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Ricoh Aficio 3228C Facsimile Reference Manual

Fax option type 3245
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Download this manual See also: Instruction and Installation Manual, Network Manual
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 the "General Settings Guide" before using the machine.
FAX Option Type 3245
Getting Started
Faxing
Using Internet Fax Functions
Programming
Troubleshooting

Operating Instructions

Facsimile Reference
<Basic Features>

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Table of Contents
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Summary of Contents for Ricoh Aficio 3228C

  • Page 1: Operating Instructions

    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 the “General Settings Guide” before using the machine. FAX Option Type 3245 Facsimile Reference Getting Started Faxing...
  • 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

    Manuals for This Machine The following manuals describe the operational procedures of this machine. For particular functions, see the relevant parts of the manual. Note ❒ Manuals provided are specific to machine type. ❒ Adobe Acrobat Reader/Adobe Reader is necessary to view the manuals as a PDF file.
  • Page 4 ❖ ❖ ❖ ❖ Scanner Reference (PDF file - CD-ROM1) Describes operations, functions, and troubleshooting for the machine’s scan- ner function. ❖ ❖ ❖ ❖ Manuals for DeskTopBinder Lite DeskTopBinder Lite is a utility included on the CD-ROM labeled “Scanner Driver and Document Management Utility”.

  • 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 1. Getting Started Control Panel...5 Reading the Display ...7 Reading the display panel and using keys ...8 User Authentication...
  • Page 6 Specifying a Destination ... 35 Entering a Fax Number ... 35 Pause ... 35 Tone ... 36 Entering an E-mail Address ... 36 Entering an IP-Fax Destination ... 37 Registering Entered Destinations to the Address Book ... 39 Using Destination Lists... 40 Searching for a Destination ...
  • Page 7 5. Troubleshooting Adjusting the Volume ... 83 When the { { { { Facsimile} } } } Key Is Lit in Red... 85 When Toner Runs Out ... 86 Error Messages and Their Meanings ... 87 Solving Problems... 93 When Things Don't Go as Expected ... 96 INDEX...

  • Page 9: 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 interference in a residential in- stallation.
  • Page 10 - Notice about the Telephone Consumer Protection Act (Valid in USA only) The Telephone Consumer Protection Act of 1991 makes it unlawful for any per- son to use a computer or other electronic device, including FAX machines, to send any message unless such message clearly contains in a margin at the top or bottom of each transmitted page or on the first page of the transmission, the date and time it is sent and an identification of the business or other entity, or other individual sending the message and the telephone number of the sending ma-...

  • Page 11: Important Safety Instructions

    Important Safety Instructions Caution When using your telephone equip- ment, basic safety precautions should always be followed to reduce the risk of fire, electric shock and injury to persons, including 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 swim-...

  • Page 12: How To Read This Manual

    How to Read This Manual Symbols In this manual, the following symbols are used: R WARNING: This symbol indicates a potentially hazardous situation that might result in death or serious injury when you misuse the machine without following the in- structions under this symbol.

  • Page 13: Getting Started

    Control Panel The actual machine control panel may differ from this illustration depending on installed optional units. This illustration has all options installed. { { { { User Tools/Counter} } } } key User Tools: Press to enter User Tools mode. These tools allow you to customize default set- tings.

  • Page 14: Display Panel

    Getting Started Display Panel This guides you through tasks and dis- plays the machine status. Messages ap- pear here. p.7 “Reading the Display” { { { { Check Modes} } } } key Press before pressing the { { { { Start} } } } key to check the settings selected for the fax about to be sent.

  • Page 15: Reading The Display

    { { { { Clear/Stop} } } } key Clear: Cancels entered numbers or characters. Stop: Interrupts the current operation (trans- mission, scanning, copying, or printing). Reading the Display The display guides you through operations, shows messages, you machine sta- tus, and destinations registered in the destination lists.

  • Page 16: Reading The Display Panel And Using Keys

    Getting Started Reading the display panel and using keys Display contents will differ depending on installed optional units. ❖ ❖ ❖ ❖ Initial Display Allows you to select scanning conditions and sizes. Displays the date and time, the name and facsimile number of a des- tination when transmitting, and the size of the original.
  • Page 17 Displays messages and the ma- chine status. Displays the entered number of a destination. When adding destina- tions using the number keys, press [Add]. Press to display various informa- tion about transmission. Switches transmission mode be- tween Memory Transmission and Immediate Transmission.

  • Page 18: User Authentication

    Getting Started User Authentication When user authentication (User Code Authentication, Basic Authentication, Windows Authentication, or LDAP Authentication) is set, the authentica- tion screen is displayed. Unless a val- id user name and password are entered, operations are not possible with the machine. Log on to operate the machine, and log off when you are finished operations.

  • Page 19: Log Off (Using The Control Panel)

    Log Off (Using the Control Panel) Follow the procedure below to log off when Basic Authentication, Windows Authentication, or LDAP Authentica- tion is set. A A A A Press { { { { User Tools/Counter} } } } . B B B B Press [Logout].
  • Page 20 Getting Started...

  • Page 21: Faxing

    Placing Originals Some types of originals are unsuit- able for the Auto Document Feeder (ADF), so they must be placed on the exposure glass or the ADF as shown in the illustrations. For details about original types and how to set original sizes, see Copy Ref- erence.
  • Page 22 Faxing Note ❒ When you scan originals using the Auto Document Feeder (ADF), set originals in a stack. ❒ When sending a fax, the image that is output at the other end depends on the size and orientation of pa- per used in the receiver's terminal.

  • Page 23: Setting A Scan Area

    Reference For how to place two-sided doc- u m e n t s , see p.62 “Two-Sided T ra n sm i s s io n ( D o ub l e - S i d e d Transmission)”, Facsimile Reference <Advanced Features>...
  • Page 24 Faxing B B B B Press [Scan Area]. C C C C Select the scan area. Specifying standard sizes A Press [Regular]. B Press the size of the originals to be sent, and then press [OK]. Note ❒ 8 "×11" indicates LT. 8 indicates LG.
  • Page 25 Specifying Mixed Original Sizes A Press [Mixed Original Sizes]. B Press [OK]. “Mixed Origin al Sizes” is shown above the highlighted [Scan Area]. Specifying Auto Detect A Make sure that [Auto Detect] is selected. If it is not, press [Auto Detect]. Placing Originals B Press [OK].

  • Page 26: Transmission Modes

    Faxing Transmission Modes There are two types of transmission: • Memory Transmission • Immediate Transmission ❖ ❖ ❖ ❖ Memory Transmission Transmission starts automatically after the original has been stored in memory. It is a convenient method for when you are in a hurry and want to take the document away with you.

  • Page 27: Memory Transmission

    Memory Transmission Memory transmission mode has stan- dard fax, Internet Fax and IP-Fax. Important ❒ If there is a power failure (the main power switch is off) or the machine is unplugged out for more than one hour, all the documents stored in memory are deleted.
  • Page 28 Faxing A A A A Make sure that Memory TX is se- lected. B B B B Place the original. Note ❒ The original can be placed ei- ther in the ADF or on the expo- sure glass, until the { { { { Start} } } } key is pressed.
  • Page 29 F F F F Specify a destination. Note ❒ Pressing switches the des- tination list between fax num- ber, e-mail address, and IP-Fax number. ❒ If you want to specify another destination, repeat steps G G G G Press the { { { { Start} } } } key. Note ❒...

  • Page 30: Broadcasting Sequence

    Faxing - Checking the transmission settings You can check the transmission set- tings (e.g. destination and transmis- sion mode) on the display. Press the { { { { Check Modes} } } } key. The following display appears. Note ❒ Pressing tination list between fax num- ber, e-mail address, and IP-Fax number.

  • Page 31: Canceling A Memory Transmission

    Canceling a Memory Transmission You can also cancel the mode using the same procedure in the following cases: • Fax Destination, Internet Fax Des- tination, and IP-Fax Destination are specified simultaneously. • Only either Internet Fax Destina- tion or IP-Fax Destination is speci- fied.

  • Page 32: Before The Transmission Is Started

    Faxing A A A A Press the { { { { Clear/Stop} } } } key. Note ❒ You can also cancel a Memory T r a n s m i s s i o n b y p r e s s i n g [Change / Stop TX File].
  • Page 33 B B B B Select the file you want to cancel. Note ❒ If the desired file is not shown, press [U U U U Prev.] or [T T T T Next] to find ❒ There are cases when a destina- tion may not be selected as the destination appears as “*”, de- pending on the security set-...

  • Page 34: Immediate Transmission

    Faxing Immediate Transmission Limitation ❒ Internet Fax is executed in only Memory Transmission that starts transmission automatically after storing documents in memory. If you specify Immediate Transmis- sion in Internet Fax, the mode is switched to Memory Transmission while an e-mail address is being entered.
  • Page 35 Reference p.35 “Entering a Fax Number” p.37 “Entering an IP-Fax Desti- nation” p.35 “Specifying a Destination” p.47 “Chain Dial”, Facsimile Ref- erence <Advanced Features> p.47 “Redial”, Facsimile Refer- ence <Advanced Features> E E E E Press the { { { { Start} } } } key. Note ❒...

  • Page 36: Canceling An Immediate Transmission

    Faxing Canceling an Immediate Transmission Before You Have Pressed the { { { { Start} } } } Key A A A A Press the { { { { Clear Modes} } } } key. Note ❒ When the original is placed in the ADF, you can also cancel an Immediate Transmission by re- moving the original.

  • Page 37: Confirming Transmission

    Confirming Transmission You can confirm transmission on the display, by report, or by e-mail. Confirming on Display Use the TX File Status. See p.31 “Checking the Transmission Result (TX File Status)”, Facsimile Reference <Advanced Features> . Confirming by Report Print an Immediate TX Result Report for confirmation.

  • Page 38: Scan Settings

    Faxing Scan Settings You may want to send many different types of fax messages. Some of these may be difficult to reproduce at the receiver's end. However, your ma- chine has three settings that you can adjust to help you transmit your doc- ument with the best possible image quality.

  • Page 39: Original Type

    ❒ When using Internet Fax transmis- sion, documents are sent at “De- tail” resolution, even if you have specified “Fine”. To send a docu- ment at “Super Fine” or “Fine”, configure the Full Mode when reg- istering the destinations in the Ad- dress Book.

  • Page 40: Image Density (Contrast)

    Faxing A A A A Press [Original Type]. B B B B Select the original type you re- quire, and then press [OK]. Image Density (Contrast) The text and diagrams on originals should stand out clearly from the pa- per they are on. If your original has a darker background than normal (for example, a newspaper clipping), or if the writing is faint, adjust the image...

  • Page 41: Mixing Scan Settings For A Multiple

    B Press [i i Lighter] or [Darkerj adjust the density. The square moves. Combined Auto and Manual Image Density A Select the [Auto Image Density]. B Press [i i Lighter] or [Darkerj adjust the density. The square moves. j ] to Mixing Scan Settings for a Multiple Page Original When sending an original of several...

  • Page 42: When Placing Originals In The Optional Auto Document Feeder

    Faxing Note ❒ Adjust the settings for each p a g e b e f o r e y o u p r e s s t h e { { { { Start} } } } key. When placing originals in the optional Auto Document Feeder Note ❒...

  • Page 43: Specifying A Destination

    Specifying a Destination You can specify the destination using one of four methods. ❖ ❖ ❖ ❖ Fax number p.35 “Entering a Fax Number” ❖ ❖ ❖ ❖ E-mail address p.36 “Entering an E-mail Address” ❖ ❖ ❖ ❖ Entering an IP-Fax Destination p.37 “Entering an IP-Fax Destina- tion”...

  • Page 44: Tone

    Faxing Note ❒ If you press the { { { { Pause/Redial} } } } key at the first digit, a redial occurs. See p.47 “Redial”, Facsimile Reference <Advanced Features> . ❒ A pause is shown as a “-” on the display.

  • Page 45: Entering An Ip-Fax Destination

    A A A A Press to switch the destina- tion to e-mail address. B B B B Press [Manual Input]. Note ❒ Depending on security settings, [Manual Input] may not be dis- played , and be unable to input. C C C C Enter the e-mail address destina- tion and then press [OK].
  • Page 46 Faxing B B B B Press [Manual Input]. Note ❒ Depending on security settings, [Manual Input] may not be dis- played , and be unable to input. C C C C Enter the IP-Fax destination and then press [OK]. Note ❒...

  • Page 47: Registering Entered Destinations To The Address Book

    Note ❒ When you enter a destination via a gateway (G3 fax connected to the public telephone line, etc.) into the Address Book or Destination List, you must specify its terminal tele- phone number. To send from an IP-Fax to G3 fax without using gatekeeper or SIP server, you must register the gateway also.

  • Page 48: Using Destination Lists

    Faxing B B B B Press [Names] and enter any neces- sary information. C C C C Press [OK]. Using Destination Lists When you program a destination number into a destination list, you can specify the destination by just se- lecting the Quick Dial key from the destination list.
  • Page 49 Note ❒ There are three types of title for destination lists; “Title 1”, “Title 2”, and “Title 3”. The above dis- play shows “Title 1”. Switching the titles of destination lists A Press B Press [Switch Title]. C Select the type of the title, and then press [Exit].
  • Page 50 Faxing ❒ If a destination where a fax number, e-mail address, or IP-Fax number is not pro- grammed is included in the specified group, the “The specified group contains some invalid destination(s). Do you want to select only valid destination(s)?” mes- sage appears.

  • Page 51: Searching For A Destination

    Searching for a Destination Use this procedure to search through the destination lists for a particular destination. ❖ ❖ ❖ ❖ Search by Destination Name p . 4 3 “Se arch b y D e st in at i o n Name”...

  • Page 52: Search By Fax Number

    Faxing D D D D Enter a destination name to search for, and then press [OK]. Note ❒ If you enter a wrong destination name, press [← ← ← ← ] / [→ → → → ] and [Backspace] / [Delete All], and then enter the destination name again.

  • Page 53: Search By E-Mail Address

    Note ❒ If you enter a wrong number, press [← ← ← ← ] / [→ → → → ] and [Clear], and then enter the number again. E E E E Confirm the entered fax numbers and press [OK]. A search-in-progress message ap- pears.

  • Page 54: Search By Ip-Fax Destination

    Faxing D D D D Enter an e-mail address to search for, and then press [OK]. Note ❒ If you enter a wrong e-mail ad- dress, press [← ← ← ← ] / [→ → → → ] and [Backspace] / [Delete All], and then enter the e-mail address again.

  • Page 55: Search By Ldap Server

    D D D D Enter an IP-Fax destination to search for, and then press [OK]. Note ❒ If you enter a wrong destina- tion, press [← ← ← ← ] / [→ → → → ] and [Back- space] / [Delete All] and then enter the destination again.
  • Page 56 Faxing G G G G Enter a partial string for each search condition. Note ❒ Conditions (Name, E-mail Ad- dress, Fax Number, Company Name, and Department Name) are those programmed in the LDAP server. ❒ Press each condition to display the entry field, where you enter necessary information.

  • Page 57: Specifying A Registration Number

    I I I I Press [OK]. Note ❒ Although one user can program multiple e-mail addresses, only one address can be retrieved by the search. The address re- trieved by the search depends on the searching method sup- ported by the LDAP server. How ever, the address p ro - grammed first is normally re- trieved.

  • Page 58: Reception

    Faxing Reception There are two ways you can set up your 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 stan- dard G3 line (G3-2 or G3-3) is used.

  • Page 59: Receiving A Fax In Manual Reception Mode

    Receiving a Fax in Manual Reception Mode A A A A When the machine rings, pick up the optional handset or the hand- set of the external telephone. B B B B If you hear beeps, press the { { { { Start} } } } key or the { { { { Start Manual RX} } } } key.
  • Page 60 Faxing...

  • Page 61: Using Internet Fax Functions

    3. Using Internet Fax Functions There are two types of Internet Fax function. • Internet Fax Functions (by E-Mail). See p.53 “Internet Fax Functions (by E- Mail)”. • IP-Fax Function. See p.69 “IP-Fax Function”. Internet Fax Functions (by E-Mail) This machine converts scanned document images to e-mail format and transmits the data over the Internet.

  • Page 62: Internet Fax Precautions

    Using Internet Fax Functions Internet Fax Precautions • Internet Fax communicates with a server over a LAN. It cannot communicate directly with other parties. • If a transmission is not successful, this machine usually receives an e-mail er- ror notification. See p.199 “Server-Generated Error E-mail”, Facsimile Refer- ence <Advanced Features>...

  • Page 63: Functions Not Supported By E-Mail Reception

    Functions Not Supported by E-mail Reception The following functions are supported with standard fax reception, but not with Internet Faxing. • Confidential Reception • Memory Lock Reception • Polling Reception • SUB Code reception • Authorized Reception • Reception File Print Quantity T.37 Full Mode This machine is T.37 full mode compatible.
  • Page 64 Using Internet Fax Functions ❖ ❖ ❖ ❖ Registering the Received Reception Confirmation Contents When the sender receives the return receipt that includes the receiver's recep- tion capability, the sender checks the sent final recipient address is pro- grammed in the Address Book. If it is programmed as a full mode destination, the sender automatically registers the receiver's reception capability.

  • Page 65: Sending Internet Fax Documents

    Sending Internet Fax Documents You can send Internet Fax documents only by Memory Transmission. If you specify Immediate Transmission in Internet Fax, the mode is switched to Memory Transmission when one e- mail address or more is specified. Preparation You need to make System Settings beforehand.
  • Page 66 Using Internet Fax Functions Limitation ❒ When available memory is low, you may not be able to send Internet Fax documents. ❒ Depending on security settings, you must specify a sender name so the receiving party can recognize the sender. Specify the sender name us- ing one of the following methods: •...
  • Page 67 To enter the subject A Press [Change] for Enter Subject. There are two methods of enter- ing a subject: Selecting from programmed subjects, or enter- ing characters directly. If you are entering characters, proceed to step C. B Select the subject from the dis- played list.
  • Page 68 Using Internet Fax Functions E Press [OK]. To enter the text A Press [Change] for Enter Text. B Select a text, and then press [OK]. To set reception notice A Select [On] or [Off] for Recept. Notice. Reference p.62 “Confirming Reception” To set BCC transmission A Select [Yes] or [No] for BCC TX.
  • Page 69 G G G G Select the scan settings you require. Note ❒ When using Internet Fax trans- mission, documents are sent at “Detail” resolution, even if you specify “Super Fine”. To send documents at “Super Fine”, specify this resolution when registering the destination in the Address Book.

  • Page 70: Confirming Reception

    Using Internet Fax Functions Note ❒ With a large volume of docu- ment, it may take some time be- fore transmission starts. This is due to the time the machine re- quires to convert the data in memory. ❒ To cancel transmission of an In- ternet Fax, see p.64 “Canceling a Transmission of an Internet Fax”.
  • Page 71 ❒ Information regarding the last 250 messages is recorded, but only the last 50 communications appear in Journal. If you do not receive a re- ception notice message for one of the last 50 communications from the receiver's machine, you may not be able to confirm that the e- mail has been received by the Jour- nal's Result column.

  • Page 72: Canceling A Transmission Of An Internet Fax

    Using Internet Fax Functions Canceling a Transmission of an Internet When fax, Internet Fax, and IP-Fax destinations are specified simulta- neously, as well as only a fax or IP- Fax destination is specified, you can cancel transmission using the same method.

  • Page 73: After The Original Has Been Scanned In

    After the Original Has Been Scanned In Note ❒ Depending on the paper size and time when you cancel the trans- mission, you cannot cancel trans- mission of an Internet Fax. A A A A Press [Change / Stop TX File]. The list of stored files being trans- mitted or waiting for transmission appears.

  • Page 74: Receiving Internet Fax

    Using Internet Fax Functions Receiving Internet Fax 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. Limitation ❒ E-mail with attachments other than TIFF-F format files cannot be re- ceived.
  • Page 75 Receiving Internet Fax B B B B Check the message, and then press [Exit]. The standby display appears.

  • Page 76: Received Images

    Using Internet Fax Functions Received Images Here is an example of an Internet Fax message sent from this machine and re- ceived on a computer using Outlook e-mail software. The received image varies according to e-mail software. E-mail transmitted without speci- fying a subject in “E-mail Options”.

  • Page 77: Ip-Fax Function

    IP-Fax Function IP-Fax Function The IP-Fax function sends/receives documents between two facsimiles directly connected to a TCP/IP network. IP-Fax uses SIP and H.323 as the network protocol. Specify an IP address or host name instead of a fax number for sending. When using a gate keeper, specify its alias telephone number.
  • Page 78 Using Internet Fax Functions You can receive IP-Faxes in the same manner as standard faxes. See p.50 “Recep- tion” Note ❒ To use IP-Fax functions, this machine must be connected to a LAN and set up correctly under “Setting IP-Fax.” See p.150 “IP-Fax Settings”, Facsimile Refer- ence <Advanced Features>...

  • Page 79: Notes On Using Ip-Fax

    - Terminology ❖ ❖ ❖ ❖ H.323 A protocol that specifies the compression/decompression method of audio, images, and data files sent or received via one-to-one communication over a LAN or Internet. ❖ ❖ ❖ ❖ SIP A communication control protocol for Internet telephone that utilizes VoIP (which converts voice information to IP packets) and is equipped with func- tions such as transfer and caller number display similar to telephone network compared to other protocols such as H.323.

  • Page 80: Sending By Ip-Fax

    Using Internet Fax Functions Sending by IP-Fax IP-Fax function uses TCP/IP (LAN or Internet), and the same procedures as the standard fax function. Functions available in both standard and IP-Fax transmission can be used in generally same manner. By connecting your machine to a gateway (T.38-compliant) or gate- keeper, you can send to a standard G3 facsimile connected to the public...
  • Page 81 Note ❒ When both the H.323 setting and SIP setting are set to ON under [IP-Fax Setting of Fax Initial Settings], [Protocol] appears. Press [Protocol] to select the pro- tocol you want to use. C C C C To add a destination, press [Add]. If you do not want to add a desti- nation, proceed to Step Note...
  • Page 82 Using Internet Fax Functions...

  • Page 83: Programming

    Initial Settings and Adjustments You can send information to the other party when transmitting or receiving a fax message. This information is shown on the display of the other ma- chine and printed as a report. The fol- lowing information can be sent. Important ❒...

  • Page 84: Programming

    Programming Limitation ❒ Own Name works only when the other machine is of the same manufacturer, and has the Own Name function. Note ❒ You can use characters, sym- bols, numbers, and spaces. ❒ You can register up to 20 char- acters as an Own Name.
  • Page 85 Programming an Own Name A Press [Own Name]. B Press [Own Name]. C Enter an own name, and then press [OK]. Reference “Entering Text”, General Set- tings Guide Initial Settings and Adjustments Programming an Own Fax Number A Press [Own Fax Number]. B Select line type to program.

  • Page 86: Editing

    Programming F F F F Press [Exit]. G G G G Press the { { { { User Tools/Counter} } } } key. The standby display appears. Editing Note ❒ The following procedure explains how to edit Own Name, as an ex- ample of editing.

  • Page 87: Deleting

    I I I I Press [Exit]. J J J J Press the { { { { User Tools/Counter} } } } key. The standby display appears. Deleting Note ❒ The following procedure explains how to delete Own Name, as an ex- ample of deleting.
  • Page 88 Programming G G G G Press [Backspace] or [Delete All], and press [OK]. H H H H Press [Exit]. I I I I Press the { { { { User Tools/Counter} } } } key. The standby display appears.

  • Page 89: Programming Fax Destinations And Folder Destinations In The Address Book

    Programming Fax Destinations and Folder Destinations in the Address Book Programming Fax Destinations and Folder Destinations in the Address Book You can program fax numbers, e-mail addresses, IP-Fax numbers, and folder destinations using Address Book Management in the Administrator Tools menu under System Settings.
  • Page 90 Programming...

  • Page 91: Troubleshooting

    Adjusting the Volume You can change the volume of the fol- lowing sounds that the machine makes. ❖ ❖ ❖ ❖ On Hook Mode Heard when the { { { { On Hook Dial} } } } key is pressed. ❖...
  • Page 92 Troubleshooting E E E E Press [Lower] or [Louder] for each item, and then press [OK]. Note ❒ You can hear the actual volume by pressing [Check]. ❒ If you press [Cancel], the volume setting is canceled. The display returns to that of step F F F F Press the { { { { User Tools/Counter} } } } key.

  • Page 93: When The { { { { Facsimile} } } } Key Is Lit In Red

    When the { { { { Facsimile} } } } Key Is Lit in Red If this key is lit, press the key to enter the facsimile mode. Then, refer to the table below and take the appropriate action. Problem The paper output tray is full.

  • Page 94: When Toner Runs Out

    Troubleshooting When Toner Runs Out When the machine has run out of ton- er, the symbol appears on the display. Note that even if there is no toner left, you can still send fax messages. Important ❒ The number of communications, that have been executed after the toner has run out and that auto- matically-output Journal has not...

  • Page 95: Error Messages And Their Meanings

    Error Messages and Their Meanings If there is an error, one of the following messages may appear on the display. If other message appears, follow the message. Message You do not have the privileges to use this function. Authentication has failed. Selected files contain file(s) that the user does not have ac- cess privileges to.
  • Page 96 Troubleshooting Message Cannot scan to send fax message as scanner is in use for other function. Updating the destination list... Please wait. Specified destination(s) or sender's name has been cleared. Please re-select after the up- date finishes. Check whether there are any network problems.
  • Page 97 Message Check whether there are any network problems. [14-01] Error Messages and Their Meanings Causes and solutions Cannot find the DNS server, SMTP server or folder for transfer. • Check the DNS server's IP address is cor- rectly programmed using the Web Image Monitor.
  • Page 98 Troubleshooting Message Check whether there are any network problems. [14-09] Check whether there are any network problems. [14-33] Check whether there are any network problems. [15-01] Causes and solutions E-mail transmission was refused by SMTP au- thentication, POP before SMTP authentication or login authentication of the PC in which the folder for transfer is specified.
  • Page 99 Message Check whether there are any network problems. [15-02] Check whether there are any network problems. [15-03] Check whether there are any network problems. [15-11] Error Messages and Their Meanings Causes and solutions Cannot log on to the POP3/IMAP4 server. •...
  • Page 100 Troubleshooting Message Check whether there are any network problems. [15-12] - Out of paper display message If the paper tray runs out of paper, “ ” appears on the display, asking you to add more paper. it]. Note ❒ If there is paper left in the other paper trays, you can receive messages as usu- al, even if the message appears on the display.

  • Page 101: Solving Problems

    Solving Problems This table lists some common problems and their solutions. Problem Image background appears dirty when received at the other end. Images from the back page appear. Printed or sent image contains spots. Received image is too light. The machine failed to print re- ceived fax messages.
  • Page 102 Troubleshooting Problem Transmission is possible, though receiving is impossi- ble. Receiving is possible, though transmission is impossible. When using On Hook Dial or Manual Dial, “ Receiv- ing... ” appears and trans- mission is not allowed. LAN-Fax Driver does not work.
  • Page 103 Problem Causes and solutions Transmission failed due to If the e-mail size specified on “Exceeded max. E-mail size.” the machine is too large, the error. Internet Fax document cannot be sent. Set Max. E-mail Size to [Off], or set the maximum e- mail size to a larger value.

  • Page 104: When Things Don't Go As Expected

    Troubleshooting When Things Don't Go as Expected I Want... to cancel a Memory Transmis- sion. to cancel an Immediate Trans- mission. Operation Reference If the original is being p.23 “Canceling a Memory scanned, press [Stop Scanning] Transmission” or the { { { { Clear/Stop} } } } key. If the original is being sent or p.23 “Canceling a Memory if it is in standby, press...

  • Page 105: Index

    INDEX Adjusting The Volume , 83 At Dialing , 83 At Printing , 83 At Reception , 83 At Transmission , 83 On Hook Mode , 83 Authorized Reception , 55 Auto E-mail Reception , 66 Auto Reception , 50 Batch Transmission , 54 BCC Transmission , 57 Broadcasting Sequence , 22...
  • Page 106 On Hook Dial , 54 On Hook Dial key , 6 On indicator , 6 Operation switch , 6 Original Type , 30 , 31 Own Fax Number , 76 Deleting , 79 Editing , 78 Programming , 76 Own Name , 75 Deleting , 79 Editing , 78 Programming , 76...
  • Page 107 7. If trouble is experienced with this equipmet, 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 108 Printed in Japan EN USA B712-8510 B7128510...

Table of Contents