User manual LEXMARK X5470 - Fax Guide

X5400 Series All-In-One Fax Guide 2007 www.lexmark.com Contents Introduction........................................................................................5 Finding information about the printer...........................................................................................................................5 Understanding the parts of the printer........................................7 Understanding the parts of the printer..........................................................................................................................7 Fax Setup.............................................................................................9 Getting the printer ready to fax........................................................................................................................................9 Using an RJ11 adapter .....................................................................................................................................................................9 Choosing a fax connection.......................................................................................................................................................... 12 Connecting to an answering machine.................................................................................................................................... 13 Connecting directly to a telephone wall jack ....................................................................................................................... 14 Connecting directly to a telephone wall jack in Germany............................................................................................... 15 Connecting to a computer with a modem............................................................................................................................ 16 Connecting to a telephone ......................................................................................................................................................... 17 Setting up to fax while behind a PBX ...................................................................................................................................... 18 Using a digital phone service ..................................................................................................................................................... 19 Using Fax............................................................................................20 Loading original documents on the scanner glass.................................................................................................21 Loading original documents into the Automatic Document Feeder...............................................................22 Sending a fax.........................................................................................................................................................................24 Entering a fax number .................................................................................................................................................................. 24 Sending a fax using the software.............................................................................................................................................. 24 Sending a fax using the control panel .................................................................................................................................... 25 Sending a fax while listening to a call (On Hook Dial)....................................................................................................... 25 Sending a broadcast fax at a scheduled time....................................................................................................................... 26 Receiving a fax......................................................................................................................................................................26 Receiving a fax manually.............................................................................................................................................................. 26 Setting a fax manual answer code............................................................................................................................................ 27 Using Caller ID from the control panel ................................................................................................................................... 27 Using Caller ID from the software............................................................................................................................................. 27 Receiving a fax automatically..................................................................................................................................................... 28 Receiving a fax with an answering machine......................................................................................................................... 28 Forwarding faxes.................................................................................................................................................................29 Using the Phone Book.......................................................................................................................................................29 Using the control panel Phone Book....................................................................................................................................... 29 Using the computer Phone Book.............................................................................................................................................. 30 Customizing fax settings...................................................................................................................................................30 Contents 3 Customizing settings using the Fax Setup Utility ............................................................................................................... 30 Understanding the Fax menu .................................................................................................................................................... 33 Setting Auto Answer to on.......................................................................................................................................................... 34 Setting up a fax header................................................................................................................................................................. 34 Setting up a fax footer .................................................................................................................................................................. 35 Blocking junk faxes......................................................................................................................................................................... 36 Blocking unwanted changes to fax settings......................................................................................................................... 36 Using the Fax Solutions Software ............................................................................................................................................. 37 Setting up a dialing prefix ........................................................................................................................................................... 38 Setting the distinctive ring.......................................................................................................................................................... 38 Setting the number of rings before receiving a fax automatically ............................................................................... 38 Setting up Speed Dial.................................................................................................................................................................... 39 Printing fax activity reports..............................................................................................................................................39 Ordering Cartridges.........................................................................41 Ordering print cartridges..................................................................................................................................................41 Troubleshooting...............................................................................42 Setup Troubleshooting.....................................................................................................................................................42 Incorrect language appears on the display........................................................................................................................... 42 Power button is not lit .................................................................................................................................................................. 42 Software does not install.............................................................................................................................................................. 43 Removing and reinstalling the software ................................................................................................................................ 44 Fax troubleshooting...........................................................................................................................................................45 Cannot send or receive a fax....................................................................................................................................................... 45 Can send but not receive faxes.................................................................................................................................................. 47 Can receive but not send faxes.................................................................................................................................................. 48 Printer receives a blank fax.......................................................................................................................................................... 49 Received fax has poor print quality.......................................................................................................................................... 49 Caller ID information is not displayed..................................................................................................................................... 49 Fax Error ............................................................................................................................................................................................. 49 Fax Mode Unsupported................................................................................................................................................................ 50 Remote Fax Error............................................................................................................................................................................. 50 Phone Line Busy .............................................................................................................................................................................. 51 Phone Line Error.............................................................................................................................................................................. 51 Notices................................................................................................53 Product information...........................................................................................................................................................53 Edition notice........................................................................................................................................................................53 Contents 4 Introduction CAUTION--POTENTIAL INJURY: To reduce the risk of fire, use only a 26 AWG or larger telecommunications (RJ-11) cord when connecting this product to the public switched telephone network. Finding information about the printer Publications See the Quick Setup sheet Printed Getting Started guide For Initial setup instructions that came with the printer. Additional setup instructions that came with the printer. Note: Not all products come with printed publications. Electronic User's Guide Complete instructions for using the printer. The electronic version installs automatically with the printer software. Customer support Description Where to find (North America) Where to find (rest of world) Telephone numbers and support hours vary by country or region. Visit our Web site at www.lexmark.com. Select a country or region, and then select the Customer Support link. Note: For additional information about contacting Lexmark, see the printed warranty that came with your printer. Telephone support Call us at · US: 1-800-332-4120 ­ Monday­Friday (8:00 AM­11:00 PM EST), Saturday (Noon­6:00 PM EST) · Canada: 1-800-539-6275 ­ Support in English: Monday­Friday (8:00 AM­11:00 PM EST), Saturday (Noon­6:00 PM EST) ­ Support in French: Monday­Friday (9:00 AM­7:00 PM EST) · Mexico: 01-800-253-9627 ­ Monday­Friday (8:00 AM­8:00 PM EST) Note: Support numbers and times may change without notice. For the most recent telephone numbers available, see the printed warranty statement that came with your printer. Introduction 5 Description E-mail support Where to find (North America) For e-mail support, visit our Web site: www.lexmark.com. Where to find (rest of world) E-mail support varies by country or region, and may not be available in some instances. Visit our Web site at www.lexmark.com. Select a country or region, and then select the Customer Support link. Note: For additional information about contacting Lexmark, see the printed warranty that came with your printer. 1 2 3 4 5 Click CUSTOMER SUPPORT. Click Technical Support. Select your printer family. Select your printer model. From the Support Tools section, click eMail Support. Submit Request. 6 Complete the form, and then click Limited Warranty Description Limited Warranty Information Lexmark International, Inc. furnishes a limited warranty that this printer will be free of defects in materials and workmanship for a period of 12 months after the original date of purchase. Where to find (USA) To view the limitations and conditions of this limited warranty, see the Statement of Limited Warranty included with this printer, or set forth at www.lexmark.com. Where to find (rest of world) Warranty information varies by country or region. See the printed warranty that came with your printer. 1 Click CUSTOMER SUPPORT. 2 Click Warranty Information. 3 From the Statement of Limited Warranty section, click Inkjet & All-In-One Printers. 4 Scroll through the Web page to view the warranty. Record the following information (located on the store receipt and the back of the printer), and have it ready when you contact customer support so that they may serve you faster: · · · · Machine Type number Serial number Date purchased Store where purchased Introduction 6 Understanding the parts of the printer Understanding the parts of the printer 9 6 7 8 12 11 10 5 4 3 2 1 Use the 1 2 3 4 5 6 7 8 9 10 PictBridge port Memory card slots Control panel Paper exit tray To Connect a PictBridge-enabled digital camera or a flash drive to the printer. Insert a memory card. Operate the printer. Hold paper as it exits. Automatic Document Feeder (ADF) paper guide Keep paper straight when feeding into the ADF. Automatic Document Feeder (ADF) Automatic Document Feeder (ADF) exit tray Paper guide Paper support Automatic Document Feeder (ADF) paper stop Scan, copy, or fax multiple-page letter-, legal-, and A4-size documents. Hold paper as it exits the ADF. Keep paper straight when feeding. Load paper. · Stop paper as it exits the ADF. · Support A4- and legal-size paper as it exits the ADF. Copy, scan, fax, or remove an item. Access the scanner glass. 11 12 Scanner glass Top cover Understanding the parts of the printer 7 1 2 3 4 5 6 Use the 1 2 3 4 Scanner unit Print cartridge carrier USB port EXT port To Access the print cartridges. Install, replace, or remove a print cartridge. Connect the printer to a computer using a USB cable. Connect additional devices, such as a data/fax modem, telephone, or answering machine to the printer. Note: Remove the plug to access the port. EXT 5 LINE port Connect the printer to an active telephone line to send and receive faxes. The printer must be connected to this telephone line to receive incoming fax calls. Note: Do not connect additional devices to the LINE port, and do not connect a DSL (digital subscriber line), ISDN (integrated services digital network), or cable modem to the printer. LINE 6 Power supply with port Connect the printer to a power source. Understanding the parts of the printer 8 Fax Setup Getting the printer ready to fax CAUTION--SHOCK HAZARD: Do not use the fax feature during a lightning storm. Do not set up this product or make any electrical or cabling connections, such as the power supply cord or telephone, during a lightning storm. Using an RJ11 adapter Country/region · · · · · United Kingdom Ireland Finland Norway Denmark · · · · · Italy Sweden Netherlands France Portugal To connect your printer to an answering machine or other telecommunications equipment, use the telephone line adapter included in the box with the printer. 1 Connect one end of the telephone cord into the Line port of the printer. 2 Connect the adapter to the telephone line that came with the printer. Note: The UK adapter is shown. Your adapter may look different, but it will fit the telephone outlet used in your location. 3 Connect the telephone line of your chosen telecommunications equipment to the left outlet of the adapter. Fax Setup 9 If your telecommunications equipment uses a US-style (RJ11) telephone line, follow these steps to connect the equipment: 1 Remove the plug from the EXT port on the back of the printer. Note: Once this plug is removed, any country- or region-specific equipment you connect to the printer by the adapter, as shown, will not function properly. 2 Connect your telecommunications equipment directly to the EXT port on the back of the printer. Warning--Potential Damage: Do not touch cables or the printer in the area shown while actively sending or receiving a fax. Country/region · · · · · · · · · Saudi Arabia United Arab Emirates Egypt Bulgaria Czech Republic Belgium Australia South Africa Greece · · · · · · · · Israel Hungary Poland Romania Russia Slovenia Spain Turkey Fax Setup 10 To connect an answering machine or other telecommunications equipment to the printer: 1 Remove the plug from the back of the printer. Note: Once this plug is removed, any country- or region-specific equipment that you connect to the printer by the adapter, as shown, will not function properly. 2 Connect your telecommunications equipment directly to the EXT port on the back of the printer. Warning--Potential Damage: Do not touch cables or the printer in the area shown while actively sending or receiving a fax. Country/region · Germany · Austria · Switzerland Fax Setup 11 There is a plug installed in the EXT port of the printer. This plug is necessary for the proper functioning of the printer. Note: Do not remove the plug. If you remove it, other telecommunications devices in your home (such as telephones or answering machines) may not work. Choosing a fax connection You can connect the printer with equipment such as a telephone, an answering machine, or a computer modem. If problems occur, see "Setup Troubleshooting" on page 42. Note: The printer is an analog device that works best when directly connected to the wall jack. Other devices (such as a telephone or answering machine) can be successfully attached to pass through the printer, as described in the setup steps. If you want a digital connection such as ISDN, DSL, or ADSL, a third-party device (such as a DSL filter) is required. You do not need to attach the printer to a computer, but you do need to connect it to a telephone line to send and receive faxes. You can connect the printer to other equipment. See the following table to determine the best way to set up the printer. Equipment Benefits Send and receive faxes without using a computer. See this section "Connecting directly to a telephone wall jack" on page 14 "Connecting to a telephone" on page 17 · The printer · A telephone cord · The printer · A telephone · Two telephone cords · · · · The printer A telephone An answering machine Three telephone cords · Use the fax line as a normal telephone line. · Send and receive faxes without using a computer. Receive both incoming voice messages and "Connecting to an answering faxes. machine" on page 13 Fax Setup 12 Equipment Benefits Send faxes using the computer or the printer. See this section "Connecting to a computer with a modem" on page 16 · · · · The printer A telephone A computer modem Three telephone cords Connecting to an answering machine Connect an answering machine to the printer to receive both incoming voice messages and faxes. Note: Setup steps may vary depending on your country or region. For more information on connecting the printer to telecommunications equipment, see the related topic, "Using an RJ11 adapter." 1 Make sure you have the following: · A telephone · An answering machine · Three telephone cords · A telephone wall jack 2 Connect one telephone cord into the LINE port jack. of the printer, and then plug it into an active telephone wall 3 Remove the protective plug from the EXT port of the printer. Fax Setup 13 4 Connect a second telephone cord from the telephone to the answering machine. 5 Connect a third telephone cord from the answering machine to the EXT port of the printer. Connecting directly to a telephone wall jack Connect the printer directly to a telephone wall jack to send and receive faxes without using a computer. 1 Make sure you have a telephone cord and a telephone wall jack. 2 Connect one end of the telephone cord into the LINE port of the printer. 3 Connect the other end of the telephone cord into an active telephone wall jack. Fax Setup 14 Connecting directly to a telephone wall jack in Germany Connect the printer directly to a telephone wall jack to send and receive faxes without using a computer. 1 Make sure you have a telephone cord (provided with the product) and a telephone wall jack. 2 Connect one end of the telephone cord into the LINE port of the printer. 3 Connect the other end of the telephone cord into the N slot of an active telephone wall jack. 4 If you would like to use the same line for both fax and telephone communication, connect a second telephone line (not provided) between the telephone and the F slot of an active telephone wall jack. Fax Setup 15 5 If you would like to use the same line for recording messages on your answering machine, connect a second telephone line (not provided) between the answering machine and the other N slot of the telephone wall jack. Connecting to a computer with a modem Connect the printer to a computer with a modem to send faxes from the software application. Note: Setup steps may vary depending on your country or region. For more information on connecting the printer to telecommunications equipment, see the related topic, "Using an RJ11 adapter." 1 Make sure you have the following: · A telephone · A computer with a modem · Two telephone cords · A telephone wall jack 2 Connect a telephone cord into the LINE port of the printer, and then plug it into an active telephone wall jack. Fax Setup 16 3 Remove the protective plug from the EXT port of the printer. 4 Connect a second telephone cord from the computer modem to the EXT port of the printer. Connecting to a telephone Connect a telephone to the printer to use the fax line as a normal telephone line. Then set up the printer wherever your telephone is located to make copies or to send and receive faxes without using a computer. Note: Setup steps may vary depending on your country or region. For more information on connecting the printer to telecommunications equipment, see the related topic, "Using an RJ11 adapter." 1 Make sure you have the following: · A telephone · Two telephone cords · A telephone wall jack 2 Connect one telephone cord to the LINE port of the printer, and then plug it into an active telephone wall jack. Fax Setup 17 3 Remove the protective plug from the EXT port of the printer. 4 Connect the other telephone cord to a telephone, and then plug it into the EXT port of the printer. Setting up to fax while behind a PBX If the printer is being used in a business or office, it may be connected to a Private Branch Exchange (PBX) telephone system. Ordinarily, when dialing a fax number, the printer waits to recognize the dial tone and then dials the fax number. However, this method of dialing may not work if the PBX telephone system uses a dial tone that is not recognizable to most fax machines. The "Dialing while behind a PBX" feature enables the printer to dial the fax number without waiting to recognize the dial tone. 1 From the desktop, double-click the Productivity Studio icon. 2 From the Settings area of the Welcome Screen, click Fax History and Settings. 3 From the "I Want To" menu, click Adjust speed dial list and other fax settings. 4 Click the Dialing and Sending tab. 5 From the "Dialing on your phone line" area, select Behind PBX from the Dialing Method drop-down list. 6 Click OK to save the setting. Fax Setup 18 Using a digital phone service The fax modem is an analog device. Certain devices can be connected to the printer so that digital telephone services can be used. · If you are using an ISDN telephone service, connect the printer to an analog telephone port (an R-interface port) on an ISDN terminal adapter. For more information and to request an R-interface port, contact your ISDN provider. · If you are using DSL, connect to a DSL filter or router that will support analog use. For more information, contact your DSL provider. · If you are using a PBX telephone service, make sure you are connecting to an analog connection on the PBX. If none exists, consider installing an analog telephone line for the fax machine. For more information on faxing when using a PBX telephone service, see the related topic, "Setting up to fax while behind a PBX." Fax Setup 19 Using Fax ADF Scanner glass Use the ADF for: · Multiple-page A4 or letter-size documents. · Legal-size documents. Use the scanner glass for single pages, small items (such as postcards or photos), transparencies, photo paper, or thin media (such as magazine clippings). Note: If you want to customize fax settings: · Using the control panel, see "Understanding the Fax menu" on page 33. · Using the computer, see "Customizing settings using the Fax Setup Utility" on page 30. CAUTION--SHOCK HAZARD: Do not use the fax feature during a lightning storm. Do not set up this product or make any electrical or cabling connections, such as the power supply cord or telephone, during a lightning storm. Using Fax 20 Loading original documents on the scanner glass You can scan and then print photos, text documents, magazine articles, newspapers, and other publications. You can scan a document for faxing. 1 Make sure the computer and the printer are on. 2 Open the top cover. 3 Place the original document or item facedown on the scanner glass in the upper left corner. Using Fax 21 4 Close the top cover to avoid dark edges on the scanned image. Loading original documents into the Automatic Document Feeder You can load up to 15 sheets of an original document into the Automatic Document Feeder (ADF) for scanning, copying, and faxing. You can load A4-, letter-, or legal-size paper into the Automatic Document Feeder (ADF). Notes: · Use only new, unwrinkled paper that is not curled. · Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the Automatic Document Feeder (ADF). Place these items on the scanner glass. 1 If you are using A4- or letter-size paper, then pull up the Automatic Document Feeder (ADF) paper stop. 2 Adjust the paper guide on the Automatic Document Feeder (ADF) tray to the width of the original document. 3 Fan the original document. 2 1 4 Load the original document facedown and top edge first into the Automatic Document Feeder (ADF) until you hear a beep. Using Fax 22 Document Loaded appears on the display, and the document feeds into the Automatic Document Feeder (ADF). Note: Preview is not supported when using the Automatic Document Feeder (ADF). You can preview one page at a time when using the scanner. Automatic Document Feeder (ADF) paper capacity Load up to 15 sheets of: Make sure · You adjust the paper guide on the Automatic Document Feeder (ADF) tray to the width of the original document. · Letter-size paper · A4 paper · Legal-size paper · The original document is loaded facedown, top edge first, until you hear a beep. · The paper size fits within these dimensions: Width: ­ 210.0 mm­215.9 mm ­ 8.25 in.­8.5 in. Length: ­ 279.4 mm­355.6 mm ­ 11.0 in.­14.0 in. · You allow preprinted media to dry thoroughly before loading into the Automatic Document Feeder (ADF). · You do not use media printed with metallic ink particles. · You avoid embossed designs. Using Fax 23 Sending a fax Entering a fax number 1 From the control panel, press Fax Mode. 2 Enter a fax number using: The text box Enter a fax number using the keypad. Notes: · You can include a calling card number as part of the fax number. · Enter a maximum of 64 digits in a fax number. · Press Pause / Redial to insert a three-second pause in a number you are entering to wait for an outside line or get through an automated answering system. Speed Dial or Group Dial a Press Phone Book. b Enter Speed Dial and/or Group Dial numbers. · Press or repeatedly until the Speed Dial or Group Dial number you want appears. · Use the keypad to enter the number of the Speed Dial entry (1­ 89) or Group Dial entry (90­99). Notes: · For instructions on how to add Speed Dial or Group Dial numbers using the computer, see "Setting up Speed Dial" on page 39. · For instructions on how to add Speed Dial or Group Dial numbers using the control panel, see "Using the Phone Book" on page 29. 3 If you want to send a fax to a group of numbers (broadcast fax): a Press . b Repeat step 2, using any combination of the previous methods, until a maximum of 30 fax numbers have been entered. Sending a fax using the software You can scan a document to the computer and then fax it to someone using the software. 1 Load an original document facedown in the Automatic Document Feeder (ADF). 2 From the desktop, double-click the Productivity Studio icon. 3 From the right pane of the Welcome Screen, click Fax. 4 Select the Document option. 5 Click Start. 6 Enter the recipient information, and then click Next. Note: A fax number can include up to 64 numbers, commas, periods, spaces, and/or these symbols: * # + - ( ). Using Fax 24 7 Enter the cover page information, and then click Next. 8 If there are any additional documents that you want to send with your fax, add these now, and then click Next. 9 To send your fax: · Immediately--Select the Send now option. · At a scheduled time: a Select the Delay sending until option. b Set a time and date. 10 If you want a paper copy of your fax, select Print a copy of your fax. 11 Click Send. Sending a fax using the control panel 1 Make sure the printer is on. 2 Load an original document facedown into the ADF or on the scanner glass. Note: Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. 3 From the control panel, press Fax Mode. 4 Enter a fax number or press Phone Book to select a number from the Speed Dial or Group Dial list. For more information, see "Entering a fax number" on page 24. Note: To set up Speed Dial, see "Setting up Speed Dial" on page 39. 5 If you want to send a fax to a group of numbers (broadcast fax): a Press . b Repeat step 4 and press until a maximum of 30 fax numbers have been entered. 6 Press Start Color or Start Black. Sending a fax while listening to a call (On Hook Dial) The manual dialing feature lets you dial a telephone number while listening to the call through a speaker on the printer. It is useful when you must navigate an automated answering system or enter a calling card number before sending your fax. 1 From the control panel, press Fax Mode. 2 Press . 3 Press or repeatedly until On Hook Dial appears, and then press the telephone line. . You can now hear the dial tone of 4 Enter a fax number. For more information, see the related topic, "Entering a fax number." Note: Press the keypad numbers to use an automated answering system. 5 Press Start Color or Start Black. Using Fax 25 Sending a broadcast fax at a scheduled time You can send a fax to a combination of up to 30 people or groups at a time you choose. 1 Load an original document facedown into the ADF or on the scanner glass. Note: Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. 2 From the control panel, press Fax Mode. 3 Press . 4 Press 5 Press 6 Press 7 Press 9 Press 11 Press . . or repeatedly until Delay Until appears. or repeatedly until Delay Fax appears. 8 Enter the time you want to send the fax. . or repeatedly to select AM or PM. 10 If the printer is not set to the 24 hour mode, press to save your settings. 12 Enter a fax number, or press Phone Book to select a number from the Speed Dial or Group Dial list. For more information, see "Entering a fax number" on page 24. 13 If needed, repeat step 12 and press 14 Press Start Color or Start Black. until a maximum of 30 fax numbers have been entered. Note: At the designated time, the fax numbers are dialed and the fax is sent to all of the designated fax numbers. If the fax transmission is unsuccessful to any of the numbers on the broadcast list, the unsuccessful numbers will be dialed again. Receiving a fax Receiving a fax manually 1 Make sure the Auto Answer light is off. 2 To receive the fax if you have not set up a manual answer code: · Press Start Color or Start Black. or · Press * 9 * on the telephone after you answer it and hear fax tones. 3 To receive a fax if you have set up a manual answer code, enter the code on the telephone after you answer it and hear fax tones. Note: For information on how to set up a manual answer code, see the related topic, "Setting a fax manual answer code." 4 Hang up the telephone. The printer receives the fax. Using Fax 26 Setting a fax manual answer code 1 From the desktop, double-click the Productivity Studio icon. 2 From the Settings area in the left pane of the Welcome screen, click Setup and manage faxes. 3 From the "I Want To" menu, click Adjust speed dial list and other fax settings. 4 Click the Ringing and Answering tab. 5 From the "Answering on your phone line type" area, enter the code you want to use. Note: The code can include up to seven numbers, commas, periods, and/or these symbols: * # + - ( ). 6 Click OK to save the setting. Using Caller ID from the control panel Caller ID is a service provided by some telephone companies that identifies the telephone number (and possibly the name) of the person who is calling. If you subscribe to this service, it works with the printer. When you receive a fax, the telephone number of the person who is sending you the fax appears on the display. Note: Caller ID is available only in some countries and regions. The printer supports two distinct Caller ID patterns: Pattern 1 (FSK) and Pattern 2 (DTMF). Depending on the country or region you live in and the telecommunications company you subscribe to, you may need to switch the pattern to display Caller ID information. 1 From the control panel, press Fax Mode. 2 Press 3 Press 4 Press 5 Press 6 Press 7 Press 8 Press 9 Press . or repeatedly until the setting you want appears. . or repeatedly until Caller ID Pattern appears. . or repeatedly until Device Setup appears. or repeatedly until Tools appears. to save the setting. Using Caller ID from the software Caller ID is a service provided by some telephone companies that identifies the telephone number or the name of the person who is calling. If you subscribe to this service, it works with the printer. When you receive a fax, the telephone number or name of the person who is sending you the fax appears on the display. Notes: · Caller ID is available only in some countries and regions. · The number of patterns is defined by the country or region setting and only the number of patterns defined for the selected country or region is shown. Using Fax 27 The printer supports two distinct Caller ID patterns: Pattern 1 (FSK) and Pattern 2 (DTMF). Depending on the country or region you live in and the telecommunications company you subscribe to, you may need to switch the pattern to display Caller ID information. 1 From the desktop, double-click the Productivity Studio icon. 2 From the Settings area of the Welcome Screen, click Fax History and Settings. 3 From the "I Want To" menu, click Adjust speed dial list and other fax settings. 4 Click the Ringing and Answering tab. 5 From the "Answering on your phone line type" section, select the pattern number you want from the "Caller ID pattern" drop-down list. 6 Click OK to save the setting. Receiving a fax automatically 1 From the desktop, double-click the Productivity Studio icon. 2 From the Settings area in the left pane of the Welcome screen, click Setup and manage faxes. 3 From the "I Want To" menu, click Adjust speed dial list and other fax settings. 4 Click the Ringing and Answering tab. 5 From the "Automatically answer incoming calls as a fax" area, select On from the Auto Answer drop-down list. 6 To turn the Auto Answer feature on and off at scheduled times, select the settings you want from the drop-down lists. 7 To set the number of telephone rings before the printer automatically receives faxes, select a setting from the "Pick-up on the" drop-down list in the "Answering on your phone line type" area. 8 Click OK to save the settings. Receiving a fax with an answering machine Note: You must set up the equipment as shown in the related topic, "Connecting to an answering machine" on page 13. To receive a fax with an answering machine connected to the printer: 1 Make sure that Auto Answer is on. Note: An indicator, resembling a telephone handset with the word FAX under it, is shown in the top left corner of the display when Auto Answer is on. 2 Make sure you have set the number of times the telephone rings before receiving a fax automatically. For more information, see "Setting the number of rings before receiving a fax automatically" on page 38 When a telephone ring is detected, the answering machine picks up the call. · If the printer detects a fax, it receives the fax and disconnects the answering machine. · If the printer does not detect a fax, the answering machine receives the call. 3 Set the answering machine to answer incoming calls before the printer does. For example, if you set the answering machine to answer calls after three rings, set the printer to answer calls after five rings. Using Fax 28 Forwarding faxes Use the fax-forwarding feature if you are going to be away but still want to receive your faxes. There are three fax-forwarding settings: · Off--(Default). · Forward--The printer sends the fax to the designated fax number. · Print & forward--The printer prints the fax and then sends it to the designated fax number. To set up fax forwarding: 1 From the desktop, double-click the Productivity Studio icon. 2 From the Settings area in the left pane of the Welcome screen, click Setup and manage faxes. 3 From the "I Want To" menu, click Adjust speed dial list and other fax settings. 4 Click the Ringing and Answering tab. 5 From the "Forward received faxes to another number" area, select the setting you want from the "Fax forwarding" drop-down list. 6 Enter the number to which you want to forward the fax. Notes: · You can include a calling card number as part of the fax number. · A fax number can include up to 64 numbers, commas, periods, and/or these symbols: * # + - ( ). 7 Click OK to save the setting. Using the Phone Book Using the control panel Phone Book The control panel Phone Book is a directory of Speed Dial entries (1­89) and Group Dial entries (90­99). To access a Phone Book entry: 1 From the control panel, press Phone Book. 2 Press or Use the keypad to enter the number of the Speed Dial or Group Dial entry. To access the Phone Book menu: or repeatedly until the entry you want appears. 1 From the control panel, press Fax Mode. 2 Press . 3 Press 4 Press 5 Press 6 Press . or repeatedly until the setting you want appears. or repeatedly until Phone Book appears. , and follow the instructions on the display. Using Fax 29 Use this View Add Remove Modify Print To View Phone Book entries. Create a new Speed Dial or Group Dial entry. Delete a Speed Dial or Group Dial entry. Edit a Speed Dial or Group Dial entry. Print all Speed Dial and Group Dial entries in the Phone Book. Note: For instructions on how to add Speed Dial or Group Dial entries to the Phone Book using the computer, see "Setting up Speed Dial" on page 39. Using the computer Phone Book Address books from your operating system appear as Phone Books. To access a Phone Book entry: 1 From the desktop, double-click the Productivity Studio icon. 2 From the Welcome Screen, click Fax History and Settings. 3 From the "I Want To" menu, click View phonebook. 4 To modify the Phone Book, select an option, enter the new information, and click OK. Use this New Contact New Group Edit Delete Add Contact to Speed Dial list To Create a new Phone Book entry. Create a new Group Phone Book entry. Edit a Phone Book entry. Delete a Phone Book entry. Add a Phone Book entry to your Speed Dial or Group Dial list. Note: For more information on how to set up multiple Speed Dial and/or Group Dial entries, see "Setting up Speed Dial" on page 39. Customizing fax settings Customizing settings using the Fax Setup Utility You can adjust the fax settings in the Fax Setup Utility. These settings apply to the faxes you send or receive. 1 From the desktop, double-click the Productivity Studio icon. 2 Click Fax History and Settings. The Fax Solutions Software screen appears. 3 Click Adjust speed dial list and other fax settings. Using Fax 30 The following screen appears. Using Fax 31 4 Click each tab, and change the settings as needed. Tab Dialing and Sending Options · · · · Select the telephone line format you want to use. Enter a dialing prefix. Select a dialing volume. Enter your name and fax number. Notes: ­ You can include a calling card number as part of the fax number. ­ Enter a maximum of 64 digits in a fax number. · Select the number of times you want the machine to redial and the time between those attempts if the fax cannot be sent on the first try. · Choose whether to scan the entire document before dialing the number. Note: Select After Dial if you are sending a large fax or a multiple-page color fax. · Select a maximum send speed and print quality for outgoing faxes. · From the "Automatic fax conversion" line, select ON to match the resolution setting of the receiving fax machine. Ringing and Answering · Select incoming call options. · Select auto answer options. · Select whether you want to forward a fax, or print it and then forward it. · Enter a fax forwarding number. · Manage blocked faxes. Fax Printing / Reports · Automatically reduce an incoming fax to fit to the paper size loaded, or print it on two sheets of paper. · Choose whether to print a footer (the date, time, and page number) to appear on each page you receive. · Select a paper source. · Choose whether to print on both sides of the paper. · Select when to print fax activity and confirmation reports. Speed Dial Cover Page Create, add to, edit, or delete entries from the Speed Dial list, including Group Dial entries. Choose and customize your fax cover page and message. 5 Click OK after you finish customizing the settings. 6 Close the Fax Setup Utility. Using Fax 32 Understanding the Fax menu To access and navigate the Fax menu: 1 From the control panel, press Fax Mode. The fax default screen appears. 2 If you do not want to change a setting, enter the fax number and press Start Color or Start Black. 3 If you want to change a setting, press . 4 Press 5 Press 6 Press 7 Press . selects a setting. An * appears next to the selected setting. . or repeatedly until the submenu item you want or the setting you want appears. or repeatedly until the menu item you want appears. Note: Pressing 8 To go into additional submenus and settings, repeat step 6 and step 7 as needed. 9 If needed, press repeatedly to return to the previous menus and make other setting selections. 10 Press Start Color or Start Black. Use this Quality* Phone Book On Hook Dial To Adjust the quality of a fax you are sending. Add, edit, and print names and fax numbers of individuals or groups. Dial a telephone number while listening to the call through a speaker on the printer. This is useful when you must navigate an automated answering system before sending your fax. Enter a specific time to send a fax. Note: Make sure the date and time are entered correctly before setting a specific time to send a fax. Auto Answer Lighter / Darker* Fax Setup Answer all incoming phone calls. Adjust the brightness of a fax you are sending. Delay Fax · · · · · Print fax history or transmission status reports. Customize settings for receiving a fax. Select fax printing options. Customize settings for sending a fax. Block faxes from the numbers you specify. Using Fax 33 Use this Tools To · Maintenance ­ View ink levels. ­ Clean cartridges. ­ Align cartridges. ­ Print a test page. · Device Setup--Customize printer setup settings. · Defaults--Customize printer settings. Setting Auto Answer to on 1 From the desktop, double-click the Productivity Studio icon. 2 From the Welcome Screen, click Fax History and Settings. 3 From the "I Want To" menu, click Adjust speed dial list and other fax settings. 4 Click the Ringing and Answering tab. 5 From the Auto Answer drop-down list, select On. 6 Click OK to save the setting. The Auto Answer light on the control panel comes on. When the number of rings you set is detected, the printer automatically receives the incoming fax. Setting up a fax header During the initial setup of your printer, you were prompted to enter your name, fax number, date, and time. This information is used to create a fax header for faxes you send. If you have not entered this information: 1 From the control panel, press Fax Mode. 2 Press . 3 Press 4 Press 5 Press 6 Press 7 Press 8 Press . . or repeatedly until Your Fax Name appears. . or repeatedly until Dialing and Sending appears. or repeatedly until Fax Setup appears. 9 Enter your name using the keypad. Note: You can enter a maximum of 20 characters. 10 Press 11 Press 12 Press . to save the setting. or repeatedly until Your Fax Number appears. Using Fax 34 13 Enter your fax number using the keypad. Note: You can enter a maximum of 64 numbers. 14 Press 15 Press 16 Press 17 Press 18 Press 19 Press 20 Press 21 Press 23 Press 25 Press . . . to save the setting. twice. or repeatedly until Tools appears. or repeatedly until Device Setup appears. or repeatedly until Date/Time appears. 22 Enter the date using the keypad. . 24 Enter the time using the keypad. . or repeatedly until AM, PM, or 24hr appears. 26 If the hour you entered is 12 or less, press 27 Press to save the setting. Setting up a fax footer 1 From the control panel, press Fax Mode. 2 Press . 3 Press 4 Press 5 Press 6 Press 7 Press 8 Press 9 Press 10 Press . . or repeatedly until On appears. . or repeatedly until Fax Footer appears. . or repeatedly until Fax Printing appears. or repeatedly until Fax Setup appears. 11 During the initial setup of your printer, you were prompted to enter the date and time. If you have not entered this information: a Press b Press c Press d Press . twice. or or repeatedly until Tools appears. repeatedly until Device Setup appears. Using Fax 35 e Press f Press g h i j k l Press Press Press . or . . . or repeatedly until AM, PM, or 24hr appears. to save the setting. repeatedly until Date/Time appears. Enter the date using the keypad. Enter the time using the keypad. If the hour you entered is 12 or less, press m Press Blocking junk faxes 1 From the desktop, double-click the Productivity Studio icon. 2 From the left pane of the Welcome screen, click Fax. The Fax Solution Software appears.