Kyocera KM-2560 Operation Manual
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Kyocera KM-2560 Operation Manual

Fax system (m) operation guide rev-2.0
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See also: Driver Manual , Service Manual
FAX System (M)

Operation Guide

Please read the Operation Guide before using this machine. Keep it close to the machine for easy reference.

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Summary of Contents for Kyocera KM-2560

  • Page 1: Operation Guide

    FAX System (M) Operation Guide Please read the Operation Guide before using this machine. Keep it close to the machine for easy reference.

  • Page 3: Table Of Contents

    Contents Part Names Machine ..............1-2 Operation Panel .
  • Page 4 Checking Transmission Results and Registration Status Various Tools for Checking Transmission Results and Registration Status ....6-2 Checking FAX Job History ........... . . 6-3 Printing Administrative Reports .

  • Page 5: Trademark Information

    General Notice Trademark Information • Microsoft, Windows, Windows NT, and Internet Explorer are registered trademarks of Microsoft Corporation in the U.S. and other countries. • Windows ME and Windows XP are trademarks of Microsoft Corporation. • Ethernet is a registered trademark of Xerox Corporation. •...
  • Page 6 If this equipment causes harm to the telephone network, the telephone company will notify you in advance that temporary discontinuance of service may be required. But if advance notice isn't practical, the telephone company will notify the customer as soon as possible.

  • Page 7: Important Safety Instructions

    IMPORTANT SAFETY INSTRUCTIONS When using your telephone equipment, basic safety precautions should always be followed to reduce the risk of fire, electric shock and injury to persons, including the following: CAUTION: To reduce the risk of fire, use only No.26 AWG or larger UL listed or CSA certified telecommunication line cord.
  • Page 8 CANADIAN IC REQUIREMENTS "This product meets the applicable Industry Canada technical specifications" "The Ringer Equivalence Number is an indication of the maximum number of devices allowed to be connected to a telephone interface. The termination on an interface may consist of any combination of devices subject only to the requirement that the sum of the RENs of all the devices does not exceed five."...

  • Page 9: Legal And Safety Information

    Legal and Safety Information Legal Notice WE SHALL HAVE NO LIABILITY FOR LOSS, WHETHER OR PARTIAL, OF RECEIVED DOCUMENTS WHEN SUCH LOSS IS CAUSED BY DAMAGES TO THE FAX SYSTEM, MALFUNCTIONS, MISUSE, OR EXTERNAL FACTORS SUCH AS POWER OUTAGES; OR FOR PURELY ECONOMIC LOSSES OR LOST PROFITS RESULTING FROM MISSED OPPORTUNITIES ATTRIBUTABLE TO MISSED CALLS OR RECORDED MESSAGES RESULTING THEREFROM.

  • Page 10: Machine

    symbol indicates that the related section includes information on prohibited actions. Specifics of the prohibited action are indicated inside the symbol..[Warning of prohibited action] ..[Disassembly prohibited] symbol indicates that the related section includes information on actions which must be performed. Specifics of the required action are indicated inside the symbol.

  • Page 11: About This Operation Guide

    About this Operation Guide This Operation Guide contains information on using the facsimile functions of this machine. Please read the Operation Guide before you start using the machine. Keep it close to the machine for easy reference. During use, refer to the Operation Guide for your machine for information regarding the sections listed below.

  • Page 12: Fax Backup Kit

    ‘CALL WAITING’ or other telephone company optional services that produce audible tones or clicks on the line can disrupt or cause termination of facsimile communications. No matter what the status of the unit, if the sound of the motor within the unit is audible, never open either the front cover or the left cover, nor turn off the main power switch.

  • Page 13: Operation Panel

    Introduction About This Guide This guide consists of the following chapters. Chapter 1 - Part Names Explains the parts of the machine and keys on the operation panel. Chapter 2 - Preparation Before Use Explains the settings required before using fax. Chapter 3 - FAX Operation (Basic) Explains general usage of the fax function such as sending originals and receiving originals.
  • Page 14 Chapter 9 - Internet Faxing (i-FAX) Explains how to use the i-FAX function and the settings required for Internet faxing. Chapter 10 - About Network FAX Explains how to use Network FAX functions. Read the Network FAX Driver Operation Guide in the included CD-ROM (online manual) as well. Chapter 11 - Troubleshooting Explains how to respond to error indications and trouble.

  • Page 15: Conventions In This Guide

    Conventions in This Guide The following conventions are used depending on the nature of the description. Convention Description Example Bold Indicates the operation Press the Start key. panel keys, the buttons and messages displayed on the PC screen. [Regular] Indicates the touch panel Press [OK].

  • Page 16: Originals And Paper Sizes

    Originals and Paper Sizes This section explains the notation used in this guide when referring to sizes of originals or paper sizes. As with A4, B5 and Letter, which may be used either in the horizontal or vertical direction, horizontal direction is indicated by an additional letter R in order to indicate the orientation of the originals/paper.

  • Page 17: Part Names

    1 Part Names This chapter explains the names of parts when the machine is used as a fax machine after installing the FAX kit. For other parts, refer to the machine’s Operation Guide. • Machine................ 1-2 • Operation Panel ............1-4 •...

  • Page 18: Machine

    Part Names Machine For the parts required when functions other than FAX are used, refer to the machine’s Operation Guide. Operation panel Main power switch MP (Multi Purpose) tray TEL connector LINE connector IMPORTANT: You cannot automatically receive a fax when the main power switch is turned off.
  • Page 19 Part Names Document Processor (optional) Original eject table Original table Original width guides Top cover Original placement indicator Opening handle OPERATION GUIDE...

  • Page 20: Operation Panel

    Part Names Operation Panel For the names of keys and indicators required when functions other than FAX are used, refer to the machine’s Operation Guide. Ready to send. Destination Enter Destination. Destination Detail Address Book E-mail Addr Entry Folder Path Entry Chain Detail/Edit...

  • Page 21: Touch Panel

    Part Names Touch Panel For the screens required when functions other than FAX are used, refer to the machine’s Operation Guide. Send Screen Appears when pressing the Send key. [Destination] screen Ready to send. Destination Enter Destinatio n. Destinatio n Detail Address Book E-mail...

  • Page 22: Document Box Screen

    Part Names [Color/Image] Ready to send. Destinatio n screen Enter Destination. Sending Image Density Original Scan Colo r Image Resolution Selectio n Sharpness Background Density Adj. Original Letter Zoom 100 % Send Letter Preview Destination Quick Setup Type of Original/ Color/Image Advanced Transmissio n...
  • Page 23 Part Names [Removable Removable Memory Memory] screen Removable M emory Name Date and Time Size M emory Detail Remo ve M emory Delete Detail Custom Box Job Box Remo vable M emory FAX Box 6/6/2006 10:00 Status [FAX Box] screen FAX Box Box Name Owner...
  • Page 24 Part Names [Storing Jobs] Status screen Status Job Type Job No. Accepted Time Type Jo b Name U ser Name Status Cancel Detail Storing Jobs Device/ Printing Jo bs Sending Jobs Paper/Supplies Communication 6/6/2006 10:00 Status [Device/ Status Communication] Scanner Hard Disk Ready.

  • Page 25: Preparation Before Use

    2 Preparation Before Use This chapter explains the preparation necessary before the machine is used for the first time after the FAX kit is installed in the machine. There is no need for the customer to undertake this preparation if it has already been carried out by a service representative.

  • Page 26: Selection Of Telephone Line (Inch Version Only)

    Preparation Before Use Selection of Telephone Line (Inch version only) Select the telephone line according to the type you are contracted with. Please note that selecting a wrong telephone line will prevent you from sending fax. NOTE: If you install the Dual FAX option and then use 2 phone lines, select the option for each line.

  • Page 27: Selection Of Transmit Terminal Identification (Tti)

    Preparation Before Use Selection of Transmit Terminal Identification (TTI) The transmit terminal identification (TTI) is the information about the machine (transmit terminal) to be printed out on the fax on the receiving system. The information includes transmission date and time, the number of transmission pages, and the fax number.

  • Page 28: Local Fax Name Entry

    Preparation Before Use Local FAX Name Entry When you enter the Local FAX Name, the name is printed on faxes on the receiving system. The receiving side can then easily recognize where the originals are sent from. NOTE: To change the entry, follow the same operation. Press the System Menu key.

  • Page 29: Local Fax Information Entry

    Preparation Before Use Local FAX Information Entry Next, register the Local FAX Information (Local FAX Number/Local FAX ID). The Local FAX Number is printed on faxes on the receiving system, and allows the receiving side to easily recognize where the origins are sent from.
  • Page 30 Preparation Before Use Using the numeric FAX - Local FAX ID keys or [+]/[-], enter Set local FAX ID. Use [-]/[+] or the numeric keys to enter a number. the four-digit Local FAX ID number to (000 0-999 9) register. 0001 Cancel 6/6/2006 10:00...

  • Page 31: Date And Time Entry

    Preparation Before Use Date and Time Entry Register the date and time of the machine’s built-in clock. Because the FAX delayed transmission is conducted based on the time registered here, be sure to register the correct date and time. IMPORTANT: Correct the time displayed on the touch panel of the operation panel regularly.
  • Page 32 Preparation Before Use OPERATION GUIDE...

  • Page 33: Fax Operation (Basic)

    3 FAX Operation (Basic) This chapter explains the following basic operations. • Automatic Send ............3-2 • FAX Automatic Reception ...........3-11 • Cancelling Communication......... 3-13 • Using the Address Book..........3-16 • Using One-touch Keys ..........3-27 • Using the Speed Dial key ........... 3-30 •...

  • Page 34: Automatic Send

    FAX Operation (Basic) Automatic Send General transmission using the numeric keys is explained. NOTE: To send an Internet fax (i-FAX), refer to i-FAX Transmission on page 9-10. Switching to the Send Screen Check that the basic Ready to send. Destinatio n send screen is Enter Destination.
  • Page 35 FAX Operation (Basic) Press [On.] Ready to directly transmit FAX. Destinatio n Enter Destination. Press [OK]. FAX Direct Transmission Send FAX directly, without reading o riginal into memory. FAX can also be sent page by page, with confirmation Press [OK] to display after each page.
  • Page 36 FAX Operation (Basic) Direct Transmission (When originals are placed in the document processor) After the telephone line has connected with the receiving system, scanning of the originals placed in the document processor starts. When multiple- page originals are placed, each page is scanned after the previous one is sent.
  • Page 37 FAX Operation (Basic) NOTE: When you press the numeric keys to enter numbers, the screen changes to the entry screen for the fax number (the screen shown in the next step). Enter the fax Ready to send. Destinatio n number of the Enter Destination.
  • Page 38 FAX Operation (Basic) Description Transmission Start To change the transmission start speed, press Speed this key. Select the speed from 33,600 bps, 14,400 bps, and 9,600 bps. ECM (error correction mode) is a function to automatically resend an image that has not been correctly sent or received due to the effects of noise on the telephone line during transmission.
  • Page 39 FAX Operation (Basic) • 200 × 400 dpi (Super Fine): when sending originals with minute characters and lines Typical character size: 6 point (example: Resolution Resolution • 400 × 400 dpi (Ultra Fine): when sending originals with minute characters and lines more finely Typical character size: 6 point (example: Resolution Resolution •...
  • Page 40 FAX Operation (Basic) IMPORTANT: • If you select a high resolution, the image becomes clearer. However, the higher the resolution is, the longer the send time is. • When you send originals at a resolution of 200 × 400 dpi (Super Fine) or higher, the fax machine on the receiving system needs to be capable of receiving the originals at such image quality.

  • Page 41: Checking The Send Status

    FAX Operation (Basic) Send Start Press the Start key. Transmission begins. Checking the Send Status Press the Status/Job Cancel key. Press [Sending Status Status Scheduled Job Jobs]. Job Type Job No. Accepted Time Type Destinatio n U ser Name Status The list of accepted Sending 0 0000 1 1 0:00...
  • Page 42 FAX Operation (Basic) NOTE: Pressing the Stop key on the operation panel while originals are being scanned cancels the transmission. 3-10 OPERATION GUIDE...

  • Page 43: Fax Automatic Reception

    FAX Operation (Basic) FAX Automatic Reception When using this machine as a FAX-dedicated machine that does not receive telephone calls, set the machine to FAX-dedicated reception. No special operation is required when receiving faxes. NOTE: When you are receiving DRD service from a telephone company, change the reception method to [Auto (DRD)].
  • Page 44 FAX Operation (Basic) NOTE: You can change the number of times the ringing tone rings. (Refer to Rings on page 7-2.) To cancel the reception, refer to Cancelling Transmission (Disconnection of Communication) on page 3-14. Memory Reception When the machine cannot print a fax due to paper running out or a paper jams, it temporarily stores originals that have been sent in the image memory.

  • Page 45: Cancelling Communication

    FAX Operation (Basic) Cancelling Communication The method for cancelling communication with this machine differs depending on the transmission method (memory transmission or direct transmission) and communication form. Methods of cancelling in various cases are explained here. Cancelling Memory Transmission (while originals are being scanned) During memory transmission, to cancel scanning while originals are being scanned, press the Stop key on the operation panel, or press [Cancel] on the touch panel.

  • Page 46: Cancelling Direct Transmission

    FAX Operation (Basic) Cancelling and Sending Delayed Transmissions (Queued) To cancel delayed transmissions that are queued, or to send delayed transmissions immediately rather than waiting for the specified time, use the procedure below. Press the Status/Job Cancel key. Press [Sending Jobs], and then [Scheduled Job]. To cancel a delayed Status Status...
  • Page 47 FAX Operation (Basic) NOTE: If the Dual FAX option is installed, disconnect the line currently being used for communication. Press the Status/Job Cancel key. Press [Device/Communication]. Press [Line Off] of Status Scanner Hard Disk FAX Port 1 or FAX Ready. Port 2 (option).

  • Page 48: Using The Address Book

    FAX Operation (Basic) Using the Address Book You can select the destination for a fax or i-FAX from the Address Book. Registering a New Destination You can register new destinations to the Address Book. There are two registration methods - contact registration; and, group registration for registering several contact registrations as a unit.
  • Page 49 FAX Operation (Basic) Enter the destination name to be displayed on the Address Book, and press [OK]. Up to 32 characters can be entered. NOTE: For details on character entry, refer to Character Entry Method on page 2 of the Appendix. Press [Address].
  • Page 50 FAX Operation (Basic) Press [Sub Address FAX No. Entry - Sub Address Max 20 digits] and enter the sub Sub Address 12 3456 7890 M ax. 20 digits address using the Password numeric keys. Space Back Space Set sub address. Enter sub address and password using numeric keys.
  • Page 51 FAX Operation (Basic) Press [OK]. If necessary, change the settings for transmission start speed and ECM communication. Change the settings after pressing each key, and press [OK]. Description Transmission Start To change the transmission start speed, press Speed this key. Select the speed from 33,600 bps, 14,400 bps, and 9,600 bps.
  • Page 52 FAX Operation (Basic) NOTE: The address number is the identification number for each destination. You can select numbers available from a total of 2,500 numbers for registration - 2,000 numbers for contact registration and 500 numbers for group registration. When ‘0000’ is displayed, the number available is automatically assigned. Press [OK].
  • Page 53 FAX Operation (Basic) Press [ ] of Mode and select Simple or Full. Transmission Description mode Simple mode Transmission confirmation is not sent to the destination machine. Full mode Transmission confirmation is sent to the destination machine. Press [Destination Condition]. Specify the destination conditions and press [OK].
  • Page 54 FAX Operation (Basic) Group Registration You can register several destinations that have been registered to be contacted as a unit. This method is convenient because several destinations can be designated at one time. Up to 500 groups can be registered. NOTE: Group registration requires destinations that have been registered as contact registration.
  • Page 55 FAX Operation (Basic) Press [Add]. Select the Edit Destination - Add destination (contact) Sort No . to be registered to Dest No. Type Name Detail 00 01 A OFFICE 123 4567 890 the group. Search(Name) 00 02 B OFFICE 012 3456 789 Search(No.) 00 03 C OFFICE...

  • Page 56: Selecting A Destination From The Address Book

    FAX Operation (Basic) Selecting a Destination from the Address Book Select a destination registered in the Address Book. Press [Address Ready to send. Destinatio n Book] on the basic Enter Destination. Destination Detail Address Book send screen. E-mail Addr Entry Fo lder Path Entry Chain...
  • Page 57 FAX Operation (Basic) Searching for a Destination You can search for a destination registered in the Address Book, and further refine your search if necessary. Address Book Addr Book Address Book Sort Dest. No. Type Name Detail 0001 A OFFICE 1234567890 Search(N ame) 0002...
  • Page 58 FAX Operation (Basic) Changing/Deleting Registration Contents You can change or delete the contents of destinations (contact) or groups. Press the System Menu key. Press [Edit Destination] and then [Register/Edit] of Address Book. Select the Edit Destination - Address Book destination or group Sort to edit.

  • Page 59: Using One-Touch Keys

    FAX Operation (Basic) Using One-touch Keys With One-touch keys on the [Destination] screen, you can access destinations in the Address Book. Registering a New One-touch Key You can register the destination (contact or group) in the Address Book to a One-touch key. Up to 100 destinations can be registered. Press the System Menu key.
  • Page 60 FAX Operation (Basic) Selecting a Destination by One-touch Key Select a destination Ready to send. Destinatio n by a One-touch key. Enter Destination. Destination Detail Address Book On the [Destination] E-mail Addr Entry screen, press the Fo lder Path One-touch key to Entry Chain Detail/Edit...
  • Page 61 FAX Operation (Basic) When deleting registration contents Press [Delete]. Pressing [Yes] on the deletion confirmation screen deletes the registration contents of the One-touch key. To exit from this setup, press [Close] several times until the System Menu default screen is displayed. OPERATION GUIDE 3-29...

  • Page 62: Using The Speed Dial Key

    FAX Operation (Basic) Using the Speed Dial key You can designate a three-digit One-touch key number (speed dial) to select the destination. NOTE: For details, refer to Using One-touch Keys on page 3-27. Press [No.] on the Ready to send. Destinatio n [Destination] screen, Enter Destination.

  • Page 63: Dialing The Same Receiving System (Redial)

    FAX Operation (Basic) Dialing the Same Receiving System (Redial) Redial is a function allowing you to dial the last entered number once again. Automatic Redial This function automatically redials a receiving system that does not respond when you try to send fax. No particular setting is required for automatic redial.

  • Page 64: Previewing Images

    FAX Operation (Basic) Previewing Images You can display a preview image of a scanned original on the panel to check the image to be sent. Prepare to send the image as described in steps 1 to 6 in Automatic Send on page 3-2.
  • Page 65 FAX Operation (Basic) To change any of the transmission functions, press the Stop key or press [Change Setting]. The preview image disappears and the destination is cancelled. To see the preview again, make the transmission function changes and select the destination. NOTE: To see a preview image when you are using the optional document processor, place the originals in the document processor again.
  • Page 66 FAX Operation (Basic) 3-34 OPERATION GUIDE...

  • Page 67: Fax Operation (Application)

    4 FAX Operation (Application) This chapter explains the method to effectively use FAX. • Long Originals .............. 4-2 • Delayed Transmission ..........4-3 • Broadcast Transmission..........4-5 • Standby Transmission ..........4-7 • Interrupt Send............... 4-8 • Chain Dial..............4-9 •...

  • Page 68: Long Originals

    FAX Operation (Application) Long Originals Use the optional document processor to scan long originals (originals that are longer in the paper feeding direction). NOTE: To send 2-sided originals, select [Off] (scan as standard size). (Refer to 1-sided / 2-sided Selection on page 4-15.) Originals of up to 1,600 mm/63"...

  • Page 69: Delayed Transmission

    FAX Operation (Application) Delayed Transmission When you have set a transmission start time, this function automatically sends originals at the preset time. You can use delayed transmission together with the broadcast transmission function, etc. The method for sending originals to one destination after setting the start time is explained here.
  • Page 70 FAX Operation (Application) NOTE: You cannot send originals as a batch transmission in the case of direct transmission. In the case of broadcast transmission, when you have set two or more groups of originals to the same transmission start time, and each group includes the same receiving system fax number, you cannot send the originals as a batch transmission.

  • Page 71: Broadcast Transmission

    FAX Operation (Application) Broadcast Transmission This function allows you to send the same originals to several destinations in one operation. The machine stores (memorizes) originals to send in memory temporarily, and automatically repeats dialing and transmission to the set destination afterwards. NOTE: When using a group for the destination, you can send originals to up to 500 destinations in one operation.
  • Page 72 FAX Operation (Application) NOTE: For more information on sending an Internet fax (i-FAX), refer to i- FAX Transmission on page 9-10. For details of the Address Book, refer to Using the Address Book on page 3-16. For details of One-touch keys, refer to Using One-touch Keys on page 3-27.

  • Page 73: Standby Transmission

    FAX Operation (Application) Standby Transmission During a communication, you can scan originals and schedule a next transmission. When the first communication is completed, the machine automatically starts the scheduled next transmission. When using standby transmission, you do not need to wait when a communication has prolonged due to broadcast transmission.

  • Page 74: Interrupt Send

    FAX Operation (Application) Interrupt Send During communication, when you scan originals by selecting direct transmission, you can use interrupt send. Even when the communication is prolonged due to broadcast transmission or a next transmission being scheduled, the machine will first send originals for which interrupt send has been set.

  • Page 75: Chain Dial

    FAX Operation (Application) Chain Dial Chain dial is a function that allows you to dial by linking fax numbers of the receiving systems with a chain number created with a number common to several destinations. By setting a toll free number and an area code to a chain number, you do not need to enter such numbers for each transmission.
  • Page 76 FAX Operation (Application) Select fax number from the Address Book Press [Address Book]. Select the destination from the list. You can select several destinations. Press [OK]. The chain number ‘212’ is automatically added to all the destinations. Select fax number from One-touch key Select the destination from One-touch keys.

  • Page 77: Manual Send

    FAX Operation (Application) Manual Send This method allows you to send originals by pressing the Start key after confirming that the telephone line has connected to the receiving system. Connecting a telephone set (commercially available product) to this machine enables you to talk with the person at the receiving system before sending originals.
  • Page 78 FAX Operation (Application) When sending starts (when the Send indicator on the operation panel starts blinking), return the handset to its original position. 4-12 OPERATION GUIDE...

  • Page 79: Manual Reception

    FAX Operation (Application) Manual Reception This method allows you to receive faxes by pressing [Manual RX] after confirming that the telephone line has connected to the sending system. Connecting a telephone set (commercially available product) to this machine enables you to receive originals after talking to the person at the sending system.
  • Page 80 FAX Operation (Application) Press the Status/Job Cancel key. Press [Device/ Status Scanner Hard Disk Communication], Ready. and then Printer Ready. [Manual RX]. Removable M emory M emo ry Card Reception will Not connected. No t connected. start. Format Remove Format Printing list FAX Port 1 Ready.

  • Page 81: Other Functions

    FAX Operation (Application) Other Functions Functions that are convenient when sending fax are introduced here. For usage of each function, refer to the machine’s Advanced Operation Guide. Original Size Selection Select the size of originals to be scanned. Be sure to select the original’s size when using custom size originals.

  • Page 82: Continuous Scan

    FAX Operation (Application) NOTE: For direct transmission, you cannot use [2-sided] and [Book]. (Refer to Selection of Transmission Method on page 3-2.) Original Orientation To ensure that the originals are sent in the correct orientation for reading, indicate which end of the original is the top. To use the following functions, select the orientation of the originals.

  • Page 83: Border Erase

    FAX Operation (Application) NOTE: Original Size Selection, Selection of Image Quality, Scan Density, Scan Resolution and Border Erase can be changed only when direct transmission is selected. Border Erase You can erase black borders around originals when scanning. For border erase, the following methods are available.

  • Page 84: Job Finish Notice

    FAX Operation (Application) The Border Erase width that can be set in each mode is as follows. Specifications Border Erase range Inch 0-2" (0.01" unit) Centimeter 0 mm to 50 mm (1 mm unit) Job Finish Notice This function is used to inform when the transmission of e-mail is completed.

  • Page 85: Fax Operation (Advanced)

    5 FAX Operation (Advanced) This chapter explains advanced fax communication functions. • FAX/TEL Auto Switch Reception........5-2 • FAX/Answering Machine Auto Switch Reception ..5-4 • DRD Reception (Available for inch versions only)..5-7 • Remote Switch Function ..........5-9 •...

  • Page 86: Fax/Tel Auto Switch Reception

    FAX Operation (Advanced) FAX/TEL Auto Switch Reception This reception method is convenient when using both telephone and fax on a single telephone line. When fax originals have been sent, the machine automatically receives them, and when the other party is calling from a telephone, the machine makes a ringing tone urging the user to respond.
  • Page 87 FAX Operation (Advanced) Preparation: Refer to Receiving Mode on page 7-5 to select [Auto (FAX/ TEL)]. The connected telephone set makes a ringing tone. Note that if [0] (zero) is set as the number of rings (for FAX/TEL Auto Switch), the connected telephone does not ring.

  • Page 88: Fax/Answering Machine Auto Switch Reception

    FAX Operation (Advanced) FAX/Answering Machine Auto Switch Reception This method is convenient when using both the answering machine and fax. When fax originals have been sent, the machine receives them automatically, and when the call is from a telephone, the machine follows the functions of the connected answering machine.
  • Page 89 FAX Operation (Advanced) Flow of reception Telephone When the other party has When the other party has When the other party is sent originals with sent originals with manual calling from a telephone automatic send send Receive fax originals from The answering machine plays the message informing the other party the other party that the user is absent.
  • Page 90 FAX Operation (Advanced) NOTE: When silence continues for at least 30 seconds during recording, the machine switches to fax reception. When the call is from a fax The machine starts receiving fax originals. OPERATION GUIDE...

  • Page 91: Drd Reception (Available For Inch Versions Only)

    FAX Operation (Advanced) DRD Reception (Available for inch versions only) This reception mode utilizes the Distinctive Ring Pattern service available through some telephone companies. With this service, you can use two or more fax numbers on a single telephone line. Thus, you can use this fax and a telephone on the same line, and you can still designate a different fax number for each of them.
  • Page 92 FAX Operation (Advanced) When a call comes in, the telephone will ring. NOTE: If you lift the handset while the telephone is still ringing, the machine will deal with the call in the same manner as standard Manual FAX Reception. For details, refer to Manual Reception on page 4-13. The machine will then ring using the predetermined ring pattern.

  • Page 93: Remote Switch Function

    FAX Operation (Advanced) Remote Switch Function You can start fax reception by operation from the connected telephone set. This function is convenient for using this machine and a telephone set (commercially available product) in combination installed at places distant from each other. To start fax reception by operation from the connected telephone set, use the following operation.
  • Page 94 FAX Operation (Advanced) The connected telephone set makes a ringing tone. Lift the handset of the telephone. When you hear the fax tone from the handset, enter the two-digit remote switch dial number using the dial button on the telephone set. NOTE: The remote switch dial is set to 55 at the factory.

  • Page 95: Memory Forwarding

    FAX Operation (Advanced) Memory Forwarding When you have received a fax, you can forward the received image to other faxes, computers, and FAX Boxes. Type of Forwarding Destination and Requirements for Forwarding You can set forwarding destinations and requirements for forwarding. Type of Forwarding Destination You can forward the received fax to other fax machines or FAX Boxes, send it as an i-FAX or E-mail attachment or transfer it to a folder (SMB or...
  • Page 96 FAX Operation (Advanced) Setting example FAX Box registration Sub Address transmission Sub Address:1234 Print Memory forwarding Sub Address:1234 Register the FAX Box. (Refer to page 5-37.) Perform sub address transmission. (Refer to page 5-44.) Store originals in the FAX Box with memory forwarding. Print originals from the FAX Box.
  • Page 97 FAX Operation (Advanced) Registration of Forwarding Settings (Forward All) To set memory forwarding, use the following procedure. NOTE: To perform forwarding settings for each reception requirement, refer to Registration of Forwarding Settings (for Each Requirement) on page 5-15. To change the entry contents, follow the same operation. Press the System Menu key.
  • Page 98 FAX Operation (Advanced) Description E-mail Addr Entry Forward originals in e-mail transmission. Enter the e-mail address of the other party to which you will forward the received originals. Folder Path Entry Forward originals with folder (SMB) transmission or folder (FTP) transmission. Enter the Host Name, Path, Login User Name, and Login Password of the other party to which you will forward the received originals.
  • Page 99 FAX Operation (Advanced) To exit from this setup, press [Close] several times until the System Menu default screen is displayed. Registration of Forwarding Settings (for Each Requirement) To perform forwarding settings for each reception requirement, follow the steps below. Up to 100 requirements for forwarding can be registered. Press the System Menu key.
  • Page 100 FAX Operation (Advanced) Register the forwarding requirements. When FAX was selected in step 8. Forwarding Registration method requirements Sub Address Press [Sub Address] and enter the sub address using the numeric keys. You can use up to 20 digits including the numbers from 0 to 9, ‘...
  • Page 101 FAX Operation (Advanced) Set the Forward Destination. Select the other party by pressing one of the following keys, and press [OK] to add the other party to the list. Description Address Book Select the destination registered in the Address Book. E-mail Addr Entry Forward originals with e-mail transmission.
  • Page 102 FAX Operation (Advanced) NOTE: To set the FAX Box as the Forward Destination, register the FAX Box in advance. For details, refer to FAX Box Function on page 5-37. Select the FAX Box to be used to store the originals and press [OK]. Set details for forwarding settings.
  • Page 103 FAX Operation (Advanced) To exit from this setup, press [Close] several times until the System Menu default screen is displayed. Changing/Deleting a Forwarding Settings (for Each Requirement) To change or delete a forwarding setting, follow the steps below. Follow steps 1 to 3 of Registration of Forwarding Settings (for Each Requirement) on page 5-15.
  • Page 104 FAX Operation (Advanced) Press [Change] of Activating Time. Select [All Day] or Requirement - Activating Time [Preset Time]. Specify the time for activating the requirements. Print or forward the faxes received during the preset time according to the requirements. To forward received Start Time All Day originals all day,...
  • Page 105 FAX Operation (Advanced) Press [Change] of File Separation. Press [Off] or [Each Page], and then [OK]. Press [OK]. Press [OK]. To exit from this setup, press [Close] several times until the System Menu default screen is displayed. Print Setting You can set whether the machine should print received originals when forwarding them.
  • Page 106 FAX Operation (Advanced) NOTE: For details on character entry, refer to Character Entry Method on page 2 of the Appendix. Please note that when you have not add any additional information, file names become the same, and, therefore, old files are overwritten when received originals are forwarded with folder (SMB) transmission and folder (FTP) transmission.
  • Page 107 FAX Operation (Advanced) RX/Forward Requirements Settings FAX/i-FAX > Common > RX/Forward Requirements > General Specify the RX/forward requirements settings. The settings available on the RX/Forward Requirements page are shown below. Item Description RX/Forward Select All, Use Requirement List or Off. Requirements All: All received faxes are forwarded.
  • Page 108 FAX Operation (Advanced) Advanced RX/Forward Requirements FAX/i-FAX > Common > RX/Forward Requirements > Advanced Specify the advanced RX/forward requirements settings. The settings available on the Advanced RX/Forward Requirements page are shown below. Item Description Name Displays All. Activating Time Specifies whether a time is specified. Enable Time Registers times when the specified requirements are enabled or disabled.
  • Page 109 FAX Operation (Advanced) Requirement List Settings FAX/i-FAX > Common > RX/Forward Requirements > Requirement List Specify the requirement list settings. The settings available on the Requirement List page are shown below. Item Description Not complying with the On is displayed when forwarding settings not conforming to the requirements requirements list are enabled and Off when disabled.
  • Page 110 FAX Operation (Advanced) Item Description Click Add to add a new forwarding setting. The Requirement List - Add page appears. (Refer to Adding Requirement List Settings on page 5-26.) Delete To delete a forwarding setting, click the checkbox for the setting to be deleted so that it is ticked and then click Delete.
  • Page 111 FAX Operation (Advanced) Item Description Activating Time Specifies whether a time is specified. Enable Time Registers times when the specified requirements are enabled or disabled. You can register any time between 00:00 and 23:59. File Name Sets the name of the file created when a fax is forwarded. Additional Information Appends information such as the date/time, job number and destination address to the file name.
  • Page 112 FAX Operation (Advanced) Requirement List - Detail/Edit FAX/i-FAX > Common > RX/Forward Requirements > Requirement List - Detail/Edit Use this page to view and edit the requirement list details. The settings available on the Requirement List - Detail/Edit page are shown below.
  • Page 113 FAX Operation (Advanced) Item Description File Name Sets the name of the file created when a fax is forwarded. Additional Information Appends information such as the date/time, job number and destination address to the file name. Requirement Type Choose from the following requirements: •...
  • Page 114 FAX Operation (Advanced) Advanced Non-Conformity with Requirements List FAX/i-FAX > Common > RX/Forward Requirements > Requirement List > Advanced Specify the advanced non-conformity with requirements list settings. The settings available on the Advanced Non-Conformity with Requirements List page are shown below. Item Description Name...
  • Page 115 FAX Operation (Advanced) Item Description Print To print the fax, click Print. The Print page is displayed. (Refer to Print Settings on page 5-31.) Forward To select the forwarding destination, click Forward. The Forwarding page is displayed. (Refer to Forwarding Settings on page 5-32.) After completing the settings, click Submit to save the settings.
  • Page 116 FAX Operation (Advanced) Forwarding Settings FAX/i-FAX > Common > RX/Forward Requirements > Advanced (Requirement List - Detail/Edit) > Forward Use this page to select forwarding destinations. 5-32 OPERATION GUIDE...
  • Page 117 FAX Operation (Advanced) The settings available on the Forward page are shown below. Item Description File Format Choose either PDF or TIFF as the file format used for storing forwarded files. Page Separate Choose whether pages are separated when faxes are forwarded to a computer.
  • Page 118 FAX Operation (Advanced) Adding Destinations FAX/i-FAX > Common > RX/Forward Requirements > Advanced (Requirement List - Detail/Edit) > Forward - Add Use this page to add destinations. The settings available on the Forward - Add page are shown below. Item Description Address Type Select the destination type.
  • Page 119 FAX Operation (Advanced) • Login User Name • Login Password If you selected FAX as the destination type, specify the settings below. • FAX Number • Transmit Start Speed • • Sub Address • Password • Encryption Key No. • Encryption Box •...
  • Page 120 FAX Operation (Advanced) FAX Box Settings FAX/i-FAX > Common > RX/Forward Requirements > Requirement List - Detail/Edit > Save to FAX Box Use this page to select the FAX Box used to store received faxes. The settings available on the Save to FAX Box page are shown below. Item Description Save to FAX Box...

  • Page 121: Fax Box Function

    FAX Operation (Advanced) FAX Box Function FAX Box A FAX Box is a box for storing received originals on the hard disk of the machine to which the FAX System is to be installed. Using the memory forwarding function, you can store received originals in a personal FAX Box.
  • Page 122 FAX Operation (Advanced) When Owner is selected Select the box owner. You can also search for the owner by using [Search (Name)] or [Search (Login)]. Press [Detail] to check User Name, Login User Name, Access Level, Account Name and E-mail Address. When you have finished checking the details, press [Close].

  • Page 123: Printing Originals From A Fax Box

    FAX Operation (Advanced) Select the box to be Document Bo x/Remo vable M emory - FAX Bo x deleted or changed. Name Owner U se(%) 00 01 BOX 1 Ano nymous - - - - To delete the FAX 00 02 BOX 2 Ano nymous - - - -...

  • Page 124: Deleting Originals From A Fax Box

    FAX Operation (Advanced) Press the checkbox and select originals from the list. The selected originals are check-marked. NOTE: To cancel the selection, press the checkbox and delete the checkmark. To check the image of the originals, refer to the preview. For information on previewing images, refer to Previewing Images on page 5-41.

  • Page 125: Checking Details And Renaming Files

    FAX Operation (Advanced) Checking Details and Renaming Files You can use the procedure below to check the details of documents forwarded to a FAX Box. You can also use this procedure to rename files. Follow steps 1 to 4 in Printing Originals from a FAX Box on page 5-39. Press [Detail].

  • Page 126: Printing A Fax Box List

    FAX Operation (Advanced) Press [Preview]. The FAX Box preview screen BOX 1 appears. Name Date and Time Size 00 2 Document 1 200 6/06/06 09 :0 0 1 00KB Detail Preview Print Delete Clo se 6/6/2006 10:00 Status Using the Preview screen Preview: doc20 0606 0609 5033 No .
  • Page 127 FAX Operation (Advanced) Press [Document Box/Removable Memory], [Register/Edit] of Edit Box, and then [Print] of FAX Box List. When the printing confirmation screen appears, press [Yes]. The machine prints a list of the FAX Boxes. FAX Reception Box OPERATION GUIDE 5-43...

  • Page 128: Sub Address Communication

    FAX Operation (Advanced) Sub Address Communication Sub Address Communication Sub address communication is communication in which data is sent and received with sub addresses and passwords attached in conformance with the ITU-T (International Telecommunication Union) recommendations. Sub addresses enable communication modes with third-party machines that were previously only possible between our brand machines.
  • Page 129 FAX Operation (Advanced) For the setting method when the machine receives originals, refer to Memory Forwarding on page 5-11. Press the Send key. Place the originals. Press [FAX No. Entry]. NOTE: When a sub address has been registered to the destination of the Address Book, you can use the destination.
  • Page 130 FAX Operation (Advanced) Press [OK]. Press [OK]. Press the Start key. Transmission begins. 5-46 OPERATION GUIDE...

  • Page 131: Program Dial

    FAX Operation (Advanced) Program Dial You can register transmission requirements such as the other party to which you send originals and transmission time as a program. After registration, you can recall transmission requirements only by pressing the program number. Also, you can assign names to programs to make recalling programs easier and more convenient.

  • Page 132: Using Program Dial

    FAX Operation (Advanced) Press the Program key. Press [Edit] and press the key of the program number to be changed or deleted (1 to 50). To change the Program Detail: program number, No.: Change Name: Change press [Change] of FAX 1 No.

  • Page 133: Transmission Restriction

    FAX Operation (Advanced) Transmission Restriction This function allows you to send or receive originals only when communication requirements are met. Using this function can limit other parties with which you can communicate. Specifically, you must register communication requirements (Permit FAX No./Permit ID No.) and set the transmission limit in advance.

  • Page 134: Registering Permit Fax No

    FAX Operation (Advanced) Communication Establishing Prerequisites Requirements • Register Permitted FAX • The sender’s Local FAX numbers or Permitted ID Number matches a Permitted †† numbers. (Refer to FAX No. registered on the Registering Permit FAX No. on machine. page 5-50 or Registering •...

  • Page 135: Changing And Deleting Permit Fax No

    FAX Operation (Advanced) Press [Add]. FAX - Permit No. List Register a number fro m which faxes will be accepted. (U p to 50 numbers can be registered.) TEL Number 1 /1 Detail Delete Close 6/6/2006 10:00 Status Use the numeric FAX/i-FAX - Permit No .

  • Page 136: Registering Reject Fax No

    FAX Operation (Advanced) Select the Permit FAX - Permit No. List FAX No. to be Register a number from which faxes will be accepted. (Up to 50 numbers can be registered.) changed or deleted. TEL Number 1 2345 678 To change Permit FAX No., go to step 3, and to delete 1 /1...

  • Page 137: Changing And Deleting Reject Fax No

    FAX Operation (Advanced) Press [FAX/i-FAX], [Next] of TX/RX Restriction and then [Register/Edit] of Reject No. List. Press [Add]. FAX - Reject No. List Register a number from which faxes will be rejected. (U p to 5 0 numbers can be registered.) TEL Number 1 /1 Detail...

  • Page 138: Registering Permit Id No

    FAX Operation (Advanced) Select the Reject FAX - Reject No . List FAX No. to be Register a number from which faxes will be rejected. (Up to 50 numbers can be registered.) changed or deleted. TEL Number 987 6543 21 To change Reject FAX No., go to step 3, and to delete...

  • Page 139: Changing And Deleting Permit Id No

    FAX Operation (Advanced) Press [FAX/i-FAX], [Next] of TX/RX Restriction and then [Register/Edit] of Permit ID List. Press [Add]. FAX - Permit ID List Register an ID from which faxes will be accepted. (Up to 25 IDs can be registered.) FAX ID 1 2345 678 1 /1 Detail...

  • Page 140: Setting Send Restriction

    FAX Operation (Advanced) Select the Permit ID FAX - Permit ID List No. to be changed or Register an ID from which faxes will be accepted. (Up to 25 IDs can be registered.) deleted. FAX ID 22 22 To change Permit ID No., go to step 3, and to delete Permit 1 /1...

  • Page 141: Setting Reception Restriction

    FAX Operation (Advanced) Press [FAX/i-FAX], [Next] of TX/RX Restriction, and then [Change] of TX Restriction. To not use the FAX - TX Restriction sending restriction, Restrict the recipients to whom faxes can be sent. U sers will only be able to send faxes to press [Off].
  • Page 142 FAX Operation (Advanced) To exit from this setup, press [Close] several times until the System Menu default screen is displayed. 5-58 OPERATION GUIDE...

  • Page 143: Encryption

    FAX Operation (Advanced) Encryption This method allows you to communicate with originals encrypted by the sending system. Therefore, even when a third party tries to view the originals in the middle of communication by some means, the third party is prevented from knowing the actual contents of the originals.

  • Page 144: Registering An Encryption Key

    FAX Operation (Advanced) NOTE: Set the same characters for the numbers indicated by the same letter in parentheses. For example, the same characters should be used as the encryption key (C) in both the sending and receiving systems. Registering an Encryption Key An encryption key is required when registering the Address Book used for encryption communication (the other party is directly entered using the numeric keys) in the sending system and when setting encryption in the...

  • Page 145: Changing And Deleting Registration Contents Of Encryption Key

    FAX Operation (Advanced) Press [OK]. To register other encryption keys, repeat steps 3 to 6. To exit from this setup, press [Close] several times until the System Menu default screen is displayed. Changing and Deleting Registration Contents of Encryption Key Follow steps 1 to 2 of Registering an Encryption Key on page 5-60.
  • Page 146 FAX Operation (Advanced) Register the encryption key you have arranged with the receiving system. (Refer to Registering an Encryption Key on page 5-60.) When an encryption key has already been registered, go to the next step. Press the Send key. Place the originals.

  • Page 147: Operation At The Receiving System

    FAX Operation (Advanced) Press [Use] and use Ready to send. Destination the numeric keys to Enter Destination. FAX No. Entry - Encryption Box enter the encryption No t U se Enter box number using numeric keys. box number (4 digits), and press [OK].

  • Page 148: Polling Communication

    FAX Operation (Advanced) Polling Communication Polling communication is a communication mode in which the transmission of originals on the sending machine is controlled by the receiving machine. This allows the receiving machine to tailor the reception of originals to its own circumstances.
  • Page 149 FAX Operation (Advanced) IMPORTANT: • The recipient’s machine must also be equipped with the same sort of sub address bulletin board communication function. Some fax machines cannot store originals and some do not support polling reception. Check both the sending and receiving machines beforehand to ensure that they each have the required functionality.
  • Page 150 FAX Operation (Advanced) Press the Document Box key. Press [FAX Box], [Polling Box], and then [Store File]. Change the required Ready to store in Box. functions for the File Name:%s Storing Image original to be stored. Zoo m Original Border Erase Original For information on Orientation...
  • Page 151 FAX Operation (Advanced) Function Description Continuous Scan Allows you to divide originals that cannot be placed in the document processor at one time into multiple scans and then store the result as a single file. With this function, originals continue to be scanned until you press [Scan Finish]. Multi-page Form Allows you to use the optional document processor to scan multi-page documents such as forms as a single bundle.

  • Page 152: Polling Reception

    FAX Operation (Advanced) Polling Reception This function automatically triggers transmission of originals stored on the sending machine when the receiving machine dials the sending machine’s number. If multiple contacts are specified, they are dialed in sequence and originals are received from each contact. NOTE: By setting a group as the destination, you can receive originals from up to 500 contacts in a single operation.

  • Page 153: Printing From A Polling Box

    FAX Operation (Advanced) Using Polling Reception with Sub Addresses For polling reception, enter the sub address (on this machine, sub address and sub address password) set at the sending machine. This communication is still possible when the other party is using a third-party machine provided it is equipped with the same type of sub address communication function.

  • Page 154: Deleting Originals In A Polling Box

    FAX Operation (Advanced) Press [Print]. FAX Box Polling Bo x Name Date and Time Size 00 01 doc200 6060 6095 033 06/06 /2 006 09 :5 0 2 3KB doc200 6060 6095 322 06/06 /2 006 09 :5 3 4 KB doc200 6060 6095 711 06/06 /2 006 09 :5 7 06/06 /2 006 09 :5 7...

  • Page 155: File Name

    FAX Operation (Advanced) Press [Detail]. FAX Box Polling Bo x Name Date and Time Size 00 01 doc200 6060 6095 033 06/06 /2 006 09 :5 0 2 3KB doc200 6060 6095 322 06/06 /2 006 09 :5 3 4 KB doc200 6060 6095 711 06/06 /2 006 09 :5 7 06/06 /2 006 09 :5 7...
  • Page 156 FAX Operation (Advanced) Press [Preview]. The FAX Box preview screen Polling Bo x appears. Name Date and Time Size 00 01 doc200 6060 6095 033 06/06 /2 006 09 :5 0 2 3KB For information on doc200 6060 6095 322 06/06 /2 006 09 :5 3 4 KB previewing images,...

  • Page 157: Account Management

    FAX Operation (Advanced) Account Management Account management is user management that specifies the users who can use the machine and job accounting that controls the usage per account. In user accounting, up to 1,000 users can be managed using User ID and Password.

  • Page 158: Logging In When User Accounting Has Been Enabled

    FAX Operation (Advanced) Communication modes subject to job accounting • Normal transmission • Delayed transmission • Broadcast transmission • Sub address transmission • Encrypted transmission • Manual send when dialed from this machine to the receiving system • Polling transmission •...

  • Page 159: Logging In When Job Accounting Has Been Enabled

    FAX Operation (Advanced) Press [Login User Name]. Enter lo gin user name and password. Lo gin U ser Name Lo gin Password Check the counter. Login 6/6/2006 10:00 Status Enter a User Name, and press [OK]. NOTE: For details on character entry, refer to Character Entry Method on page 2 of the Appendix.
  • Page 160 FAX Operation (Advanced) Use the numeric keys to enter Enter account ID. Account ID, and press [Login]. Check the counter. Login 6/6/2006 10:00 Status NOTE: You can check the number of pages used by a department by entering the Account ID and pressing [Check the counter.]. Press [Close] in the counter browsing screen to log in.

  • Page 161: Checking Transmission Results And Registration Status

    6 Checking Transmission Results and Registration Status This chapter explains how to check fax transmission results and functional registration status. • Various Tools for Checking Transmission Results and Registration Status ............6-2 • Checking FAX Job History..........6-3 • Printing Administrative Reports ........6-8 •...

  • Page 162: Various Tools For Checking Transmission Results And Registration Status

    Checking Transmission Results and Registration Status Various Tools for Checking Transmission Results and Registration Status Check the fax transmission results and registration status using the following tools. Display Contents to Reference Tool Timing of Check Location Check Page FAX job Touch panel History of latest Any time...

  • Page 163: Checking Fax Job History

    Checking Transmission Results and Registration Status Checking FAX Job History Display the history of the latest 200 each of send and receipt results on the display for checking. NOTE: Even when job accounting is enabled, 200 each of send and receipt results are displayed regardless of the account ID.

  • Page 164: Description Of The Job Log Screen

    Checking Transmission Results and Registration Status Description of the Job Log Screen Items shown in each Status job log screen and Status Scheduled Jo b Lo g Job Type the function of each Job No. Date Type Destination User Name Result key are as follows.
  • Page 165 Checking Transmission Results and Registration Status Sending Job Log Screen Display / Key Description Job No. Job acceptance number Date Job date Type Icon indicates job type. Fax transmission i-FAX transmission Destination Recipient (destination name, fax number or i-FAX address) User Name User name Blank if no information is available...

  • Page 166: Checking Details Of The Job Log

    Checking Transmission Results and Registration Status Display / Key Description [Detail] Select a job from the list and press this key to show detailed information of the job (Refer to Checking Details of the Job Log on page 6-6). NOTE: Jobs stored in a Polling box appear as scanner ( ) job types.
  • Page 167 Checking Transmission Results and Registration Status Item Description Destination Recipient Press [Detail] to check the result for each destination. If a send job has multiple destinations, the number of destinations is displayed. User Name User name Blank if no information is available Job Name Job name Accepted Time...

  • Page 168: Printing Administrative Reports

    Checking Transmission Results and Registration Status Printing Administrative Reports You can print various administrative reports to check the results of fax transmission or the status of the functional setup. Send Result Reports Each time you send a fax, you can print a report to confirm whether the fax was sent successfully.

  • Page 169: Fax Rx Result Reports

    Checking Transmission Results and Registration Status With transmitted image Without transmitted image Send Result Report Send Result Report Completed Completed FAX RX Result Reports Each time you receive a fax, you can print a report to confirm whether the fax was received successfully. NOTE: Fax receipt can also be notified by e-mail instead of checking the receipt result report.

  • Page 170: Activity Report

    Checking Transmission Results and Registration Status To exit from this setup, press [Close] several times until the System Menu default screen is displayed. FAX RX Result Report Completed Activity Report Activity reports are reports of both the sent faxes and the received faxes. Each report lists the history of the latest 50 sent or received fax data.

  • Page 171: Status Page

    Checking Transmission Results and Registration Status When the printing confirmation screen appears, press [Yes]. An activity report is printed. FAX TX Report FAX RX Report Automatic Printout An activity report is printed out automatically after every 50 faxes sent or received.
  • Page 172 Checking Transmission Results and Registration Status FAX-related information includes the Local FAX Number, Local FAX Name, fax line setting, etc. You can print it out as necessary. Press the System Menu key. Press [Report], and Report - Repo rt Print [Next] of Report Status Page: Print...

  • Page 173: Reporting Fax Receipt Result By E-Mail

    Checking Transmission Results and Registration Status Reporting FAX Receipt Result by E-mail Fax receipt can also be notified by e-mail instead of checking the receipt result report. NOTE: This setting is displayed when the FAX RX Result Report setting is [On] or [Error and Forward Only]. For details, refer to FAX RX Result Reports on page 6-9.
  • Page 174 Checking Transmission Results and Registration Status To enter an e-mail Report - FAX RX Result Report Type address directly, Select a method for reporting FAX receipt results. press [E-mail Repo rt Printing Address Entry] and E-mail Address E-mail then [E-mail Address Bo ok Address].

  • Page 175: Setup And Registration

    7 Setup and Registration This chapter explains how to perform various setups and registrations. • Rings ................7-2 • Volume Adjustment ............7-3 • Retry Times ..............7-4 • Receiving Mode............7-5 • Reception Date/Time............ 7-6 • Media Type for Print Output ......... 7-7 •...

  • Page 176: Rings

    Setup and Registration Rings You can change the number of times to let the phone ring before answering a call as needed. The number of ringing times can be changed independently for each receiving mode of Auto (Normal), Auto (TAD) and Auto (FAX/TEL).

  • Page 177: Volume Adjustment

    Setup and Registration Volume Adjustment Adjust the volume of the speaker and monitor. Speaker Volume: Volume of the built-in speaker when the line is connected by pressing [On Hook]. Monitor Volume: Volume of the built-in speaker when the line is connected without pressing [On Hook] such as in memory transmission.

  • Page 178: Retry Times

    Setup and Registration Retry Times The number of retry times can be changed automatically. NOTE: Retry times can be set to between 0 and 14. For Redial, refer to Dialing the Same Receiving System (Redial) on page 3-31. Press the System Menu key. Press [FAX/i-FAX], [Next] of Transmission, [Next] of FAX and then [Change] of Retry Times.

  • Page 179: Receiving Mode

    Setup and Registration Receiving Mode The following five receiving modes are available. • FAX Automatic Reception [Auto (Normal)] • FAX/TEL Auto Switch Reception [Auto (FAX/TEL)] (Refer to page 5-2.) • FAX/Answering Machine Auto Switch Reception [Auto (TAD)] (Refer to page 5-4.) •...

  • Page 180: Reception Date/Time

    Setup and Registration Reception Date/Time Reception Date/Time function adds the reception date/time, sender information and number of pages on the top of each page when the message is printed out. It is useful for confirming the time of reception if the fax is from a different time zone.

  • Page 181: Media Type For Print Output

    Setup and Registration Media Type for Print Output Specify the paper type to be used for print output of the received fax. Supported paper types: All media type, Plain, Rough, Recycled, Bond, Color, High Quality, Custom 1 to 8 NOTE: Refer to the machine’s Advanced Operation Guide for details on Custom Paper 1 to 8.

  • Page 182: Mp Tray Paper Output

    Setup and Registration MP Tray Paper Output You can select whether to use the MP tray paper when printing out the received fax. Press the System Menu key. Press [FAX/i-FAX], [Next] of Reception, [Next] of Basic and then [Change] of Multi Purpose Tray. Select either [Off] FAX - Multi Purpose Tray (not to use) or [On]...

  • Page 183: Reduced Reception

    Setup and Registration Reduced Reception When the reception size is larger than the paper size, you can reduce the print size. Item Description Print the received data at 100% of the original size by dividing it into several sheets of paper. Print the received data by reducing the original size according to the paper size.

  • Page 184: Duplex Print Output

    Setup and Registration Duplex Print Output When received multiple pages of data are the same width, they can be printed out on both sides of paper having the same width as the data. Press the System Menu key. Press [FAX/i-FAX], [Next] of Reception, [Next] of Basic and then [Change] of Duplex Printing.

  • Page 185: In 1 Reception

    Setup and Registration 2 in 1 Reception When you receive a multi-page Statement or A5 size original, this function prints 2 pages of the original at a time on one Letter or A4 size sheet of paper. NOTE: If you specify 2 in 1 reception and duplex printing at the same time, 2 in 1 reception is disabled.

  • Page 186: Remote Diagnosis

    Setup and Registration Remote Diagnosis If a problem arises with this machine and you contact our service representative, this feature enables our Service Center computer to access the machine over the phone and check the machine’s status or look for problems. NOTE: To use Remote Diagnosis, you must first sign an agreement with our service representative and register a preset ID on the machine.

  • Page 187: Optional Equipment

    8 Optional Equipment This chapter introduces the optional equipment available for the FAX kit. • FAX Backup Kit ............8-2 • Dual FAX ..............8-4 OPERATION GUIDE...

  • Page 188: Fax Backup Kit

    Optional Equipment FAX Backup Kit The FAX Backup Kit is a 128 MB microchip card that you can use to back up important data. Call a service representative for mounting or removal of the card. You can use the FAX Backup Kit to back up the following data: •...
  • Page 189 Optional Equipment Checking Available Space Check the available space of the FAX Backup Kit as necessary. Press the Status/Job Cancel key. Press [Device/ Status Scanner Communication]. Hard Disk Ready. Printer FAX Backup Memory Used space / total Ready. 10M B/128 MB capacity of the Removable M emory M emo ry Card...

  • Page 190: Dual Fax

    Optional Equipment Dual FAX Installing the Dual FAX option allows you to use 2 phone lines. This reduces the time until faxes are sent to all the recipients in tasks such as sequential broadcast transmissions to multiple recipients. Also, because you can then send and receive simultaneously, there will be fewer occasions when you cannot receive a fax during fax transmission.
  • Page 191 Optional Equipment Press the System Menu key. Press [User Login/Job Accounting]. If user login administration is invalid, the user authentication screen is displayed. Enter a login user name and password, and press [Login]. Press [Next] of Job Accounting Setting, [Register/Edit] of Accounting List, and then [Add].
  • Page 192 Optional Equipment OPERATION GUIDE...

  • Page 193: Internet Faxing (I-Fax)

    9 Internet Faxing (i-FAX) This chapter explains how to use Internet faxing (i-FAX). • What is i-FAX?.............. 9-2 • i-FAX Settings............... 9-5 • i-FAX Transmission ............ 9-10 • i-FAX Reception ............9-15 OPERATION GUIDE...

  • Page 194: What Is I-Fax

    Internet Faxing (i-FAX) What is i-FAX? The i-FAX function sends and receives faxes via the Internet without using a phone line. The sending machine sends the scanned fax original to the recipient’s E- mail address as an E-mail attachment. The receiving machine receives the original from the mail server and prints the fax file.
  • Page 195 Internet Faxing (i-FAX) Notes on Using i-FAX • To use i-FAX, you must connect this machine to a computer using a network cable and specify the network settings. Refer to i-FAX Settings on page 9-5 for details. • If you cannot successfully send an i-FAX to the recipient, you normally receive an E-mail error message from the server.
  • Page 196 Internet Faxing (i-FAX) capacity information in the address book, this machine will automatically tailor its transmissions to each recipient’s reception capacity. For more information on sent fax reports, refer to Activity Report on page 6-10. For more information on setting the conditions for destination machines, refer to Contact Registration (i-FAX) on page 3-19 or i-FAX Transmission on page 9-10.

  • Page 197: I-Fax Settings

    Internet Faxing (i-FAX) i-FAX Settings To send and receive Internet faxes, you must first specify the SMTP server and POP3 server settings. Specify these settings using COMMAND CENTER on a computer that is connected to this machine via a network. Refer to the machine’s Operation Guide for information on the network settings.
  • Page 198 Internet Faxing (i-FAX) i-FAX SMTP Settings FAX/i-FAX > i-FAX > SMTP Use this page to specify the settings for the SMTP server used for Internet faxing. OPERATION GUIDE...
  • Page 199 Internet Faxing (i-FAX) The settings available on the i-FAX SMTP page are shown below. Item Description Use i-FAX Server If this option is set to Off, use the SMTP server settings for E-mail transmission. To specify separate settings for i-FAX transmission, select On in this setting and register the SMTP server.
  • Page 200 Internet Faxing (i-FAX) i-FAX POP3 Settings FAX/i-FAX > i-FAX > POP3 Use this page to specify the settings for the POP3 server used for Internet faxing. The settings available on the i-FAX POP3 page are shown below. Item Description POP3 Displays the POP3 settings.
  • Page 201 Internet Faxing (i-FAX) Item Description Check Interval Displays the interval for connecting to the POP3 server to check for incoming E-mail. To change the setting, go to Advanced > E-mail > POP3 > General and change the Check Interval setting. Run once now Click Receive to immediately connect to the POP3 server and check for incoming E-mail.

  • Page 202: I-Fax Transmission

    Internet Faxing (i-FAX) i-FAX Transmission This section explains how to send an i-FAX by directly entering the recipient’s E-mail address. Switching to the Send Screen Check that the basic Ready to send. Destinatio n send screen is Enter Destination. Destination Detail Address Book displayed on the...

  • Page 203: Specifying The Destination

    Internet Faxing (i-FAX) Specifying the Destination Press [i-FAX Ready to send. Destinatio n Addr Entry]. Enter Destination. Destination Detail Address Book E-mail Addr Entry Fo lder Path Entry Chain Detail/Edit Delete Recall FAX No. Entry 00 1 0 03 00 4 No .
  • Page 204 Internet Faxing (i-FAX) Specify the destination conditions and press [OK]. Item Description Resolution Specify the resolutions that can be received by the destination fax machine. If you try to send an i-FAX using a prohibited resolution, it is automatically changed to a permitted resolution and then sent.
  • Page 205 Internet Faxing (i-FAX) For information on how to select the resolution, refer to Selecting the Resolution on page 3-6. NOTE: 300 × 300 dpi is not supported for i-FAX transmissions. If 300 × 300 dpi is selected, the fax is sent at a lower resolution of 200 ×...

  • Page 206: Cancelling The Transmission

    Internet Faxing (i-FAX) Cancelling the Transmission On the Sending Jobs Status screen above, select Status Scheduled Job Job Type the job, and press Job No. Accepted Time Type Destinatio n U ser Name Status [Cancel]. Sending 0 0000 1 1 0:00 ABCD@xxx.com When the cancel confirmation screen...

  • Page 207: I-Fax Reception

    Internet Faxing (i-FAX) i-FAX Reception At set intervals, this machine connects to the mail server and automatically downloads and prints any Internet faxes found on the server. No particular user intervention is needed when the machine receives an i-FAX. You can change the following reception settings: •...
  • Page 208 Internet Faxing (i-FAX) 9-16 OPERATION GUIDE...

  • Page 209: 10 About Network Fax

    10 About Network FAX This chapter explains how to use Network FAX. Please also read the Network FAX Driver Operation Guide (Online Manual) contained in the included CD-ROM, which describes how to operate your PC to send a fax using Network FAX and make various settings.

  • Page 210: What Is Network Fax

    About Network FAX What is Network FAX? The Network FAX function enables any PC, which is networked to the machine, to perform sending and receiving of faxes. Its primary features include the following. • PC-prepared document can be sent and received by fax without being printed out.
  • Page 211 About Network FAX NOTE: The memory forwarding function allows not only reception by the networked PC, but also forwarding of the received fax by e-mail, forwarding to another fax machine, or storing in the FAX Box. OPERATION GUIDE 10-3...

  • Page 212: Setup

    About Network FAX Setup The following preparation is needed before using Network FAX. Flow of Setup Connection to a PC Connect the machine to a PC using the network cable. For details, refer to the machine’s Operation Guide. Machine Registration Using the memory transmission function, select the recipient PC or file format.
  • Page 213 About Network FAX NOTE: Adobe Acrobat Reader 5.01 or later needs to be installed to view the online manual. OPERATION GUIDE 10-5...
  • Page 214 About Network FAX 10-6 OPERATION GUIDE...

  • Page 215: 11 Troubleshooting

    11 Troubleshooting This chapter explains how to deal with problems. • Indicators During Sending/Receiving Operation ..11-2 • Precautions When Turning Power OFF ......11-3 • Error Messages ............11-4 • Troubleshooting… ............11-6 OPERATION GUIDE 11-1...

  • Page 216: Indicators During Sending/Receiving Operation

    Troubleshooting Indicators During Sending/Receiving Operation The Send, Receive and Memory indicators show the fax transmission status. • The Send indicator blinks when the machine is sending a fax. The Receive indicator blinks when the machine is receiving a fax. • The Memory indicator blinks when source data is being stored in memory for memory transmission.

  • Page 217: Precautions When Turning Power Off

    Troubleshooting Precautions When Turning Power OFF To receive faxes with the power turned off, press the Power key on the operation panel. You cannot automatically receive a fax when the main power switch is turned off. Before turning off the main power switch, press the Power key on the operation panel.

  • Page 218: Error Messages

    Troubleshooting Error Messages When an error occurs, the display may show one of the error messages listed below. These will help you identify and correct the problem. NOTE: When a transmission error occurs, a sent/receipt result report is produced. Check the error code shown in the report and refer to the Error Code List on page 15 of the Appendix for a description.
  • Page 219 Troubleshooting Reference Message Checkpoint Corrective Action Page Cannot execute this job. – Fax transmission is Refer to the Restricted by Job prohibited by Job machine’s Accounting. Accounting. No further Advanced Job is canceled. Press [End]. operation is possible. Press Operation [End].

  • Page 220: Troubleshooting

    Troubleshooting Troubleshooting When a problem occurs, first check the following. If the problem persists, contact your dealer or service representative. Reference Symptom Checkpoint Corrective Action Page Cannot send document. Is the modular cord Connect the modular cord – connected correctly? correctly.
  • Page 221 Troubleshooting Reference Symptom Checkpoint Corrective Action Page I s the recipient fax machine Cannot perform sub Sub address transmission – address transmission. equipped with a sub address cannot be performed unless transmission feature? the recipient fax machine has a similar sub address transmission feature.
  • Page 222 Troubleshooting Reference Symptom Checkpoint Corrective Action Page Cannot use sub address Does the other party’s fax If the other party’s fax – bulletin board machine have the same sort machine does not have the communication. of sub address bulletin board same sort of sub address communication function? bulletin board communication...

  • Page 223: Appendix

    Appendix • Character Entry Method ........Appendix-2 • Specifications ..........Appendix-5 • Menu List............Appendix-6 • Received FAX Sizes and Paper Priority (Inch Model) ............ Appendix-9 • Received FAX Sizes and Paper Priority (Metric Model) ..........Appendix-12 • Error Code List ..........Appendix-15 OPERATION GUIDE Appendix-1...

  • Page 224: Character Entry Method

    Character Entry Method To enter characters for a name, use the on-display keyboard in the touch panel following the steps as explained below. NOTE: QWERTY, QWERTZ and AZERTY are keyboard layouts the same as a PC keyboard are available. If necessary, change the layout. For information on how to change layouts, refer to the machine’s Advanced Operation Guide.

  • Page 225: Entering Characters

    Display/Key Description [Cancel] Press to cancel entered characters and return to the screen before the entry was made. [OK] Press to finalize the entry and return to the screen before the entry was made. Upper-case Letter Entry Screen Account Name Use the keyboard to enter.
  • Page 226 Press [Upper-case]. Press [L]. The letter Acco unt Name L is shown on the U se the keybo ard to enter. Limit: characters display. Input: characters Backspace & " < > U pper-case Lower-case No ./Symbol Space Cancel Status 6/6/2006 10:00 Press [Lower-case].

  • Page 227: Specifications

    Specifications NOTE: Specifications are subject to change without notice. Item Description Type Optional FAX kit Compatibility Communication Line Subscriber telephone line Transmission Time 3 seconds or less (33600 bps, JBIG, ITU-T A4-R #1 chart) Transmission Speed 33600/31200/28800/26400/24000/21600/19200/16800/14400/12000/9600/ 7200/4800/2400 bps Coding Scheme JBIG/MMR/MR/MH Error Correction Original Size...

  • Page 228: Menu List

    Menu List The function keys on the touch panel and operation panel have the following menus. Refer to this list as necessary when you operate the machine. Send Key Destination Address Book FAX Number Entry Sub Address (Sending) Transmission Start Speed Encrypted Transmission (Sending) On Hook i-FAX Address Entry...
  • Page 229 System Common Settings Sound FAX Speaker Volume Menu FAX Monitor Volume Document Edit Box FAX Box Box/Removable Polling Box Delete Transmitted File Memory FAX/i-FAX TX/RX Common Encrypt. Key Registration FAX Remote Diagnosis Transmission Basic Local FAX Name Entry † †,†† FAX Port 1 , FAX Port 2 Local FAX Information...
  • Page 230 Continued from previous page Report Report Print Status Page Print Result Report Send Result Attach Send Image Setting Report FAX RX Result Report FAX RX Result Report Type Admin Report Settings Edit Address Book Sub Address (Sending) Destination Transmission Start Speed Encrypted Transmission (Sending) i-FAX...

  • Page 231: Received Fax Sizes And Paper Priority (Inch Model)

    Received FAX Sizes and Paper Priority (Inch Model) When no paper loaded in the cassettes matches the received fax size and orientation, the machine automatically chooses the printing paper according to the following priority. Same Size Override Received FAX Size LT-R †...
  • Page 232 NOTE: The abbreviations denote the following paper sizes. ST: Statement STR: Statement-R LT: Letter LTR: Letter-R LG: Legal LD: Ledger When a paper type is selected in Media Type, a received fax is printed using the matching paper source. (Refer to page 7-7.) Even if [All Media Types] is selected, paper types such as transparency cannot be used for fax printouts.
  • Page 233 Reduced RX Sizes Received FAX Size LT-R † ST-R LT-R † † † LT-R LT-R LT-R LT-R † † † † † ST-R ST-R ST-R †. Paper orientation is different from the received document. The image is printed after being rotated 90° automatically.

  • Page 234: Received Fax Sizes And Paper Priority (Metric Model)

    Received FAX Sizes and Paper Priority (Metric Model) When no paper loaded in the cassettes matches the received fax size and orientation, the machine automatically chooses the printing paper according to the following priority. Same Size Override Received FAX Size A4-R †...
  • Page 235 †. Paper orientation is different from the received document. The image is printed after being rotated 90° automatically. ††. Folio size original is reduced to match A4 size paper. : indicates print output on two sheets. NOTE: The abbreviations denote the following paper sizes. FL: Folio When a paper type is selected in Media Type, a received fax is printed using the matching paper source.
  • Page 236 Reduced RX Sizes Received FAX Size A4-R † A5-R A4-R † † † A4-R B5-R A4-R A4-R † † A4-R A4-R † † † † A4-R † † B5-R B5-R B5-R B5-R B5-R † † † † † B5-R † †...

  • Page 237: Error Code List

    Error Code List When a transmission error occurs, one of the following error codes is recorded in the TX/RX Result Report and Activity Report. NOTE: If an error occurs during V34 communication, the U in the error codes is replaced by an E. Error Code Possible Cause/Action Busy...
  • Page 238 Error Code Possible Cause/Action U01600 Communication error occurred during reception of high-speed transmission. Ask the sender to reduce the transmission speed and send again. U01700 - U01720 Communication error occurred during high-speed transmission. Send again. U01721 Communication error occurred during high-speed transmission.
  • Page 239 Error Code Possible Cause/Action U03500 Sub address bulletin board reception was attempted and the other party’s machine is an our- brand model, but the specified sub address box was not registered on the other party’s machine. Check with the recipient. U03600 The other party’s machine is an our-brand model and sub address bulletin board reception was...
  • Page 240 Error Code Possible Cause/Action U05300 Reception was rejected by the recipient because communication requirements are not met due to the reception restriction set on the recipient machine. Check with the recipient. U14000 Reception to the FAX Box was stopped because there is no more free space in the memory of this machine.
  • Page 241 Index Density 3-8 Description of Operation Procedure xiii Direct Transmission 3-3, 3-4 Cancel 3-14 Document Processor 1-3 DRD Reception 5-7, 7-5 Numerics Dual FAX 8-4 Duplex Print Output 7-10 2 in 1 Reception 7-11 ECM Communication 3-6, 3-19 About this Operation Guide ix E-mail Notice Account Management 5-73 Job Finish Notice 4-18...
  • Page 242 Flow of Receiving 10-2 Flow of Sending 10-2 Indicators 11-2 Online Manual 10-1, 10-4 Installation Precautions ix Setup 10-4 Internet Faxing 9-1 COMMAND CENTER 9-5 Reception 9-15 Transmission 9-10 One-touch Keys 3-27 Interrupt Send 4-8 Change/Delete 3-28 Registering a New Destination 3-27 Select Destination 3-28 Operation Panel 1-4 Job Accounting 5-73...
  • Page 243 Program Dial 5-47 Speed Dial key 3-30 How to Change and Delete 5-47 Standby Transmission 4-7 How to Register 5-47 Sub Address Bulletin Board Communication How to Use 5-48 5-64 Sub Address Communication 3-5, 5-44 How to Conduct 5-44 Sub Address 5-44 Sub Address Password 5-44 Received FAX Sizes and Paper Priority Appendix-9, Appendix-12...
  • Page 244 Index-4 OPERATION GUIDE...
  • Page 245 MEMO...
  • Page 248 Rev.2.0 2007.2 Printed in China 303KH56021...

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