Olympus VN-4100/VN-4100PC, VN-3100/VN-3100PC - Digital Voice Recorder Manual

Getting Started

Identification of Parts

* PC (USB) terminal
VN-1100PC/VN-2100PC/VN-3100PC/VN-4100PC

Inserting Batteries

1. Lightly press down on the arrow and slide the battery cover open.
   
2. Insert two size-AAA alkaline batteries, observing the correct polarity.
   
3. Close the battery cover completely.
   Time/Date screen appears. The hour indicator flashes, indicating the start of the Time/Date setup process. (See "Setting Time/Date (TIME)" for details)
   

An optional Ni-MH Rechargeable Battery (BR401) from Olympus can be used for the recorder.

Replacing Batteries
When appears on the display, replace the batteries as soon as possible. Size-AAA alkaline batteries are recommended. When the batteries are depleted, appears on the display, and the recorder shuts off. It is recommended to set the HOLD switch to the HOLD position before you replace batteries to maintain the current settings (Time/Date, etc.). For your convenience, the recorder also logs the current settings in nonvolatile memory at hourly intervals.

Power Supply

The HOLD switch functions as a power button. When you do not use the recorder, set the HOLD switch to the HOLD position while the recorder is stopped. This will power off the recorder and minimize the battery drain.

Power on
Reset the HOLD switch.

Power off
Set the HOLD switch to the HOLD position.

Standby Mode and Display Shut Off
If the recorder is stopped or paused for 60 minutes or longer during recording or play back, it goes into Standby (power-save) mode, and the display shuts off. To exit Standby mode and turn on the display, press any button.

Hold

Set the HOLD switch to the HOLD position.
All operation buttons are disabled. This feature is useful when the recorder has to be carried in a handbag or pocket.
Remember to reset the HOLD switch before attempting to use the recorder.

Notes

• The alarm will sound at the scheduled time even if the recorder is set to HOLD. The recorder will then begin to play the file associated with the alarm once you press any button (Excluded VN-1100/VN- 1100PC).
• The recorder functions as follows with the HOLD switch set to the HOLD position:
  • If the recorder is playing, the display goes dark when playback of the current file has completed.
  • If the recorder is recording, the display goes dark when the recorder stops recording automatically upon running out of free memory.

How to Use the Strap

*Strap is not supplied. Use the optional accessory.

Notes on the Folders

The recorder provides four folders, A, B, C, and D (D is for VN-2100/ VN-2100PC/VN-3100/VN-3100PC/VN-4100/VN-4100PC only). To change the folder selection, press the FOLDER button while the recorder is stopped. Each recorded file is stored in a folder. Using folders to classify files makes it convenient to find files you want to access later. Up to a total of 100 files can be recorded in each folder.

Setting Time/Date (TIME)

If you have set the time and date, information as to when a sound file was recorded is stored automatically with that file.

When you install batteries for the first time or each time you replace the batteries, the hour indication will flash. In such a case, be sure to set the time and date by following steps 4 through 7 described below.

1. Press and hold the MENU button for 1 second or longer.
   
2. Press the + or – button until "TIME" flashes on the display.
   
   
3. Press the PLAY button.
   The hour indicator flashes.
   
   
4. Press the + or – button to set the hour.
   
5. Press the PLAY or button to accept the minute.
   The minute indicator flashes. Pressing the button enables the hour setting again.
   
   
6. Press the + or – button to set the minute.
   Repeat steps 5 and 6 to continue to set the year, month and date in the same way.
   
   
7. After setting the date, press the PLAY or button.
   This completes the time/date setup procedure.
   

• You can switch the time indication between the 12-hour system and the 24-hour system by pressing the DISPLAY/MENU button while you are setting the hour or minute.
• You can change the order of the date indication by pressing the DISPLAY/MENU button while you are setting the year, month, or day.
  (Example: June 14, 2007)
  

Recording

1. Current folder
2. Current recording mode
3. Current file number
4. Recording time
5. Remaining recording time

1. Press the FOLDER button to select the desired folder
   
2. Press the REC button to start recording.
   The Record/play indicator light turns red, and recording starts.
   
3. To stop recording, press the STOP button.
   New recordings are saved as the last file in the folder.
   

To Pause Recording

To Pause
Press the REC button during recording.
➥ "PAUSE" appears on the display and the record/play indicator light flashes.

To Resume Recording
Press the REC button again.
➥ Recording will resume at the point of interruption.

Recording from External Microphone or Other Devices

The external microphone and other devices can be connected and the sound can be recorded.

• When the external microphone is connected to the microphone jack of the recorder, the built-in microphone will not operate.
• When using an external microphone, choose adequate microphone, such as a Noise-Cancellation microphone or Electret condenser microphone (optional).
• When connecting an external equipment, use the connecting cord KA333 (optional).

Notes

• If "FULL" appears on the display, you cannot record in the selected folder. In such a case, erase unnecessary files or download to PC (VN-1100PC/VN-2100PC/VN-3100PC/VN-4100PC).
• If the recorder is placed directly on a table when recording a meeting, it tends to pick up table vibrations. Put a notebook or other item between the table and the recorder so that the vibration is not easily transmitted for clearer recording.
• Even if you press the DISPLAY button, the display will not change to current recording time if the remaining recording time is 5 minutes or less.
• When remaining recording time falls to 1 minute or less, the Record/play indicator light flashes red.
• The recorder will enter Stop mode if it has been left paused for 60 minutes or longer.
• In case of difficult acoustic conditions or low speaker's voice, recording in XHQ or HQ is recommended. Also, usage of an external microphone (sold separately) could improve the quality of recordings.
• The input level cannot be adjusted on this recorder. When you connect the recorder to an external device, execute a test recording and adjust the output level of the external device.

LCD Display Information

You can select an option for the display of the recorder. This help review and confirm different recorder settings and file information.

State of the recorder	Operation	Display
While in stop mode	Press and hold the STOP button	The total number of files recorded in the folder and remaining recording time appears on the display.
While in record mode	Press the DISPLAY button	The display switches between current recording time and remaining recording time.
While in stop mode or playback mode	Press the DISPLAY button	Playing time → Remaining playing time → Recording date of the file → Recording time of the file → Playing time

Playing Back

1. Press the FOLDER button to select the desired folder.
   
   
   1. Current folder
2. Press the 9 or 0 button to select the file to play back.
   
3. Press the PLAY button to start playback.
   The Record/play indicator light turns green, and the elapsed playing time is indicated on the display.
   
   
   2. Current file number
   3. Playing time
4. Press the + or – button to select the proper sound volume.
   The display shows the volume level. You can choose between 0 to 30.
   

Canceling Playback

To Stop
Press the STOP button.
➥ The recorder stops in the middle of the file being played.

To Resume Playback
Press the PLAY button again.
➥ Playback will resume at the point of interruption.

Forwarding and Rewinding

Fast Forward
Press and hold the button while playing a file.
➥ When you release the button, the recorder will resume normal playback.

Rewind
Press and hold the button while playing a file.
➥ When you release the button, the recorder will resume normal playback.

• The end of the file is located by pressing and holding the button during fast forwarding. The recorder will pause at the end of the file. If you do not release the button, the recorder will continue fast forward.
• The beginning of the file is located by pressing and holding the button during rewinding. The recorder will pause at the beginning of the file. If you do not release the button, the recorder will continue rewinding.
• When the index mark is shown in the middle of a file, it will stop temporarily in the position of the index mark.

Changing Playing Speed

You can change the playing speed by pressing the PLAY button while the recorder is playing back.

• When the slow playback mode is selected, the "SLOW" appears and, for the fast playback mode, "FAST" appears on the display while the recorder is playing back.
  
• The recorder stops playing when you press the STOP button while playing back in the slow/fast mode, or when it reaches to the end of the file. If you once press the STOP button and start playback again, the recorder will play back files in normal speed as well.

Locating the Beginning of the FIle

While the recorder is playing back or playing back in slow/fast mode, pressing the or button forwards or rewinds to the beginning of the next file or the file being played respectively. If an index mark is encountered midway, playback begins at that point. (See "Index Marks" for details)

Listening with Earphones

You can listen to files by connecting earphones to the earphone jack. If an earphone is connected, the speaker doesn't emit sound. Sound will be played back monaurally.

• To avoid irritation to the ear, insert the earphone after turn down the volume level.
• When you listen with the earphone during playback, do not raise the volume too much. It may cause hearing impairment and decrease in hearing ability.

* Earphones are not supplied. You can use any standard 3.5mm monaural earphone or headphone.

Erase

Erasing

You can easily erase unnecessary files. Sequential file numbers are reassigned automatically.

Erasing One File at a Time

1. Press the FOLDER button to select folder.
   
2. Press the or button to select the file to be erased.
   
3. Press the ERASE button.
   
4. Press the or button to select the "YES".
   
   
5. Press the PLAY button.
   

Erase All Files from a Folder

1. Press the FOLDER button to select folder.
2. Press the ERASE button twice.
3. Press the or button to select the "YES".
   
4. Press the PLAY button.

Notes

• An erased file cannot be restored.
• If operation is not executed for 8 seconds during the setting, it will return to the stop status.
• Completion of erasing may take several seconds.
  Do not attempt to remove, replace battery or attempt any other functions on the voice recorder during this period because data may be corrupted.

Basic Operation of the Menu Mode

Using the menu function, you can change various settings according to your preference.

1. Press and hold the MENU button for 1 second or longer while the recorder is stopped.
   
   
2. Press the + or – button to select what you would like to set up.
   The selected menu item flashes.
   
   
3. Use the or button to change the setting.
   
   
4. Press the PLAY button to confirm the setting.
   
5. Press the STOP button to close the menu.
   

Notes

• The recorder will stop if you leave it idle for 3 minutes during a menu setup operation, when a selected item is not applied.
• If you press the STOP button during a menu setup operation, the recorder will stop and apply the items that were set to that point.

Recording Modes (XHQ HQ SP LP)

The recording mode can be chosen from XHQ (extra high quality sound recording) and HQ (high quality sound recording), SP (standard recording), and LP (long-term recording).
In Menu mode selection: XHQ, HQ, SP, LP

Model	Mode
	XHQ	HQ	SP	LP
VN-1100/ VN-1100PC	Approx.1 hour 25 minutes	Approx.2 hours 50 minutes	Approx.5 hours 50 minutes	Approx.17 hours 50 minutes
VN-2100/ VN-2100PC	Approx.2 hours 50 minutes	Approx.5 hours 50 minutes	Approx.11 hours 40 minutes	Approx.35 hours 50 minutes
VN-3100/ VN-3100PC	Approx.5 hours 40 minutes	Approx.11 hours 40 minutes	Approx.23 hours 30 minutes	Approx.71 hours 40 minutes
VN-4100/ VN-4100PC	Approx.11 hours 40 minutes	Approx.23 hours 40 minutes	Approx.47 hours 20 minutes	Approx.144 hours 20 minutes

• The recording time shown above is for one continuous file. The available recording time may be shorter than specified if several files are recorded. (Use the remaining time and recorded time only as references.)

Microphone Sensitivity (HI LOW)

Microphone sensitivity is adjustable to meet your recording needs.

In Menu mode selection: HI, LOW
HI: High-sensitivity mode that records sounds in all directions.
LOW: Low-sensitivity mode suited for dictation.

• To ensure successful recording, make a test recording to choose appropriate microphone sensitivity before recording.
• If you choose "HI", we recommend setting the recording mode to XHQ or HQ to best take advantage of the higher sensitivity.
• If you choose "HI", background noise may be high depending on the recording conditions.

Using the Variable Control Voice Actuator (VCVA)

When the microphone senses that sounds has reached a preset volume, the built-in Variable Control Voice Actuator (VCVA) starts recording automatically, and stops it when the volume drops.
Particularly helpful for extended recording, the VCVA not only conserves memory by turning off recording during silent periods, but also makes playback more efficient and convenient.
In Menu mode selection: On, OFF

• During recording, use the + and – buttons to adjust the VCVA level in 15 levels.
• The Record/play indicator light is lit during recording. When the recorder is in Standby mode, the Record/play indicator light flashes and "VCVA" flashes on the display.

System Sounds (BEEP)

The recorder beeps to alert you to button operations or warn you of errors. System sounds may be turned off.
In Menu mode selection: On, OFF

• If the alarm playback function has been set, the alarm will sound at the scheduled time even if the system sounds are disabled (Excluded VN-1100/VN-1100PC).

Alarm Playback Function

(Excluded VN-1100/VN-1100PC)
You can use the alarm playback function to sound the alarm tone for 5 minutes at the scheduled time. Within this 5 minutes, pressing any button other than the HOLD switch starts the recorder to play back the preselected file.
In Menu mode selection: SET, On, OFF → After selecting SET, press the PLAY button to set the time.
With the alarm playback function, only one file can be played back. Select a file for the function before setting the time.

To cancel an alarm playback
For in the menu mode, select OFF and press the PLAY button.

• Regardless of the selected folder, once the alarm playback is set, it operates every day unless the setting is canceled.
• To view the current setting, select On, and then press the PLAY button.
• The alarm tone stops automatically if no button is pressed within 5 minutes after the alarm starts. The file is not played back in this case.
• If the recorder has no recorded file in the selected folder, the alarm playback function is not available.
• Alarm playback occurs every day unless it is set to OFF.

Timer Recording (TIMER)

(Excluded VN-1100/VN-1100PC)
You can schedule for automatic recording, specifying the start time and end time of recording. When the timer-controlled recording completes, the setting is released.
In Menu mode selection: SET, On, OFF→After selecting SET, press the PLAY button to set the time.

To cancel the timer setting
For the timer in the menu mode, select OFF, and then press the PLAY button.

• To view the current setting, select On, and then press the PLAY button.
• With this function, you can set only the start and the end time of recording. The current settings of the recording mode, microphone sensitivity, VCVA and folder are applied for the settings before you set timer-controlled recording.
• The setting exceeding the remaining recording time is not allowed.
• You can record at any time even it is not within the specified recording duration. However, if that makes the remaining recording time insufficient for the timer-controlled recording, the recording will not complete.
• If any operation is ongoing, the timer-controlled recording is overridden.

Other Functions

Moving File Between Folders

(Excluded VN-1100/VN-1100PC)
You can move files recorded in folders A, B, C and D to other folders. The moved file is added at to the end of the destination folder.

1. Choose the file you want to transfer and press the PLAY button to play it.
2. Press and hold the MENU button for 1 second or longer while the file is playing.
3. Press the or button to choose a destination folder.
   
   1. Destination folder
   2. Destination number of the file
4. Press the PLAY button.
   The destination folder and the number of the moved file appear on the display, and moving is completed.

• If the destination folder is full (100 files), "FULL" appears on the display, and you cannot move the file to that folder.

Index Marks

Index marks can be placed in a file during recording or playback to provide and quick and easy way of keeping track of important sections in the file.

1. Press the INDEX button during recording (pause recording) or playback to set an index mark.
   An index number appears on the display.
   

Clearing an Index Mark
Press the ERASE button while the index number appears on the display.

• Up to 10 index marks can be set in a file.
• Sequential index marks numbers are reassigned automatically.

Resetting the Recorder (CLEAR)

This function resets the current time and other settings to their initial status. It is useful if you are having problems with the recorder, or if you want to erase the entire memory of the recorder.

1. Hold the STOP button, and hold the ERASE button for 3 seconds or longer.
2. Press the or button to select the "YES".
3. Press the PLAY button.

• If you leave the recorder untouched for 8 seconds or longer before you press the PLAY button in Step 3, Clear mode will be canceled, and the recorder will enter Stop mode.

Troubleshooting

Nothing happens when a button is pressed

• The HOLD switch may be set to HOLD.
• The batteries may be depleted.
• The batteries may be inserted incorrectly.

No sound or quiet sound is heard from the speaker while playing back.

• The earphone plug may be plugged into the recorder.
• The volume may be set to the minimum level.

Recording is not possible

By pressing the STOP button repeatedly while the recorder stops, check if the display shows:

• The remaining recording time in the selected folder may have reached"00:00".
• The number of files is 100. Check if the display shows "FULL" by pressing the REC button.

The playback speed is too fast (slow)

The recorder may be set to Fast (slow) Playback.

Specifications

Recording medium:	Built-in flash memory
Overall frequency response:	XHQ mode 300 to 7,200 Hz HQ mode 300 to 7,200 Hz SQ mode 300 to 5,400 Hz LP mode 300 to 3,100 Hz
Recording time:	VN-4100/VN-4100PC: 256 MB XHQ mode: Approx. 11 hours 40 minutes HQ mode: Approx. 23 hours 40 minutes SP mode: Approx. 47 hours 20 minutes LP mode: Approx. 144 hours 20 minutes
	VN-3100/VN-3100PC: 128 MB XHQ mode: Approx. 5 hours 40 minutes HQ mode: Approx. 11 hours 40 minutes SP mode: Approx. 23 hours 30 minutes LP mode: Approx. 71 hours 40 minutes
	VN-2100/VN-2100PC: 64 MB XHQ mode: Approx. 2 hours 50 minutes HQ mode: Approx. 5 hours 50 minutes SP mode: Approx. 11 hours 40 minutes LP mode: Approx. 35 hours 50 minutes
	VN-1100/VN-1100PC: 32 MB XHQ mode: Approx. 1 hour 25 minutes HQ mode: Approx. 2 hours 50 minutes SP mode: Approx. 5 hours 50 minutes LP mode: Approx. 17 hours 50 minutes
Microphone:	Electret Condenser Microphone (monaural)
Speaker:	Built-in ø 28 mm round dynamic speaker
Maximum power:	120 mW
Earphone jack (monaural):	ø 3.5 mm diameter, impedance 8 Ω
Microphone jack(monaural):	ø 3.5 mm diameter, impedance 2 kΩ
Power supply:	Two AAA (LR03 or R03) batteries or Two Ni-MH rechargeable batteries
Continuous battery use time:	Alkaline batteries. 25 hours Ni-MH rechargeable batteries: Approx. 15 hours
Dimensions:	102(L) × 39 (W) × 19.5 (T) mm
Weight:	63 g (including battery)

* Battery life is measured by Olympus. It varies greatly according to the type of batteries used and the conditions of use.
* Your recorded contents are for your personal use or pleasure only. It is prohibited to record copyrighted material without permission of the copyright holders according to copyright law.
* Specifications and design are subject to change without notice for improvement of performance.

Accessories (Optional)
Ni-MH Rechargeable Battery Charger: BU-400 (Europe only)
Ni-MH Rechargeable Battery: BR401
Connecting cord (Earphone jack ↔ Microphone jack): KA333
Noise-Cancellation microphone: ME52
Electret condenser microphone: ME15
Dual monaural earphone: E20
Telephone pickup: TP7
Neck Strap: ST26

General Precautions

Read this manual carefully to ensure that you know how to operate it safely and correctly.
Keep this manual in an easily accessible location for future reference.

• The warning symbols indicate important safety related information. To protect yourself and others from personal injury or damage to property, it is essential that you always read the warnings and information provided.

Warning regarding data loss
Recorded content in memory may be destroyed or erased by operating mistakes, unit malfunction, or during repair work. For important recorded content, we recommend you to write it down somewhere (for VN-1100/VN-2100/VN-3100/VN-4100) or make a back-up by downloading to a PC (for VN-1100PC/VN-2100PC/VN-3100PC/VN-4100PC).
Any liability for passive damages or damage of any kind occurred due to data loss incurred by a defect of the product, repair performed by the third party other than Olympus or an Olympus authorized service station, or any other reasons is excluded from the Olympus's liability.

For safe And Correct Usage

• Do not leave the recorder in hot, humid locations such as inside a closed automobile under direct sunlight or on the beach in the summer.
• Do not store the recorder in places exposed to excessive moisture or dust.
• Do not use organic solvents such as alcohol and lacquer thinner to clean the unit.
• Do not place the recorder on top of or near electric appliances such as TVs or refrigerators.
• Avoid sand or dirt. These can cause irreparable damage.
• Avoid strong vibrations or shocks.
• Do not disassemble, repair or modify the unit yourself.
• Do not operate the unit while operating a vehicle (such as a bicycle, motorcycle, or go-cart).
• Keep the unit out of the reach of children.

Batteries

• Batteries should never be exposed to flame, heated, short-circuited or disassembled.
• Do not attempt to recharge alkaline, lithium or any other non-rechargeable batteries.
• Never use any battery with a torn or cracked outer cover.
• Keep batteries out of the reach of children.
• If you notice anything unusual when using this product such as abnormal noise, heat, smoke, or a burning odor:

1. remove the batteries immediately while being careful not to burn yourself, and;
2. call your dealer or local Olympus representative for servicing.

OLYMPUS IMAGING CORP.
Shinjuku Monolith, 3-1, Nishi-Shinjuku 2-chome, Shinjuku-ku, Tokyo 163-0914, Japan.
Tel. 03-3340-211

OLYMPUS IMAGING AMERICA INC.
3500 Corporate Parkway, P.O. Box 610, Center Valley, PA 18034-0610, U.S.A.
Tel. 1-888-553-4448

OLYMPUS IMAGING EUROPA GMBH
(Premises/Goods delivery) Wendenstrasse 14-18, 20097 Hamburg, Germany.
Tel. 040-237730
(Letters) Postfach 10 49 08. 20034 Hamburg. Germany.

OLYMPUS UK LTD.
2-8 Honduras Street, London EC1Y 0TX, United Kingdom
Tel. 020-7253-2772

http://www.olympus.com/

Documents / Resources

References

• Olympus Global Homepage

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