Page 1: Operating Instructions
FAX Option Type 3045 Operating Instructions Facsimile Reference Transmission Other Transmission Features Reception Changing/Confirming Communication Information Storing a Document Fax via Computer Appendix Read this manual carefully before you use this machine and keep it handy for future reference. For safe and correct use, be sure to read the Safety Information in "About This Machine"...
Page 2 Introduction This manual contains detailed instructions and notes on the operation and use of this machine. For your safety and benefit, read this manual carefully before using the machine. Keep this manual in a handy place for quick reference. Important Contents of this manual are subject to change without prior notice.
Page 3: Manuals For This Machine
Manuals for This Machine Refer to the manuals that are relevant to what you want to do with the machine. Important ❒ Media differ according to manual. ❒ The printed and electronic versions of a manual have the same contents. ❒...
Page 4 ❖ Network Guide Explains how to configure and operate the machine in a network environ- ment, and use the software provided. This manual covers all models, and includes descriptions of functions and settings that might not be available on this machine. Images, illustrations, and information about operating systems that are supported might also differ slightly from those of this machine.
Page 5: Table Of Contents
TABLE OF CONTENTS Manuals for This Machine ..................i NOTICE ........................1 Important Safety Instructions ................4 Caution........................4 How to Read This Manual ..................5 Symbols ........................5 Names of Major Functions ..................5 Reading the Display....................6 Reading the Display Panel and Using Keys...............7 Function List ......................9 1.
Page 6 Original Type......................51 JBIG Transmission ....................52 Image Density (Contrast) ..................52 Mixing Scan Settings for a Multiple Page Original ...........54 Changing the Line Port ..................55 Simultaneous Broadcast Using Multiple Line Ports ..........57 Specifying a Destination ..................58 Sending Over a Fax Line ..................58 Entering a pause ....................59 Entering a tone ......................60 Sending by IP-Fax....................61...
Page 7 Confidential Transmission................119 Polling Transmission..................122 Polling Transmission Clear Report.................125 Polling Reception....................126 Polling Reception Reserve Report .................128 Polling Reception Result Report ................129 Sub Transmission Mode ................... 130 Book Fax ........................130 Two-Sided Transmission (Double-Sided Transmission) ........132 E-mail Options......................135 Entering the subject.....................135 Entering the text ....................138 Requesting a reception notice ................140 Setting an e-mail destination as a BCC...............142...
Page 8 Auto Fax Reception Power-Up................175 Printing Options....................176 Print Completion Beep ...................176 Checkered Mark.....................176 Center Mark ......................177 Reception Time ......................177 Two-Sided Printing....................178 180-degree rotation printing ................179 Multi-Copy Reception.....................179 Image Rotation.......................180 Combine Two Originals..................181 Page Separation and Length Reduction ..............182 Reverse Order Printing ..................183 Page Reduction......................183 TSI Print (Transmitting Subscriber Identification Print) ..........184 If There Is No Paper of the Correct Size ..............184...
Page 9 Displaying the Memory Status................217 Printing/Deleting Received and Stored Documents (Print/Delete Stored RX File)..219 Printing Received and Stored Documents .............220 Deleting Received and Stored Documents ............221 Printing a Confidential Document ..............222 Confidential File Report..................224 Printing a File Received with Memory Lock ............ 225 Personal Boxes ....................227 Personal Boxes ......................227 Printing Personal Box Documents .................228...
Page 10 Specifying Options ....................263 To send a fax document at a specific time ............263 To print a sender stamp..................264 To attach a cover sheet ..................264 To specify two-sided printing ................264 To display preview....................264 Saving as files .....................265 To store the fax document on the Document Server...........265 Checking Transmission Using LAN-Fax Driver............266 Confirming Transmission Results by E-mail ............266 LAN-Fax Result Report ..................267...
Page 11: Notice
If trouble is experienced with this equipment, for repair or warranty in- formation, 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 12 Connection to party line service is subject to state tariffs. Contact the state public utility commission, public service commission or corpora- tion commission for information. If your home has specially wired alarm equipment connected to the telephone line, ensure the installation of this equipment does not dis- able your alarm equipment.
Page 13 ❖ Notice about the Telephone Consumer Protection Act (Valid in USA only) The Telephone Consumer Protection Act of 1991 makes it unlawful for any person to use a computer or other electronic device, including FAX ma- chines, to send any message unless such message clearly contains in a mar- gin 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 busi- ness or other entity, or other individual sending the message and the tele-...
Page 14: Important Safety Instructions
Important Safety Instructions Caution When using your telephone equipment, basic safety precautions should always be followed to reduce the risk of fire, electric shock and injury to persons, includ- ing the following: • Do not use this product near water, for example, near a bath tub, wash bowl, kitchen sink or laundry tub, in a wet basement or near a swimming pool.
Page 15: How To Read This Manual
How to Read This Manual Symbols This manual uses the following symbols: Indicates important safety notes. Ignoring these notes could result in serious injury or death. Be sure to read these notes. They can be found in the “Safety Information” section of About This Machine. Indicates important safety notes.
Page 16: Reading The Display
Reading the Display This section explains how to use control panel and screen-displayed keys. The display guides you through operations, shows messages, machine status, and destinations registered in the destination lists. If you press the {Facsimile} or {Clear Modes} key during operation, the standby display appears.
Page 17: Reading The Display Panel And Using Keys
Reading the Display Panel and Using Keys This section explains key functions and messages that appear on the control panel. Important ❒ To use the Internet Fax or IP-Fax function, the optional printer/scanner func- tions are required. ❖ Initial Display AJC102S Allows you to select scanning Displays messages and the ma-...
Page 18 Title word keys appear. Allows Appears on Destination keys you to switch from one page (display) programmed as a transfer station. to another on the destination list. Appears on Destination keys pro- Allows you to search for a destina- grammed with a group of destinations. tion by destination name, fax number, e-mail address or registration number.
Page 19: Function List
Function List This section explains various items that can be specified in the Facsimile Fea- tures menu. Press the {User Tools/Counter} key to display the Facsimile Features menu. For details about the settings, see “Facsimile Features”, General Settings Guide. ❖ Gen. Settings/ Adjust Function name Description Memory / Immed.
Page 20: Reception Settings
❖ Reception Settings Function name Description Switch Reception Mode Specify the method for receiving fax documents. Authorized RX Specify whether or not unwanted fax docu- ments are to be screened out. Forwarding Specify whether or not received fax docu- ments are to be forwarded to a programmed receiver.
Page 21: Ip-Fax Settings
❖ IP-Fax Settings Function name Description Enable H.323 Specify whether or not H.323 is used for IP- Fax transmission. Enable SIP Specify whether or not SIP is used for IP-Fax transmission. H.323 Settings Set the IPv4 address or host name of gate keeper, and alias telephone number.
Page 22 Function name Description Transfer Report For the Requesting Party to be able to receive Transfer Result Reports from the Transfer Station, the Requesting Party must program the number of the telephone line that is con- nected to their own machine. Program Confidential ID Program a Confidential ID to print a Confi- dential Reception.
Page 23: Transmission
1. Transmission This section explains basic transmission operations such as specifying a trans- mission mode or destination. Transmission Modes There are two types of transmission: • Memory Transmission • Immediate Transmission Important ❒ It is recommended that you call the receivers and confirm with them when sending important documents.
Page 24: Switching Between Memory Transmission And Immediate Transmission
Transmission Reference p.19 “Parallel Memory Transmission” p.21 “Simultaneous Broadcast” Switching between Memory Transmission and Immediate Transmission Check the display to see which mode is currently active. You can change trans- mission mode by pressing [Immed. TX] or [Memory TX]. Note ❒...
Page 25: Memory Transmission
Transmission Modes Memory Transmission Memory transmission mode has standard fax, Internet Fax and IP-Fax. Important ❒ If there is a power failure (the main power switch is turned off) or the machine is unplugged for about one hour, all the documents stored in memory are de- leted.
Page 26 Transmission Using the number keys or a Destination key, specify a destination. A fax number, e-mail address and IP-Fax destination can be specified simultaneously. If you make a mistake, press the {Clear/Stop} key, and then enter the correct number. To select a destination from the Address Book, see “Using the Address Book to Specify Destinations”.
Page 27 Transmission Modes Note ❒ If the combined total number of programmed destinations exceeds the maximum value, only Immediate Transmission is possible. ❒ For the maximum number of destinations you can specify per file, see “Maximum Values”. ❒ For the maximum number of destinations you can specify for all files (in- cluding files in memory), see “Maximum Values”.
Page 28: Sending Multiple Originals Using The Exposure Glass (Memory Transmission)
Transmission Sending multiple originals using the exposure glass (Memory Transmission) Follow these steps to send multiple originals using the exposure glass. Make sure that [Memory TX] is selected. Place the first page of the original face down on the exposure glass. Specify a destination.
Page 29: Parallel Memory Transmission
Transmission Modes Parallel Memory Transmission This function dials while the original is being scanned. Standard Memory Transmission stores the original in memory, then dials the destination. However, Parallel Memory Transmission allows you to confirm the connection status quickly. In addition, this function scans the original faster than Immediate Transmission.
Page 30: Automatic Redial
Transmission Automatic Redial If a fax document could not be sent because the line was busy or an error oc- curred during transmission, the line is switched to another at five-minute inter- vals and redial is attempted up to five times. If redialing fails after four redials, the machine cancels the transmission and prints a Communication Result Report or Communication Failure Report.
Page 31: Dual Access
Transmission Modes Dual Access The machine can scan other documents into memory even while sending a fax document from memory, receiving a document into memory, or automatically printing a report. Since the machine starts sending the second document imme- diately after the current transmission ends, the line is used efficiently. Note ❒...
Page 32: If Memory Runs Out While Storing An Original
Transmission If memory runs out while storing an original If you run out of memory while storing an original (free space reaches 0%), the message “ Memory is full. Cannot scan more. Transmitting only ” is displayed. Press [Exit] to transmit stored pages only. scanned pages.
Page 33 Transmission Modes Select the scan settings you require. Using the number keys or a Destination key, specify a destination. If you make a mistake, press the {Clear/Stop} key, and then enter the correct number. To select a destination from the Address Book, see “Using the Address Book to Specify Destinations”.
Page 34: Sending Multiple Originals Using The Exposure Glass (Immediate Transmission)
Transmission Sending multiple originals using the exposure glass (Immediate Transmission) Follow these steps to send multiple originals using the exposure glass. Make sure that [Immed. TX] is selected. Place the first page face down on the exposure glass. Specify a destination. Make the scan settings you require.
Page 35: Checking The Transmission Settings
Transmission Modes Checking the Transmission Settings On this screen you can check the destination, transmission mode, and other transmission settings before transmitting. Press the {Check Modes} key, and then check the transmission settings. The following display appears. After checking the settings on the display, press the {Check Modes} key. The display before the {Check Modes} key was pressed appears.
Page 36: Ip-Fax Functions
Transmission IP-Fax Functions The IP-Fax function sends or receives documents between two facsimiles direct- ly via a TCP/IP network. This function has the following advantages and is suitable for communication within the same LAN: • Reducing communication costs • Communicating between IP-Faxes at higher speed than by standard fax IP-Fax uses SIP and H.323 as the network protocol.
Page 37 IP-Fax Functions ALT001S Important ❒ The optional printer/scanner functions are required. ❒ To use IP-Fax functions, this machine must be connected to a LAN and set up correctly under IP-Fax Settings in the Facsimile Features menu. ❒ The facsimile function of this machine cannot be used with IPv6. ❒...
Page 38: Terminology
Transmission Reference p.157 “Types of Reception” “Connecting the Machine”, General Settings Guide “System Settings”, General Settings Guide “Facsimile Features”, General Settings Guide Terminology The following are words you should know when using IP-Fax: ❖ H.323 A multimedia communication protocol that sends or receives files via one-to- one communication over a LAN or the Internet.
Page 39: Notes On Using Ip-Fax
IP-Fax Functions Notes on Using IP-Fax The following are notes about using IP-Fax: • You may not be able to send to a firewall-protected network. • You cannot use telephones on a LAN. • If a power outage lasts about an hour, or the machine is disconnected from the power outlet for about an hour, documents stored in the fax machine's memory are deleted.
Page 40: Internet Fax Functions
Transmission Internet Fax Functions This machine converts scanned document images to e-mail format and transmits the data over the Internet. The e-mail sent by this machine can be received by another Internet Fax ma- chine. Instead of dialing the telephone number of the destination you want to send to, you enter the relevant e-mail address.
Page 41 Internet Fax Functions Note ❒ The Internet Fax function supported by this machine is compliant with ITU- T Recommendation T.37. ❒ You can receive e-mail messages with an attached TIFF-F image from computers. ❒ Though Internet Fax documents are normally sent via an SMTP server, you can also send Internet Fax documents directly to their destinations without going through an SMTP server.
Page 42: Notes On Using Internet Fax
Transmission Notes on Using Internet Fax The following are notes about using Internet Fax: • When using the Internet Fax function, originals are sent at A4 size. Originals larger than A4 are reduced to A4 size. If the receiver is in compliance with the T.37 full mode, originals are sent at the size specified in the Address Book.
Page 43: Functions Not Available By E-Mail Transmission
Internet Fax Functions Functions Not Available by E-mail Transmission The following functions are supported with standard fax transmission, but not with Internet Faxing. • Immediate Transmission • Confidential Transmission • ID Transmission • Polling Transmission • Chain Dial • Transmission by SUB Code •...
Page 44: E-Mail Subject
Transmission E-mail Subject If you send e-mail without specifying a subject, a subject is automatically insert- ed. Subjects differ depending on Stamp Sender Name settings. ❖ When Stamp Sender Name is set to [On]: From Sender Name(Fax Message NO.xxxx) ❖ When Stamp Sender Name is set to [Off]: •...
Page 45: T.37 Full Mode
Internet Fax Functions T.37 Full Mode This machine is T.37 full mode compatible. T.37 full mode is an international standard for Internet Fax transmission. (ITU-T Recommendation, RFC2532) When an Internet Fax communication is made between T.37 full mode compat- ible machines, the receiver side sends the return receipt (dispatched) in response to the reception notice request attached to the sent e-mail.
Page 46: Placing Originals
Transmission Placing Originals Place the original on the exposure glass or the ADF. For details about how to place originals, see the following: • Placing originals on the exposure glass “Placing Originals on the Exposure Glass”, Copy/Document Server Reference • Placing originals into the ADF “Placing Originals in the Auto Document Feeder”, Copy/Document Server Reference “Originals not recommended for the Auto Document Feeder (ADF)”,...
Page 47 Placing Originals Important ❒ If you place A5 size originals on the exposure glass, they are not detected. Place A5 size originals into the ADF. ❒ Do not lift the ADF while using it to scan originals. Note ❒ To scan multiple originals using the Auto Document Feeder (ADF), set origi- nals in a stack.
Page 48: Setting A Scan Area
Transmission ❒ When setting bound originals (books, magazines, etc.), you can select to have either the left or right page sent first with the User Parameters (switch 06, bit 6) in the Facsimile Features menu. See “Book Fax”. ❒ For acceptable types of originals, see “Acceptable Original Sizes”, “Paper Size and Scanned Area”...
Page 49: Auto Detect
Placing Originals Auto Detect Detects the size of the first page and scans all pages using that size. If you want to scan originals of different sizes, use the Mixed Original Sizes function. If the machine cannot detect the original size, a confirmation message appears. Place the original again.
Page 50: Regular
Transmission Regular The placed original is scanned according to specified size regardless of actual size. The sizes that can be specified are A4KL, B4 JISL, A3L, 8 "×11"KL, "×14"L, and 11"×17"L. Place the original, and then select the scan settings you require. Press [Scan Area].
Page 51: Area
Placing Originals Press [OK]. The selected size is shown above the highlighted [Scan Area]. To cancel the selected scan size, select [Auto Detect]. Specify a destination, and then press the {Start} key. Area Program the sizes of the originals to be scanned in advance in the Facsimile Fea- tures menu.
Page 52: Mixed Original Sizes
Transmission Press [OK]. “ ” or “ ” is shown above the highlighted [Scan Area]. Area 1 Area 2 To cancel the selected scan size, select [Auto Detect]. Specify a destination, and then press the {Start} key. Reference “Facsimile Features”, General Settings Guide Mixed Original Sizes Select this to individually scan the size of originals loaded into the ADF.
Page 53 Placing Originals Press [Mixed Original Sizes]. Press [OK]. “ ” is shown above the highlighted [Scan Area]. Mixed Original Sizes To cancel Mixed Original Sizes, press [Auto Detect]. Specify a destination, and then press the {Start} key. Note ❒ When using Mixed Original Sizes, the machine sends the originals by Memory Transmission.
Page 54: Acceptable Original Sizes
Transmission Acceptable Original Sizes Where original is set Acceptable original size Maximum Paper thickness number of sheets Up to A3 (297 × 420 mm), Exposure glass 11" × 17" (279 × 432 mm) ADF, B6 JIS KL to A3 L 80 sheets 40-128 g/m one-sided document...
Page 55: When Placing An Original On The Exposure Glass
Placing Originals When placing an original on the exposure glass Important ❒ If you place an original larger than A3, 11" × 17" on the exposure glass, only an A3, 11" × 17" area is scanned. • Maximum scan area The following shows the maximum scan area: 297 ×...
Page 56: When Placing An Original Into The Adf
Transmission When placing an original into the ADF • Maximum scan area The following shows the maximum scan area: Memory Transmission: 297 × 1200 mm, 11" × 47" (W × L) Immediate Transmission: 297 × 1200 mm, 11" × 47" (W × L) AAG019S The machine detects paper sizes in the following ways: ❖...
Page 57: Original Sizes Difficult To Detect
Placing Originals Original Sizes Difficult to Detect The machine has difficulty detecting the size of the following kinds of originals. (When this happens, the receiving machine may not select print paper of the cor- rect size.) • documents placed on the exposure glass of sizes other than those listed in the following table •...
Page 58: Transmission With Image Rotation
Transmission Transmission with Image Rotation Generally, place A4, 8 "×11" originals in the landscape orientation (L). If you place an A4, 8 "×11" original in the portrait orientation (K), the image is sent rotated by 90°. Providing the receiver has A4, 8 "×11"...
Page 59: Scan Settings
Scan Settings Scan Settings You may want to send many different types of fax documents. Some of these may be difficult to reproduce at the receiver's end. However, the machine has three settings that you can adjust to help you transmit the document with the best possible image quality.
Page 60 Transmission Select the resolution you require, and then press [OK]. Note ❒ If you install the optional expansion memory, “Super Fine” appears in the Resolution box. ❒ If the other party's machine does not support the resolution at which you are sending, this machine automatically switches to a resolution that is supported.
Page 61: Original Type
Scan Settings Original Type If the original contains photographs, illustrations, or diagrams with complex shading patterns or grays, select the appropriate original type to optimize image clarity. ❖ Text Select [Text] to send high-contrast black-and-white image originals. Use this setting when you only want to send clearer text, even if the original contains text and photographs.
Page 62: Jbig Transmission
Transmission Reference p.52 “Image Density (Contrast)” JBIG Transmission If you use JBIG (Joint Bi-level Image experts Group) compression, you can send originals scanned using [Photo] faster than with other compression methods. Important ❒ This function is not available with Internet Fax function. ❒...
Page 63 Scan Settings ❖ Manual Image Density Use manual image density to set image density manually. You can select one of seven image density levels. If [Auto Image Density] is selected, press [Auto Image Density] to turn it off. Press [iLighter] or [Darkerj] to adjust the density. The square moves.
Page 64: Mixing Scan Settings For A Multiple Page Original
Transmission Mixing Scan Settings for a Multiple Page Original When sending an original of several pages, you can select a different image den- sity, resolution, and original type setting for each page. It is recommended that originals be placed on the exposure glass when mixing scan settings for a multiple page original.
Page 65: Changing The Line Port
Changing the Line Port Changing the Line Port Select a line port to be used for standard fax transmission. When the extra G3 interface unit is installed, you can connect to a maximum of three ports. Important ❒ The optional extra G3 interface unit is required. ❖...
Page 66 Transmission Press [Select Line]. Select the line you want to use. When one optional extra G3 unit is installed If you select “G3 Auto”, the machine will use any available line. This increas- es efficiency. Press [Exit]. The standby display appears. Note ❒...
Page 67: Simultaneous Broadcast Using Multiple Line Ports
Changing the Line Port Simultaneous Broadcast Using Multiple Line Ports The Standard Broadcast function sends faxes one at a time to multiple destina- tions in the order of specified destinations. However, the Simultaneous Broad- cast function can simultaneously send faxes to multiple destinations using different lines.
Page 68: Specifying A Destination
Transmission Specifying a Destination This section explains how to specify a destination. Fax numbers, IP-Fax destinations, and e-mail addresses can be specified. Note ❒ The display shows the percentage of free memory space for storing originals. Since fax numbers, IP-Fax destinations and e-mail addresses are programmed in separate memory, dialing fax numbers using the number keys does not change the percentage on the display.
Page 69: Entering A Pause
Specifying a Destination Reference p.55 “Changing the Line Port” p.59 “Entering a pause” p.60 “Entering a tone” p.70 “Using the Address Book to Specify Destinations” p.78 “Registering Entered Destinations to the Address Book” p.291 “Maximum Values” Entering a pause Press the {Pause/Redial} key when dialing or storing a number to insert a pause of about two seconds.
Page 70: Entering A Tone
Transmission Entering a tone This function allows a machine connected to a pulse dialing line to send tonal signals (for example if you want to use a special service on a tone dialing line). When you press the {Tone} key, the machine dials the number using tonal signals. This section explains how to use the tone function with On Hook Dial as an example.
Page 71: Sending By Ip-Fax
Specifying a Destination Sending by IP-Fax This section explains how to specify a destination using IP-Fax transmission. When using IP-Fax transmission, specify the IP-Fax destination (IPv4 address, host name, or alias telephone number) in place of the fax number. Press to switch the destination to IP-Fax destination.
Page 72 Transmission Enter the IP-Fax destination, and then press [OK]. If you have set both of “Enable H.323” and “Enable SIP” parameters to “On” with “IP-Fax Settings” under “Facsimile Features”, [Protocol] appears. Press this button to select a protocol to be used. If you enter an incorrect character, press [Backspace] or [Delete All].
Page 73: Regarding Ip-Fax Destinations
Specifying a Destination Press the {Start} key. The machine starts to scan the original and stores it in memory. When scan- ning ends, the Communicating indicator lights and transmission starts. Note ❒ Depending on security settings, [Manual Input] may not appear, and you may be unable to enter the IP-Fax destination.
Page 74 Transmission ❖ When using a gatekeeper server • From IP-Fax to IP-Fax Specify the alias telephone number of the receiving machine. Example: 0311119999 (alias telephone number) • From IP-Fax to G3 fax Specify the G3 fax telephone number of the receiving machine. Example: 0312345678 ❖...
Page 75: Sending To An E-Mail Address
Specifying a Destination Sending to an E-mail Address This section explains how to specify an e-mail address as a destination. When using Internet Fax transmission, specify the e-mail address in place of the fax number. Important ❒ In the destination list, register senders, specify their e-mail addresses, and set Use Name as [Sender] in advance using “Address Book Management”...
Page 76 Transmission Enter the e-mail address destination, and then press [OK]. If you enter an incorrect character, press [Backspace] or [Delete All]. Then, re- enter the characters correctly. To change the e-mail address after pressing [OK], press [Edit Dest.], re-enter an e-mail address, and then press [OK].
Page 77 Specifying a Destination Specify the next destination. Pressing switches the destination list between fax number, e-mail ad- dress, and IP-Fax destination. You can specify fax destination and Internet Fax destination simultaneously. To add another destination, repeat steps Press the {Start} key. The machine starts to scan the original and stores it in memory.
Page 78: Bypassing The Smtp Server
Transmission Reference p.30 “Internet Fax Functions” p.70 “Using the Address Book to Specify Destinations” p.74 “Redial” p.104 “Canceling a Transmission” p.113 “Sender Settings” p.135 “E-mail Options” p.291 “Maximum Values” “Entering Text”, About This Machine “System Settings”, General Settings Guide “Facsimile Features”, General Settings Guide “Registering Addresses and Users for Facsimile/Scanner Functions”, Gen- eral Settings Guide Bypassing the SMTP server...
Page 79 Specifying a Destination You can send Internet Fax documents directly to their destinations without go- ing through the SMTP server. Internet Faxes are normally transmitted via the SMTP server. However, with this feature the domain part of the destination's e- mail address is read as the SMTP server's address and transmissions bypass the SMTP server.
Page 80: Using The Address Book To Specify Destinations
Transmission Note ❒ When you specify destinations directly using the number keys, you can specify whether or not to use the SMTP server for each destination. ❒ When you select destinations in the destination list, the SMTP server set- ting specified in the Address Book is enabled. ❒...
Page 81: Switching The Titles In The Address Book
Specifying a Destination Press the Destination key programmed with the desired destination. If the desired Destination key is not shown, press [U] and [T] to look through the list. To cancel the selection, press the selected Destination key again. You can also press the {Clear / Stop} key to cancel the selection.
Page 82: Specifying Group Destinations
Transmission Specifying Group Destinations If you program multiple destinations into a Group, you can send documents to all destinations in that Group using just a few keystrokes. Destinations pro- grammed in a group are indicated by Important ❒ In the destination list, program an individual fax number, IP-Fax destination, e-mail address and/or groups of destinations.
Page 83: Chain Dial
Specifying a Destination Note ❒ Destinations programmed in groups can be checked using “Print Group Dial List” in “System Settings”. ❒ If a destination where a fax number, e-mail address, or IP-Fax destination is not programmed is included in the specified group, the confirmation message appears.
Page 84: Redial
Transmission Note ❒ For Memory Transmission and Immediate Transmission, insert a pause between parts of a number. For On Hook Dial and Manual Dial, no pause is needed. ❒ The Advanced Features function programmed in the destination list is unavailable. ❒...
Page 85 Specifying a Destination Select the destination you want to redial to. Press the {Start} key. Note ❒ To redial a fax number, do not dial any numbers before you press the {Pause/Redial} key. If you press the {Pause/Redial} key after entering num- bers using the number keys, a pause is entered instead.
Page 86: Programming Destinations In The Address Book
Transmission Programming Destinations in the Address Book You can program fax numbers, e-mail addresses, IP-Fax destinations, and folder destinations using Address Book Management in Administrator Tools in the System Settings menu. Press the {User Tools/Counter} key. Press [System Settings]. Press [Administrator Tools], and then press [TNext]. Press [Address Book Management].
Page 87 Programming Destinations in the Address Book Note ❒ You can also register programmed fax numbers, e-mail addresses, IP-Fax destinations, and folder destinations in a Group. ❒ When the facsimile initial display is shown, after changing the contents of the Address Book, the “ Destination list / machine settings are ”...
Page 88: Registering Entered Destinations To The Address Book
Transmission Registering Entered Destinations to the Address Book This section explains how to register a directly entered fax number, e-mail ad- dress, or IP-Fax destination to the Address Book. When registering a destination directly entered or displayed on the Redial screen in the Address Book, [ProgDest] appears in the destination field.
Page 89: Searching For A Destination In The Address Book
Searching for a Destination in the Address Book Searching for a Destination in the Address Book Use this function to search for a destination registered in the destination list or on the LDAP server. Note ❒ If you press [Fax], [E-mail] or [IP-Fax] on the search result display, you can switch between fax destination, e-mail destination and IP-Fax destination.
Page 90: Search By Destination Name
Transmission Search by Destination Name Follow these steps to search for a destination registered in the Address Book by name. Press , the magnifier icon. Press [Advanced Search]. Press [Search by Dest. Name]. Enter a destination name to search for, and then press [OK]. If you enter a wrong destination name, press [←] or [→] and [Backspace] or [Delete All], and then enter the destination name again.
Page 91 Searching for a Destination in the Address Book Confirm the entered character and press [OK]. A search-in-progress message appears. When the search is finished, a result appears. Select a destination. If the desired destination does not appear, use [U] or [T] to scroll through the list.
Page 92: Search By Fax Number
Transmission Search by Fax Number Follow these steps to search for a destination registered in the Address Book by fax number. Press , the magnifier icon. Press [Advanced Search]. Press [Fax Number]. Enter a number to search for, and then press [OK]. If you enter a wrong number, press [←] or [→] and [Clear], and then enter the number again.
Page 93 Searching for a Destination in the Address Book Confirm the entered fax numbers and press [OK]. A search-in-progress message appears. When the search is finished, a result appears. Select a destination. If the desired destination does not appear, use [U] or [T] to scroll through the list.
Page 94: Search By E-Mail Address
Transmission Search by E-mail Address Follow these steps to use an e-mail address to search for a destination registered in the destination list. Press , the magnifier icon. Press [Advanced Search]. Press [E-mail Address]. Enter an e-mail address to search for, and then press [OK]. If you enter a wrong e-mail address, press [←] or [→] and [Backspace] or [De- lete All], and then enter the e-mail address again.
Page 95 Searching for a Destination in the Address Book Confirm the entered characters and press [OK]. A search-in-progress message appears. When the search is finished, a result appears. Select a destination. If the desired destination does not appear, use [U] or [T] to scroll through the list.
Page 96: Search By Ip-Fax Destination
Transmission Search by IP-Fax Destination Follow these steps to search for a destination registered in the Address Book by IP-Fax destination. Press , the magnifier icon. Press [Advanced Search]. Press [Search IP-Fax Dest.]. Enter an IP-Fax destination to search for, and then press [OK]. If you enter a wrong destination, press [←] or [→] and [Backspace] or [Delete All], and then enter the destination again.
Page 97: Search By Ldap Server
Searching for a Destination in the Address Book Confirm entered IP-Fax destination and press [OK]. A search-in-progress message appears. When the search is finished, a result appears. Select a destination. If the desired destination does not appear, use [U] or [T] to scroll through the list.
Page 98 Transmission Select the LDAP server to search through. Make sure at least one LDAP server is highlighted. If no LDAP server is se- lected, an error message appears after you start searching. Press [OK]. Press [Advanced Search]. Enter a partial string for each search condition. Conditions (Name, E-mail Address, Fax Number, Company Name, and De- partment Name) are those programmed in the LDAP server.
Page 99 Searching for a Destination in the Address Book Press [Search Criteria] for each condition, and then select the search criteria. The meanings of the search criteria are as follows: • [Search Beginning Word]: Search for strings that start with the specified character. Example: When searching for “ABC”, enter “A”.
Page 100: Search By Registration Number
Transmission Reference “Entering Text”, About This Machine “System Settings”, General Settings Guide Search by Registration Number Follow these steps to search for a destination by specifying a registration number stored in the destination list. Press to switch the destination between fax number, e-mail address, and IP-Fax destination.
Page 101: On Hook Dial
On Hook Dial On Hook Dial The On Hook Dial function allows you to dial while listening to the tone from the internal speaker. You can send a fax checking the connection. Important ❒ This function is not available for the optional extra G3 interface unit, Internet Fax and IP-Fax.
Page 102: External Telephone On Hook Dial
Transmission When the line is connected and you hear a high-pitched tone, press the {Start} key. The transmission starts. If you want to cancel a transmission, press the {Clear/Stop} key, and then re- move the originals. After transmission, the standby display appears. Note ❒...
Page 103: Manual Dial
Manual Dial Manual Dial Pick up the optional handset or the handset of the external telephone and dial. When the line is connected and you hear a high-pitched tone, press the {Start} key to send your fax docu- ment. If, on the other hand, you hear a voice at the other end, continue conversation as normal. Important ❒...
Page 104: Advanced Features
Transmission Advanced Features This section describes how to specify a destination using advanced features. Setting SUB Codes for Transmission Follow these steps to send a document with a SUB Code as a confidential transmission. Normally you can only use Confidential Transmission to send documents to fax machines of the same manufacturer that have the Confidential Reception func- tion.
Page 105: Setting A Password
Advanced Features When a password is required, press [Password (SID)], enter the password with the number keys, and then press [OK]. Press [Exit]. Press the {Start} key. If you use Immediate Transmission and the fax machine at the destination does not support the SUB Code function, a message will appear on the display to inform you of this.
Page 106: Setting Sep Codes For Reception
Transmission Setting SEP Codes for Reception Normally you can only use Polling Reception to receive faxes from machines that have the Polling Reception function and the same manufacturer. However, if a machine of another manufacturer supports Polling Reception, you can re- ceive fax documents from the other party using this method instead.
Page 107 Advanced Features Press [Transmission Mode]. Press [Polling RX]. Press [Default ID / Free Polling RX], and then press [OK]. To cancel Polling RX, press [Cancel]. The display returns to that of step Press [OK]. The standby display appears. Press the {Start} key. Note ❒...
Page 108: Entering A Password
Transmission Entering a password There are times you may want to use a password when receiving faxes by SEP Code Reception. If you receive a document from a machine of the same manu- facturer, the password does not have to be entered. Note ❒...
Page 109 Advanced Features ❖ Receiving Station The facsimile or computer that received the document from the Transfer Station. Important ❒ Before you can use this function, you must make the following preparations: • Program “G3 Fax No. (Dir.)” in this machine (Requesting Party) and in the Transfer Station.
Page 110 Transmission To specify a Receiving Station using the Transfer Station's destination list, select [q Quick Dial], and then enter the registration number of the destina- tion list. For example, to select the registration number stored in Quick Dial 01 of the Transfer Station, enter: {0} {1}.
Page 111 Advanced Features When you have specified all the Receiving Stations, press [OK]. To cancel the Transfer Request, press [Cancel] twice. The display returns to that of step Press [Exit]. The Transfer Stations and Receiving Stations are displayed. Press the {Start} key. Note ❒...
Page 112: With Transfer Requests Set In The System Settings Menu
Transmission Reference p.35 “T.37 Full Mode” p.58 “Sending Over a Fax Line” p.61 “Sending by IP-Fax” p.65 “Sending to an E-mail Address” p.70 “Using the Address Book to Specify Destinations” p.130 “Sub Transmission Mode” p.169 “Transfer Result Report (transfer request by e-mail)” p.291 “Maximum Values”...
Page 113: Setting Multistep Transfer
Advanced Features Setting multistep transfer This function allows fax documents to be transferred via multiple stations and makes fax document transfer more efficient. Register a Transfer Station in a destination list. When the machine receives a Transfer Request that specifies a registered Transfer Station as the Receiving Sta- tion, the machine sends the Transfer Request to that registered Transfer Station.
Page 114: Canceling A Transmission
Transmission Canceling a Transmission This section explains how to cancel a fax transmission. Important ❒ Remember that the Communicating indicator turns off almost immediately when an Internet Fax is being sent. Before the Original Is Scanned Use this procedure to cancel a transmission before pressing the {Start} key. Press the {Clear Modes} key.
Page 115: While The Original Is Being Transmitted
Canceling a Transmission While the Original Is Being Transmitted Follow these steps to cancel a transmission while the Communicating indicator is lit. Press the {Clear/Stop} key. You can also cancel a Memory Transmission by pressing [Change / Stop TX File]. Select the file you want to cancel.
Page 116 Transmission Press [Exit]. The standby display appears. Note ❒ If you cancel a document while it is being sent, the transmission is halted as soon as you finish the cancellation procedure. However, some pages of the document may already have been sent and received at the other end. ❒...
Page 117: Before The Transmission Is Started
Canceling a Transmission Before the Transmission Is Started Use this procedure to cancel a transmission after the original is scanned. This function is useful to cancel a transmission when you notice a mistake in des- tination or with the originals after storing. To cancel Memory Transmission, search for the file to be canceled among the files stored in memory, and then de- lete it.
Page 118 Transmission Press [Stop Transmission]. To cancel another file, repeat steps To cancel stopping transmission, press [Save]. Press [Exit]. The standby display appears. Note ❒ To delete some destinations from a broadcast, see “Deleting a Destination from a Simultaneous Broadcast”. ❒ If you cancel a transmission while the file is being sent, some pages of your file may have already been sent and is received at the other end.
Page 119: Confirming A Transmission
Confirming a Transmission Confirming a Transmission Press [Change / Stop TX File]. Press [Check / Change Settings]. Select a file to check. If multiple destinations were specified, only the name of the destination you specify first and only the number of destinations that have not received the document you sent are shown.
Page 120: Checking The Storage Result (Memory Storage Report)
Transmission Checking the Storage Result (Memory Storage Report) This report is printed after an original is stored in memory. It helps you review the contents and the destinations of stored originals. Important ❒ If you use Parallel Memory Transmission, the Memory Storage Report is not printed.
Page 121: Other Transmission Features
2. Other Transmission Features This section explains the features of [Transmission Mode] and [Sub TX Mode], which you can use to apply transmission functions. Sending at a Specific Time (Send Later) Using this function, you can instruct the machine to delay transmission of your fax document until a specified later time.
Page 122 Other Transmission Features Press [Send Later]. Enter the time using the number keys and select [AM] or [PM]. Then press [OK]. Press [Economy Time] to specify the economy time. When entering numbers smaller than 10, add a zero at the beginning. If you make a mistake, press [Clear] or the {Clear/Stop} key before pressing [OK], and then try again.
Page 123: Sender Settings
Sender Settings Sender Settings Use this function to set sender information. If the sender's e-mail address is registered in the destination list, the sender can receive transmission results by e-mail. Also, if you enable the Stamp Sender Name, the registered sender's name (user name) appears on the receiver's sheet, lists, and report.
Page 124 Other Transmission Features Select a sender. If a destination protection code is set, the entry screen appears. Enter the pro- tection code for destination using the number keys, and then press [OK]. Confirm the selected sender, and then press [OK]. To print the sender's name on the receiver's sheet, select [On] for the Stamp Sender Name function.
Page 125 Sender Settings To confirm the transmission results by e-mail notification, select [Yes] for the E-mail TX Results function. If the sender's e-mail address is registered, you can send the transmission re- sult to the registered e-mail address. Press [OK]. The display returns to that of step The selected sender's name appears above [Sender Settings].
Page 126 Other Transmission Features Note ❒ If a user logs in with User Code, the transmission result is sent by e-mail to the logged-in user. ❒ You can confirm transmission results by using both the E-mail TX Results function, which sends the results by e-mail, and the Communication Re- sult Report printed by the machine.
Page 127: Priority Transmission
Priority Transmission Priority Transmission By using this function you can have your document sent before other queued documents. Normally, documents you send with Memory Transmission are sent in the order they are scanned. Therefore, if several documents are queued in memory, the next document will not be sent immediately.
Page 128 Other Transmission Features Specify the destination, and then press the {Start} key. Note ❒ If there is already a document stored with this function or a transmission in progress, your document is sent after that document is transmitted. ❒ Press [Change / Stop TX File] to cancel the transmission. Reference p.107 “Before the Transmission Is Started”...
Page 129: Confidential Transmission
Confidential Transmission Confidential Transmission If you want to limit who views your document, use this function. The document is stored in memory at the other end and not printed until an ID is entered. GFSINS0N There are two types of Confidential Transmission: ❖...
Page 130 Other Transmission Features To use the Default ID function, check that [Default ID] is selected, and then press [OK]. To cancel Confidential Transmission, press [Cancel]. The display returns to that of step To use the Override ID function, select [ID Override], enter the Confidential ID (4-digit number) using the number keys, and then press [OK].
Page 131 Confidential Transmission Reference p.94 “Setting SUB Codes for Transmission” p.107 “Before the Transmission Is Started” “Facsimile Features”, General Settings Guide...
Page 132: Polling Transmission
Other Transmission Features Polling Transmission Use Polling Transmission to leave an original in the machine memory for others to pick up. The document is sent when the other party calls you up. There are three types of Polling Transmission: ❖ Free Polling Transmission It is not necessary to enter the Polling ID during the procedure.
Page 133 Polling Transmission Place the original, and then select the scan settings you require. Press [Transmission Mode]. Press [Polling TX]. To use Free Polling Transmission, check that [Free Polling TX] is selected. To use Default ID Transmission, select [Default ID TX]. To use ID Override Transmission, select [ID Override Transmission], and then specify a 4-digit ID using the number keys and [A], [B], [C], [D], [E], and [F].
Page 134 Other Transmission Features Press [Only Once] or [Save] to delete or save the file after transmission. To delete the original immediately after transmission, select [Only Once]. To repeatedly send the original, select [Save]. To cancel Polling Transmission, press [Cancel]. The display returns to that of step Press [OK].
Page 135: Polling Transmission Clear Report
Polling Transmission Polling Transmission Clear Report This report allows you to verify Polling Transmission has taken place. If E-mail TX Results is programmed in a Quick Operation key, you can have the report e-mail sent after transmission. Important ❒ This report is not printed if the User Parameters (switch 11, bit 7) in the Fac- simile Features menu are set to allow the stored originals to be repeatedly sent.
Page 136: Polling Reception
Other Transmission Features Polling Reception Use this function to poll a document from another machine. You can also poll documents from many machines with only one operation (use Groups and Keystroke Programs to fully exploit this function). There are two types of Polling Reception. ❖...
Page 137 Polling Reception Press [Transmission Mode]. Press [Polling RX]. To use Default ID/Free Polling Reception, check that [Default ID / Free Polling RX] is selected, and then press [OK]. To cancel Polling Reception, press [Cancel]. The display returns to that of step To use ID Override Polling Reception, select [ID Override Polling Reception], specify a 4-digit ID using the number keys and [A], [B], [C], [D], [E], and [F], and then press [OK].
Page 138: Polling Reception Reserve Report
Other Transmission Features Specify the destination, and then press the {Start} key. Note ❒ A Polling ID may be any four numbers (0 to 9) and characters (A to F), ex- cept 0000 and FFFF. ❒ To receive a document sent by Default ID Polling Transmission or ID Override Polling Transmission, it is necessary to specify the same Polling ID as the sender's.
Page 139: Polling Reception Result Report
Polling Reception Polling Reception Result Report This report is printed after each Polling Reception is completed and shows its result. If E-mail TX Results is programmed in a Quick Operation key, you can select whether a report e-mail is sent after reception. Note ❒...
Page 140: Sub Transmission Mode
Other Transmission Features Sub Transmission Mode This section explains the features of [Sub TX Mode]. Book Fax Use to send book originals from the exposure glass. Pages are scanned in the following order. Important ❒ Place the original on the exposure glass. You cannot use the optional ADF. ❒...
Page 141 Sub Transmission Mode Select [From First Page] or [From Second Page], and then press [OK]. The selected original size is shown above the highlighted [Book Fax]. Select [From First Page] to send a book original from the first page. Select [From Second Page] if you want to send a cover letter as the first page. To cancel this mode, press [Cancel].
Page 142: Two-Sided Transmission (Double-Sided Transmission)
Other Transmission Features Two-Sided Transmission (Double-Sided Transmission) Use this function to send two-sided originals. The front and back of the scanned original will be printed in order on separate sheets at the other end. The orientation of alternate sheets may be reversed at the other end. If you want to print the original with the same orientation at the other end, specify the “Original posi- tion”...
Page 143 Sub Transmission Mode Place the original, and then select the scan settings you require. Press [Sub TX Mode]. Press [2 Sided Original]. Specify the original position. Check the orientation of the placed document, and then press Make sure that the specified original position matches the orientation of orig- inals loaded in the ADF.
Page 144 Other Transmission Features Specify the transmission mode from [2 Sided from 1st Page] or [1 Sided for 1st Page], and then press [OK]. The selected original position and page opening orientation are shown above the highlighted [2 Sided Original]. To cancel this mode, press [Cancel]. The display returns to that of step Select [2 Sided from 1st Page] to send a two-sided original from the first page.
Page 145: E-Mail Options
Sub Transmission Mode E-mail Options When sending documents, you can set e-mail options using [Sub TX Mode]. Reference p.65 “Sending to an E-mail Address” Entering the subject Allows you to enter a subject for the e-mail document you want to send. Place the original, and then select the scan settings you require.
Page 146 Other Transmission Features Press [Change] for Enter Subject. There are two methods of entering a subject: Selecting from programmed subjects, or entering characters directly. If you are entering characters, pro- ceed to step Select the subject from the displayed list. The selected subject appears in the manual input column.
Page 147 Sub Transmission Mode After entering the subject, press [OK]. Entered characters appear in the manual input column. You can add a programmed subject after the entered subject. Select the sub- ject from the displayed subjects. Press [OK]. Press [OK] twice. The standby display appears.
Page 148: Entering The Text
Other Transmission Features Reference p.34 “E-mail Subject” p.113 “Sender Settings” p.165 “Received Images” p.291 “Maximum Values” “Entering Text”, About This Machine “System Settings”, General Settings Guide “Facsimile Features”, General Settings Guide Entering the text Allows you to enter the text for the e-mail document you want to send. Important ❒...
Page 149 Sub Transmission Mode Press [Change] for Enter Text. Select a text, and then press [OK]. Press [OK] twice. The standby display appears. Specify a destination, and then press the {Start} key. Note ❒ You cannot send text only without an original. Reference p.113 “Sender Settings”...
Page 150: Requesting A Reception Notice
Other Transmission Features Requesting a reception notice You can confirm sent documents were properly received using e-mail or the Journal. The receiver sends back a reception notice message. Once the reception notice message is received, “OK” appears in the Result column of the Journal, allowing the originator to verify the transmission was received.
Page 151 Sub Transmission Mode Press [OK] twice. The standby display appears. Specify a destination, and then press the {Start} key. Note ❒ If the fax is not received normally, “Error” appears in the Result column. ❒ Only the last 50 communications appear in the Journal. If you do not re- ceive a reception notice message before the last 50 communications are fin- ished, “OK”...
Page 152: Setting An E-Mail Destination As A Bcc
Other Transmission Features Setting an e-mail destination as a BCC E-mail is sent to all specified destinations as bcc. Place the original, and then select the scan settings you require. Specify the sender. For details about specifying senders, see “Sender Settings”. Press [Sub TX Mode].
Page 153: Standard Message Stamp
Sub Transmission Mode Standard Message Stamp Use this function to stamp a standard message at the top of the first original sent. There are four types of standard messages: “Confidential”, “Urgent”, “Please phone”, and “Copy to corres. section” You can also program other messages. Important ❒...
Page 154: Sending An Auto Document
Other Transmission Features Reference p.150 “Label Insertion” “Facsimile Features”, General Settings Guide Sending an Auto Document If you often send a particular page to people (for example a map, a standard at- tachment, or a set of instructions), store that page in memory as an Auto Docu- ment.
Page 155 Sub Transmission Mode Press [OK]. Specify the destination, and then press the {Start} key. Note ❒ You can attach one Auto Document to each transmission. ❒ Files with Auto Documents are sent by Memory Transmission. ❒ When sending an Auto Document with other files, the Auto Document is sent first.
Page 156: Printing Documents Stored As Auto Documents
Other Transmission Features Printing documents stored as Auto Documents This function is used for printing documents stored as Auto Documents. This function is very convenient as it can be used for checking the contents of stored files. Press [Sub TX Mode]. Press [Auto Document].
Page 157: Stamp
Sub Transmission Mode Stamp When sending a fax document using the ADF, the machine can stamp a circle mark at the bottom of the original. When sending a two-sided document, the document is marked at the bottom of the front page and top of the rear page. Important ❒...
Page 158: Transmission Options
Other Transmission Features Note ❒ This stamp indicates that the original has been successfully stored in memory for Memory Transmission, or successfully sent by Immediate Transmission. ❒ When the stamp starts getting lighter, replace the cartridge. ❒ If a multi-page feed or paper jam occurs, the originals are not sent properly and not stamped.
Page 159: Fax Header Print
Sub Transmission Mode Fax Header Print When the Fax Header is set to “On”, the stored name is printed on the receiver's paper. You can store two Fax Headers; “First Name” and “Second Name”. For example, if you store your department name in one and your organization name in the other, you could use the first when sending internal faxes and the second for external faxes.
Page 160: Label Insertion
Other Transmission Features Note ❒ You can program fax header names using the Program Fax Information function in the Facsimile Features menu. ❒ You can select whether or not dates, fax header names, file numbers, or page numbers are printed by changing their respective User Parameters (switch 18, bit 3, 2, 1, 0) in the Facsimile Features menu.
Page 161 Sub Transmission Mode Place the original, and then select the scan settings you require. Press [Sub TX Mode]. Select [Options]. Press [Programmed Name] for Label Insertion. Press [Off] if you do not want to insert a destination. To cancel the option settings, press [Cancel]. Press [OK] twice.
Page 162: Reduced Image Transmission
Other Transmission Features Reduced Image Transmission Using this function, your document is sent at a reduced size (93%) with a blank margin on the left. Important ❒ This function is unavailable with Immediate Transmission, or specified trans- mission of a stored document. ❒...
Page 163: Auto Reduce
Sub Transmission Mode Press [OK] twice. Specify the destination, and then press the {Start} key. Auto Reduce When this function is turned on, if the receiver's paper is smaller than the size of the original you are sending, the document is automatically reduced to fit onto the paper available at the other end.
Page 164: Default Id Transmission
Other Transmission Features Press [On] for Auto Reduce. Press [Off] if you do not want to use the Auto Reduce function. To cancel the option settings, press [Cancel]. Press [OK] twice. Specify the destination, and then press the {Start} key. Default ID Transmission If you turn this function on, transmission will only take place if the destination's Polling ID is the same as yours.
Page 165 Sub Transmission Mode Press [On] for Default ID TX. Press [Off] if you do not want to use ID transmission. To cancel the option settings, press [Cancel]. Press [OK] twice. Specify the destination, and then press the {Start} key. Note ❒...
Page 166 Other Transmission Features...
Page 167: Reception
3. Reception This section explains reception and reception functions such as printing received documents or routing received documents to other fax machines. Types of Reception This section explains different ways of receiving fax documents. Immediate Reception Each page of a fax document is printed as soon as it is received. This method is used for standard fax documents.
Page 168: Memory Reception
Reception Reference p.49 “Resolution” p.158 “Memory Reception” p.159 “Substitute Reception” p.176 “Printing Options” Memory Reception The machine waits until all pages of the document have been received into mem- ory before printing it. Important ❒ About one hour after the machine is turned off, all fax documents stored in memory are lost.
Page 169: Substitute Reception
Types of Reception Reference “Facsimile Features”, General Settings Guide “Troubleshooting When Using the Facsimile Function”, Troubleshooting Substitute Reception Substitute Reception is used when the machine cannot print any fax documents. In Substitute Reception, a received fax document is stored in memory instead of being printed.
Page 170: Receiving Documents Unconditionally
Reception Receiving documents unconditionally If one of the conditions in the following list occurs, the machine receives all fax documents using Substitute Reception. Problems Causes Solutions The machine is printing The machine is busy print- The document is automatically with a different function. ing with a different function.
Page 171 Types of Reception You can specify the following conditions with the User Parameters (switch 05, bit 2, 1) in the Facsimile Features menu. • When Own Name or Own Fax Number is received The machine switches to Substitute Reception only when the sender has pro- grammed their Own Name or Own Fax Number.
Page 172: Reception Modes
Reception Reception Modes There are two ways you can set up the machine to handle incoming calls: • Manual Reception (the optional handset or an external telephone required) • Auto Reception You can change the reception mode only if a standard G3 line is used. You cannot change the reception mode when a line other than the standard G3 line (G3-2 or G3-3) is used.
Page 173: Switching The Reception Mode
Reception Modes Switching the Reception Mode You can switch reception modes using Reception Settings in the Facsimile Fea- tures menu. If you program a Quick Operation key with Switch Reception Mode, you can switch the reception mode quickly. Press [Switch RX Mode]. Select the reception mode, and then press [OK].
Page 174: Receiving Internet Fax Documents
Reception Receiving Internet Fax Documents You can receive e-mail documents by Internet Fax. There are two methods of receiving e-mail: Auto E-mail Reception and Manual E-mail Reception. Important ❒ E-mail with attachments other than TIFF-F format files cannot be received. Senders receive an Error Mail Notification if their e-mail contains attach- ments.
Page 175: Manual E-Mail Reception
Receiving Internet Fax Documents Manual E-mail Reception Follow these steps to receive a fax by accessing the e-mail server manually. Important ❒ Program the Manual E-mail RX function to a Quick Operation key beforehand. Press [Manual E-mail RX]. The machine accesses the server to check for e-mail and receives any new e-mail. Check the message, and then press [Exit].
Page 176 Reception ALV011S E-mail transmitted without speci- Subject fying a subject in “E-mail Options”. Shows the subject specified in “E-mail Options” at the time of transmission. If E-mail transmitted with a subject no subject is specified, one is automati- specified in “E-mail Options”. cally assigned in the format shown in 1 From above.
Page 177: Reception Functions
Reception Functions Reception Functions This section explains useful functions for receiving fax documents. Transfer Station Transfer Stations allow you to expand the standard functions of your fax machine to set up complex networks. The following diagram may make the concept clearer. GFTRRQ2E The following terminologies are used in this section: ❖...
Page 178: Multistep Transfer
Reception Note ❒ You can receive Transfer Requests only when your machine has the capacity to store two or more destinations specified using the number keys. ❒ If the Requesting Party specifies a Group for the Receiving Stations and the total number of Receiving Stations exceeds the maximum value, the Transfer Station cannot transfer the document and sends a Transfer Result Report to the Requesting Party.
Page 179: Transfer Result Report
Reception Functions Transfer Result Report This reports whether transmission to the Receiving Stations was successful or not. When the Transfer Station has transferred the document to all Receiving Sta- tions, it sends the Transfer Result Report back to the Requesting Party. The ma- chine prints the report if it cannot be sent back to the Requesting Party.
Page 180: Forwarding Received Documents
Reception Forwarding Received Documents This machine can forward received documents to other destinations pro- grammed in this machine. ALT004S Note ❒ A fax number, Internet Fax address, IP-Fax destination, or folder address can be set as a forwarding destination. ❒ If an e-mail address is programmed as the destination, documents received are forwarded as e-mail.
Page 181: Routing Received Documents With Sub Code
Reception Functions Reference p.291 “Maximum Values” “Facsimile Features”, General Settings Guide Routing Received Documents with SUB Code This section describes how to route received documents using SUB Codes. When a document is received, its SUB Code is compared to SUB Codes pro- grammed in Personal Boxes, and if a match is found, the document is routed to the destination whose SUB Code is specified.
Page 182: Transferring Received Documents
Reception Transferring Received Documents The machine can transfer received documents by using SUB Codes. Originals sent with a SUB Code that matches the SUB Code programmed as a Transfer Box are received then relayed to the programmed receiver. Important ❒ Transfer Boxes and Receiving Stations must be set up in order to transfer re- ceived documents.
Page 183: P.173 "Routing E-Mail Received Via Smtp
Reception Functions Note ❒ You can route received e-mail to other Internet Fax machines as well. ❒ Even if SMTP reception is enabled on the DNS server, e-mail sent from the SMTP server will not be received and the machine reports an error if SMTP reception is not set under “System Settings”.
Page 184: Jbig Reception
Reception The originator can request transfer of e-mail sent to another fax machine by spec- ifying the e-mail address as follows: ❖ Fax Number fax=destination fax number@host name of this machine.domain name Example: to transfer to fax number 212-123-4567: fax=2121234567@abc.company.com ❖...
Page 185: Auto Fax Reception Power-Up
Reception Functions Auto Fax Reception Power-Up This machine can be set to shut down automatically if no one has used it for a while. In these situations, even though the operation switch is off, the machine can still receive incoming documents as long as the main power switch is on. Important ❒...
Page 186: Printing Options
Reception Printing Options This section explains useful functions for printing received documents. Print Completion Beep When this function is turned on, the machine beeps to let you know when a re- ceived document is printed. Note ❒ You can alter the volume of the beep or turn it off completely using “Adjust Sound Volume”...
Page 187: Center Mark
Printing Options Center Mark When this function is enabled, marks are printed halfway down the left side and at the top center of each page received. This makes it easy for you to position a hole puncher correctly when you file re- ceived documents.
Page 188: Two-Sided Printing
Reception Two-Sided Printing You can have a received document printed on both sides of a sheet. Important ❒ To use this function, all pages of the received document must be of the same size-inform the sending party of this beforehand if necessary. You must also have paper set in the machine of the same size as that sent by the sending par- ty.
Page 189: 180-Degree Rotation Printing
Printing Options Note ❒ You can turn this function on or off using 2 Sided Print in the Facsimile Fea- tures menu. ❒ Printouts may vary depending on how the sender sets the originals. ❒ You can select to have documents only from selected senders printed in this way.
Page 190: Image Rotation
Reception Note ❒ For the maximum number of copies that can be made for each document, see “Maximum Values”. ❒ When using the Multi-copy function with specified senders, the maximum number of copies is 10. ❒ You can turn this function on or off using RX File Print Qty in the Facsimile Features menu.
Page 191: Combine Two Originals
Printing Options Combine Two Originals When two documents of the same size and orientation are received consecutive- ly, they are printed on a single sheet when you turn this function on. This can help you economize on paper. • Two A5K documents are printed side by side on a sheet of A4L. •...
Page 192: Page Separation And Length Reduction
Reception Page Separation and Length Reduction If the size of a received document is longer than the paper loaded in the machine, each page of the document can be split and printed on several sheets, or reduced and printed on a single sheet. For example, this function splits the document if the document length is 20 mm (0.79") or longer than the paper used.
Page 193: Reverse Order Printing
Printing Options Reverse Order Printing Normally, pages of the received document are printed and stacked on the tray in the order they are received. If you turn this function on, the machine will start printing the document from the last page received. Note ❒...
Page 194: Tsi Print (Transmitting Subscriber Identification Print)
Reception Note ❒ You can turn this function on or off with the User Parameters (switch 10, bit 3) in the Facsimile Features menu. ❒ When this function is used, the printing quality may not be as good as usual. Reference p.182 “Page Separation and Length Reduction”...
Page 195: Setting Priority Trays
Printing Options Reference p.180 “Image Rotation” p.182 “Page Separation and Length Reduction” p.183 “Page Reduction” “Facsimile Features”, General Settings Guide Setting priority trays With the same size of paper loaded into multiple trays, you can make the ma- chine use one tray for one function and another tray for another function. For example, you may load white A4 paper into tray 1 to use when making cop- ies, and yellow A4 paper into tray 2 to use when printing received faxes.
Page 196: Having Incoming Documents Printed On Paper From The Bypass Tray
Reception Note ❒ After pressing [Exit], procedure varies depending on machine status when the message occurred. • If any received documents or reports were being printed automatically, the printer automatically continues printing from where it left off. • If any documents or reports were being printed manually, the printer does not resume printing.
Page 197: Where Incoming Documents Are Delivered - Output Tray
Printing Options Where Incoming Documents Are Delivered - Output Tray You can specify the output tray or output position to facilitate separation of re- ceived documents. Specifying tray for lines Use this function to specify the output tray for each line port. You can specify the document feeding tray for each port (telephone, Internet Fax, IP-Fax).
Page 198 Reception...
Page 199: Changing/Confirming Communication Information
4. Changing/Confirming Communication Information This section explains the features of [Information] and [Change / Stop TX File], which you can use to confirm communication results on the screen or printed reports. Changing the Settings of Files in Memory After you have pressed the {Start} key (after scanning originals), you can check and edit the destination or settings of Memory Transmission.
Page 200: Deleting A Destination From A Simultaneous Broadcast
Changing/Confirming Communication Information Deleting a Destination from a Simultaneous Broadcast You can delete selected broadcasting destinations. Important ❒ If you delete a destination that is the only destination for a transmission, the transmission is canceled. Press [Change / Stop TX File]. Press [Check / Change Settings].
Page 201 Changing the Settings of Files in Memory Press [Change] for the destination you want to delete. Pressing switches the destination list between fax number, e-mail ad- dress, and IP-Fax destination. Press [Clear] to delete the destination. Pressing [Clear] deletes by single digits the fax number or IP-Fax address. The Internet Fax address can be entirely deleted at once by pressing [Clear].
Page 202: Adding A Destination
Changing/Confirming Communication Information Adding a Destination You can add a destination for broadcasting. Important ❒ A destination cannot be added using a destination list. Press [Change / Stop TX File]. Press [Check / Change Settings]. Select the file to which you want to add a destination.
Page 203 Changing the Settings of Files in Memory Press [Add]. Pressing switches the destination list between fax number, e-mail ad- dress, and IP-Fax destination. Specify the destination using the number keys or soft (on-screen) keys. To add an e-mail address, press [Manual Input], and then specify the destination. You can also program a SUB Code or SEP Code by pressing [Adv.
Page 204: Changing The Transmission Time
Changing/Confirming Communication Information Changing the Transmission Time You can change the transmission time specified with Send Later. You can also delete the transmission time. If the transmission time is deleted, the file is transmitted immediately. Press [Change / Stop TX File]. Press [Check / Change Settings].
Page 205: Changing The Smtp Server Setting
Changing the Settings of Files in Memory Press [Clear], re-enter the transmission time using the number keys or select [Economy Time], and then press [OK]. If you select [Economy Time], the economy time you specified in the Facsimile Features menu is entered. If you press [Transmit Now], the file is transmitted immediately.
Page 206 Changing/Confirming Communication Information Select a file whose SMTP server setting you want to change. Press [Change]. Press [SMTP]. Select [Yes] or [No], and then press [Exit]. Press [Exit]. Repeat from step to change the SMTP server settings of other recipients. Press [Exit].
Page 207: Printing A File From Memory
Printing a File from Memory Printing a File from Memory If you want to check the contents of a file that is stored in memory and not yet sent, use this procedure to print it out. Press [Change / Stop TX File]. Press [Print File].
Page 208 Changing/Confirming Communication Information Press [Exit]. The standby display appears. Note ❒ Confidential Transmission files are displayed, but cannot be printed. ❒ You can also print files that have not been successfully transmitted.
Page 209: Printing A List Of Files In Memory (Print Tx File List)
Printing a List of Files in Memory (Print TX File List) Printing a List of Files in Memory (Print TX File List) Print this list if you want to find out which files are stored in memory and what their file numbers are. Knowing the file number can be useful (for example when erasing files).
Page 210: Resending A File
Changing/Confirming Communication Information Resending a File Machine memory stores documents that could not be successfully transmitted using Memory Transmission. Use this procedure to resend these documents. Important ❒ Set “Store documents in memory that could not be transmitted” to “On” in User Parameters (switch 24, bit 0) in the Facsimile Features menu.
Page 211 Resending a File Press [OK]. Repeat from step to resend another file. To cancel transmissions, press [Cancel]. The display returns to that of step Press [Exit]. The standby display appears. Transmission starts. Note ❒ Files that could not be transmitted are kept for either 24 or 72 hours, de- pending on the setting you make in User Parameters (switch 24, bit 1) in the Facsimile Features menu.
Page 212: Checking The Transmission Result (Tx File Status)
Changing/Confirming Communication Information Checking the Transmission Result (TX File Status) You can confirm transmission by the display, report, or e-mail. Confirming on Display Follow these steps to display the transmission results. Press [Information]. Select [TX File Status]. Check the transmission results. Transmission results are displayed, from the latest result down, in groups of six.
Page 213: Confirming By Report
Checking the Transmission Result (TX File Status) Note ❒ Only the transmission results of the latest communications are displayed. For the maximum number of communication results you can check on this machine, see “Maximum Values”. ❒ You can view sent fax documents and their lists, using a Web Image Monitor on a network computer.
Page 214: Confirming By E-Mail
Changing/Confirming Communication Information Confirming by E-mail Use the E-mail TX Results function to send reports by e-mail to a computer, and then confirm them on the computer. The available reports are: • Communication Result Report. • Immediate TX Result Report. •...
Page 215: Confirming By Report And E-Mail
Checking the Transmission Result (TX File Status) Confirming by Report and E-mail You can confirm transmission results using both the E-mail TX Results function, which sends the results by e-mail, and the Communication Result Report print- ed by the machine. You can set whether to use both of these together in User Parameters (switch 10, bit 6) in the Facsimile Features menu.
Page 216: Immediate Tx Result Report (Immediate Transmission)
Changing/Confirming Communication Information Immediate TX Result Report (Immediate Transmission) If you turn this report on, a report is printed after every Immediate Transmission so you have a record of whether the transmission was successful or not. If the machine is set up not to print this report and the fax document could not be successfully transmitted, the Error Report is printed instead.
Page 217: Communication Failure Report
Checking the Transmission Result (TX File Status) Communication Failure Report This report is printed when a document could not be successfully transmitted with Memory Transmission. If the machine is set up to print a Communication Result Report, this report is not printed.
Page 218: Checking The Reception Result (Rx File Status)
Changing/Confirming Communication Information Checking the Reception Result (RX File Status) Confirm the reception result on the screen or in a report. Confirming on Display Follow these steps to display the reception result. Press [Information]. Press [RX File Status]. Check the reception results. Reception results are displayed, from the latest result, in groups of six.
Page 219: Confirming By Report
Checking the Reception Result (RX File Status) Note ❒ Only the reception results of the latest communications are displayed. For the maximum number of communication results you can check on this ma- chine, see “Maximum Values”. ❒ You can view received fax documents and their lists, using a Web Image Monitor on a network computer.
Page 220: Print Journal
Changing/Confirming Communication Information Print Journal You can print the Journal manually. Important ❒ The contents of a Journal printed automatically are deleted after printing. Keep the journal if you require a record of transmissions and receptions. Printing the Journal To print the Journal manually, select the printing method: “All”, “Print per File No.”, or “Print per User”.
Page 221: All
Print Journal Prints the results of communications in the order made. Press [Information]. Press [Print Journal]. Select [All]. Press the {Start} key. To cancel a file printing, press [Stop Printing]. The display returns to that of step Press [Exit] twice. The standby display appears.
Page 222: Print Per File No
Changing/Confirming Communication Information Print per File No. Prints only the results of communications specified by file number. Press [Information]. Press [Print Journal]. Select [Print per File No.]. Enter a 4-digit file number. If you make a mistake, press [Clear] or the {Clear/Stop} key, and then try again. Press the {Start} key.
Page 223: Print Per User
Print Journal Print per User Prints the results of communications by individual senders. Press [Information]. Press [Print Journal]. Select [Print per User]. Select a user. Press [Cancel] if the user is not registered. The display returns to that of step Press [Clear] to return to the previous screen if a wrong user name is selected.
Page 224: Journal
Changing/Confirming Communication Information Journal This section explains the items printed in the Journal. ADJ102S Printing date Other end Shows the date and time the report was • For fax destinations printed. Shows the name (for display) pro- grammed by the other end. Programmed Fax Header Shows the programmed fax number if the Shows the sender name programmed for...
Page 225 Print Journal • For Internet Fax destinations • For IP-Fax transmissions and receptions At time of transmission, it shows the After , “T” for outgoing faxes or e-mail address or name programmed “R” for incoming faxes, and the com- in the destination list. At time of re- munication mode appear in alphabet- ception, it shows the e-mail address of ical letters or symbols.
Page 226: Transmitting Journal By E-Mail
Changing/Confirming Communication Information Transmitting Journal by E-mail Use this function to send the Journal to the administrator's e-mail address. The Journal is sent automatically after every 50 communications. A CSV format Journal is attached to the e-mail. Important ❒ To transmit the Journal by e-mail, it is necessary to make settings with User Parameters (switch 21, bit 4) in the Facsimile Features menu.
Page 227: Displaying The Memory Status
Displaying the Memory Status Displaying the Memory Status Use this function to display a summary of current memory usage. Items shown are the percentage of free memory space, the number of received confidential documents, the number of files to be sent, the number of Memory Lock files and the number of received documents to be printed.
Page 228 Changing/Confirming Communication Information Reference p.144 “Sending an Auto Document” p.167 “Transfer Station” p.219 “Printing/Deleting Received and Stored Documents (Print/Delete Stored RX File)” p.228 “Printing Personal Box Documents” p.231 “Storing Documents in Information Boxes”...
Page 229: Printing/Deleting Received And Stored Documents (Print/Delete Stored Rx File)
Printing/Deleting Received and Stored Documents (Print/Delete Stored RX File) Printing/Deleting Received and Stored Documents (Print/Delete Stored RX File) You can print documents that are received and stored on the hard disk. You can also delete unwanted documents. Important ❒ The optional printer/scanner functions are required. ❒...
Page 230: Printing Received And Stored Documents
Changing/Confirming Communication Information Printing Received and Stored Documents Use the following procedure to print documents saved on the hard disk. Press [Information]. Press [Print / Delete Stored RX File]. Select a file to be printed, and then press [Print]. To cancel printing, press [Cancel]. To delete the document after printing, press [Delete File after Printing].
Page 231: Deleting Received And Stored Documents
Printing/Deleting Received and Stored Documents (Print/Delete Stored RX File) Deleting Received and Stored Documents Use the following procedure to delete documents stored on the hard disk. Press [Information]. Press [Print / Delete Stored RX File]. Select a file to be deleted, and then press [Delete]. Press [Yes].
Page 232: Printing A Confidential Document
Changing/Confirming Communication Information Printing a Confidential Document This function is designed to prevent unauthorized users from reading your documents. If someone sends you a document using Confidential Transmission, it is stored in memory but not automatically printed. To print the document you have to en- ter the Confidential ID.
Page 233 Printing a Confidential Document Enter a 4-digit Confidential ID using the number keys, and then press the {Start} key. Press [Exit]. The standby display appears. Note ❒ The Confidential ID differs depending on the Sender's specifications. ❒ You must enter the Confidential ID programmed in this machine, if the re- ceived file has no Confidential ID.
Page 234: Confidential File Report
Changing/Confirming Communication Information Confidential File Report When this function is turned on, this report is printed whenever your machine receives a confidential document. Note ❒ You can turn this function on or off with the User Parameters (switch 04, bit 0) in the Facsimile Features menu.
Page 235: Printing A File Received With Memory Lock
Printing a File Received with Memory Lock Printing a File Received with Memory Lock This is a security function designed to prevent unauthorized users from reading your documents. If Memory Lock is switched on, all received documents are stored in memory and are not automatically printed. To print the documents, you have to enter the Memory Lock ID.
Page 236 Changing/Confirming Communication Information Enter a 4-digit Memory Lock ID with the number keys, and then press the {Start} key. If you make a mistake, press [Clear] or the {Clear/Stop} key, and then try again. To cancel printing, press [Cancel]. If the Memory Lock ID does not match, the “ Specified code does not ”...
Page 237: Personal Boxes
Personal Boxes Personal Boxes You can receive confidential documents to Personal Boxes. Important ❒ Before using this function, set the Personal Box in advance. Reference “Facsimile Features”, General Settings Guide Personal Boxes This function lets you set up the machine so that incoming documents addressed to certain users are stored in memory instead of being printed out immediately.
Page 238: Printing Personal Box Documents
Changing/Confirming Communication Information Important ❒ If the main power switch is turned off for about an hour, all documents received into Personal Boxes are deleted. When this happens, the Power Failure Report is printed so you can confirm which documents have been deleted. For details, see “Troubleshooting When Using the Facsimile Function”, Troubleshooting.
Page 239 Personal Boxes Select the box with the document you want to print. If a password has been set for the box, enter the password, and then press [OK]. If you make a mistake, press [Clear] or the {Clear/Stop} key before pressing [OK], and then try again.
Page 240: Information Boxes
Changing/Confirming Communication Information Information Boxes This section describes how to use Information Boxes. Important ❒ Before using this function, set the Information Box in advance. Reference “Facsimile Features”, General Settings Guide Information Boxes Use the Information Box function to set up the machine as a document server. By scanning documents into Information Boxes, other parties can receive these documents whenever they request them.
Page 241: Storing Documents In Information Boxes
Information Boxes Reference p.96 “Setting SEP Codes for Reception” p.231 “Storing Documents in Information Boxes” p.233 “Printing Information Box Documents” “Facsimile Features”, General Settings Guide “Troubleshooting When Using the Facsimile Function”, Troubleshooting Storing Documents in Information Boxes Follow these steps to store a document in an Information Box. Press [Information].
Page 242 Changing/Confirming Communication Information If a password has been set for the box, enter the password, and then press [OK]. If you make a mistake, press [Clear] or the {Clear/Stop} key before pressing [OK], and then try again. To cancel entering a password, press [Cancel]. The display returns to that of step Place the original, and then select the scan settings you require.
Page 243: Printing Information Box Documents
Information Boxes Printing Information Box Documents Follow these steps to print a document stored in an Information Box. Press [Information]. Press [Store / Delete / Print Information Box File]. Press [Print File]. Select the box that contains the stored file you want to print. You cannot select a box that has no stored file.
Page 244: Deleting Information Box Documents
Changing/Confirming Communication Information Press the {Start} key. If you want two-sided printing, press [Print 2 Sides] before pressing the {Start} key. To stop printing before pressing the {Start} key, press [Cancel]. The display re- turns to that of step To stop printing after pressing the {Start} key, press [Stop Printing]. The dis- play returns to that of step Press [Exit].
Page 245 Information Boxes If a password has been set for the box, enter the password, and then press [OK]. If you make a mistake, press [Clear] or the {Clear/Stop} key before pressing [OK], and then try again. To cancel entering a password, press [Cancel]. The display returns to that of step Press [Delete].
Page 246 Changing/Confirming Communication Information...
Page 247: Storing A Document
5. Storing a Document This section explains storing and managing documents in the Document Server. Sending a Stored File This section describes how to store and manage fax documents in the Document Server. The Document Server can store documents from various applications. The documents that are stored using the facsimile function are available to trans- mit by facsimile.
Page 248: Storing A Document
Storing a Document Note ❒ Stored documents are not deleted even if there is a power failure, or the main power switch is turned off. ❒ You can specify whether or not the machine automatically deletes documents from the Document Server after a certain number of days. You can change this setting using “Auto Delete File in Document Server”...
Page 249 Sending a Stored File Press [Store File]. Select [Store & Transmit] or [Store only]. Select [Store & Transmit] to send documents after they are stored. Select [Store only] to store documents. When [Store only] is selected, “pppppppppp” is shown. Press [File Info. Setting], and then set the user name, file name, and password as necessary.
Page 250: P.240 "Programming A User Name
Storing a Document Reference p.240 “Programming a user name” p.241 “Setting a file name” p.241 “Setting a password” p.248 “Changing Stored Document Information” “System Settings”, General Settings Guide Programming a user name Set a user name from those programmed in the user code. User code is pro- grammed in System Settings.
Page 251: Setting A File Name
Sending a Stored File Setting a file name Press [File Name]. Enter the file name, and then press [OK]. Press [OK]. Reference “Entering Text”, About This Machine Setting a password Press [Password]. Enter a password using the number keys, and then press [#]. If you make a mistake, press [Clear] or the {Clear/Stop} key before pressing [#], and then reenter your password.
Page 252: Sending Stored Documents
Storing a Document Press [OK]. Press [Change] to enter a different password. Press [OK]. Sending Stored Documents The machine sends documents stored in the Document Server. The documents stored in the Document Server can be sent again and again until they are deleted.
Page 253 Sending a Stored File Select the documents to be sent. When multiple documents are selected, they are sent in the order of selection. • Press [TX Order] to arrange the order of the documents to be sent. • Press [File Name] to place the documents in alphabetical order. •...
Page 254 Storing a Document When you want to add your originals to stored documents and send them all at once, press [ROrigi. n Stored File] or [Stored file n R Origi.]. When sending only stored documents, proceed to step When [ROrigi. n Stored File] is pressed, the machine sends the originals, and then stored files.
Page 255: Specifying Documents From The File List
Sending a Stored File Specifying documents from the File List Press [UPrev.] or [TNext] to display the documents to be sent. Select the file. Specifying documents by User Name Select [Search by User Name]. Select the user name of the programmed document, and then press [OK]. To search by directly entering a user name, press [Non-programmed Name], and then enter the user name.
Page 256: Specifying Documents By File Name
Storing a Document Specifying documents by File Name Select [Search by File Name]. Enter the name of the document to be sent, and then press [OK]. Partial matching is used when searching for a file name. Select the file to be sent. Printing Stored Documents Use this function to print documents stored in the Document Server.
Page 257 Sending a Stored File Select the document to be printed. If you select a document with a password, enter the password, and then press [OK]. If the document does not have a password, proceed to step Press [Print File] or [Print 1st Page]. When [Print File] is pressed, the machine prints all the pages.
Page 258: Changing Stored Document Information
Storing a Document Reference p.291 “Maximum Values” Changing Stored Document Information You can change the file name, user name, and password of stored documents. To change a stored document, delete the document you no longer need, and then reprogram the new document. Press [Sub TX Mode].
Page 259: Changing A User Name
Sending a Stored File Change the desired information of the stored document. Press the keys for the items you want to change. Press [Exit]. Press [OK]. The standby display appears. Note ❒ You can program one of the Quick Operation keys with operations for this function.
Page 260: Changing The File Name
Storing a Document Reference “Entering Text”, About This Machine Changing the file name Press [Change File Name]. Press [Backspace] or [Delete All], and then re-enter the file name. Press [OK]. Reference “Entering Text”, About This Machine Changing the password Press [Change Password]. Press upper [Change].
Page 261: Deleting A Stored Document
Sending a Stored File Deleting a Stored Document Use this function to delete stored documents. Press [Sub TX Mode]. Press [Select Stored File]. Press [Manage / Delete File]. Select the document you want to delete. You can also delete multiple documents at once.
Page 262 Storing a Document If you select a document for which a password is set, enter a password us- ing the number keys, and then press [OK]. Press [Delete File]. Press [Delete]. If you do not want to delete the document, press [Do not Delete]. Press [Exit].
Page 263: Fax Via Computer
6. Fax via Computer This section explains how to use this machine's facsimile function from a com- puter via a network. Sending Fax Documents from Computers You can send a document created with a Windows application from a computer connected to the machine to another fax machine. Connect computers to the machine via parallel port (optional), LAN, IEEE 802.11b (wireless LAN) (optional), or USB 2.0.
Page 264: Before Use
Fax via Computer Important ❒ The optional printer/scanner functions are required. ❒ Errors occurring when the machine is used as a LAN-Fax will not be dis- played on the computer. Check for errors by using a Web Image Monitor. See Web Image Monitor help.
Page 265: Lan-Fax Driver
Sending Fax Documents from Computers LAN-Fax Driver This driver allows you to use LAN-Fax functions. Important ❒ All operations cannot be guaranteed depending on the system environment. ❒ If your operating system is Windows NT 4.0, download LAN-Fax Driver for Windows NT 4.0 from the supplier's Web site.
Page 266: Lan-Fax Cover Sheet Editor
Fax via Computer LAN-Fax Cover Sheet Editor LAN-Fax Cover Sheet Editor helps you edit LAN-Fax cover sheets. ❖ Operating systems Microsoft Windows 98/Me Microsoft Windows 2000/XP Microsoft Windows Server 2003 Microsoft Windows NT 4.0 Auto Run program The installers for various drivers and utilities launch automatically as Auto Run programs when you insert the CD-ROM.
Page 267: Installing Individual Applications
Sending Fax Documents from Computers Installing Individual Applications You need to install a LAN-Fax Driver on your computer before using the LAN- Fax functions. The LAN-Fax Driver is on the CD-ROM included with this machine. Address Book and LAN-Fax Cover Sheet Editor are installed with the LAN-Fax Driver.
Page 268: Setting Lan-Fax Driver Properties
Fax via Computer Setting LAN-Fax Driver Properties This section explains how to set properties required for using the LAN-Fax Driver. Note ❒ If your operating system is Windows NT 4.0, Windows 2000/XP, or Windows Server 2003, log on using an account that has Administrator rights. Setting print properties This section explains how to make settings such as paper size or resolution.
Page 269: Making Settings For Option Configuration
Sending Fax Documents from Computers Making settings for option configuration Make settings for optional units installed in this machine. On the [Start] menu, point to [Settings], and then click [Printers]. With Windows XP Professional or Windows Server 2003, select [Printers and Faxes] on the [Start] menu.
Page 270: Basic Transmission
Fax via Computer Basic Transmission This section explains how to send fax documents created using Windows applications. To send a fax, simply select [Print...] from the Windows application, then select [LAN-Fax M7] as the printer, and then specify a destination in the [LAN-Fax] dialog box.
Page 271: P.261 "Specifying A Destination Using A Destination List
Sending Fax Documents from Computers Reference p.261 “Specifying a destination using a destination list” p.261 “Specifying a destination using Address Book” p.262 “Specifying a destination by directly entering a fax number, Internet Fax destination, or IP-Fax destination” p.263 “Specifying Options” p.266 “Confirming Transmission Results by E-mail”...
Page 272: Specifying A Destination By Directly Entering A Fax Number, Internet Fax Destination, Or Ip-Fax Destination
Fax via Computer Select [Contact] or [Group] in the [Name:] dropdown menu as the display format. Destination list contents change as follows, depending on the option selected: • Contact: Individual name, company name, department name, fax number • Group: Group name If you selected [Group], proceed to step If you selected [Contact] in step , select the type of fax from the [Type:]...
Page 273: Specifying Options
Sending Fax Documents from Computers Specify settings according to the type of fax transmission. Specify settings according to the type of fax transmission selected in step as follows: • If you selected [Fax], select a line in the [Line:] list. •...
Page 274: To Print A Sender Stamp
Fax via Computer To print a sender stamp Click [Send Options]. The [Send Options] tab appears. Select the [Print Fax Header] check box. To attach a cover sheet Click [Send Options]. The [Send Options] tab appears. Select the [Attach a Cover Sheet] check box. A cover sheet is added to the first page of a transmission file.
Page 275: Saving As Files
Sending Fax Documents from Computers Saving as files You can save the fax document in TIFF format (TIFF-F). Click [Send Options]. The [Send Options] tab appears. Select the [Save as file] check box. Click [Save to...]. Select a folder on the folder tree. Select a method of file naming.
Page 276: Checking Transmission Using Lan-Fax Driver
Fax via Computer Checking Transmission Using LAN-Fax Driver From “SmartDeviceMonitor for Admin”, “SmartDeviceMonitor for Client”, or Web Image Monitor, you can check information about files sent using LAN-Fax Driver. For the maximum number of transmission results you can check, see “Maximum Values”.
Page 277: Lan-Fax Result Report
Sending Fax Documents from Computers Click [Send] or [Send & Print]. Note ❒ You can confirm transmission results using the E-mail TX Results function and the Communication Result Report. You can set whether to use both of these together in User Parameters (switch 10, bit 6) in the Facsimile Fea- tures menu.
Page 278: Printing And Saving
Fax via Computer Printing and Saving You can print documents created using Windows applications. Open the application document you want to print or create a new document, and then perform the following procedure. For details about printing the fax image, see the LAN-Fax Driver's Help. On the [File] menu, click [Print...].
Page 279: Programming New Destinations
Sending Fax Documents from Computers Programming new destinations On the [Start] menu, point to [Programs], [LAN-Fax Utilities], and then click [Ad- dress Book]. The [Address Book] dialog box appears. If LAN-Fax Driver has already started up, click [Edit Address Book...]. Click [New/Browse...], and then select the CSV file containing the address list to be edited.
Page 280: Editing Programmed Destinations
Fax via Computer Editing programmed destinations On the [Start] menu, point to [Programs], [LAN-Fax Utilities], and then click [Ad- dress Book]. The [Address Book] dialog box appears. If LAN-Fax Driver has already started up, click [Edit Address Book...]. Click [New/Browse...], and then select the CSV file containing the address list to be edited.
Page 281: Using The Machine's Address Book Data In The Destination List Of The Lan-Fax
Sending Fax Documents from Computers If you made changes to a destination, a confirmation message appears. To save the changes, click [Yes]. If you do not want to save the changes and want to quit editing, click [No]. To return to the editing display, click [Cancel]. The confirmation dialog box does not appear when you have not made any changes after starting Address Book.
Page 282: Creating A Cover Sheet
Fax via Computer Creating a cover sheet Use the following procedure to create a fax cover sheet. You can edit the following items using LAN-Fax Cover Sheet Editor. • Company name as destination information • Department name as destination information •...
Page 283: Attaching A Created Cover Sheet
Sending Fax Documents from Computers Attaching a created cover sheet Use the following procedure to attach a created cover sheet file to a fax document. On the [File] menu, click [Print...]. Select [LAN-Fax M7] in the [Name:] list, and then click [OK]. The [LAN-Fax] dialog box appears.
Page 284: Managing Facsimile Functions Using Smartdevicemonitor For Admin
Fax via Computer Managing Facsimile Functions Using SmartDeviceMonitor for Admin You can check information about this machine's fax functions using a computer and save files on a computer using SmartDeviceMonitor for Admin. Note ❒ For details about SmartDeviceMonitor for Admin and its installation, see “Monitoring and Configuring the Printer”, Network Guide.
Page 285: Viewing Fax Information Using A Web Browser
Viewing Fax Information Using a Web Browser Viewing Fax Information Using a Web Browser You can view received fax documents and their lists or print these documents using a Web Image Monitor on a network computer. Note ❒ The optional printer/scanner functions are required. ❒...
Page 286: Printing Fax Information Using A Web Browser
Fax via Computer View the content of the fax document. To enlarge the preview image, click [Enlarge Image]. Enlargement cannot be performed without Acrobat Reader installed. For more information, see Help on the Web Image Monitor. To download the received fax document, click [PDF] or [Multi-page TIFF]. A downloading confirmation dialog box appears.
Page 287: Deleting Fax Information Using A Web Browser
Viewing Fax Information Using a Web Browser Deleting fax information using a Web browser Start a Web browser. Enter the IPv4 address of the machine you want to monitor after “http://” in the address field. Click [Fax Received File] in the left pane. The list of received fax documents appears.
Page 288: To Edit Machine Properties Already Programmed
Fax via Computer To edit machine properties already programmed Follow these steps to use Web Image Monitor to edit information about the des- tination machine registered in the Address Book. Start the Web browser. Enter the IPv4 address of the machine you want to monitor after “http://” in the address field.
Page 289: To Add New Receiver
Viewing Fax Information Using a Web Browser To add new receiver Follow these steps to use Web Image Monitor to add a new destination to the Address Book. Start the Web browser. Enter the IPv4 address of the machine you want to monitor after “http://” in the address field.
Page 290: Delivering Files Received By Fax
Fax via Computer Delivering Files Received by Fax Documents received by the machine can be viewed on or downloaded to a com- puter using the network delivery server ScanRouter delivery software. This is a useful function, enabling you to view and store documents on your computer without printing them.
Page 291: Appendix
7. Appendix This section explains features and specifications of the facsimile function. Programs If you regularly send documents to a particular destination or transmit using the same functions, you can save repetitive number keys operations by registering this information in a Keystroke Program. Programs can be recalled by just press- ing a programmed key.
Page 292 Appendix Press the {Program} key. Make sure that [Register] is selected. Select a program number in which “pNot Stored” is shown. If you make a mistake, press [Cancel] and select a program number again. When you change a Keystroke Program, press [Register] after pressing the program number you want to change.
Page 293: Registering A Priority Function Using A Program
Programs Note ❒ Use the same procedure to register and change programs. In step , select the program number you want to change. ❒ The method of registering or changing programs for the copy function is different from that of the fax function. ❒...
Page 294: Changing A Program Name
Appendix Changing a program name Follow these steps to change a program name. Make sure that the machine is in facsimile mode and the standby display is shown. If the standby display is not shown, press the {Facsimile} key. Press the {Program} key. Press [Change Name].
Page 295: Deleting A Program
Programs Deleting a Program Follow these steps to delete an unnecessary program: Make sure that the machine is in facsimile mode and the standby display is shown. If the standby display is not shown, press the {Facsimile} key. Press the {Program} key. Press [Delete].
Page 296: Using A Program
Appendix Using a Program Follow these steps to recall and use a registered program: Make sure that the machine is in facsimile mode and the standby display is shown. If the standby display is not shown, press the {Facsimile} key. Place the original.
Page 297: Optional Equipment
Optional Equipment Optional Equipment This section explains the functions of options. Expansion Memory (32MB: DIMM) This allows you to send fax documents at high resolution (Super Fine). This also allows you to receive fax documents at high resolution (Fine or Super Fine). If you require this option, consult your service representative.
Page 298: Specifications
Appendix Specifications ❖ Fax Transmission and Reception Standard Resolution 8 × 3.85/mm, 200 × 100 dpi (Standard character), 8 × 7.7/mm, 200 × 200 dpi (Detail character), 8 × 15.4/mm (Fine character: optional), 16 × 15.4/mm, 400 × 400 dpi (Super Fine character: optional) Transmission time G3: 3 seconds at 28,800 bps, Standard resolution (JBIG transmission: 2 seconds)
Page 299 Specifications IP-Fax transmission function Specify an IPv4 address and send faxes to an IP-Fax compati- ble fax through a network. Also capable of sending faxes to a G3 fax connected to a tele- phone line via a VoIP gateway. IP-Fax reception function Receive faxes sent from an IP-Fax compatible fax through a network.
Page 300: Specifications Required For The Internet Fax Destination Machines
Appendix Specifications Required for the Internet Fax Destination Machines This machine can communicate with Internet Fax machines that satisfy the fol- lowing specification requirements. When communicating with full mode compatible machines, you can take ad- vantage of higher specifications for coding, original size, and resolution. For de- tails about the specifications available in full mode, see “Internet Fax Transmission and Reception”...
Page 301: Maximum Values
Maximum Values Maximum Values The following list contains the maximum value for each item. Item Standard Expansion memory (Optional) Memory 4 MB 28 MB Number of documents you can store in memory for Memory Transmission Number of pages you can store in memory (using Approx.
Page 302 Appendix Item Standard Expansion memory (Optional) Number of LAN-Fax Driver transmission results you can check from a network computer “Smart- DeviceMonitor for Admin”, “DeskTopBinder”, or Web Image Monitor. Number of documents sent from a LAN-Fax Driver that the machine can retain as files to be sent Number of destinations you can register into a Keystroke Program...
Page 303: Index
INDEX Canceling a Memory Transmission 180-degree rotation printing Canceling an Immediate Transmission 1 Sided for 1st Page Canceling a transmission 2 Sided from 1st Page Canceling a transmission before the 2 Sided Original original is scanned 2 Sided Print Canceling a transmission before the 2 sided printing transmission is started Canceling a transmission of an Internet Fax...
Page 304 Communication Result Report E-mail Address Compatible machines E-mail Options Confidential document E-mail Settings Confidential File indicator E-mail subject Confidential File Report E-mail text Confidential Transmission E-mail transfer Confidential TX E-mail TX Results Confirming a transmission E-mail TX results Confirming by e-mail Enable H.323 Confirming by report Enable SIP...
Page 305 Label Insertion G3 Auto LAN-Fax Cover Sheet Editor Gatekeeper (VoIP gatekeeper) LAN-Fax Driver Gateway (VoIP gateway) LAN-Fax operation messages Gen. Settings/ Adjust LAN-Fax Result Report Group LDAP server Group Dial Lighter Line Priority Setting Lower H.323 H.323 Settings Handset Making settings for option configuration Having incoming documents printed on Manage / Delete File paper from the bypass tray...
Page 306 Printing and saving Printing documents stored as On Hook Dial Auto Documents On Hook Dial key Printing fax information using a On Hook Mode Release Time Web browser Operation switch Printing Information Box documents Optional equipment Printing on both sides Options Printing options Original size...
Page 307 Reading the display Saving as files Reading the display panel and using keys Scan Area Recall Scan End Reset Received and stored documents Scan settings Received images Search by destination name Receive File indicator Search by Dest. Name Receiving a fax in manual reception mode Search by e-mail address Receiving documents according to Search by fax number...
Page 308 SIP Settings Symbols SMTP SMTP reception SMTP reception using Internet Fax T.37 full mode SMTP RX File Delivery Settings Terminology Specifications Text Specifying a destination Text, in e-mail Specifying a destination by Text / Photo directly entering Text Size Priority Specifying a destination using TIFF-F format Address Book...
Page 309 Viewing fax information using a User Name Web browser User Tools/Counter key Viewing received fax documents using a Using a program Web browser Using the Address Book to specify destinations Using the Document Server Using the machine's Address Book Web Image Monitor data in the destination list of the When placing an original into the ADF LAN-Fax...
Page 310 B779-8515...
Page 311 Trademarks ® ® ® ® Microsoft , Windows , Windows NT and Outlook are registered trademarks or trademarks of Mi- crosoft Corporation in the United States and/or other countries. ® PowerPC is a trademark of International Business Machines Corporation in the United States, other countries, or both.
Page 312 EN USA B779-8515...

This manual is also suitable for:

Aficio mp 3500p 3500sp

Ricoh Aficio MP 3500SP Facsimile Reference Manual

Notice

Important Safety Instructions

How to Read this Manual

Reading the Display

Function List

1 Transmission

Transmission Modes

IP-Fax Functions

Internet Fax Functions

Placing Originals

Scan Settings

Changing the Line Port

Specifying a Destination

Programming Destinations in the Address Book

Searching for a Destination in the Address Book

On Hook Dial

Manual Dial

Advanced Features

Canceling a Transmission

Confirming a Transmission

Checking the Storage Result (Memory Storage Report)

2 Other Transmission Features

Sending at a Specific Time (Send Later)

Sender Settings

Priority Transmission

Confidential Transmission

Polling Transmission

Polling Reception

Sub Transmission Mode

3 Reception

Types of Reception

Reception Modes

Receiving Internet Fax Documents

Reception Functions

Printing Options

4 Changing/Confirming Communication Information

Changing the Settings of Files in Memory

Printing a File from Memory

Printing a List of Files in Memory (Print TX File List)

Resending a File

Checking the Transmission Result (TX File Status)

Checking the Reception Result (RX File Status)

Print Journal

Displaying the Memory Status

Printing/Deleting Received and Stored Documents (Print/Delete Stored RX File)

Printing a Confidential Document

Printing a File Received with Memory Lock

Personal Boxes

Information Boxes

5 Storing a Document

Sending a Stored File

6 Fax Via Computer

Sending Fax Documents from Computers

Viewing Fax Information Using a Web Browser

Delivering Files Received by Fax

7 Appendix

Programs

Optional Equipment

Specifications

Maximum Values

Index

Quick Links

Operating Instructions

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Summary of Contents for Ricoh Aficio MP 3500SP