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User manual RICOH AFICIO 3228C - Reference Guide
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User guide RICOH AFICIO 3228C - Reference Guide
Detailed instructions for use are in the User's Guide.
FAX Option Type 3245
Operating Instructions
Facsimile Reference
Transmission Mode Checking and Canceling Transmission Files Communication Information Other Transmission Features Reception Features Fax via Computer Simplifying the Operation Facsimile Features Administrator Setting Solving Operation Problems Appendix
Read this manual carefully before you use this machine and keep it handy for future reference. For safe and correct use, be sure to read the Safety Information in the "General Settings Guide" before using the machine.
Introduction This manual contains detailed instructions and notes on the operation and use of this machine. For your safety and benefit, read this manual carefully before using the machine. Keep this manual in a handy place for quick reference. Notes Some illustrations in this manual might be slightly different from the machine. Certain options might not be available in some countries. For details, please contact your local dealer. Two kinds of size notation are employed in this manual. With this machine refer to the inch version. Important Contents of this manual are subject to change without prior notice. In no event will the company be liable for direct, indirect, special, incidental, or consequential damages as a result of handling or operating the machine. Trademarks Microsoft®, Windows® and Windows NT® are registered trademarks of Microsoft Corporation in the United States and/or other countries. Adobe® and Acrobat® are registered trademarks of Adobe Systems Incorporated. Ethernet is a registered trademark of Xerox Corporation. Other product names used herein are for identification purposes only and might be trademarks of their respective companies. We disclaim any and all rights to those marks. Note The proper names of the Windows operating systems are as follows: · · · · The product name of Windows® 95 is Microsoft® ScanRouter. The product name of Windows® 98 is Microsoft® Windows 98. The product name of Windows® Me is Microsoft® Windows Millennium Edition (Windows Me). The product names of Windows® 2000 are as follows: Microsoft® Windows® 2000 Advanced Server Microsoft® Windows® 2000 Server Microsoft® Windows® 2000 Professional The product names of Windows® XP are as follows: Microsoft® Windows® XP Professional Microsoft® Windows® XP Home Edition The product names of the Windows ServerTM 2003 are as follows: Microsoft® Windows ServerTM 2003 Standard Edition Microsoft® Windows ServerTM 2003 Enterprise Edition Microsoft® Windows ServerTM 2003 Web Edition The product names of Windows NT® 4.0 are as follows: Microsoft® Windows NT® Server 4.0 Microsoft® Windows NT® Workstation 4.0
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Manuals for This Machine
The following manuals describe the operational procedures of this machine. For particular functions, see the relevant parts of the manual.
Note Manuals provided are specific to machine type. Adobe Acrobat Reader/Adobe Reader is necessary to view the manuals as a PDF file. Two CD-ROMs are provided: · CD-ROM 1"Operating Instructions" · CD-ROM 2"Scanner Driver and Document Management Utility"
General Settings Guide Provides an overview of the machine and describes System Settings (such as Tray Paper Settings), Document Server functions, and troubleshooting. Refer to this manual for Address Book procedures such as registering fax numbers, e-mail addresses, and user codes. Security Reference This manual is for administrators of this machine. It describes security functions that the administrators can use to protect data from being tampered, or prevent the machine from unauthorized use. Also refer to this manual for the procedures for registering administrators, as well as setting user and administrator authentication. Network Guide (PDF file - CD-ROM1) Provides information about configuring and operating the printer in a network environment or using software. This manual covers all models, and therefore contains functions and settings that may not be available for your model. Images, illustrations, functions, and supported operating systems may differ from those of your model. Copy Reference Describes operations, functions, and troubleshooting for the machine's copier function. Facsimile Reference Describes operations, functions, and troubleshooting for the machine's facsimile function. Facsimile Reference(this manual) Describes advanced facsimile functions such as line settings and procedures for registering IDs. Printer Reference Describes system settings, operations, functions, and trouble shooting for the machine's printer function. i
Scanner Reference (PDF file - CD-ROM1) Describes operations, functions, and troubleshooting for the machine's scanner function. Manuals for DeskTopBinder Lite DeskTopBinder Lite is a utility included on the CD-ROM labeled "Scanner Driver and Document Management Utility". · DeskTopBinder Lite Setup Guide (PDF file - CD-ROM2) Describes installation of, and the operating environment for DeskTopBinder Lite in detail. This guide can be displayed from the [Setup] dialog box when DeskTopBinder Lite is installed. · DeskTopBinder Introduction Guide (PDF file - CD-ROM2) Describes operations of DeskTopBinder Lite and provides an overview of its functions. This guide is added to the [Start] menu when DeskTopBinder Lite is installed. · Auto Document Link Guide (PDF file - CD-ROM2) Describes operations and functions of Auto Document Link installed with DeskTopBinder Lite. This guide is added to the [Start] menu when DeskTopBinder Lite is installed. Other manuals · PostScript 3 Supplement (PDF file - CD-ROM1) · Unix Supplement (Available from an authorized dealer, or as a PDF file on our Web site.)
Note The following software products are referred to using a general names: · DeskTopBinder Lite and DeskTopBinder Professional DeskTopBinder · ScanRouter V2 Lite and ScanRouter EX Professional (optional) the ScanRouter delivery software · SmartDeviceMonitor for Admin and SmartDeviceMonitor for Client SmartDeviceMonitor for Admin/Client
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TABLE OF CONTENTS
Manuals for This Machine ...................................................................................... i How to Read This Manual .....................................................................................1
Symbols .....................................................................................................................1
1. Transmission Mode
Sending at a Specific Time (Send Later) ............................................................. 3 Sender Settings......................................................................................................5 Priority Transmission ............................................................................................8 Confidential Transmission....................................................................................9 Polling Transmission........................................................................................... 11
Polling Transmission Clear Report........................................................................... 13
Polling Reception................................................................................................. 14
Polling Reserve Report ............................................................................................ 16 Polling Result Report ............................................................................................... 16
2. Checking and Canceling Transmission Files
Displaying Confirmation of Transmission......................................................... 18 Canceling a Transmission .................................................................................. 19 Deleting a Destination ......................................................................................... 20 Adding a Destination ........................................................................................... 21 Changing the Transmission Time ...................................................................... 22 Printing a File ....................................................................................................... 23 Resending a File .................................................................................................. 24 Printing a List of Files in Memory (Print TX File List)....................................... 25
3. Communication Information
Printing the Journal ............................................................................................. 27
Journal ..................................................................................................................... 29
Checking the Transmission Result (TX File Status)......................................... 31 Checking the Reception Result (RX File Status) .............................................. 32 Displaying the Memory Status............................................................................ 33 Printing/Deleting Received and Stored Documents (Print/Delete Stored RX File) ... 34
Printing Received and Stored Documents ............................................................... 34 Deleting Received and Stored Documents .............................................................. 35
Printing a Confidential Message ........................................................................ 36
Confidential File Report............................................................................................ 37
Printing a File Received with Memory Lock ...................................................... 38 Personal Boxes .................................................................................................... 40
Personal Boxes ........................................................................................................ 40 Printing Personal Box Messages ............................................................................. 41
Information Boxes ............................................................................................... 42
Information Boxes .................................................................................................... 42 Storing Messages in Information Boxes................................................................... 42 Printing Information Box Messages ......................................................................... 44 Deleting Information Box Messages ........................................................................ 45
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4. Other Transmission Features
Handy Dialing Functions..................................................................................... 47
Chain Dial................................................................................................................. 47 (Example) 01133-1-555333................................................................................... 47 Redial ....................................................................................................................... 47
Advanced Features.............................................................................................. 49
SUB Code ................................................................................................................ 49 SID Code ............................................................................................................... 50 SEP Code ................................................................................................................ 50 PWD Code............................................................................................................. 51 Transfer Request ..................................................................................................... 52 With transfer requests set in the system settings .................................................. 55
On Hook Dial ........................................................................................................ 56 Manual Dial ........................................................................................................... 58 Changing the Line Port ....................................................................................... 59 Sub Transmission Mode ..................................................................................... 61
Book Fax .................................................................................................................. 61 Two-Sided Transmission (Double-Sided Transmission) .......................................... 62 Standard Message Stamp........................................................................................ 64 Sending an Auto Document ..................................................................................... 65 Printing documents stored as Auto Documents .................................................... 66 Sending a Stored File............................................................................................... 67 Sending stored documents.................................................................................... 67 Printing stored documents..................................................................................... 70 Stamp ....................................................................................................................... 72 Transmission Options .............................................................................................. 73 Fax Header Print ................................................................................................... 73 Label Insertion ....................................................................................................... 73 Reduced Image Transmission............................................................................... 74 Auto Reduce.......................................................................................................... 74 Default ID Transmission ........................................................................................ 74 Selecting transmission options for a single transmission ...................................... 75
More Transmission Functions............................................................................ 77
If Memory Runs Out While Storing an Original ........................................................ 77 Parallel Memory Transmission................................................................................. 77 Checking the Transmission Result........................................................................... 78 Automatic Redial ...................................................................................................... 78 Batch Transmission.................................................................................................. 78 Dual Access ............................................................................................................. 78 Transmission with Image Rotation ........................................................................... 79 Simultaneous Broadcast .......................................................................................... 79 JBIG Transmission ................................................................................................... 79 Transmitting Journal by E-mail................................................................................. 80 Journal by E-mail................................................................................................... 80
Printed Report ...................................................................................................... 81
Memory Storage Report........................................................................................... 81 Communication Result Report (Memory Transmission) .......................................... 81 Communication Failure Report ................................................................................ 82 Immediate TX Result Report (Immediate Transmission) ......................................... 82
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5. Reception Features
Reception.............................................................................................................. 83
Immediate Reception ............................................................................................... 83 Memory Reception ................................................................................................... 83 Substitute Reception ................................................................................................ 85 Receiving messages unconditionally..................................................................... 85 Receiving messages according to parameter-specified settings........................... 86
Reception Functions ........................................................................................... 87
Transfer Station........................................................................................................ 87 Transfer Result Report .......................................................................................... 88 Transfer Result Report (transfer request by e-mail) .............................................. 89 Forwarding Received Documents ............................................................................ 90 Routing Received Documents with SUB Code ........................................................ 91 Transferring Received Documents........................................................................... 91 SMTP Reception Using Internet Fax........................................................................ 92 Routing E-mail Received via SMTP ...................................................................... 93 JBIG Reception ........................................................................................................ 95 Auto Fax Reception Power-up ................................................................................. 95
Printing Options................................................................................................... 96
Print Completion Beep ............................................................................................. 96 Checkered Mark ....................................................................................................... 96 Center Mark ............................................................................................................. 96 Reception Time ........................................................................................................ 97 Two-Sided Printing ................................................................................................... 97 180-Degree Rotation Printing ................................................................................ 98 Multi-copy Reception................................................................................................ 98 Image Rotation......................................................................................................... 99 Combine Two Originals............................................................................................ 99 Page Separation and Length Reduction ...............................................................100 Reverse Order Printing .......................................................................................... 100 Page Reduction......................................................................................................101 TSI Print (Transmitting Subscriber Identification Print) ..........................................101 When There Is No Paper of the Correct Size.........................................................101 Setting priority trays.............................................................................................102 Just size printing..................................................................................................103 Having Incoming Messages Printed on Paper from the Bypass Tray .................103
Where Incoming Message are Delivered - Output Tray.................................. 105
Specifying Tray for Lines........................................................................................105 Tray Shift................................................................................................................105
6. Fax via Computer
Sending Fax Documents from Computers ...................................................... 107
Before Use .............................................................................................................108 Installing the Software............................................................................................108 Auto run program.................................................................................................108 Installing individual applications ..........................................................................109 Applications Stored on the CD-ROM .....................................................................109 LAN-Fax Driver.................................................................................................... 109 Address Book ......................................................................................................110 LAN-Fax Cover Sheet Editor ...............................................................................110
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Setting LAN-Fax Driver Properties.........................................................................110 Setting Print Properties........................................................................................110 Making Settings for Option Configuration............................................................ 111 Basic Transmission ................................................................................................112 Specifying options ...............................................................................................114 Confirming Transmission Results by E-mail........................................................116 LAN-Fax Result Report .......................................................................................... 118 Printing and Saving ................................................................................................118 Editing Address Book.............................................................................................118 Editing Fax Cover Sheets ......................................................................................121 Creating a cover sheet ........................................................................................121 Attaching a created cover sheet ..........................................................................121 LAN-Fax Operation Messages...............................................................................122
Viewing Fax Information Using a Web Browser ............................................. 123
Viewing, Printing, and Deleting Received Fax Messages Using a Web Image Monitor ... 123 Viewing received fax messages using a Web browser .......................................123 Printing fax information using a Web browser ..................................................... 124 Deleting fax information using a Web browser ....................................................124 Programming Destination Information from Web Browser.....................................125
Delivering Files Received by Fax ..................................................................... 127
7. Simplifying the Operation
Programs ............................................................................................................ 129
Registering and Changing Keystroke Programs ....................................................129 Registering a priority function using a program ...................................................130 Changing a program name..................................................................................131 Deleting a Program ................................................................................................131 Using a Program .................................................................................................... 132
Using the Document Server.............................................................................. 133
Storing a Document ...............................................................................................134 Changing Information of Stored Documents ..........................................................136 Deleting a Stored Document ..................................................................................138 Managing Documents Saved in the Document Server from a Computer ..............139 Using DeskTopBinder.......................................................................................... 139 Using a Web browser .......................................................................................... 139
8. Facsimile Features
Function List ...................................................................................................... 141 Accessing User Tools (Facsimile Features).................................................... 144
Quitting Default Settings ........................................................................................144 General Settings/Adjustment .................................................................................144 Reception Settings .................................................................................................147 E-mail Settings .......................................................................................................148 IP-Fax Settings.......................................................................................................150
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9. Administrator Setting
Administrator Tools List ................................................................................... 155 Using Administrator Settings ........................................................................... 157
Programming, Changing, and Deleting Standard Messages ................................. 157 Storing, Changing, and Deleting an Auto Document .............................................158 Deleting an Auto Document.................................................................................159 Programming, Changing and Deleting a Scan Size ...............................................160 Deleting a scan size ............................................................................................161 Printing Journal ......................................................................................................162 Counters.................................................................................................................162 Forwarding .............................................................................................................162 Programming an End Receiver ...........................................................................163 Quitting the forwarding function...........................................................................164 Forwarding Mark..................................................................................................164 Memory Lock..........................................................................................................165 ECM (Error Correction Mode) ................................................................................ 165 User Parameters .................................................................................................... 166 Changing the User Parameters ...........................................................................170 Printing the User Parameter List .........................................................................171 Special Senders to Treat Differently ...................................................................... 171 Authorized Reception .......................................................................................... 172 Forwarding...........................................................................................................173 Reception File Print Quantity...............................................................................173 Print 2 Sided ........................................................................................................173 Memory Lock .......................................................................................................174 Reception Reverse Printing.................................................................................174 Paper Tray...........................................................................................................174 Programming/Changing Special Senders ...........................................................174 Programming Initial Set Up of a Special Sender .................................................178 Deleting a Special Sender ...................................................................................180 Printing the Special Sender List ..........................................................................180 Box Settings ...........................................................................................................180 Programming/changing Personal Boxes .............................................................181 Deleting Personal Boxes .....................................................................................183 Programming/changing Information Boxes .........................................................184 Deleting Information Boxes .................................................................................185 Programming/changing Transfer Boxes ..............................................................186 Deleting Transfer Boxes ......................................................................................189 Printing the Box List.............................................................................................190 Transfer Report ......................................................................................................190 Programming a Confidential ID ..............................................................................191 Programming a Polling ID ......................................................................................192 Programming a Memory Lock ID ...........................................................................192 Selecting Dial/Push Phone.....................................................................................193 Storing or Printing Received Documents ...............................................................193 Reception Report e-mail......................................................................................194 Setting a User for Viewing Received and Stored Documents ................................195 Menu Protection Settings .......................................................................................196
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10.Solving Operation Problems
When an Error Report is Printed ...................................................................... 197 Turning Off the Main Power / When a Power Failure Occurs ........................ 198 When an Error Occurs Using Internet Fax ...................................................... 199
Error Mail Notification.............................................................................................199 Error Report (E-Mail)..............................................................................................199 Server-Generated Error E-mail ..............................................................................199
11.Appendix
Connecting the Machine to a Telephone Line and Telephone ...................... 201
Connecting the Telephone Line .............................................................................201 Selecting the Line Type.......................................................................................... 202 Connecting the Optional Handset or an External Telephone................................. 202
Optional Equipment........................................................................................... 204
Expansion Memory (32MB: DIMM) ........................................................................204 Handset..................................................................................................................204 Extra G3 Interface Unit .......................................................................................... 204
Specifications..................................................................................................... 205
Compatible Machines.............................................................................................207 Acceptable Types of Originals ...............................................................................208 Acceptable original sizes .....................................................................................208 Paper size and scanned area..............................................................................208 Original sizes difficult to detect...............................................................................210
Maximum Values................................................................................................ 212
INDEX....................................................................................................... 213
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How to Read This Manual
Symbols
In this manual, the following symbols are used:
R WARNING: This symbol indicates a potentially hazardous situation that might result in death or serious injury when you misuse the machine without following the instructions under this symbol. Be sure to read the instructions, all of which are included in "Safety Information", General Settings Guide. R CAUTION: This symbol indicates a potentially hazardous situation that might result in minor or moderate injury or property damage that does not involve personal injury when you misuse the machine without following the instructions under this symbol. Be sure to read the instructions, all of which are included in "Safety Information", General Settings Guide.
* The statements above are notes for your safety.
Important If this instruction is not followed, paper might be misfed, originals might be damaged, or data might be lost. Be sure to read this. Preparation This symbol indicates information or preparations required prior to operating. Note This symbol indicates precautions for operation, or actions to take after abnormal operation. Limitation This symbol indicates numerical limits, functions that cannot be used together, or conditions under which a particular function cannot be used. Reference This symbol indicates a reference. [ ] Keys that appear on the machine's display panel. [ ] Keys and buttons that appear on the computer's display. { } Keys built into the machine's control panel.
1
2
1. Transmission Mode
Sending at a Specific Time (Send Later)
Using this function, you can instruct the machine to delay transmission of your fax message until a specified later time. This allows you to take advantage of off-peak telephone charges without having to be by the machine at the time.
Note You can specify a time within 24 hours. If the current time shown is not correct, change it. See "Timer Setting", General Settings Guide. If the document is sent before the specified time, the Immediate TX Result Report is printed and the job is completed. For convenience, you can program the time when your phone charges become cheaper as the Economy Transmission Time. See p.146 "Program Economy Time". You can program one of the Quick Operation keys with operations for this function. Using the quick operation key allows you to omit step B. See p.144 "General Settings/Adjustment".
If you have a non-urgent fax, select Send Later with Economy Transmission when you scan it. Faxes will be queued in memory and sent during Economy Transmission Time.
Important After the machine has been switched off for about one hour, all fax messages stored in memory are lost. If messages are lost for this reason, a Power Failure Report is automatically printed when the operation switch is turned on. Use this report to identify lost messages. Limitation This function is unavailable with Immediate Transmission. Use Memory Transmission.
A Place the original, and then select
the scan settings you require.
Reference p.13 "Placing Originals", Facsimile Reference
p.30 "Scan Settings", Facsimile Reference
B Press [Transmission Mode].
3
Transmission Mode
C Press [Send Later]. D Enter the time (12
1
hour format) using the number keys, and then select [AM] or [PM]. Then, press [OK].
The specified time is shown above the highlighted [Send Later].
Note Press [Economy Time] to specify the economy time. When entering numbers smaller than 10, add a zero at the beginning. If you make a mistake, press [Clear] or the {Clear/Stop} key be} fore pressing [OK], and then try again. To cancel Send Later, press [Cancel]. The display returns to that of step C.
E Press [OK].
The standby display appears.
Note To check the settings, press [Transmission Mode].
F Specify
a destination, and then press the {Start} key. }
Note You can cancel the transmission setup for Send Later. See p.19 "Canceling a Transmission".
4
Sender Settings
Sender Settings
This function tells receivers the fax sender's identity. If the sender's e-mail address is registered in the destination list, the sender can receive an Immediate TX Result Report by e-mail. Also, if you enable the Stamp Sender Name, the registered sender's name (user name) appears on the receiver's sheet, lists, or report.
Preparation Before using this function, you must register senders in the destination list and specify Use Name as [Sender]. See "Fax Destination", General Settings Guide. Note When user authentication is set, the user logged in is set as sender. An Immediate TX Result Report is sent to the logged-in user's e-mail address. Reference p.13 "Placing Originals", Facsimile Reference
1
p.30 "Scan Settings", Facsimile Reference
B Press [Transmission Mode].
C Press [Sender Settings].
You can program one of the Quick Operation keys with operations for Sender Settings. Quick Operation keys allow you to omit step B. See p.144 "General Settings/Adjustment". You can use communication management report, etc. to check usage status by specified user. When user authentication is set, you can check usage by logged-in users. See p.162 "Printing Journal". When User ID is set to sender, you can count the number of times of uses by each user. See "Authentication Information", General Settings Guide.
D Select a sender.
A Place the original, and then select
the necessary settings.
Note When a protection code for destination is set, the following screen appears. Enter the protection code for destination using the number keys, and then press [OK].
5
Transmission Mode
E Confirm the selected sender, and
then press [OK].
When an E-mail address is Registered
If the sender's e-mail address is registered you can specify whether or not to send the transmission result by e-mail to the sender. If you enable this function, sent to the registered mail address.
1
F Select [On] or [Off] for the Stamp
Sender Name.
Note When a user logs in with User ID, the Immediate TX Result Report is sent by e-mail to the logged-in user. A Select [Yes] or [No] for the Email TX Results function.
Printing on the Receiver's Sheet
If you enable this function, the sender's name (user name) appears on the receiver's sheet, lists, and report. A Select [On] for the Stamp Sender Name function.
G Press [OK].
The display returns to that of Step
C.
Note The selected sender's name appears above [Sender Settings]. The sender name is displayed in up to 14 characters, followed by an ellipsis (. . . ).
6
Sender Settings
H Press [OK].
The standby display appears.
Note To check the settings, press [Transmission Mode].
1
I Specify the destination, and then
press the {Start} key. }
Note To cancel the Sender Settings, cancel the transmission. See p.19 "Canceling a Transmission".
7
Transmission Mode
Priority Transmission 1
Documents you send with Memory Transmission are sent in the order they are scanned. Therefore, if several messages are queued in memory, the next document will not be sent immediately. However, by using this function you can have your message sent before other queued messages.
B Press [Transmission Mode].
C Press [Priority TX], and then press
[OK].
Limitation This function is not available with Immediate Transmission. If this function is selected, the machine automatically switches to Memory Transmission. Note If there is already a message stored with this function or a transmission in progress, your message will be sent after that message has been transmitted.
The standby display appears.
Note To check the settings, press [Transmission Mode].
D Specify the destination, and then
press the {Start} key. }
Note Press [Change / Stop TX File] to cancel the transmission. See p.19 "Canceling a Transmission".
A Place the original, and then select
the scan settings you require.
Reference p.13 "Placing Originals", Facsimile Reference
p.30 "Scan Settings", Facsimile Reference
8
Confidential Transmission
Confidential Transmission
If you want to limit who views your message, use this function. The message will be stored in memory at the other end and not printed until an ID is entered.
Note We recommend you program the Confidential ID in this machine beforehand. See p.191 "Programming a Confidential ID". An ID can be any 4-digit number (except 0000). If the destination machine is not of the same manufacturer, you can use Confidential Transmission with "SUB Code". See p.49 "SUB Code".
1
GFSINS0N
A Place the original, and then select
the scan settings you require.
Reference p.13 "Placing Originals", Facsimile Reference
There are two types of Confidential Transmission:
Default ID It is not necessary to enter an ID when transmitting. The other party can print the message by entering the Confidential ID programmed in their machine. ID Override: Should you want to send a confidential message to a particular person at the other end, you can specify the Confidential ID that the receiver has to enter to see that message. Before you send the message, do not forget to tell the receiver the ID that must be entered to print the message.
Limitation The destination machine must be of the same manufacturer and have the Confidential Reception function. The destination machine must have enough memory available. This function is not available with Internet Fax.
p.30 "Scan Settings", Facsimile Reference
B Press [Transmission Mode].
C Press [Confidential TX].
9
Transmission Mode
D Depending
on the Confidential Transmission type, use one of the following procedures:
1
E Press [OK].
Default ID
A Check that [Default ID] has been selected, and then press [OK].
Note To cancel Confidential Transmission, press [Cancel]. The display returns to that of step C.
Note If you make a mistake, press [Clear] or the {Clear/Stop} key } before pressing [OK], and then try again. To cancel Confidential Transmission, press [Cancel]. The display returns to that of step C.
The standby display appears.
Note To check the settings, press [Transmission Mode].
F Dial,
key.
and then press the {Start} }
Override ID
A Select [ID Override: ]. B Enter the Confidential ID (4digit number) using the number keys, and then press [OK].
Note You can cancel the transmission setup for Confidential Transmission. See p.19 "Canceling a Transmission".
"ID Override: " and the entered Confident ial ID are shown above the highlighted [Confidential TX].
10
Polling Transmission
Polling Transmission
Use Polling Transmission when you want to leave an original in the machine memory for others to pick up. The message will be sent when the other party calls you up.
ID Override Transmission You must enter an Override Polling ID unique to the transmission. This ID overrides the ID stored in the machine. The user must supply this ID when they poll your machine. If the IDs match, the message is sent. Make sure in advance the other end knows the ID you are using.
Limitation Polling Transmission is allowed only if the receiver's machine has the Polling Reception function. Usually, only machines of the same manufacturer that support Polling Reception can perform ID Polling Transmission. However, when the Information Box File function is used, and the other party's fax machine supports Polling Transmission and the SEP function, you can still carry out Polling Transmission with an ID. See p.42 "Information Boxes". This function is not available with Internet Fax. Note Free Polling and Default ID Transmission allow only one file to be stored in memory. ID Override Polling Transmission allows a file to be stored in memory for each ID; you can store up to 400 files by changing IDs. When setting using default values, you can set whether a Polling Transmission file is deleted in User Parameters. See p.166 "User Parameters" (switch 11, bit 7). To save a file for frequent sending, set to "Standby (Save)".
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Preparation Before using ID Polling Transmission, you must register a polling ID. See p.192 "Programming a Polling ID".
There are three types of Polling Transmission.
Free Polling Transmission It is not necessary to enter the Polling ID during the procedure. Anybody can poll the message from your machine. Default ID Transmission It is not necessary to enter the Polling ID during the procedure. The message will only be sent if the Polling ID of the machine trying to poll your message is the same as the Polling ID stored in your machine. Make sure in advance that both machines' Polling IDs are identical. Before using Default ID Transmission, you need to program the Polling ID. See p.192 "Programming a Polling ID".
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Transmission Mode
1
Polling Transmission Clear Report allows you to verify Polling Transmission has taken place. See p.13 "Polling Transmission Clear Report". If E-mail TX Results is programmed in a Quick Operation key, you can select whether a report e-mail is sent after transmission. The destination of this report can be selected from the e-mail addresses in the destination list. You can program one of the Quick Operation keys with operations for this function. Using this key allows you to omit step B. See p.144 "General Settings/Adjustment". The communication fee is charged to the receiver.
D Depending on the Polling Transmission mode, use one of the following procedures:
Free Polling Transmission
A Check that [Free Polling TX] is selected.
A Place the original, and then select
the scan settings you require.
Reference p.13 "Placing Originals", Facsimile Reference
Default ID Transmission
A Select [Default ID TX].
ID Override Transmission
A Select [ID Override Transmission]. B Specify a 4-digit ID using the number keys and [A], [B], [C], [D], [E], and [F].
p.30 "Scan Settings", Facsimile Reference
B Press [Transmission Mode].
C Press [Polling TX].
Note A Polling ID may be any four numbers (0 to 9) and characters (A to F), except 0000 and FFFF. If you make a mistake, press [Clear] or the {Clear/Stop} key, } and then try again.
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Polling Transmission
E Press [Only Once] or [Save] to delete
or save the file after transmission.
Note To delete the original immediately after transmission, select [Only Once]. To repeatedly send the original, select [Save]. To cancel Polling Transmission, press [Cancel]. The display returns to that of step C.
Polling Transmission Clear Report
This report allows you to verify Polling Transmission has taken place. If E-mail TX Results is programmed in a Quick Operation key, you can have the report e-mail sent after transmission. See p.146 "Quick Operation Key".
Limitation This report is not printed if the User Parameters are set to allow the stored originals to be repeatedly sent (Save). See p.166 "User Parameters" (switch 11, bit 7). Note You can turn this function on or off with the User Parameters. See p.166 "User Parameters" (switch 03, bit 6). You can have a portion of the sent image printed on the report with the User Parameters. See p.166 "User Parameters" (switch 04, bit 7). You can check the result of Polling Transmission with the Journal. See p.27 "Printing the Journal" To view the report without text disruption, select a font of even character width in your e-mail application's settings. You can display a destination with the User Parameters. See p.166 "User Parameters" (switch 04, bit 4). You can indicate the receiving party's information with the User Parameters. See p.166 "User Parameters" (switch 04, bit 5).
1
F Press [OK].
"pppppppppp" appears. The type of Polling Transmission is shown above the highlighted [Polling TX].
G Press [OK].
Note To check the settings, press [Transmission Mode].
H Press the {Start} key. }
Note You can cancel the transmission setup for Polling Transmission. See p.19 "Canceling a Transmission".
13
Transmission Mode
Polling Reception 1
Use this function to poll a message from another terminal. You can also poll documents from many terminals with only one operation (use Groups and Keystroke Programs to fully exploit this function).
ID Override Polling Reception You must enter an Override Polling ID unique to this transmission. This ID overrides the one stored in this machine. Your machine will receive any messages waiting in the transmitting machine that have matching ID's. If no ID's match, any messages that do not require IDs are received (Free Polling).
Limitation Polling Reception requires that the other machine is capable of Polling Transmission. Usually, you can only receive documents with a Polling ID from machines of the same manufacturer that support the polling function. However, if the other party's fax machine supports Polling Transmissions and the SEP function, and also has stored IDs, you can still perform Polling Reception. See p.50 "SEP Code". This function is not available with Internet Fax. Note To receive a message sent by Default ID Polling Transmission or ID Override Polling Transmission, it is necessary to specify the same Polling ID as the sender's. Free Polling Transmission does not require the same Polling ID.
Preparation Before using ID Polling Transmission, you must register a polling ID. See p.192 "Programming a Polling ID".
There are two types of Polling Reception.
Default ID/Free Polling Reception Use this method for Free Polling or Default ID Polling. If the Polling ID is programmed in your machine, any messages waiting in the transmitting machine with the same ID are received. If the other machine does not have any messages waiting with the same Polling ID, any messages that do not require ID are received (Free Polling).
14
Polling Reception
Polling Result Report allows you to verify Polling Reception has taken place. See p.16 "Polling Result Report". If E-mail TX Results is programmed in a Quick Operation key, you can select whether a report e-mail is sent after reception. The destination of this report can be selected from the e-mail addresses in the destination list. You can program one of the Quick Operation keys with operations for this function. Using the key allows you to omit step A. See p.144 "General Settings/Adjustment".
Note To cancel Polling Reception, press [Cancel]. The display returns to that of step B.
1
ID Override Polling Reception
A Select [ID Override Polling Reception]. B Specify a 4-digit ID using the number keys and [A], [B], [C], [D], [E], and [F], and then press [OK].
A Press [Transmission Mode].
B Press [Polling RX]. C Depending on which method you
"ID Override: " and the entered Polling ID are shown above the highlighted [Polling RX].
Note A Polling ID may be any four numbers (0 to 9) and characters (A to F), except 0000 and FFFF. If you make a mistake, press [Clear] or the {Clear/Stop} key } before pressing [OK], and then try again. To cancel Polling Reception, press [Cancel]. The display returns to that of step B.
are using, select one of the following procedures:
D Press [OK].
Default ID/Free Polling Reception
A Check that [Default ID / Free Polling RX] is selected, and then press [OK].
The standby display appears.
E Dial,
key.
and then press the {Start} }
15
Transmission Mode
Polling Reserve Report
1
This report is printed after Polling Reception has been set up.
Note You can turn this function on or off with the User Parameters. See p.166 "User Parameters" (switch 03, bit 3). You can have a destination displayed with the User Parameters. See p. 166 "User Parameters" (switch 04, bit 4). You can display a sender name with the User Parameters. See p.166 "User Parameters" (switch 04, bit 5).
You can display a sender name with the User Parameters. See p.166 "User Parameters" (switch 04, bit 5).
Polling Result Report
This report is printed after a Polling Reception has been completed and shows its result. If E-mail TX Results is programmed in a Quick Operation key, you can select whether a report e-mail is sent after reception. See p.146 "Quick Operation Key".
Note You can also check the result of a Polling Reception with the Journal. See p.27 "Printing the Journal". You can turn this function on or off with the User Parameters. See p.166 "User Parameters" (switch 03, bit 4). To view the report without text disruption, select a font of even character width in your e-mail application's settings. You can display a destination with the User Parameters. See p.166 "User Parameters" (switch 04, bit 4).
16
2. Checking and Canceling Transmission Files
After you have pressed the {Start} key (after scanning originals), you can check } and edit the destination or settings of Memory Transmission. You can also cancel a transmission, change the settings of a transmission, print a stored file, print a list of stored files, and resend a file which the machine failed to transmit. · Memory Transmission · Internet Fax Transmission · Send Later · Sender Settings · Priority Transmission · Confidential Transmission · Polling Reception · Polling Transmission · Transfer Request
Note If there are no files being sent, or stored by Memory Transmission, [Change / Stop TX File] does not appear on the display. You cannot check or edit a file being sent. Also a Confidential Transmission file or stored file to be printed as a report cannot be checked or edited. There are cases when a destination may not be selected as the destination appears as "*", depending on the security settings.
17
Checking and Canceling Transmission Files
Displaying Confirmation of Transmission
A Press [Change / Stop TX File].
2
B Press [Check / Change Settings].
C Select a file to check.
Note If multiple destinations were specified, only the destination selected first appears. If multiple destinations were specified, only the number of unsent messages appears.
D Confirm a transmission, and then
press [Exit].
E Press [Exit].
The standby display appears.
18
Canceling a Transmission
Canceling a Transmission
You can cancel transmission of a file when the file is being sent, stored in memory, or fails to transmit. All the scanned data is deleted from memory. You can cancel a file for Memory Transmission. This function is useful to cancel a transmission when you notice a mistake in destination or with the originals after storing. To cancel Memory Transmission, search for the file to be canceled among the files stored in memory, and then delete it.
Note If you cancel a transmission while the file is being sent, some pages of your file may have already been sent and will be received at the other end. If the transmission finishes while you are carrying out this procedure, transmission cannot be canceled.
B Select a file whose transmission
you want to cancel.
2
Note To display only the files being sent, press [Files under TX]. If multiple destinations were specified, only the number of unsent messages appears. If multiple destinations were specified, only one destination number appears. To display all destinations, press [Check / Change Settings].
A Press [Change / Stop TX File].
C Press [Stop Transmission].
The selected file is deleted.
Note To quit transmission cancel, press [Save]. To cancel another transmission, repeat from step B.
D Press [Exit].
The standby display appears.
19
Checking and Canceling Transmission Files
Deleting a Destination
You can delete destinations.
Note If you delete a destination that is the only destination for a transmission, the transmission is canceled.
D Press [Change] for the destination
you want to delete.
2
A Press [Change / Stop TX File].
B Press [Check / Change Settings].
Note Press to switch the destination between fax number, Internet Fax address and IP-Fax address.
E Press [Clear] to delete the destination.
C Select
the file from which you want to delete a destination.
Note Pressing [Clear] deletes by single digits the fax number or IP-Fax address entered using the number keys. The destination specified using destination keys or Internet Fax address can be entirely deleted at once by pressing [Clear].
F Press [Exit].
Note To delete another destination, repeat from step C.
G Press [Exit].
20
The standby display appears.
Adding a Destination
Adding a Destination
Note A destination cannot be added using a destination list.
D Press [Add].
A Press [Change / Stop TX File].
2
B Press [Check / Change Settings].
Note Press to switch the destination between fax number, Internet Fax address and IP-Fax address.
E Specify the destination using the
number keys or soft (on-screen) keys.
C Select the file to which you want
to add a destination.
Note To add e-mail address, press [Manual Input], and then specify the destination. You can also program a SUB Code or SEP Code by pressing [Adv. Features].
F Press [Exit].
Note Repeat steps C, if you want to add another destination.
G Press [Exit].
The standby display appears.
21
Checking and Canceling Transmission Files
Changing the Transmission Time
You can change the transmission time specified with Send Later. See p.3 "Sending at a Specific Time (Send Later)". You can also delete the transmission time. If the transmission time is deleted, the file is transmitted immediately.
E Press [Change TX Time].
2
A Press [Change / Stop TX File]. F Press [Clear], and then re-enter the
transmission time using the number keys or select [Economy Time], and then press [OK].
B Press [Check / Change Settings].
C Select the file for which you want
to change or cancel the transmission time.
Note If you select [Economy Time], the economy time already specified is entered. See p.144 "General Settings/Adjustment". If you press [Transmit Now], the file is transmitted immediately. However, if there is a file on standby, that file is sent first.
G Press [Exit].
Note Repeat from step C, if you want to change another transmission time.
D The recipient appears.
22
H Press [Exit].
The standby display appears.
Printing a File
Printing a File
If you want to check the contents of a file that is stored in memory and not yet sent, use this procedure to print it out.
Note Confidential Transmission files are displayed, but cannot be printed. You can also print files that have not been successfully transmitted. Note If multiple destinations were specified, only the number of unsent messages appears. If you want two-sided printing, press [Print 2 Sided]. To cancel printing, press [Cancel]. The display returns to that of step C.
2
A Press [Change / Stop TX File].
D Press the {Start} key. }
E Press [Exit]. B Press [Print File].
Note To cancel printing after pressing the {Start} key, press [Stop Print} ing]. The display returns to that of step C.
The standby display appears.
Note Repeat from step C, if you want to print another file.
C Select the file you want to print.
23
Checking and Canceling Transmission Files
Resending a File
Machine memory stores messages that could not be successfully transmitted using Memory Transmission. Use this procedure to resend these messages.
Preparation You should select "Store for 24 hours" for "Store a message that could not be transmitted" in User Parameters. See p.166 "User Parameters" (switch 24, bit 0). Note Files that could not be transmitted will be kept for either 24 or 72 hours depending on how you program this function. See p.166 "User Parameters" (switch 24, bit 1). Note If multiple destinations were specified, only the destination number appears. If multiple destinations were specified, only the number of unsent messages appears. To add a destination, press [Add], and then specify the destination.
C Select the file you want to resend.
"TX failed" is displayed for files that could not be sent.
2
A Press [Change / Stop TX File].
D Press [OK]. B Press [Transmit Failed File].
Note To cancel transmissions, press [Cancel]. The display returns to that of step C. Repeat from step C to resend another file.
E Press [Exit].
The standby display appears. Transmission starts.
24
Printing a List of Files in Memory (Print TX File List)
Printing a List of Files in Memory (Print TX File List)
Print this list if you want to find out which files are stored in memory and what their file numbers are. Knowing the file number can be useful (for example when erasing files).
Note The contents of a file stored in memory can also be printed. See p.23 "Printing a File". You can display a sender name with the User Parameters. See p.166 "User Parameters" (switch 04, bit 5).
C Press the {Start} key. }
Note To cancel printing after pressing the {Start} key, press [Stop Print} ing]. The display returns to that of step B.
2
D Press [Exit].
The standby display appears.
A Press [Change / Stop TX File].
B Press [Print List].
Note To cancel printing before pressing the {Start} key, press [Can} cel]. The display returns to that of step B.
25
Checking and Canceling Transmission Files
2
26
3. Communication Information
Printing the Journal
The Journal contains information about the last 50 communications (maximum) made by your machine. It is printed automatically after every 50 communications (receptions & transmissions). You can also print a copy of the Journal at any time by following the procedure below. If the machine is installed with the optional extra G3 interface unit, you can print the Journal of each line type.
Important The contents of a Journal printed automatically are deleted after printing. Keep the journal if you require a record of transmissions and receptions. You can check a total of 200 communications (receptions & transmissions) on the display.
All Prints the results of communications in the order made. Print per File No. Prints only the results of communications specified by file number. Print per User Prints the results of communications by individual sender.
Note The setting on the machine can be changed so that user codes will be printed instead of user names. For more information, contact your service representative.
The sender name column of the Journal is useful when you need to program a special sender. See p.171 "Special Senders to Treat Differently". You can set whether the Journal is automatically printed after every 50 communications in User Parameters. See p.166 "User Parameters" (switch 03, bit 7). You can display a sender name with the User Parameters. See p.166 "User Parameters" (switch 04, bit 5). You can set whether you print the Journal by line type. See p.166 "User Parameters" (switch 19, bit 1). You can program one of the Quick Operation keys with operations for this function. Using the key allows you to omit steps A. See p.144 "General Settings/Adjustment". Depending on security settings, the destination may not appear.
A Press [Information].
B Press [Print Journal].
27
Communication Information
C Select a printing mode.
Note Press [Cancel] if the user is not registered. The display returns to that of step B. C Press [OK] after checking the user name shown on the display. Note Press [Cancel] to return to the previous screen if a wrong user name is selected.
3
All
A Select [All].
D Press the {Start} key. }
Note To cancel a file printing, press [Stop Printing]. The display returns to that of step B.
Print per File No.
A Select [Print per File No.]. B Enter a 4-digit file number.
E Press [Exit] twice.
The standby display appears.
Note If you make a mistake, press [Clear] or the {Clear/Stop} key, } and then try again.
Printing per User
A Select [Print per User]. B Select a user.
28
Printing the Journal
Journal
3
ADJ102S
1. Printing date
Shows the date and time when the report is printed.
5. Other end
For fax destinations
· Shows the name (for display) programmed by the other end. · Shows the programmed fax number if the name (for display) has not been programmed. · If neither name nor fax number has been programmed by the other end, an entered fax number or a name programmed in a destination list is shown for transmissions. · The space will be blank for receptions.
2. Programmed Fax Header
Shows the sender name programmed for printing.
3. Date
Shows the transmission or reception date.
4. Time
Shows the transmission or reception start time.
Note
To prioritize a fax number or name programmed in the destination list, contact your service representative.
29
Communication Information
For Internet Fax destinations
At time of transmission, it shows the e-mail address or name programmed in the destination list. At time of reception, it shows the e-mail address of the sender. At time of broadcasting transmission, it shows the number of destinations after the e-mail addresses or names of destination.
· For IP-Fax transmissions and receptions After , and "T" for outgoing fax or "R" for ingoing fax, the communication mode appears in alphabetical letters or symbols. · For Folder receptions Shows (folder mark).
7. Communication time
Shows time taken for transmissions or receptions.
Note
3
When documents are transmitted from the computer to the machine, -- LAN-Fax --> appears. To check if the documents are sent to the receiver, confirm the same File No.
8. Number of pages
Shows the number of pages transmitted or received.
For IP-Fax destinations
Shows the IP-Fax destination or name programmed in the destination list. The Fax destination details appear on reception report.
9. Communication result
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