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Oki OKIFAX 5400 User Manual

Oki fax machine user's guide 5400
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5400
OKIFAX
User's Guide

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Summary of Contents for Oki OKIFAX 5400

  • Page 1 5400 OKIFAX User’s Guide...
  • Page 3 Copyright 1999 by Oki. All rights reserved. Written and produced by Oki Europe Ltd. OKI and OKIFAX are registered trademarks of Oki Electric Industry Company, Ltd. Energy Star is a trademark of the United States Environmental Protection Agency.

  • Page 4: Energy Star

    ENERGY STAR As an Energy Star Partner, Oki has determined that this product meets the Energy Star guidelines for energy efficiency. User’s Guide...

  • Page 5: Table Of Contents

    Getting started ......... . . 19 Where to install your fax machine ......19 Unpacking .
  • Page 6 Changing answering mode .......30 Fax machine identification ........30 Setting fax machine identification .
  • Page 7 Answering voice request ....... . 51 Advanced Operations Sending faxes to multiple locations ......53 Delayed sending of faxes .
  • Page 8 Reports Uunderstanding reports ........75 Activity report .........75 Broadcast confirmation report .

  • Page 9: General

    • Place your fax machine on a firm, solid surface. If you place the fax machine on something unsteady, it may fall and become damaged or injure someone. If you place the fax machine on a soft surface, such as a rug, sofa, or bed, the vents may become blocked causing the fax machine to overheat.

  • Page 10: Operation & Maintenance

    The electrical power outlet should be located near the fax machine and should be easily accessible. • The TEL ports on the back of the fax machine are only suitable for 2 wire devices. Not all standard telephones will respond to incoming ringing when connected to an extension socket.

  • Page 11: Toner Cartridge & Image Drum Handling

    Always hold the image drum unit by the ends - never by the middle. Never touch the green drum inside the image drum unit. • To avoid damage to the image drum unit, always use original Oki toner cartridges. •...
  • Page 12 User’s Guide...

  • Page 13: Introduction

    It has been designed to make sending and receiving faxes a fast and trouble-free process. Features The OKIFAX 5400 includes all the following features: • 30 One Touch keys for automatic, single-key dialling of pre-programmed telephone numbers.

  • Page 14: Product Options

    • A closed network feature to allow you to limit who can send faxes to your fax machine, or to limit both where faxes can be sent to and received from. • Your fax machine can also make up to 99 sorted copies of an original document using standard weight (80 g/m •...

  • Page 15: Second Paper Cassette

    Second paper cassette The second paper cassette option adds an additional 500 pages of paper capacity to your fax machine. When the main paper cassette runs out of paper, your fax machine automatically switches to the second paper cassette to continue printing received faxes or copies.
  • Page 16 User’s Guide...

  • Page 17: Component Identification

    Component Identification What you should receive Power Cable Telephone Cable Document Stacker Fax Machine Optional External Handset Image Drum Unit (inside fax machine) Toner Cartridge Component Identification...

  • Page 18: Components

    Copy Stacker: Holds copies or received faxes. Front Panel: The panel on the front of the fax machine gives you access to the manual paper feeder. This allows you to bypass the paper cassette and feed paper directly into the machine.
  • Page 19 Power Switch: Press the I to turn the fax machine ON and the O to turn the fax machine OFF. Document Guides: Adjust these guides to the page width of teh documents that are to be faxed or copied. Control Panel Document Stacker: Holds your original documents after they have been faxed or copied.

  • Page 20: Control Panel Keys & Indicators

    When programming the TSI/CSI or call back numbers into your fax machine, use this key to enter a “+” symbol. Search Key: One Touch keys and Auto Dial numbers can be programmed to have a name or location ID associated with their telephone numbers.
  • Page 21 Component Identification...
  • Page 22 If you have an optional telephone handset or external telephone connected to your fax machine, you can also use this key to initiate or answer a request for voice communication. During a fax communication, press the...
  • Page 23 Plus (+) Key (One Touch Key 13 and 28): Each fax number you enter or program into your fax machine can be up to 32 digits long. When a number is longer than 32 digits, it is possible to dial this number using combination of One Touch keys, Auto Dial numbers or the numeric keypad.

  • Page 24: One Touch Keypad

    Pauses in telephone numbers are marked by a “P” symbol. One touch keypad The One Touch keys are an important tool on your fax machine. You will use them for quick, one-touch dialling, and to access the functions and programming options of your fax machine.

  • Page 25: Using One Touch Keys For Selecting Functions & Programming

    Polling Key: When a document is loaded on the document table, use this key to set your fax machine to wait for another fax machine to call and request the document to be sent (polling transmission). When no document...

  • Page 26: Signal Tones

    Off-Hook Alarm Tone: If your fax machine is equipped with a handset, and if the handset is left off the hook, your fax machine will emit an intermittent warbling sound. To turn off the sound, hang up the handset or press the Stop key.

  • Page 27: Installation

    Setting the Fax Identification. You must complete these steps for your fax machine to operate properly. If you have purchased an option package for your fax machine, refer to the documentation you received with that option. Where to install your fax machine •...

  • Page 28: Setting Up

    • Paper tray/Copy stacker • This user’s guide Note: A telephone handset, handset cradle and handset cable may also be included. If any items are missing, notify your dealer immediately for a replacement. Keep your packing materials and carton in case you ever need to ship or transport the machine.
  • Page 29 Push in the cover release buttons on the side of the copy stacker until you hear a click. Lift the copy stacker. Remove the protective foam cylinder from the toner well in the image drum unit. Be careful when handling the toner cartridge. Do not let toner spill onto your clothing or other porous materials.

  • Page 30: Connecting Telephone Line

    With the ridged side facing up and the coloured lever on your right, insert the toner cartridge into the image drum unit. Slide the left end of the cartridge in first, then lower the right end into place. Once the toner cartridge is in place, push the coloured lever all the way forward to secure it and release the toner.

  • Page 31: Installing External Handset

    See the instructions below. Installing external handset If you purchased an external handset option with your fax machine, follow these instructions to install it. Using the supplied screw, connect the handset cradle to its base.

  • Page 32: Connecting External Telephone Or Answering Machine

    Feed the telephone cable from the back of the cradle through the cable run located on the back of the fax machine. Insert the other end of the telephone cable into TEL1 or TEL2 sockets on the back of the fax machine.

  • Page 33: Connecting Power

    Turn the power switch on (the I should be pressed down). Your fax machine will take a few moments to warm up. The time and current answering mode will appear on the display. Your fax machine is now in standby mode, ready to send or receive faxes. Installation...

  • Page 34: Loading Paper

    Available sizes are A4, letter size and legal size. Your fax machine automatically reduces the vertical length of the page images it receives to fit on the paper loaded in your fax machine (down to 75% of the original length). For example, if a document created originally on legal-size paper is received, your fax machine reduces the received pages to fit on A4 or letter-size paper.
  • Page 35 If you are using legal size paper, pull out the extension at the back of the paper cassette. Remove the paper from its wrapper (up to 250 sheets). Note the “print side” notice printed on the label. Fan the paper. Load the paper into the cassette, print side down.

  • Page 36: Setting Time & Date

    Setting time & date Follow these instructions to set the time and date on your fax machine. Press the Select Function key. Press the 9/User Program One Touch key. On the numeric keypad, press 3. The display will show 3:CLOCK ADJUSTMENT.
  • Page 37 At the same time, your fax machine monitors the incoming call to check if the call is a fax or voice call. If the incoming call is a fax call, your fax machine will receive the fax and no voice message will be recorded on your answering machine.

  • Page 38: Changing Answering Mode

    If you use the voice request function while you are transmitting to another fax machine and no one is there to answer, your fax machine will automatically send a cover letter with a call back message. The call back message is printed in a separate sheet with the message “Please call back”...

  • Page 39: Setting Fax Machine Identification

    Setting fax machine identification Press the Select Function key. Press the 9/User Program One Touch key. The display shows 1:FUNC. PROGRAMMING. On the numeric keypad, press 4. The display shows 4:SYSTEM DATA PRG. Press the YES key. The display shows NO=<TSI/CSI>, ID=<SENDER ID>.

  • Page 40: Setting Forwarding Number

    Press the Select Function key to finish. Setting forwarding number When the answering mode of your fax machine is set to Fax Forwarding [FWD], it will receive fax messages into memory and then automatically resend the faxes to the number which you enter here.

  • Page 41: Setting Language

    PBX. After it dials the prefix digits, your fax machine will wait until it sees that the outside line is available before dialling the rest of the number.
  • Page 42 Note 1: The DIAL PREFIX number of your PBX LINE must be included in all outside telephone numbers you program into your fax machine or dial with the numeric keypad. Note 2: To later turn off the PBX LINE and DIAL PREFIX functions, follow Steps 1 - 7 above.

  • Page 43: Dial Directories

    One touch keys Programming Your fax machine has 30 One Touch keys for rapid dialling. You can store up to two fax numbers with 32 digits for each One Touch key, a main number and an alternate number. The alternate number is be used if the main number is busy.
  • Page 44 Enter the main fax number as follows: To Do This Enter numbers Enter spaces Enter hyphens (i.e. to wait for dial tone) Enter pauses (i.e., to wait for outside lines) Add a switch from pulse to tone dialling for part of the call Move the cursor to make corrections YES and NO keys.

  • Page 45: One Touch Parameters

    Protection off. Chain dialling Each fax number that you enter or program into your fax machine can be up to 32 digits long. In the case that you need to dial a number which is longer than 32 digits, then you can use the chain dial feature.

  • Page 46: Auto Dial Numbers

    Auto dial numbers Programming Your fax machine has 99 Auto Dial numbers available for quick, two-digit selection and dialling. For each Auto Dial number, you can enter a fax number up to 32 digits long and a Location ID (name) up to 15 characters long.

  • Page 47: Groups

    To Do This Enter a unique character. Enter next character Move the cursor to make corrections YES and NO keys. Press the Start key to finish programming the One Touch key. The display shows AUTO DIAL NO. [ To continue programming Auto Dial numbers, go back to Step 3. If you are finished programming, press the Select Function key.
  • Page 48 Each group can contain up to a maximum of all of the One Touch and Auto Dial locations available on your fax machine. When you are finished programming your group, press the NO key. The display shows LOCATION PROGRAMMING.

  • Page 49: Basic Operations

    128 mm. Documents cannot be wider than 216 mm or longer than 356 mm. Multiple page documents Your fax machine can scan paper with a base weight between 50 g/ m 105 g/m . You can load up to 20 sheets of standard 80 g/ m photocopier paper) at the same time.

  • Page 50: Loading Documents

    Neatly stack your documents, then insert them face down into the document feeder. If necessary, readjust the document guides for a snug fit. Your fax machine will grip the documents, and pull the bottom page into the machine. User’s Guide...

  • Page 51: Sending Faxes To Single Location

    Pick up the handset of your external telephone and dial the number of the machine you wish to transmit to. If the receiving fax machine is in automatic reception mode, you will hear a high pitched tone. If a person answers the phone, ask them to press the Start key on their fax machine.

  • Page 52: Search Key Dialling

    Redialling If the line is busy or if there is no answer, your fax machine waits and then automatically redials the number. Also, if your fax machine is transmitting from memory and a communication error occurs, it will automatically redial the number and try to send the fax again.

  • Page 53: Confirming Results

    Receiving faxes manually Your fax machine receives faxes automatically unless the fax machine has been set to the manual receive [TEL] mode. If your fax machine is set to the manual receive [TEL] mode, follow the instructions below. When your telephone or fax machine rings, pick up the telephone handset.

  • Page 54: Receiving Faxes Into Memory

    Memory reception When your fax machine has been set to Memory Reception mode [MEM], any received faxes are stored in the memory of your fax machine and are not automatically printed. The display shows MSG. IN MEMORY if any faxes have been received during memory reception mode.

  • Page 55: Cancelling Messages Stored In Memory

    In some countries, this function cannot be set by the user. Please contact your dealer for assistance. You can also set your fax machine not to send faxes to locations whose telephone numbers are not programmed into your One Touch keys or Auto Dial numbers.

  • Page 56: Power Failures & Memory

    Reports for more information. Making copies Your fax machine can also be used to make copies. You can make up to 50 copies at one time. Your fax machine automatically makes all copies in FINE mode. EX.FINE and PHOTO mode can be selected manually by pressing the YES key.

  • Page 57: Making Copies Using Manual Paper Feeder

    Making copies using manual paper feeder The manual paper feeder of your fax machine allows you to make copies on a different type of paper than what is normally kept in the paper tray of your fax machine.

  • Page 58: Using Voice Request

    If you are receiving a fax, you can answer a voice request after reception of each page. You will know if the person on the other fax machine has issued a voice request when you hear a warbling tone. If you do not respond in approximately six seconds, the voice request is automatically cancelled.

  • Page 59: Initiating Voice Request

    Initiating voice request During a fax communication, press the Hook/V. Request key. When the other party answers your request, your fax machine will emit a repetitive warbling sound. The display shows LIFT HANDSET AND PRESS VOICE REQUEST. Lift your handset and press the Hook/V. Request key.
  • Page 60 User’s Guide...

  • Page 61: Advanced Operations

    When you are finished selecting locations, press the NO key at the SELECT LOCATION(S) message. If you have selected multiple locations, your fax machine will ask if you want to confirm your selections with a printed report before proceeding. Press the YES key. After the report is printed, the display will show BEGIN SCANNING? If you want to make corrections, press the NO key and go back to Step 4.

  • Page 62: Delayed Sending Of Faxes

    Refer to the table below to decide which method you want to use. Delayed TX Features & Limitations Number of locations Number of delayed faxes in your fax machine at any one time Fax machine can be used for other transmissions while...

  • Page 63: Sending Delayed Fax From Memory

    One Touch key Auto Dial number A number dialled on the numeric keypad Press the Start key. Your fax machine then waits for the time and date you have set before sending the fax. Sending delayed fax from memory Load your documents.

  • Page 64: Cancelling Delayed Transmissions

    When you are finished selecting locations, press the NO key at the SELECT LOCATION(S) message. If you have selected multiple locations, your fax machine asks if you want to confirm your selections with a printed report before proceeding. Press the YES key. After the report is printed, the display shows BEGIN SCANNING? If you want to make corrections, press the NO key and go back to Step 10.

  • Page 65: Confidential Faxes

    Ask the person who is receiving the fax to tell you their mail box number, or ITU sub-address. A receiving fax machine stores the message in a confidential mail box or ITU sub-address protected by a password and will not print any confidential faxes until the correct password is entered.

  • Page 66: Receiving Confidential Faxes

    You cannot send a confidential fax to a group or multiple individual locations. Press the Start key and your fax machine will begin sending the fax. Receiving confidential faxes Before you can receive confidential faxes, you have to create a confidential or personal mailbox on your fax machine that is password protected (see below).

  • Page 67: Changing Password Or Closing Mailbox

    Press the YES key to confirm your entry. Your fax machine will ask you to enter another mail box number. To continue programming mailboxes, go back to Step 5. If you are finished programming, press the Select Function key.

  • Page 68: Printing Confidential Faxes

    (broadcasts) the document to a number of other locations. Relay initiating station Your fax machine can act as the relay initiating station which starts the relay broadcast by sending the original documents. Before programming User’s Guide...

  • Page 69: Relay Key Station

    Relay Password: This is the 4-digit relay key word which is programmed into the relay key station.

  • Page 70: Polling

    However, sometimes it is more useful to be able to simply load your document into your fax machine and set it to wait for the another fax machine to call and collect the document. This is called setting your fax machine to be polled, or polling transmission.

  • Page 71: Polling Reception

    Press the Start key. Your fax machine will begin polling the remote fax machine. Dual access The advanced dual access feature of your fax machine allows you to load and prepare documents for transmission while your fax machine is sending or receiving another message, or automatically printing reports. This feature increases your productivity and reduces the time you must spend waiting for other operations to finish.

  • Page 72: While Receiving Faxes

    Load another document and prepare it for transmission. • Continue to load documents as long as there is memory available on your fax machine. When the first transmission is complete, the next fax is automatically sent. • Continue to receive faxes while earlier messages are being printed if your fax machine has been set to memory reception mode.

  • Page 73: Programming

    User function settings User function settings allow you to customize the general operation of your fax machine. Refer to the list below to determine which settings you may need to change, then refer to Changing User Function Settings to make the change.

  • Page 74: User Function Settings List

    Available settings are on and off. 05:SENDER ID: This function controls the printing of the Sender ID of your fax machine on the faxes you send. When turned on, your Sender ID will be printed on each page slightly outside the image area of your document.
  • Page 75 If the incoming call is a voice call, your fax machine will ring to tell you to pick up the handset. If you do not answer, your fax machine automatically switches back to facsimile mode to allow the calling party to send a fax.
  • Page 76 MEM. and FEED. 19:POWER SAVE MODE: This function substantially reduces the amount of power your fax machine consumes when it is not in use. When this function is on, your fax machine automatically switches to power save mode after it has been idle for three minutes. When this occurs, your display shows: POWER SAVE MODE, PRESS“START”...

  • Page 77: Changing User Function Settings

    Press the Select Function key to finish. Dial parameter settings These functions allow you to control the way your fax machine dials telephone numbers. Refer to Dial Parameter Settings List to determine which settings you may need to change, then refer to Changing Your Dial Parameter Settings to make the change.

  • Page 78: Dial Parameter Settings List

    Available settings are 75 ms, 85 ms, and 100 ms. PBX LINE: Turn this function on if your fax machine is connected to a PBX. Once this function has been turned on and the dial prefix function has been programmed, your fax machine will recognize the dial prefix User’s Guide...

  • Page 79: Changing Dial Parameter Settings

    See Connecting to a PBX in Installation for instructions on changing this setting. FLASH/EARTH/NORMAL: If your fax machine is connected to a PBX, this function tells your fax machine about the type of PBX line your fax machine if connected to. Available settings are normal (N), flash (F) and earth (E).

  • Page 80: Service Function Settings

    Service function settings list LONG DOC. STX: Normally, your fax machine will not scan documents longer than 360 mm. When this function is on, your fax machine will scan and transmit documents of any length for up to one hour.
  • Page 81 Adjusting may also help in poor line conditions. Available settings are on and off. H/MODEM RATE: This function controls the communications speed your fax machine’s modem uses at the beginning of a fax communication. Available settings are 28.8K,14.4K, 9.6K and 4.8K. Programming...
  • Page 82 User’s Guide...

  • Page 83: Uunderstanding Reports

    Understanding reports Your fax machine provides a variety of useful reports which help you understand the current settings, programming and operations of your fax machine. Refer to the reports listing below to determine which reports you may want to print, then refer to Printing Reports for instructions on printing a report.

  • Page 84: Broadcast Confirmation Report

    This report provides a complete listing of all of the telephone numbers programmed for the One Touch keys, Auto Dial codes and groups of your fax machine. The information includes: • The Location ID and main fax number (TEL NO) for each One Touch key and Auto Dial code.

  • Page 85: Configuration Report

    Configuration report The configuration report provides a list of the current operational settings of your fax machine that can be set by you. The information includes: • The current settings of all your fax machine’s user functions (except for One Touch Parameter settings, which appear in the telephone directory).

  • Page 86: Broadcast Entry Report

    Service Codes Broadcast entry report Each time you program a multiple-location transmission (or broadcast), your fax machine will give you the option of printing this report to confirm your entries. Information in this report includes: • The Location ID of the One Touch keys and Auto Dial codes you have selected.

  • Page 87: Printing Other Reports

    This error code indicates a problem with the printing unit. Contact your dealer. R_JAM A paper jam occurred in your fax machine while it was receiving a fax, and your fax machine was unable to receive the entire message in memory S_JAM A document jam occurred in the sending fax machine.
  • Page 88 User’s Guide...

  • Page 89: Problem Solving

    Problem Solving Clearing document jams When a document jam occurs, your fax machine beeps and an error message appears in the display. If the jammed document looks like it is positioned straight in your feeder, press the Stop key to try to feed the document the rest of the way through the feeder.

  • Page 90: Clearing Printer Paper Jams

    Clearing printer paper jams If your fax machine displays PAPER JAM or NO PAPER when the paper cassette still contains paper, there may be one or more sheets of paper jammed in the machine. To clear a paper jam, follow the instructions below.
  • Page 91 Push the buttons on the side of the copy stacker until you hear a click. Lift the copy stacker out of the way. CAUTION: Never expose the image drum unit to light for more than 5 minutes. Never expose the image drum unit to direct sunlight. Always hold the image drum unit by the ends.
  • Page 92 Push the paper down until it is under the plastic tabs. Slide the paper cassette all the way back into your fax machine. Place the image drum unit back into your fax machine. To ensure that the image drum is positioned correctly, press down firmly on both of the locations on the image drum marked “PUSH”.

  • Page 93: Replacing Toner Cartridge

    If your fax machine displays TONER LOW or REPLACE TONER CART., replace the toner cartridge with a new one. However, if the print density is high enough, you can continue to use the toner cartridge without replacing it until the print density becomes too low.
  • Page 94 If the print density becomes low even before your fax machine displays TONER LOW or REPLACE TONER CART., gently wipe the lens surface of the LED array (see Step 8 ). If the print density does not improve, replace the toner cartridge. When your fax machine’s display shows CHANGE DRUM, replace the image drum unit.
  • Page 95 Remove the new toner cartridge from its package and gently shake it from side to side to distribute the toner. Then carefully peel the white plastic tape from the bottom of the toner cartridge. CAUTION: Be careful not to insert the toner cartridge backwards into the image drum unit.

  • Page 96: Replacing Image Drum Unit

    If the faxes you receive are light or have vertical streaks in them and you are not out of toner, or if your fax machine displays a CHANGE DRUM message, your fax machine needs a new image drum unit. Contact your dealer to order one.
  • Page 97 CAUTION: Never expose the image drum unit to light for more than 5 minutes. Never expose the image drum unit to direct sunlight. Always hold the image drum unit by the ends. Never touch the surface of the green drum inside the image drum unit.

  • Page 98: Reading Print Counters

    Image Drum Units. Reading print counters The print counters of your fax machine count the number of pages your fax machine has printed or scanned in its lifetime. If you are experiencing a problem, a service person may ask you to check these counters.

  • Page 99: Problem Checklist

    Push the paper firmly under the plastic tabs on the edge of the tray. Check for a paper jam in the fax machine. Your documents jam. Check the document for wrinkles, tears or other damage.
  • Page 100 Your fax machine will not dial. Check the power cable and wall outlet. Make sure that your telephone line (not your external telephone or handset) is connected to the LINE outlet on the back of your fax machine. If you have an external telephone connected, lift the handset and check for a dial tone.
  • Page 101 Auto Dial code, be sure to press the Auto Dial key before you enter the code. If your fax machine has the Auto Start feature turned off, you will have to press the Start key before dialling will begin (see Programming).
  • Page 102 ITU polling transmission. Your fax machine is connected to a PBX and you can not dial out. You must enter your access digit before the telephone number for each number that you dial or program into your machine. Also, your fax machine must be programmed for PBX operation before it will work.

  • Page 103: Specifications

    Specifications Category Type/compatibility Applicable network Transmission Speed Communications Coding scheme Horizontal resolution Vertical resolution Halftone transmission Document size Recording paper Effective scan width Weight Display Dimensions Power Operating conditions Document feed Model number for approvals organisations Specifications Specifications Desktop ITU-T G3 transceiver PSTN, PBX, leased and private lines 28800/26400/24000/21600/19200/16800/14400/9600/ 7200/4800/2400 Automatic fall back...
  • Page 104 User’s Guide...

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