code Transmission, a SUB Code must be set in [Adv.Features], the Address Book, or Keystroke Programs in advance. Even though “SUB Code Transmission”...

  • Page 152: Sep Code Reception

    Other Transmission Features Note ❒ You can program one of the Quick Operation keys with operations for this function. Using the Quick Operation key allows you to omit step step Reference p.106 “Setting SUB Codes for Transmission” p.268 “Programs” “Facsimile Features”, General Settings Guide “Registering Addresses and Users for Facsimile/Scanner Functions”, Gen- eral Settings Guide SEP Code Reception...

  • Page 153

    Transmission Options Press [SEP Code Reception] to highlight it. To cancel SEP Code Reception, press [SEP Code Reception] again. Press [OK] twice. Specify the destination, and then press the {Start} key. Note ❒ You can program one of the Quick Operation keys with operations for this function.

  • Page 154: Fax Header Print

    Other Transmission Features Fax Header Print When the Fax Header is set to on, the stored name is printed on the receiver's paper. You can store two Fax Headers; “First Name” and “Second Name”. For example, if you store your department name in one and your organization name in the other, you could use the first when sending internal faxes and the second for external faxes.

  • Page 155

    Transmission Options Note ❒ You can program fax header names using the Program Fax Information function in the Facsimile Features menu. ❒ You can select whether or not dates, fax header names, file numbers, or page numbers are printed by changing their respective User Parameters (switch 18, bit 3, 2, 1, 0) in the Facsimile Features menu.

  • Page 156

    Other Transmission Features...

  • Page 157: Types Of Reception, Immediate Reception

    3. Reception This section explains reception and reception functions such as printing received documents or routing received documents to other fax machines. Types of Reception This section explains different ways of receiving fax documents. Immediate Reception Each page of a fax document is printed as soon as it is received. This method is used for standard fax documents.

  • Page 158: Memory Reception

    Reception Reference p.49 “Resolution” p.148 “Memory Reception” p.149 “Substitute Reception” p.163 “Printing Options” Memory Reception The machine waits until all pages of the document have been received into mem- ory before printing it. Important ❒ About one hour after the machine is turned off, all fax documents stored in memory are lost.

  • Page 159: Substitute Reception

    Types of Reception Reference “Facsimile Features”, General Settings Guide “Troubleshooting When Using the Facsimile Function”, Troubleshooting Substitute Reception Substitute Reception is used when the machine cannot print any fax documents. In Substitute Reception, a received fax document is stored in memory instead of being printed.

  • Page 160: Receiving Documents Unconditionally, Receiving Documents According To Parameter-specified Settings

    Reception Receiving documents unconditionally If one of the conditions in the following list occurs, the machine receives all fax documents using Substitute Reception. Problems Causes Solutions The machine is printing The machine is busy print- The document is automatically with a different function. ing with a different func- printed after the current job finishes.

  • Page 161

    Types of Reception You can specify the following conditions with the User Parameters (switch 05, bit 2, 1) in the Facsimile Features menu. • When Own Name or Own Fax Number is received The machine switches to Substitute Reception only when the sender has pro- grammed their Own Name or Own Fax Number.

  • Page 162: Reception Modes, Manual Reception, Auto Reception

    Reception Reception Modes There are two ways you can set up the machine to handle incoming calls: • Manual Reception (the optional handset or an external telephone required) • Auto Reception You can change the reception mode only if a standard G3 line is used. You cannot change the reception mode when a line other than the standard G3 line (G3-2 or G3-3) is used.

  • Page 163: Switching The Reception Mode

    Reception Modes Switching the Reception Mode You can switch reception modes using Reception Settings in the Facsimile Fea- tures menu. If you program a Quick Operation key with Switch Reception Mode, you can switch the reception mode quickly. Press [Switch RX Mode]. Select the reception mode, and then press [OK].

  • Page 164: Receiving Internet Fax Documents, Auto E-mail Reception

    Reception Receiving Internet Fax Documents You can receive e-mail documents by Internet Fax. There are two methods of receiving e-mail: Auto E-mail Reception and Manual E-mail Reception. Important ❒ E-mail with attachments other than TIFF-F format files cannot be received. Senders receive an Error Mail Notification if their e-mail contains attach- ments.

  • Page 165: Manual E-mail Reception, Received Images

    Receiving Internet Fax Documents Manual E-mail Reception Follow these steps to receive a fax by accessing the e-mail server manually. Important ❒ Program the Manual E-mail RX function to a Quick Operation key beforehand. Press [Manual E-mail RX]. The machine accesses the server to check for e-mail and receives any new e-mail. Check the message, and then press [Exit].

  • Page 166

    Reception ALV011S E-mail transmitted without speci- Subject fying a subject in “TX Mode”. Shows the subject specified in “TX Mode” at the time of transmission. If no E-mail transmitted with a subject subject is specified, one is automatically specified in “TX Mode”. assigned in the format shown in 1 above.

  • Page 167: Reception Functions, Routing Received Documents, Routing Received Documents With Sub Code

    Reception Functions Reception Functions This section explains useful functions for receiving fax documents. Routing Received Documents This section describes how to route received documents using SUB Codes. Important ❒ Documents cannot be routed to folders using this function. Routing received documents with SUB Code This machine can route received documents using SUB Codes.

  • Page 168: Transferring Received Documents, Sub Code Transfer Report

    Reception Transferring Received Documents The machine can transfer received documents by using SUB Codes. Originals sent with a SUB Code that matches the SUB Code programmed as a Transfer Box are received then relayed to the programmed receiver. Important ❒ Transfer Boxes and Receiving Stations must be set up in order to transfer re- ceived documents.

  • Page 169: Forwarding Received Documents

    Reception Functions Forwarding Received Documents This machine can forward received documents to other destinations pro- grammed in this machine. ALT004S Note ❒ A fax number, Internet Fax address, IP-Fax destination, or folder address can be set as a forwarding destination. ❒...

  • Page 170: Smtp Reception Using Internet Fax

    Reception Reference p.278 “Maximum Values” “Facsimile Features”, General Settings Guide SMTP Reception Using Internet Fax You can receive a document sent by Internet Fax using SMTP reception. With SMTP reception, e-mail is received as soon as it is sent to the e-mail address set by the machine.

  • Page 171: Routing E-mail Received Via Smtp

    Reception Functions Routing e-mail received via SMTP E-mail received via SMTP can be routed to other fax machines. ALT006S Important ❒ Before routing e-mail received via SMTP, you first must set “SMTP RX File Delivery Settings” to “On” in the Facsimile Features menu. ❒...

  • Page 172: Jbig Reception, Auto Fax Reception Power-up

    Reception Note ❒ E-mail received via SMTP can also be routed to single or group destinations programmed in the destination list. ❒ If an e-mail transfer request is received when the “SMTP RX File Delivery Set- tings” is “Off” in the Facsimile Features menu, this machine responds with an error message to the SMTP server.

  • Page 173: Printing Options, Print Completion Beep, Checkered Mark

    Printing Options Printing Options This section explains useful functions for printing received documents. Print Completion Beep When this function is turned on, the machine beeps to let you know when a re- ceived document is printed. Note ❒ You can alter the volume of the beep or turn it off completely using “Adjust Sound Volume”...

  • Page 174: Center Mark, Reception Time

    Reception Center Mark When this function is enabled, marks are printed halfway down the left side and at the top center of each page received. This makes it easy for you to position a hole puncher correctly when you file re- ceived documents.

  • Page 175: Two-sided Printing

    Printing Options Two-Sided Printing You can have a received document printed on both sides of a sheet. Important ❒ To use this function, all pages of the received document must be of the same size-inform the sending party of this beforehand if necessary. You must also have paper set in the machine of the same size as that sent by the sending par- ty.

  • Page 176: Degree Rotation Printing, Multi-copy Reception

    Reception Note ❒ You can turn this function on or off using 2 Sided Print in the Facsimile Fea- tures menu. ❒ Printouts may vary depending on how the sender sets the originals. ❒ You can select to have documents only from selected senders printed in this way.

  • Page 177: Image Rotation

    Printing Options Note ❒ The maximum number of copies that can be made for each document is 10. ❒ When using the Multi-copy function with specified senders, the maximum number of copies is 10. ❒ You can turn this function on or off using Reception File Print Quantity in the Facsimile Features menu.

  • Page 178: Page Separation And Length Reduction

    Reception Page Separation and Length Reduction If the size of a received document is longer than the paper loaded in the machine, each page of the document can be split and printed on several sheets, or reduced and printed on a single sheet. For example, this function splits the document if the document length is 20 mm (0.79") or longer than the paper used.

  • Page 179: Page Reduction, Tsi Print (transmitting Subscriber Identification Print)

    Printing Options Page Reduction If you receive a document that is longer than the paper in the tray, the machine usually prints it on two pages. If you turn this function on, the machine reduces the width and length of the received image so that it will fit on one page. If A4L paper is loaded and a document of B4 JISL size is received, the machine will reduce the document to a single A4L sheet.

  • Page 180: If There Is No Paper Of The Correct Size, Setting Priority Trays

    Reception If There Is No Paper of the Correct Size If there is no paper in the machine that matches the size of a received document, the machine will choose a paper size based on the paper available. Page reduction Disabled Reduction in Sub-scan Direction Enabled...

  • Page 181: Just Size Printing, Having Incoming Documents Printed On Paper From The Bypass Tray

    Printing Options Just size printing If you enable this function, received documents are printed on the sheet that has the highest priority. This function is enabled with User Parameters (switch 05, bit 5) in the Facsimile Features menu. If the paper tray is not stocked with paper of a suitable size to print a received document, a message appears on the display prompting you to load paper of the required size.

  • Page 182: Where Incoming Documents Are Delivered - Output Tray, Specifying Tray For Lines

    Reception Note ❒ You can load a maximum of 100 sheets of standard paper in the bypass tray. ❒ You can use a size of paper not loaded in the paper tray(s) in the bypass tray. ❒ The machine can detect A6L, A5L, A4L, A3L (5 "×8 "L, 8 "×11"L,...

  • Page 183: Tray Shift

    Printing Options Tray Shift Use this function to shift the output position for each document, so you can sep- arate received documents easily. Important ❒ The optional finisher or shift sort tray unit is required. When the optional finisher unit is selected for fax output, you can use the Tray Shift function whenever a fax or report is printed.

  • Page 184

    Reception...

  • Page 185: Changing The Settings Of Files In Memory

    4. Changing/Confirming Communication Information This section explains the features of [Change TX / Info], which you can use to con- firm communication results on the screen or printed reports. Changing the Settings of Files in Memory After you have pressed the {Start} key (after scanning originals), you can check and edit the destination or settings of Memory Transmission.

  • Page 186: Deleting A Destination From A Simultaneous Broadcast

    Changing/Confirming Communication Information Deleting a Destination from a Simultaneous Broadcast You can delete selected broadcasting destinations. Important ❒ If you delete a destination that is the only destination for a transmission, the transmission is canceled. Press [Change TX / Info]. Press [Check / Stop Transmission File].

  • Page 187

    Changing the Settings of Files in Memory Press [Check / Change Settings]. Press [Change] for the destination you want to delete. Press the {Clear/Stop} key to delete the destination, and then press [OK]. APS009S Pressing the {Clear/Stop} key deletes by single digits the fax number or IP-Fax address.

  • Page 188: Adding A Destination

    Changing/Confirming Communication Information Adding a Destination You can add a destination for broadcasting. Press [Change TX / Info]. Press [Check / Stop Transmission File]. Select the file to which you want to add a destination.

  • Page 189

    Changing the Settings of Files in Memory Press [Check / Change Settings]. Press [Add Destination]. Specify the destination using the number keys or Destination keys, and then press [OK]. You can switch the transmission type between fax/IP-Fax and Internet Fax by pressing [Fax] or [Internet Fax].

  • Page 190: Changing The Transmission Time

    Changing/Confirming Communication Information Changing the Transmission Time You can change the transmission time specified with Send Later. You can also delete the transmission time. If the transmission time is deleted, the file is transmitted immediately. Press [Change TX / Info]. Press [Check / Stop Transmission File].

  • Page 191

    Changing the Settings of Files in Memory Press [Check / Change Settings]. Press [Change TX Time]. Press [Clear], re-enter the transmission time using the number keys, and then press [OK]. If you press [Transmit Now], the file is transmitted immediately. However, if there is a file on standby, that file is sent first.

  • Page 192: Changing The Smtp Server Setting

    Changing/Confirming Communication Information Changing the SMTP Server Setting You can change the settings for whether or not to bypass the SMTP server. Press [Change TX / Info]. Press [Check / Stop Transmission File]. Select a file whose SMTP server setting you want to change.

  • Page 193

    Changing the Settings of Files in Memory Press [Check / Change Settings]. Press [Change]. Press [SMTP]. Select [Yes] or [No], and then press [OK].

  • Page 194

    Changing/Confirming Communication Information Press [OK]. Press [Exit]. Repeat from step to change the SMTP server settings of other recipients. Press [Exit] twice. The standby display appears.

  • Page 195: Printing A File From Memory

    Printing a File from Memory Printing a File from Memory If you want to check the contents of a file that is stored in memory and not yet sent, use this procedure to print it out. Press [Change TX / Info]. Press [Check / Stop Transmission File].

  • Page 196

    Changing/Confirming Communication Information Press [Print]. If you want two-sided printing, press [Print on 2 Sides]. To cancel printing, press [Cancel]. The display returns to that of step Press the {Start} key. To cancel printing after pressing the {Start} key, press [Stop Printing]. The dis- play returns to that of step Repeat from step , if you want to print another file.

  • Page 197: Printing A List Of Files In Memory (print Tx File List)

    Printing a List of Files in Memory (Print TX File List) Printing a List of Files in Memory (Print TX File List) Print this list if you want to find out which files are stored in memory and what their file numbers are. Knowing the file number can be useful (for example when erasing files).

  • Page 198

    Changing/Confirming Communication Information Press the {Start} key. To cancel printing after pressing the {Start} key, press [Stop Printing]. The dis- play returns to that of step Press [Exit] twice. The standby display appears. Note ❒ The contents of a file stored in memory can also be printed. ❒...

  • Page 199: Resending A File

    Resending a File Resending a File Machine memory stores documents that could not be successfully transmitted using Memory Transmission. Use this procedure to resend these documents. Important ❒ Set “Store documents in memory that could not be transmitted” to “On” in User Parameters (switch 24, bit 0) in the Facsimile Features menu.

  • Page 200

    Changing/Confirming Communication Information Press [Transmit Failed File]. To add a destination, press [Add Destination], and then specify the destination. Press [OK]. Repeat from step to resend another file. To cancel transmissions, press [Cancel]. The display returns to that of step Press [Exit] twice.

  • Page 201: Checking The Transmission Result (transmission File Status), Confirming On Display

    Checking the Transmission Result (Transmission File Status) Checking the Transmission Result (Transmission File Status) You can confirm transmission by the display, report, or e-mail. Confirming on Display Follow these steps to display the transmission results. Press [Change TX / Info]. Select [Transmission File Status].

  • Page 202: Confirming By Report

    Changing/Confirming Communication Information Note ❒ Only the transmission results of the latest communications are displayed. For the maximum number of communication results you can check on this machine, see “Maximum Values”. ❒ You can view sent fax documents and their lists, using a Web Image Monitor on a network computer.

  • Page 203: Confirming By E-mail, Confirming By Report And E-mail

    Checking the Transmission Result (Transmission File Status) Confirming by E-mail Use the E-mail TX Results function to send reports by e-mail to a computer, and then confirm them on the computer. The available reports are: • Communication Result Report. • Immediate TX Result Report. •...

  • Page 204: Communication Result Report (memory Transmission), Immediate Tx Result Report (immediate Transmission)

    Changing/Confirming Communication Information Communication Result Report (Memory Transmission) This report is printed when a Memory Transmission is completed, so you can check the result of the transmission. Note ❒ If E-mail TX Results is programmed in a Quick Operation key, you can select whether a report e-mail is sent after transmission.

  • Page 205: Communication Failure Report

    Checking the Transmission Result (Transmission File Status) Note ❒ If E-mail TX Results is programmed in a Quick Operation key, you can select whether a report e-mail is sent after transmission. ❒ You can switch this report on or off in the User Parameters (switch 03, bit 5) in the Facsimile Features menu.

  • Page 206: Checking The Reception Result (reception File Status), Confirming On Display

    Changing/Confirming Communication Information Checking the Reception Result (Reception File Status) Confirm the reception result on the screen or in a report. Confirming on Display Follow these steps to display the reception result. Press [Change TX / Info]. Press [Reception File Status]. Check the reception results.

  • Page 207: Journal, Confirming By Report

    Checking the Reception Result (Reception File Status) Note ❒ Only the reception results of the latest communications are displayed. For the maximum number of communication results you can check on this ma- chine, see “Maximum Values”. ❒ You can view received fax documents and their lists, using a Web Image Monitor on a network computer.

  • Page 208: Print Journal, Printing The Journal

    Changing/Confirming Communication Information Print Journal You can print the Journal manually. Important ❒ The contents of a Journal printed automatically are deleted after printing. Keep the journal if you require a record of transmissions and receptions. Printing the Journal To print the Journal manually, select the printing method: “All”, “Print per File No.”, or “Print per User”.

  • Page 209

    Print Journal Prints the results of communications in the order made. Press [Change TX / Info]. Press [Print Journal]. Select [All]. Press the {Start} key. To cancel a file printing, press [Stop Printing]. The display returns to that of step Press [Exit] twice.

  • Page 210: Print Per File No

    Changing/Confirming Communication Information Print per File No. Prints only the results of communications specified by file number. Press [Change TX / Info]. Press [Print Journal]. Select [Print per File No.]. Enter a 4-digit file number. If you make a mistake, press [Clear] or the {Clear/Stop} key, and then try again. Press the {Start} key.

  • Page 211: Print Per User

    Print Journal Print per User Prints the results of communications by individual senders. Press [Change TX / Info]. Press [Print Journal]. Select [Print per User]. Select a user. Press [Cancel] if the user is not registered. The display returns to that of step Press [OK] after checking the user name shown on the display.

  • Page 212

    Changing/Confirming Communication Information Press the {Start} key. To cancel a file printing, press [Stop Printing]. The display returns to that of step Press [Exit] twice. The standby display appears.

  • Page 213

    Print Journal Journal This section explains the items printed in the Journal. ALV014S Printing date Other end Shows the date and time the report was • For fax destinations printed. Shows the name (for display) pro- grammed by the other end. Programmed Fax Header Shows the programmed fax number if Shows the sender name programmed for...

  • Page 214

    Changing/Confirming Communication Information • For Internet Fax destinations • For IP-Fax transmissions and recep- At time of transmission, it shows the tions e-mail address or name programmed After , “T” for outgoing faxes or in the destination list. At time of re- “R”...

  • Page 215: Transmitting Journal By E-mail, Journal By E-mail

    Print Journal Transmitting Journal by E-mail Use this function to send the Journal to the administrator's e-mail address. The Journal is sent automatically after every 50 communications. A CSV format Journal is attached to the e-mail. Important ❒ To transmit the Journal by e-mail, it is necessary to make settings with User Parameters (switch 21, bit 4) in the Facsimile Features menu.

  • Page 216

    Changing/Confirming Communication Information Printing/Deleting Received and Stored Documents (Print/Delete Stored Reception File) You can print documents that are received and stored on the hard disk. You can also delete unwanted documents. Important ❒ Make the settings for received and stored documents in “Reception File Set- ting”...

  • Page 217: Printing Received And Stored Documents

    Printing/Deleting Received and Stored Documents (Print/Delete Stored Reception File) Printing Received and Stored Documents Use the following procedure to print documents saved on the hard disk. Press [Change TX / Info]. Press [Print / Delete Stored Reception File]. Select a file to be printed, and then press [Print]. To cancel printing, press [Cancel].

  • Page 218: Deleting Received And Stored Documents

    Changing/Confirming Communication Information Reference p.278 “Maximum Values” “Facsimile Features”, General Settings Guide Deleting Received and Stored Documents Use the following procedure to delete documents stored on the hard disk. Press [Change TX / Info]. Press [Print / Delete Stored Reception File]. Select a file to be deleted, and then press [Delete].

  • Page 219: Printing A File Received With Memory Lock

    Printing a File Received with Memory Lock Printing a File Received with Memory Lock This is a security function designed to prevent unauthorized users from reading your documents. If Memory Lock Reception is switched on, all received docu- ments are stored in memory and are not automatically printed. To print the doc- uments, you have to enter the Memory Lock ID.

  • Page 220

    Changing/Confirming Communication Information Enter a 4-digit Memory Lock ID with the number keys, and then press the {Start} key. If you make a mistake, press [Clear] or the {Clear/Stop} key, and then try again. To cancel printing, press [Cancel]. If the Memory Lock ID does not match, the “ Specified code does not ”...

  • Page 221: Personal Boxes

    Personal Boxes Personal Boxes You can receive confidential documents to Personal Boxes. Important ❒ Before using this function, set the Personal Box in advance. Personal Boxes Storing your documents in a Personal Box prevents unauthorized users reading them. When you specify a receiver for the Personal Box, incoming documents are for- warded directly to the destination you specify.

  • Page 222: Printing Personal Box Documents

    Changing/Confirming Communication Information Printing Personal Box Documents Follow these steps to print a document received into a Personal Box. Make sure that the Confidential File indicator is lit. APS010S Press [Change TX / Info]. Press [Print Personal Box File]. Select the box with the document you want to print.

  • Page 223: Confidential File Report

    Personal Boxes If a password has been set for the box, enter the password, and then press [OK]. If you make a mistake, press [Clear] or the {Clear/Stop} key before pressing [OK], and then try again. To cancel entering a password, press [Cancel]. The display returns to that of step Press the {Start} key.

  • Page 224: Information Boxes

    Changing/Confirming Communication Information Information Boxes This section describes how to use Information Boxes. Important ❒ Before using this function, set the Information Box in advance. Information Boxes Use the Information Box function to set up the machine as a document server. Program a document into an Information Box for others to pick up.

  • Page 225: Storing Documents In Information Boxes

    Information Boxes Storing Documents in Information Boxes Follow these steps to store a document in an Information Box. Press [Change TX / Info]. Press [Store / Delete / Print Information Box File]. Select the box in which you want to store the file. When there are pre-programmed files, a file mark appears to the left of the box name.

  • Page 226

    Changing/Confirming Communication Information Place the original, and then select the scan settings you require. You can also select the following settings: • Original Orientation • Original Settings • Stamp Press the {Start} key. The machine starts to scan the original. To stop scanning, press [Stop].

  • Page 227: Printing Information Box Documents

    Information Boxes Printing Information Box Documents Follow these steps to print a document stored in an Information Box. Press [Change TX / Info]. Press [Store / Delete / Print Information Box File]. Press [Print]. Select the box that contains the stored file you want to print. You cannot select a box that has no stored file.

  • Page 228: Deleting Information Box Documents

    Changing/Confirming Communication Information Press the {Start} key. If you want two-sided printing, press [Print on 2 Sides] before pressing the {Start} key. To stop printing before pressing the {Start} key, press [Cancel]. The display re- turns to that of step To stop printing after pressing the {Start} key, press [Stop Printing].

  • Page 229

    Information Boxes If a password has been set for the box, enter the password, and then press [OK]. If you make a mistake, press [Clear] or the {Clear/Stop} key before pressing [OK], and then try again. To cancel entering a password, press [Cancel]. The display returns to that of step Press [Yes].

  • Page 230

    Changing/Confirming Communication Information...

  • Page 231: Sending A Stored File

    5. Storing a Document This section explains storing and managing documents in the Document Server. Sending a Stored File This section describes how to store and manage fax documents in the Document Server. The Document Server can store documents from various applications. The documents that are stored using the facsimile function are available to trans- mit by facsimile.

  • Page 232: Storing A Document

    Storing a Document Note ❒ Stored documents are not deleted even if there is a power failure, or the main power switch is turned off. ❒ You can specify whether or not the machine automatically deletes documents from the Document Server after a certain number of days. You can change this setting using “Auto Delete File in Document Server”...

  • Page 233

    Sending a Stored File Place the original, and then select the scan settings you require. Set “Original Orientation” correctly. If you do not, the top/bottom orienta- tion of the original will not be displayed correctly in the preview. Press [Store File]. Select [Send &...

  • Page 234: Programming A User Name

    Storing a Document If you have selected [Send & Store], specify the receiver. If you have selected [Store Only], proceed to step Press the {Start} key. Note ❒ You can change file names and user names. Reference p.36 “Setting the Original Orientation” “System Settings”, General Settings Guide Programming a user name Press [User Name].

  • Page 235: Setting A File Name, Setting A Password

    Sending a Stored File Reference “Entering Text”, About This Machine Setting a file name Press [File Name]. Enter the file name. Press [OK]. Reference “Entering Text”, About This Machine Setting a password Press [Password].

  • Page 236: Sending Stored Documents

    Storing a Document Enter a password using the number keys, and then press [OK]. If you make a mistake, press [Clear] or the {Clear/Stop} key before pressing [OK], and then reenter your password. You can enter up to four to eight digits. Enter the password again, and then press [OK].

  • Page 237

    Sending a Stored File Select the documents to be sent. When multiple documents are selected, they are sent in the order of selection. • Press [Queue] to arrange the order of the documents to be sent. • Press [File Name] to place the documents in alphabetical order. •...

  • Page 238

    Storing a Document When you want to add your originals to stored documents and send them all at once, press [Original n Stored File] or [Stored file n Original]. When sending only stored documents, proceed to step When [Original n Stored File] is pressed, the machine sends the originals, and then stored files.

  • Page 239: Specifying Documents From [file List], Specifying Documents By [user Name]

    Sending a Stored File Specifying documents from [File List] Press [U] or [T] to display the documents to be sent. Select the file. Specifying documents by [User Name] Select [User Name]. Select the user name of the programmed document, and then press [OK]. To search by directly entering a user name, press [Manual Entry], and then enter the user name.

  • Page 240: Specifying Documents By [file Name], Displaying A Preview

    Storing a Document Specifying documents by [File Name] Select [File Name]. Enter the name of the document to be sent, and then press [OK]. Forward matching is used when searching for a file name. Select the file to be sent. Displaying a preview Select the document you want to send.

  • Page 241: Printing Stored Documents

    Sending a Stored File Check the preview. • Press [Zoom Out] or [Zoom In] to reduce or enlarge the preview image. • Press [←][→][↑][↓] to scroll the preview image. • Press [Switch] for “Display File” to display another selected file. •...

  • Page 242

    Storing a Document Select the document to be printed. Press the Thumbnail key to switch the screen to thumbnail display. If you select a document with a password, enter the password, and then press [OK]. If the document does not have a password, proceed to step Press [Print File] or [Print 1st Page].

  • Page 243: Changing Stored Document Information

    Sending a Stored File Note ❒ Only documents stored using the facsimile function can be printed. ❒ When printing originals that were not stored using the Mixed Original Siz- es function, paper sizes might differ according to whether printing is through the facsimile function or the Document Server.

  • Page 244

    Storing a Document If you select a document for which a password is set, enter the password, and then press [OK]. When a selected file does not have a password, proceed to step Change the desired information of the stored document. Press the keys for the items you want to change.

  • Page 245: Changing A User Name

    Sending a Stored File Changing a user name Press [Change User Name]. Press [Clear]. The user name is deleted. Enter the new user name, and then press [OK]. Press the title word keys to switch between titles. To set a non-programmed user name, press [Manual Entry], and then enter the name.

  • Page 246: Changing The File Name, Changing The Password

    Storing a Document Changing the file name Press [Change File Name]. Press [Backspace] or [Delete All], and then re-enter the file name. Press [OK]. Reference “Entering Text” About This Machine Changing the password Press [Change Password].

  • Page 247: Deleting A Stored Document

    Sending a Stored File Enter a new password using the number keys, and then press [OK]. Enter the password again, and then press [OK]. Deleting a Stored Document Use this function to delete stored documents. Press [Select Stored File].

  • Page 248

    Storing a Document Press [Manage / Delete File]. Select the document you want to delete. You can also delete multiple documents at once. Enter a password using the number keys, and then press [OK]. Press [Delete File]. Press [Yes]. If you do not want to delete the document, press [No]. Press [Exit].

  • Page 249: Sending Fax Documents From Computers

    6. Fax via Computer This section explains how to use this machine's facsimile function from a com- puter via a network. Sending Fax Documents from Computers You can send a document created with a Windows application from a computer connected to the machine to another fax machine. Connect computers to the machine via parallel port, LAN, IEEE 802.11b (wire- less LAN), IEEE 1394 (IPv4 over 1394), or USB 2.0.

  • Page 250: Before Use, Using The Software, Lan-fax Driver

    Fax via Computer Note ❒ It is recommended that you use a Web Image Monitor running under the same network environment as this machine. Otherwise, the Web browser may not open and an error may occur. Before Use To use these features, a LAN-Fax Driver must be installed on your computer. Use the LAN-Fax Driver included on the scanner CD-ROM.

  • Page 251: Address Book, Lan-fax Cover Sheet Editor

    Sending Fax Documents from Computers ❖ Operating environment • Computer PC/AT compatible • Operating systems Microsoft Windows 98/Me Microsoft Windows 2000/XP Microsoft Windows Server 2003 Microsoft Windows NT 4.0 • Display VGA 640×480 pixels or more Note ❒ Before beginning installation, exit all other applications. Address Book Address Book helps you edit LAN-Fax transmission destinations.

  • Page 252: Auto Run Program, Installing Individual Applications

    Fax via Computer Auto Run program The installers for various drivers and utilities launch automatically as Auto Run programs when you insert the CD-ROM. LAN-Fax Driver, Address Book, and LAN-Fax Cover Sheet Editor can be in- stalled by Auto Run. Important ❒...

  • Page 253: Setting Lan-fax Driver Properties

    Sending Fax Documents from Computers Quit all applications currently running. Insert the CD-ROM included with this machine into the CD-ROM drive of your computer. The installer launches automatically, and the language selection window appears. Depending on your operating system settings, the installer may not launch automatically.

  • Page 254: Setting Print Properties

    Fax via Computer Setting print properties This section explains how to make settings such as paper size or resolution. On the [Start] menu, point to [Settings], and then click [Printers]. With Windows XP Professional or Windows Server 2003, select [Printers and Faxes] on the [Start] menu.

  • Page 255: Making Settings For Option Configuration

    Sending Fax Documents from Computers Making settings for option configuration Make settings for optional units installed in this machine. On the [Start] menu, point to [Settings], and then click [Printers]. With Windows XP Professional or Windows Server 2003, select [Printers and Faxes] on the [Start] menu.

  • Page 256: Basic Transmission

    Fax via Computer Basic Transmission This section explains how to send fax documents created using Windows applications. To send a fax, simply select [Print...] from the Windows application, then select [LAN-Fax M8] as the printer, and then specify a destination in the [LAN-Fax] dialog box. Open the application document you want to send or create a new document, and then perform the following procedure.

  • Page 257: Specifying A Destination Using A Destination List, Specifying A Destination Using Address Book

    Sending Fax Documents from Computers Specifying a destination using a destination list Click the [Address Book] or [Specify Destination] tab. The [Address Book] or [Specify Destination] tab appears. Select the [Device Address] (or [Use device address]) check box. The address is displayed in the [Device Address] field on the [Address Book] tab.

  • Page 258: Specifying A Destination By Directly Entering A Fax Number Internet Fax Destination, Or Ip-fax Destination

    Fax via Computer Click the destination in the destination list to highlight it, and then click [Set as Destination]. The selected destination is added and appears in the [List of Destination:] box. If you add a destination by mistake, click the wrong destination, and then click [Delete from List].

  • Page 259: Specifying Options, To Send A Fax Document At A Specific Time

    Sending Fax Documents from Computers To specify more destinations, repeat steps through Note ❒ For the maximum number of digits for a destination, see “Maximum Values”. Reference p.64 “Sending Over a Fax Line” p.67 “Sending by IP-Fax” p.70 “Sending to an E-mail Address” p.278 “Maximum Values”...

  • Page 260: To Attach A Cover Sheet, To Specify Two-sided Printing, To Display Preview, Saving As Files

    Fax via Computer To attach a cover sheet Click [Send Options]. The [Send Options] tab appears. Select the [Attach a Cover Sheet] check box. A cover sheet is added to the first page of a transmission file. Click [Edit Cover Sheet...] to edit the cover sheet. Reference p.257 “Editing Fax Cover Sheets”...

  • Page 261: To Store The Fax Document On The Document Server

    Sending Fax Documents from Computers Select a method of file naming. To enter a file name manually, select the [Specify file name when saving] check box. To have the file assigned a name and saved automatically, select the [Au- tomatically create a new file] check box. Click [OK].

  • Page 262: Checking Transmission Using Lan-fax Driver, Confirming Transmission Results By E-mail

    Fax via Computer Checking Transmission Using LAN-Fax Driver From “SmartDeviceMonitor for Admin”, “SmartDeviceMonitor for Client”, or Web Image Monitor, you can check information about files sent using LAN-Fax Driver. For the maximum number of transmission results you can check, see “Maximum Values”.

  • Page 263: Lan-fax Result Report

    Sending Fax Documents from Computers Note ❒ You can confirm transmission results using the E-mail TX Results function and the Communication Result Report. You can set whether to use both of these together in User Parameters (switch 10, bit 6) in the Facsimile Fea- tures menu.

  • Page 264: Printing And Saving, Editing Address Book

    Fax via Computer Printing and Saving You can print documents created using Windows applications. Open the application document you want to print or create a new document, and then perform the following procedure. For details about printing the fax image, see the LAN-Fax Driver's Help. On the [File] menu, click [Print...].

  • Page 265: Programming New Destinations

    Sending Fax Documents from Computers Programming new destinations On the [Start] menu, point to [Programs], [LAN-Fax Utilities], and then click [Ad- dress Book]. The [Address Book] dialog box appears. If LAN-Fax Driver has already started up, click [Edit Address Book...]. Click [New/Browse...], and then select the CSV file containing the address list to be edited.

  • Page 266: Editing Programmed Destinations, Deleting Programmed Destinations

    Fax via Computer Editing programmed destinations On the [Start] menu, point to [Programs], [LAN-Fax Utilities], and then click [Ad- dress Book]. The [Address Book] dialog box appears. If LAN-Fax Driver has already started up, click [Edit Address Book...]. Click [New/Browse...], and then select the CSV file containing the address list to be edited.

  • Page 267: Using The Machine's Address Book Data In The Destination List Of The Lan-fax

    Sending Fax Documents from Computers If you made changes to a destination, a confirmation message appears. To save the changes, click [Yes]. If you do not want to save the changes and want to quit editing, click [No]. To return to the editing display, click [Cancel]. The confirmation dialog box does not appear when you have not made any changes after starting Address Book.

  • Page 268: Creating A Cover Sheet

    Fax via Computer Creating a cover sheet Use the following procedure to create a fax cover sheet. You can edit the following items using LAN-Fax Cover Sheet Editor. • Company name as destination information • Department name as destination information •...

  • Page 269: Attaching A Created Cover Sheet

    Sending Fax Documents from Computers Attaching a created cover sheet Use the following procedure to attach a created cover sheet file to a fax document. On the [File] menu, click [Print...]. Select [LAN-Fax M8] in the [Name:] list, and then click [OK]. The [LAN-Fax] dialog box appears.

  • Page 270: Managing Facsimile Functions Using Smartdevicemonitor For Admin, Lan-fax Operation Messages

    Fax via Computer Managing Facsimile Functions Using SmartDeviceMonitor for Admin You can check information about this machine's fax functions using a computer and save files on a computer using SmartDeviceMonitor for Admin. Note ❒ For details about SmartDeviceMonitor for Admin and its installation, see “Monitoring and Configuring the Printer”, Network Guide.

  • Page 271: Viewing Fax Information Using A Web Browser

    Viewing Fax Information Using a Web Browser Viewing Fax Information Using a Web Browser You can view received fax documents and their lists or print these documents using a Web Image Monitor on a network computer. Note ❒ It is recommended that you use a Web Image Monitor running under the same network environment as this machine.

  • Page 272: Printing Fax Information Using A Web Browser

    Fax via Computer View the content of the fax document. To enlarge the preview image, click [Enlarge Image]. Enlargement cannot be performed without Acrobat Reader installed. For more information, see Help on the Web Image Monitor. To download the received fax document, click [PDF] or [Multi-page TIFF], and then click [Download].

  • Page 273: Deleting Fax Information Using A Web Browser, Programming Destination Information From Web Browser

    Viewing Fax Information Using a Web Browser Deleting fax information using a Web browser Start a Web browser. Enter the machine's IPv4 address in the [Address] field. Click [Fax Received File] in the left pane. The list of received fax documents appears. Select the check box of the fax document to be deleted.

  • Page 274: To Edit Machine Properties Already Programmed

    Fax via Computer To edit machine properties already programmed Follow these steps to use Web Image Monitor to edit information about the des- tination machine registered in the Address Book. Start the Web browser. Enter the IPv4 address of the machine you want to monitor after “http://” in the address field.

  • Page 275: To Add New Receiver

    Viewing Fax Information Using a Web Browser To add new receiver Follow these steps to use Web Image Monitor to add a new destination to the Address Book. Start the Web browser. Enter the IPv4 address of the machine you want to monitor after “http://” in the address field.

  • Page 276: Delivering Files Received By Fax

    Fax via Computer Delivering Files Received by Fax Documents received by the machine can be viewed on or downloaded to a com- puter using the network delivery server ScanRouter delivery software. This is a useful function, enabling you to view and store documents on your computer without printing them.

  • Page 277: Checking The Memory Status

    7. Appendix This section explains features and specifications of the facsimile function. Checking the Memory Status Use this function to display a summary of current memory usage. On the standby display you can check the percentage of free memory space. In addition, in [System Status] you can check the number of “Transmission Standby File(s)”, “Memory Lock File(s)”, and “RX Print Standby File(s)”.

  • Page 278: Programs, Registering And Changing Keystroke Programs

    Appendix Programs If you regularly send documents to a particular destination or transmit using the same functions, you can save repetitive number keys operations by registering this information in a Keystroke Program. Programs can be recalled by just press- ing a programmed key. Registering and Changing Keystroke Programs The following procedure can be used to program a new Keystroke Program or overwrite an old one.

  • Page 279

    Programs Press [Program]. When no programs are registered, proceed to step Select a program number in which “Not Programmed” is shown. If you make a mistake, press [Cancel] and select a program number again. When you change a Keystroke Program, press [Yes] after pressing the program number you want to change.

  • Page 280: Registering A Priority Function Using A Program

    Appendix Reference p.123 “Sending at a Specific Time (Send Later)” p.278 “Maximum Values” “Entering Text”, About This Machine Registering a priority function using a program Set the functions registered in a program as priority functions, so you can have the machine select these functions right after the power is turned on or the {Clear Modes} key is pressed.

  • Page 281: Changing A Program Name

    Programs Changing a program name Follow these steps to change a program name. Make sure that the machine is in facsimile mode and the standby display is shown. If the standby display is not shown, press the {Facsimile} key. Press the {Program} key. APS012S Press [Change Name].

  • Page 282: Deleting A Program

    Appendix Deleting a Program Follow these steps to delete an unnecessary program: Make sure that the machine is in facsimile mode and the standby display is shown. If the standby display is not shown, press the {Facsimile} key. Press the {Program} key. APS012S Press [Delete].

  • Page 283: Using A Program

    Programs Using a Program Follow these steps to recall and use a registered program: Make sure that the machine is in facsimile mode and the standby display is shown. If the standby display is not shown, press the {Facsimile} key. Place the original.

  • Page 284: Optional Equipment, Expansion Memory (28mb: Dimm), Handset, Extra G3 Interface Unit

    Appendix Optional Equipment This section explains the functions of options. Expansion Memory (28MB: DIMM) This allows you to send fax documents at high resolution (Super Fine). This also allows you to receive fax documents at high resolution (Fine or Super Fine). If you require this option, consult your service representative.

  • Page 285: Specifications

    Specifications Specifications ❖ Fax Transmission and Reception Standard Resolution 8 × 3.85/mm, 200 × 100 dpi (Standard character), 8 × 7.7/mm, 200 × 200 dpi (Detail character), 8 × 15.4/mm (Fine character: optional), 16 × 15.4/mm, 400 × 400 dpi (Super Fine character: optional) Transmission time G3: 3 seconds at 28,800 bps, Standard resolution (JBIG transmission: 2 seconds)

  • Page 286

    Appendix Compatible machines IP-Fax compatible machines IP-Fax transmission function Specify an IPv4 address and send faxes to an IP-Fax compati- ble fax through a network. Also capable of sending faxes to a G3 fax connected to a tele- phone line via a VoIP gateway. IP-Fax reception function Receive faxes sent from an IP-Fax compatible fax through a network.

  • Page 287: Specifications Required For The Internet Fax Destination Machines

    Specifications Specifications Required for the Internet Fax Destination Machines This machine can communicate with Internet Fax machines that satisfy the fol- lowing specification requirements. When communicating with full mode compatible machines, you can take ad- vantage of higher specifications for coding, original size, and resolution. For de- tails about the specifications available in full mode, see “Internet Fax Transmission and Reception”...

  • Page 288: Maximum Values

    Appendix Maximum Values The following list contains the maximum value for each item. Item Standard Expansion memory (Optional) Memory 4 MB 28 MB Number of documents you can store in memory for Memory Transmission Number of pages you can store in memory (using Approx.

  • Page 289

    Maximum Values Item Standard Expansion memory (Optional) Number of Keystroke Programs you can register 100 Number of characters you can enter for a pro- gram name Number of received documents you can store on the machine's hard disk Number of documents you can print at a time in [Print / Delete Stored Reception File] Number of documents you can delete at a time in [Print / Delete Stored Reception File]...

  • Page 290: Index

    INDEX Canceling a Memory Transmission 180-degree rotation printing Canceling an Immediate Transmission 1st Sheet Canceling a transmission 2nd Sheet Canceling a transmission before the 2 Sided Original original is scanned 2 Sided Print Canceling a transmission before the 2 sided printing transmission is started Canceling a transmission of an Internet Fax...

  • Page 291

    Combined Auto and Manual Density Communicating indicator Edit Cover Sheet... Communication Failure Report Edit Dest. Communication Page Count Editing Address Book Communication Result Report Editing fax cover sheets Compatible machines Editing programmed destinations Confidential File indicator E-mail Address Confidential File Report E-mail subject Confirming a transmission E-mail text...

  • Page 292

    H.323 Making settings for option configuration H.323 Settings Manage / Delete File Handset Managing facsimile functions using Having incoming documents printed on SmartDeviceMonitor for Admin paper from the bypass tray Manual Density How to Read This Manual Manual Dial Manual e-mail reception Manual E-mail RX Manual Entry If there is no paper of the correct size...

  • Page 293

    Program / Change / Delete Standard Message Page reduction Program Closed Network Code Page separation and length reduction Program Dest. Paper size and scanned area Program Fax Information Paper Tray Program key Parallel Memory Transmission Program Memory Lock ID Parameter Setting Programming a user name Parameter Setting: Print List Programming destination information...

  • Page 294

    Resending a file SEP Code Reception Resolution SEP Code RX Reserve Report Returning the machine to the SEP Code RX Result Report standby mode Setting an e-mail destination as a BCC Routing e-mail received via SMTP Setting LAN-Fax Driver properties Routing received documents Setting print properties Routing received documents with...

  • Page 295

    Subject Substitute Reception User Name Super Fine User Text Switching between Memory and User Tools/Counter key Immediate Transmission Using a program Switching the reception mode Using the Address Book to Switching the titles in the Address Book specify destinations Switch Reception Mode Using the Document Server Switch RX Mode Using the machine's Address Book...

  • Page 296

    B771-8510...

  • Page 297

    7. If trouble is experienced with this equipment, for repair or warranty information, please contact RICOH CORP. CUSTOMER SUPPORT DEPT. at 1-800-FASTFIX. If the equipment is causing harm to the telephone network, the telephone company may request that you disconnect the equipment until the problem is resolved.

  • Page 298

    EN USA B771-8510...

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