Oki OKIFAX 5250 Handbook
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Oki OKIFAX 5250 Handbook

Oki OKIFAX 5250 Handbook

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OKIFAX 5250
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OKIFAX 5250
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Summary of Contents for Oki OKIFAX 5250

  • Page 1 OKIFAX 5250 FACSIMILE OKIFAX 5250 Handbook...
  • Page 2 OKIFAX 5250 OKI, OKIDATA, and OKIFAX are registered trademarks/ marques déposées/marcas registrada, and OKIcare, OKI On- Site, and OKI Extend are trademarks of Oki Electric Industry Company, Ltd. is a registered trademark of the United States NERGY Environmental Protection Agency.

  • Page 3: Table Of Contents

    Product Options ... 10 Installation ... 11 For Your Safety: Installation Hints ... 11 Getting Started ... 12 Where to Install Your Fax Machine ... 12 Unpacking ... 12 What You Should Receive ... 12 Attaching the Document Stacker ... 13 Removing the Protective Sheet ...
  • Page 4 Telephone/Fax Automatic Switch Mode [T/F] ... 53 Using Your Fax with an Answering Machine [TAD] ... 53 Memory Reception Mode [MEM] ... 54 OKIFAX 5250 Incoming Call Parameters ... 54 Ring Response: User Function 11 ... 54 Incoming Ring: User Function 16 ... 54 Distinctive Ring: User Function 12 ...
  • Page 5 Receiving Faxes ... 65 Receiving Faxes Manually ... 65 Receiving Faxes in Memory ... 66 Memory Reception Mode [MEM] ... 66 No Paper Reception ... 66 Canceling Messages Stored in Memory ... 66 Rejecting Unsolicited (Junk) Fax Messages (Closed Network Option) ... 67 Power Failures and Memory ...
  • Page 6 What You Can Do While Sending a Fax ... 104 What You Can Do While Receiving a Fax ... 104 What You Can Do While Making Copies ... 105 OKIFAX 5250 Reports ... 106 Understanding Reports ... 106 Activity Report ... 106 What is it? ...
  • Page 7 Problem Checklist ... 134 Firmware ... 141 Identifying Your Current Firmware Version ... 141 Upgrading Your Firmware ... 141 Serial Number of Your Fax Machine ... 141 Security ... 142 Confidential Faxes ... 142 Rejecting Unsolicited (Junk) Fax Messages ... 142 Closed Network Option ...
  • Page 8 Dial Parameter Settings ... 155 Dial Parameter Settings ... 155 Dial Parameter Settings List ... 155 Changing Your Dial Parameter Settings ... 157 Service Function Settings ... 158 Service Function Settings List ... 158 Glossary ... 159 Index ... 169 OKIFAX 5250...

  • Page 9: Introduction

    Introduction Thank you for purchasing this OKIFAX 5250 fax machine. It uses advanced LED technology to transfer faxed and copied images to plain paper quickly and sharply. Features • 15 One Touch keys. • 64 Auto Dial numbers. • 10 groups.

  • Page 10: Product Options

    • A closed network feature to let you limit who can send faxes to your fax machine and whom your fax machine can send faxes to. • A convenience copy feature that lets you make up to 99...

  • Page 11: Installation

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

  • Page 12: Getting Started

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

  • Page 13: Attaching The Document Stacker

    1 OKIFAX 5250 2 Toner cartridge (wrapped) 3 Image drum cartridge (inside machine) 4 Power cord 5 Telephone line cord 6 Document stacker tray 7 Documentation (Not shown): • Quick Reference • Handbook • Warranty, Regulatory Information, and Specifications Refer to the illustrations in the “Getting to Know Your Fax Machine”...

  • Page 14: Removing The Protective Sheet

    2 Press in the cover release buttons on the side of the copy stacker until it clicks open. Lift up the stacker. OKIFAX 5250 3 Take out the image drum cartridge. 4 Remove the protective sheet. Be careful not to touch the...

  • Page 15: Installing The Toner Cartridge

    5 Replace the image drum cartridge. Installing the Toner Cartridge 1 Remove the sponge and discard. Warning: Be careful when handling the toner cartridge. Do not let toner spill on your clothing or other porous materials. If you experience any problems with toner, refer to the “Safety, Handling the Consumables, Toner Cartridge”...
  • Page 16 4 Push the lever forward to secure the cartridge. OKIFAX 5250 5 Close the copy stacker—push down until you hear both sides click into place. 6 Close the document table.

  • Page 17: Toner Cartridge And Image Drum Unit Handling

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

  • Page 18: Loading Paper

    Loading Paper Your fax machine can hold up to 250 sheets of standard weight (20 lb.) paper. For best results, use paper specially made for laser printers or photocopiers. It can use letter, legal, and A4 size paper. Your fax machine automatically reduces the vertical length of the page images it receives to fit on the paper loaded in it, down to 75% of the original length.
  • Page 19 3 If necessary, lift and adjust for the length of your paper. 4 If you are using legal-size paper, pull out the extension at the back of the paper tray. 5 Remove the paper from its wrapper (up to 250 sheets). Note the “print side”...

  • Page 20: Connecting The Telephone Line

    Now, you can connect either an external telephone or the external handset option for your fax machine. Refer to the “Connecting an External Telephone or Answer Machine” section of this handbook.

  • Page 21: Connecting An External Telephone Or Answering Machine

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

  • Page 22: Connecting The External Handset (Option)

    1 Using the supplied screw, connect the handset cradle to its base. OKIFAX 5250 2 Position the handset cradle on the left side of the fax machine. 3 Plug one end of the handset cord into the handset and the other end into the jack on the front of the cradle.
  • Page 23 6 Insert the end of the cord into the TEL 1 or TEL 2 jack on the back of the fax machine. The two TEL jacks are provided to allow you to connect both an external handset and an answering machine.

  • Page 24: Connecting Power

    OKIFAX 5250 3 Plug the other end into a grounded AC power outlet. 4 Turn on your fax machine. After the unit warms up, the time and current answering mode appear on the display. Your fax machine is now in standby mode, ready to send or receive faxes.

  • Page 25: Date And Time

    You can enter up to 32 characters. The first 16 characters of your Sender ID will also be used as your Personal ID. This Personal ID appears on the displays or reports of other OKI fax machines you communicate with. Handbook...

  • Page 26: To Program Your Fax Id

    TSI/CSI: This is the telephone number of your fax machine; it appears on the displays of other non-OKI fax machines you communicate with. Call Back Number: This is a telephone number (not a fax number) which the operator of the remote machine can use to reach you. If you use the voice request function (Refer to the “Basic Faxing...
  • Page 27 7 Enter your Sender ID. This is a descriptive title up to 32 characters long. Refer to the instructions below. • To enter numbers, use the numeric keypad (press once) • To enter spaces, use the 14/Space One Touch key •...

  • Page 28: Getting To Know Your Fax Machine

    Getting to Know Your Fax Machine Component Identification Front of the Unit OKIFAX 5250 1 One Touch Keypad Use for preprogrammed one touch dialing or for setting functions. 2 Paper Path Icon Load documents here face down. 3 Document Table Covers the copy stacker and holds original documents to be faces or copied.

  • Page 29: Back Of The Unit

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

  • Page 30: Inside The Unit

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

  • Page 31: Control Panel Keys And Indicators

    Control Panel Keys and Indicators Handbook...
  • Page 32 Faxing and Auto Dial Faxing” sections of this handbook for details. 3 Hyphen key When programming One Touch keys and Auto Dial telephone numbers, use this key to tell your fax machine to pause briefly before it dials the rest of the telephone number. OKIFAX 5250...
  • Page 33 Press this key while transmitting to signal the operator at the other fax machine that you want to talk to him or her at the end of your transmission or after reception of any page has been completed.
  • Page 34 13 */Tone key If your fax machine is set to pulse dialing, this key allows you to switch from pulse to tone dialing during your current call. You can also use this key while programming to create numbers with mixed pulse-then-tone operation.
  • Page 35 18 Stop key This key cancels the operation currently in progress and turns off the Alarm Indicator. After loading paper, installing a new toner cartridge, or correcting an alarm condition, press this key to turn off the Alarm Indicator. While you are programming, pressing the Stop key takes you back step-by-step through the programming functions you have already selected.

  • Page 36: The Speed Dial (One Touch) Keypad

    The Speed Dial (One Touch) Keypad The One Touch keys are your fax machine’s most important tool. Use them for quick, one-touch dialing, and to access most functions and programming options. Using the One Touch Keys for Dialing To use a One Touch key for dialing, just press the appropriate One Touch key.
  • Page 37 (polling transmission). When no document is loaded, use this key to call another fax machine and request it to send the documents loaded into it (polling reception). Refer to the “Advanced Operations, Polling” section of this handbook.

  • Page 38: Signal Tones

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

  • Page 39: Dual Access

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

  • Page 40: Setting Basic Features

    Setting Basic Features Control Panel Keys and Indicators OKIFAX 5250 1 Display Panel 2 Copy key 3 Hyphen key 4 Search key 5 Auto Rec key 6 Select Function key 7 Auto Dial key 8 Redial key 9 Hook/V. Request key...

  • Page 41: Navigating Programming Levels

    21 Space key 22 Pause key Navigating Programming Levels Many of your fax machine’s features and functions have settings which can be changed to customize its operation. These settings are accessed through different programming levels: user functions, dial parameters, and service functions.

  • Page 42: User Function Settings

    User Function Settings User function settings allow you to customize the general operation of your fax machine. Refer to the following User Function Settings List to determine which settings you may need to change, then refer to the “Changing Your User Function Settings”...
  • Page 43 Available settings are LOW, MIDDLE (default), and HIGH. 08 CLOSED NETWORK This function allows you to program your fax machine to refuse to communicate with locations whose telephone numbers have not been programmed into your One Touch keys or Auto Dial locations.
  • Page 44 If the incoming call is a voice call, the fax machine rings to tell you to pick up the handset. If you do not answer, the fax machine automatically switches back to fax mode to allow the calling party to send a fax.
  • Page 45 TEL/FAX, or TAD—will override Distinctive Ring This feature may not work properly if you have a telephone other than a genuine Oki optional handset connected to your fax machine. Setting Distinctive Ring To set up your fax machine to recognize another ring pattern: 1 Press the Select Function key.
  • Page 46 16 INCOMING RING This function controls the telephone ringing sound your fax machine makes when a call comes in. When set to off, it does not ring during incoming calls. The available settings are: • ON (default): Only rings when set to Manual Receive [TEL] mode or when the RING RESPONSE function is set to 5, 10, or 20 seconds.
  • Page 47 In addition, if your fax machine is in TAD mode, a caller can enter the programmed remote receive number after leaving a voice message; this enables the fax machine to receive a fax from the caller.

  • Page 48: Changing Your User Function Settings

    20 ECM FUNCTION The Error Correction Mode (ECM) function may help your fax machine improve communication in areas where telephone line conditions are marginal. Refer to the “Problem Solving” section of this handbook for other suggestions if you have communication problems.

  • Page 49: Dial Parameter Settings

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

  • Page 50: Changing Your Dial Parameter Settings

    Available settings are ON and OFF. Default: ON. 8 DIAL PREFIX If your fax machine is connected to a PBX, use this function to specify the access digit used to obtain an outside line from your PBX. You can enter a number with up to four digits.

  • Page 51: Service Function Settings

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

  • Page 52: Changing The Language

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

  • Page 53: Answering Mode Options

    You can answer from either an external handset or telephone connected to your fax machine. If you pick up the handset and hear fax tones, press the Start key to receive the fax. If you do not answer the phone and someone tries to send you a fax message, your machine will not accept it.

  • Page 54: Okifax

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

  • Page 55: Distinctive Ring: User Function 12

    PBX dial parameter must be set to OFF. Other modes—TEL, TEL/FAX, or TAD—will override Distinctive Ring.This feature may not work properly if you have a telephone other than a genuine Oki optional handset connected to your fax machine. Setting Distinctive Ring To set up your fax machine to recognize another ring pattern: 1 Press the Select Function key.

  • Page 56: Remote Receive: User Function 17

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

  • Page 57: Monitor Volume: User Function 06

    (access digit) to get an outside line, then your line is connected to a PBX. If you are connecting your fax machine to a PBX, follow the instructions below. It can then detect the access digit at the beginning of phone numbers you dial or program, and automatically waits for a dial tone before dialing the rest of the number.
  • Page 58 11 Press the Select Function key to finish. Keep in mind that all of the outside telephone numbers you program into your fax machine have to begin with your PBX’s access digit. To turn off the PBX LINE and DIAL PREFIX functions, follow Steps 1-7 above.

  • Page 59: Basic Faxing Operations

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

  • Page 60: Multiple Page Documents

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

  • Page 61: Sending A Fax To A Single Location

    3 Your fax machine will grip the documents and pull the bottom page into the machine. 4 To obtain the best possible quality for the type of document you are scanning or faxing, use the Yes to set the resolution of your document. For most normal documents, the default STD setting works well.
  • Page 62 Your fax machine is dialing the number. OKIFAX 5250 CALLING The line is ringing. SENDING/XX.X Your fax machine is sending the message. XX.X indicates the transmission speed in bits per second. RESULT = OK The fax was sent successfully. COMMUN. ERROR...

  • Page 63: Search Key Dialing

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

  • Page 64: Stopping A Transmission

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

  • Page 65: Receiving Faxes

    If a person is on the line, carry on your conversation. 2 If a remote fax machine is on the line, or if a person wishes to fax you a document after a conversation, press the Start key.

  • Page 66: Receiving Faxes In Memory

    PROGRAMMING The messages stored in the machine’s memory print. OKIFAX 5250 No Paper Reception When your fax machine runs out of paper, incoming faxes are stored in the machine’s memory. The display shows: MSG. IN MEMORY, REPLACE PAPER Load more paper.

  • Page 67: Rejecting Unsolicited (Junk) Fax Messages (Closed Network Option)

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

  • Page 68: Power Failures And Memory

    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...

  • Page 69: Initiating A Voice Request

    You need to have either the optional handset or an external telephone attached to the fax machine in order to use the voice request function. You can use the voice request function only when you are using the document feeder to send a fax directly to a single location.

  • Page 70: Programming Your Speed Dial Directory

    The One Touch keys are your fax machine’s most important tool. Use them for quick, one-touch dialing, and to access most functions and programming options.
  • Page 71 1 Press the Select Function key. 2 Press the 8/Location Program One Touch key. The display shows LOCATION PROGRAMMING ENTER (SRCH, OT, A/D, #). Where • SRCH represents Search (press the Search key) • OT represents One Touch • A/D represents Auto Dial •...
  • Page 72 8 Press the Start key. The display shows (for about three seconds). NO=<OR LOCATION> OKIFAX 5250 9 Enter the optional alternate fax number, if desired. Refer to the instructions following Step 5. 10 Press the Start key to finish programming the One Touch key.

  • Page 73: Using The One Touch Keys For Dialing

    Using the One Touch Keys for Dialing To use a One Touch key for dialing, just press the appropriate One Touch key. For each key, you can program up to two telephone numbers: a primary number, which will always be dialed first, and an optional alternate number which will be automatically dialed if the first number is busy or if there is no answer.
  • Page 74 (polling transmission). When no document is loaded, use this key to call another fax machine and request it to send the documents loaded into it (polling reception). Refer to the “Advanced Operations, Polling” section of this handbook.

  • Page 75: Chain Dialing

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

  • Page 76: Using A Chain Dial Number

    If the second part of the chain dial number was not programmed, enter it manually on the numeric keypad. 4 Press the Start key to begin sending the fax. OKIFAX 5250 Auto Dial Faxing Programming Auto Dial Numbers 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 77 5 The display briefly shows NO=<FAX NO.>, ID=<LOCATION ID> or a previously programmed fax number and location. 6 After the display clears, enter the fax number. Refer to the instructions below. • To enter numbers, use the numeric keypad (press once) •...

  • Page 78: Copying

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

  • Page 79: Using The Manual Paper Feeder

    2 Neatly stack your documents, then insert them face down into the document feeder. Readjust the document guides for a snug fit. Your fax machine will grip the documents, and pull the bottom page into the machine. 3 Press the Copy key. The display shows PRG. NO. OF COPIES, [1SETS].
  • Page 80 2 Press in on the lower half of your fax machine’s front panel indents, just above the paper tray. 3 Pull the manual paper feeder down until it is horizontal. OKIFAX 5250 4 Adjust the paper guides on the feeder.

  • Page 81: Sending A Fax To Multiple Locations (Broadcasting)

    Sending a Fax to Multiple Locations (Broadcasting) The broadcasting feature allows you to send one document to as many as 89 locations at the same time. You can program your list of locations into a group (see the “Programming Groups” section of this handbook), or, for each broadcast operation, you can select up to15 single-location One Touch keys, up to 64 Auto Dial Codes, and up to 10 manually entered numbers.
  • Page 82 8 When you are finished selecting locations, press the No key at the SELECT LOCATION(S) message. OKIFAX 5250 9 If you have selected multiple locations, your fax machine asks if you want to confirm your selections with a printed report before proceeding. If you do, press the Yes...

  • Page 83: Sending A Fax To A Group

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

  • Page 84: Programming Groups

    To add a One Touch location: 1 Press the One Touch key. 2 Press Yes to add it to the group. OKIFAX 5250 To add an Auto Dial location: 1 Press Auto Dial. 2 Enter the 2-digit Auto Dial number.

  • Page 85: Sending To A Group

    7 After you have completed your selection by pressing Yes or No , the display shows SELECT LOC. Continue to add or delete locations from your group. 8 When you are finished programming your group, press the key. The display shows LOCATION PROGRAMMING.

  • Page 86: Relay Faxing

    Relay Faxing is different from group faxing. In Group Faxing, a fax is sent to a preprogrammed group of locations directly from the fax machine. At this writing, the OKIFAX 2600 is the only Oki fax machine that can function as a relay key station. OKIFAX 5250...

  • Page 87: Relay Key Station

    Relay Broadcast Report After the relay broadcast is completed, it is possible for the relay key station to send a fax back to your fax machine confirming the success of the relay broadcast. For this function to work, your fax machine’s own telephone number must be programmed into Auto Dial number 75.
  • Page 88 • To select a number dialed on the numeric keypad, dial as you would on a normal telephone. 7 Press the Start key. Your fax machine begins to connect to the relay key station and transmit the fax to be relayed to...

  • Page 89: Advanced Operations

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

  • Page 90: Sending A Delayed Fax From The Document Feeder

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

  • Page 91: Sending A Delayed Fax From Memory

    • To select a number dialed on the numeric keypad, dial as you would on a normal telephone. 11 Press the Start key. Your fax machine begins waiting for the time and date you have set before feeding the document and sending the fax.
  • Page 92 15 When all of your selections are correct, press the Start key. The fax machine scans the documents into memory and waits until the time and date you have set before sending the fax. When scanning is completed, the unit is...

  • Page 93: Canceling A Delayed Transmission

    Fax machines are often placed in public places where everyone can look through the received faxes. If you are communicating with another Oki fax-capable unit, you can use the confidential fax feature. The receiving machine will store the message in a personal (confidential) mailbox (in its memory) and will not print it until a password is entered.

  • Page 94: Creating A Personal (Confidential) Mailbox

    Creating a Personal (Confidential) Mailbox The OKIFAX 5250 has eight personal (confidential) mailboxes. 1 Press the Select Function key. 2 Press the 9/User Program One Touch key. The display shows 1: FUNC. PROGRAMMING. 3 Press 5 on the numeric keypad. The display shows 5:PERSONAL BOX PRG.

  • Page 95: Changing Your Password

    Changing Your Password If you want to change the password of an existing mailbox, follow the instructions below. A mailbox must be empty before you can modify or delete it. 1 Press the Select Function key. 2 Press the 9/User Program One Touch key. The display shows 1:FUNC.

  • Page 96: Closing (Deleting) A Mailbox

    12 Press the Yes key to accept the new password. 13 Your fax machine will ask you to enter another mailbox number. • To continue programming mailboxes, go back to Step • If you are finished programming, press the Select Function key.

  • Page 97: Sending Confidential Faxes

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

  • Page 98: Receiving Confidential Faxes

    Receiving Confidential Faxes If you need to receive a fax that should not be seen by anyone else, have the person send the message from another Oki fax- capable unit as a confidential fax. In order to do this, you must first set up a confidential mailbox.

  • Page 99: Personal Mailboxes (Security Feature)

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

  • Page 100: What Is Bulletin Polling

    3 Press the 5/Polling One Touch Key. The display shows BULLETIN POLL. 4 Press the No key. The display shows WAITING TO BE POLLED. OKIFAX 5250 To Cancel Polling 1 Press Stop. The display reads: COMMUNICATION CANCEL 2 Press the Yes key.

  • Page 101: Dialing Another Fax Machine To Request Documents (Polling Reception)

    • To select a number dialed on the numeric keypad, dial as you would on a normal telephone. 5 Press the Start key. Your fax machine begins polling the remote fax machine. Fax on Demand (Bulletin Polling) This feature is similar to standard polling. The main difference is that the document is stored in a personal mailbox instead of loaded into the document stacker.

  • Page 102: Loading A Document For Polling

    10 Press the Yes key to confirm your entry. 11 The fax machine then asks you to enter another mailbox number. To continue programming mailboxes, go back to step 5. When you are finished, press the Select Function key.

  • Page 103: Transmit Preparation

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

  • Page 104: Working With Dual Access

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

  • Page 105: What You Can Do While Making Copies

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

  • Page 106: Reports

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

  • Page 107: How To Print

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

  • Page 108: How To Print

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

  • Page 109: Confidential Reception Report

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

  • Page 110: How To Print

    Basic Features, User Function Settings” section of this handbook for further information. User Function Settings List 01 MCF(SINGLE-LOC.) 02 MCF(MULTI-LOC.) 03 ERR REPORT (MCF) OKIFAX 5250 04 IMAGE IN MCF 05 SENDER ID 06 MONITOR VOLUME 07 BUZZER VOLUME 08 CLOSED NETWORK 09 TX MODE DEFAULT 10 T/F TIMER PROG.

  • Page 111: Message Confirmation Report (Mcf)

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

  • Page 112: On Demand (Manual)

    The name of the next function setting appears in the display. 7 Press the Select Function key to finish. OKIFAX 5250 On Demand (Manual) After transmission, press the Copy key once (with no documents loaded) to see a report confirming your transmission on the display.

  • Page 113: Phone Directory

    Phone Directory What is it? This report provides a complete listing of all of the telephone numbers programmed into your fax machine’s One Touch keys, Auto Dial codes and groups. What information does it provide? • The Location ID and main fax number for each One Touch key and Auto Dial code.

  • Page 114: Power Outage Report

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

  • Page 115: Printing Reports

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

  • Page 116: Using 6/Report Print One Touch Key

    Enter 4 for CONFIGURATION The PROTOCOL DUMP report contains information meaningful only to service technicians. 4 Press the Yes key. The report prints. OKIFAX 5250 Codes Used in Reports Three types of codes are used in reports. • Communication Codes • Result Codes •...

  • Page 117: Result Codes

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

  • Page 118: Problem Solving

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

  • Page 119: Clearing A Paper Jam

    Clearing a Paper Jam If the Alarm indicator lights and your fax machine displays PAPER JAM or NO PAPER when the paper tray still contains paper, there may be one or more sheets of paper jammed in the machine. If you are out of paper, refer to the “Installation, Loading Paper”...
  • Page 120 Never touch the surface of the green drum inside the image drum unit. 4 Pull out any paper you see jammed inside the machine. OKIFAX 5250 5 Pull out the paper tray. If any paper in the tray is damaged, remove and replace it.
  • Page 121 7 Make sure the paper stop in the tray is properly adjusted: not too loose, not too tight. 8 Slide the paper tray all the way back into the fax machine. 9 Place the image drum unit back into your fax machine. To...

  • Page 122: Printing A Cleaning Page

    Do not force the paper: you could damage the mechanism or leave paper fragments in it. OKIFAX 5250 Printing a Cleaning Page If you notice repeating marks or imperfections on your printouts, try printing a cleaning page.

  • Page 123: Replacing The Toner Cartridge

    4% (equivalent of CCITT No. 1 test chart). The first toner cartridge in your new fax machine has to fill the drum reservoir and saturate the developing roller with toner. For this reason, it will need to be replaced sooner than subsequent cartridges—after...
  • Page 124 Dispose of it in the plastic bag you received with your new cartridge. OKIFAX 5250 4 Remove the new toner cartridge from its package and gently shake it from side to side to distribute the toner.
  • Page 125 6 Once the toner cartridge is in place, push the lever all the way toward the back of the fax machine to secure it and release the toner. 7 Using the cleaning wipe provided with your new toner cartridge, gently wipe back and forth across the full length of the LED array.

  • Page 126: For Your Safety: Handling The Toner Cartridge

    • Small amounts of toner spilled on skin or clothing can be readily removed with soap and cold water. Using heated water will make removing the stain much more difficult. OKIFAX 5250 Working with the Image Drum Cartridge Cautions: Never expose the image drum unit to light for more than five (5) minutes.

  • Page 127: For Your Safety: Handling The Image Drum

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

  • Page 128: When To Replace The Image Drum Cartridge

    You need a new image drum if the faxes you receive are light or have vertical streaks in them and you are not out of toner, or if your fax machine displays a CHANGE DRUM message. Contact your Authorized OKIFAX Dealer to order one.
  • Page 129 4 Remove the protective sheet from the new image drum unit. 5 Insert the new image drum unit into your fax machine. To ensure that the image drum is positioned correctly, press down firmly on both of the locations on the image drum marked “PUSH.”...
  • Page 130 8 Once the toner cartridge is in place, push the lever all the way toward the back of the fax machine to secure it and release the toner. 9 Using the cleaning wipe provided with your new toner cartridge, gently wipe back and forth across the full length of the LED array.

  • Page 131: Resetting The Drum Counter

    Display Panel Messages This section lists the status and error messages that may appear on the fax machine’s display panel, and explains what they mean and how to correct any problem they indicate. The red Alarm indicator lights when there is an error condition.

  • Page 132: Error Messages

    Remove the document and reload it into the document. ERROR 77 There is no image drum in the fax machine. Turn the fax machine off, install an image drum and toner cartridge according to the instructions in this handbook, then turn it...
  • Page 133 PRINTER ALARM 4 [FAX] PLEASE CONFIRM Open and close the cover. If this does not clear these messages, turn off your fax machine and contact your Authorized OKIFAX Dealer for service. Refer to the “Service and Support” section of this handbook.

  • Page 134: Reading The Print Counters

    Nothing happens when you press the control panel keys. • Open and close the upper cover. • If that does not solve the problem, turn the fax machine off, wait ten seconds, then turn it on again.
  • Page 135 If you do not hear one, there may be a problem with your telephone line. If you do hear a dial tone, your fax machine may be using the wrong dialing method (pulse or tone) for your area. If you hear...
  • Page 136 Refer to the “Basic Faxing Operations, Preparing Documents for Faxing, Loading Documents” section of this handbook. • Copy the document on your fax machine to preview how it will transmit. The problem may be caused by telephone line interference.
  • Page 137 • When you are dialing with an Auto Dial code, be sure to press the Auto Dial key before you enter the code. • If your fax machine has the Dial Parameter, Auto Start feature turned off, you will have to press the Start key before dialing will begin.
  • Page 138 Your fax machine does not answer the phone or receive faxes. • First make sure that your fax machine is turned on and the power cord is connected to the AC outlet. • If you have a handset connected to your fax machine, check that there is a dial tone on the phone line.
  • Page 139 Your fax machine will not poll a remote fax machine. • Call the person at the remote fax machine and make sure that they have loaded documents and set their fax machine in polling transmission mode. Someone tried to send you a confidential fax but nothing happened.
  • Page 140 Your fax machine does not immediately switch to TEL mode when you make or receive a voice call. • Try pressing the Stop key. Your fax machine will return to standby mode so that you can converse. • This condition may happen infrequently due to telephone line conditions, or the type of external telephone used.

  • Page 141: Firmware

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

  • Page 142: Security

    Fax machines are often placed in public places where everyone can look through the received faxes. If you are communicating with another Oki fax-capable unit, you can use the confidential fax feature. The receiving machine will store the message in a personal (confidential) mailbox (in the machine’s memory) and will not print it until a password is...
  • Page 143 2 Press the 9/User Program One Touch key. The display shows 1:FUNC. PROGRAMMING. 3 Press the Yes key. The display shows FUNCTION NO. [ ]. 4 Using the numeric keypad, enter 08. The display shows 08:CLOSED NETWORK nnn Where nnn is the current setting of this function. The settings are: RX, T/R, or OFF 5 Press the No key until the setting you want appears in...

  • Page 144: Safety

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

  • Page 145: Operation And Maintenance

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

  • Page 146: Image Drum Cartridge

    • Small amounts of toner spilled on skin or clothing can be readily removed with soap and cold water. Using heated water will make removing the stain much more difficult. OKIFAX 5250 Emergency First Aid If toner is swallowed Dilute by giving two glasses of water and induce vomiting by administering Syrup of Ipecac (follow the manufacturer’s instructions).

  • Page 147: Service And Support

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

  • Page 148: Purchasing Supplies And Options

    • Call 1-800-654-3282 (1-800-OKIDATA) for the nearest Authorized Sales and Service location. • Check office supply catalogs or your local stationery store. Most carry Okidata brand supplies. OKIFAX 5250 Supplies • Toner Cartridge: Order Number 52106701. • Image Drum: Order Number 56116901.

  • Page 149: User Function Settings

    User Function Settings User function settings allow you to customize the general operation of your fax machine. Refer to the following User Function Settings List to determine which settings you may need to change, then refer to the “Changing Your User Function Settings”...
  • Page 150 Available settings are LOW, MIDDLE (default), and HIGH. 08 CLOSED NETWORK This function allows you to program your fax machine to refuse to communicate with locations whose telephone numbers have not been programmed into your One Touch keys or Auto Dial locations.
  • Page 151 09 TX MODE DEFAULT Your fax machine is set for the STD (standard) resolution setting and the NORMAL contrast setting. If you consistently send faxes that require some other combination of transmission modes, use this function setting to change the default modes. While you are...
  • Page 152 Distinctive Ring.This feature may not work properly if you have a telephone other than a genuine Oki optional handset connected to your fax machine. 13 1’ST PAPER SIZE This function allows you to specify the size of paper you are using in the paper tray.
  • Page 153 Available settings are ON (default) and OFF. 21 REMOTE DIAGNOSIS The remote diagnostics feature allows a service person remotely to dial and service your fax machine. Available settings are ON and OFF (default). 23 ONE TOUCH PARAM This function allows you to activate the Echo Protection feature for a specific One Touch key, without changing the normal settings.

  • Page 154: Changing Your User Function Settings

    If you are changing the TX MODE DEFAULT settings, the new settings appear on the lights above the Yes and the No keys OKIFAX 5250 6 Press the Yes key to confirm your selection. The name of the next function setting appears in the display.

  • Page 155: Dial Parameter Settings

    Available settings are from 1 to 6 minutes. Default: 3 minutes. 3 DIAL TONE DETECT This function allows your fax machine to wait for and detect a dial tone before proceeding with dialing. Available settings are ON and OFF. Default: OFF.
  • Page 156 Touch-Tone dialing, or the DP setting for pulse dialing. Default: MF (TONE). 6 PBX LINE Turn this function on if your fax machine is connected to a PBX (Private Branch Exchange—a phone system used to route internal calls). Once this function has been turned on...

  • Page 157: Changing Your Dial Parameter Settings

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

  • Page 158: Service Function Settings

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

  • Page 159: Glossary

    This allows, for example, a fax machine with a 10" scanning width to send an image 10" wide to a unit with an 8.5" print width; the receiving fax machine will receive a reduced-size printout of the complete image.
  • Page 160 See Secure Mail. Confirmation report. See RCR and TCR. Continuous polling. See Polling. Copy mode. Lets one use a fax machine as a convenience copier. Cover page (automatic). A small, user-created message; can be the first page of every transmission. Database polling.
  • Page 161 See also White-line skip. Dual Access. Allows you to load and prepare to transmit (send) a document while your fax machine is receiving or sending another fax from memory. Effective printing width. The widest image that can be printed on a fax.
  • Page 162 Hub. See Relay broadcasting. Hz (or Hertz). A measure of frequency equal to one cycle per second. Used in the specifications for a fax machine, it identifies the AC power the unit requires. ITU-T. International Telecommunications Union — Telecommunications Sector. (Formerly known as CCITT, for Consultative Committee for International Telegraph and Telephone.) A telecommunications forum for member...
  • Page 163 (analog) telephone lines. A modem is included in a fax machine and allows it to be connected directly to a PSTN telephone line. Monitor.
  • Page 164 A multifunction printer might combine a fax machine with a copier with a computer printer. Multifunction Printer Option. Also known as the PC Interface Option.
  • Page 165 Many PBX systems use digital transmission lines which, unlike more common PSTN lines, are not compatible with fax machine use. The user should not connect a fax unit to a PBX without first checking with the system manufacturer or service representative.
  • Page 166 Lets your fax machine store a document in internal memory, transmit the document to the memory of a remote fax machine, and then instruct that unit to relay (i. e., re-transmit) the document to each fax in a call group in the “hub”...
  • Page 167 TCR. Transmit confirmation report; this provides proof that your fax machine did send the document you set for transmission. Printed after transmission, the TCR also identifies the telephone number to which the fax sent the document, plus the actual time of transmission and how many pages the unit transmitted.
  • Page 168 Transmission Speed. How fast a fax machine is sending a fax document. This speed depends upon the modem speed of each unit, the resolution setting, the content of the document, the encoding technique and the condition of the phone line (clean, noisy, etc.) Any change in any one of these five...

  • Page 169: Index

    Index Symbols 1'st paper size setting, 46 2'nd paper size setting, 46 Activity report, 106–107 Add to a group, 84 Alarm indicator, 34 Answering machine, use with, 53 Answering mode, 52–54 changing, 52 options, 53–54 setting, 52 Auto dial faxing, 76–77 key, 33 rec key, 32 receive mode, 53...

  • Page 170: Okifax

    Connections answering machine, 21 external handset option, 22 external telephone, 21 power, 24 telephone line, 20 Control panel, 31–35, 40–41 OKIFAX 5250 Copy key, 32 number of copies, 78 resolution, 78 Copying, 78–80 Counter display key, 37 Counters, print, 134...
  • Page 171 Distinctive ring, 55 setting, 44, 55 Document guides, 29 jams, clearing, 118 size, 59 stacker, 13, 29 table, 28 Documents loading, 60–62 multiple page, 60 preparing for faxing, 59–61 Drum counter, resetting, 131 Dual access, 39, 104–105 Emergency first aid, 17 End of session tone, 38 ERR report, 42 Error...
  • Page 172 54 setting, 46 Installation, 11–27 Jacks, 29 Jams, document, 118 Jams, paper, 119–122 Junk faxes, rejecting, 67–69 Keypad, 29, 34 OKIFAX 5250 Labels, one touch, 33 Language changing, 52 setting, 46 LED printhead, 30 LEDs, alarm, 34 Loading documents, 60–62 Loading paper, 18–20...
  • Page 173 Message confirmation report, 111–112 print from memory key, 38 Messages, error, 132–141 Monitor volume, 43, 57 Multiple page documents, 60 No key, 34 No paper reception, 66 No toner memory receipt setting, 51 Off hook alarm tone, 38 Okidata customer support, 147–148 One touch keypad, 28, 33, 36–38 keys...
  • Page 174 Problem solving, 118–141 Programming, 41 date and time, 25 fax ID, 26 groups, 84–85 one touch keys, 70–72 shortcuts, 64–65 Pulse/Tone selection, 49 OKIFAX 5250 Real-time dialing, 63 Receiving faxes, 65–67 in memory, 66 manually, 65 Reception no paper, 66 Redial...
  • Page 175 Reports, 106–117 activity, 106–107 broadcast confirmation, 107–108 broadcast entry, 108 codes, 116–117 confidential reception, 109 configuration, 109–110 message confirmation, 111–112 phone directory, 113 power outage, 114 printing, 115–116 Resetting drum counter, 131 Result codes, 117 Results confirmation, 63 Ring response, 54 setting, 44 setting, 54 Safety, 144–146...
  • Page 176 Tones, signal, 38 Transmissions, stopping, 64 Transmit mode default, 43 preparation, 103 resolution key, 34 TSI print setting, 51 Type of original key, 34 OKIFAX 5250 Unique key, 34 Unpacking, 12–13 Unsolicited faxes, 67–69 User function settings, 42, 149–154 changing, 48 language...

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