4100 Fax ENGLISH 15/1/97 9:37 am Page 1 OKIFAX 4100 Handbook English 4100 Fax ENGLISH 15/1/97 9:37 am Page 2 Every effort has been made to ensure that the information in this document is complete, accurate and up-to-date. The manufacturer assumes no responsibility for the results of errors beyond its control. The manufacturer also cannot guarantee that changes in products made by other manufacturers and referred to in this handbook will not affect the applicability of the information in it. This handbook is subject to change without notification. © 1996 by Oki Data Corporation. All rights reserved. OKI and OKIFAX are registered trademarks of OKI Electric Industry Co., Ltd. English This product complies with the requirements of the Council Directives 89/336/EEC and 73/23/EEC on the approximation of the laws of the member states relating to electromagnetic compatibility and low voltage. As an Energy Star Partner, Oki has determined that this product meets the Energy Star guidelines for energy efficiency. 4100 Fax ENGLISH 15/1/97 9:37 am Page 3 Installation Hints s s Install your fax machine in a dust-free location away from direct sunlight. Do not plug your fax machine into a power source shared by equipment which produces electrical noise (i.e., air conditioners, etc.). Leave electronic adjustments to authorized service personnel. The LINE terminal connects your fax machine to a standard telephone line. To avoid damage to your telephone system or to the fax machine, do not plug your fax machine into anything other than a standard RJ-11C jack. Your fax machine is intended to be grounded electrically and is equipped with a three-wire grounded power cord. For your safety, do not attempt to defeat your power cord's grounding plug. The socket-outlet should be installed near the equipment and should be easily accessible. s The TEL port on the back of the fax is only suitable for 2 wire devices. Not all standard telephones will respond to incoming ringing when connected to an extension socket. This equipment may not necessarily provide for the effective hand-over of a call from a telephone connected to the same line. The operation of this equipment on the same line as telephone or other equipment with audible warning devices or automatic ring detectors will rise to bell tinkle or noise and may cause false tripping of the ring detector. Should such problems occur, the user is not to contact the telephone company. s s s s s Operation and Maintenance s Use a dry cloth to clean the control panel and the main body of the unit. Aside from the instructions specifically mentioned in this handbook, your fax machine is not user Safety s s 3 English Safety 4100 Fax ENGLISH 15/1/97 9:37 am Page 4 English serviceable. Do not attempt to service the machine or lubricate moving parts by yourself. s the image drum unit. s Pull out the AC plug before trying to remove any objects that may have fallen into the machine. Immediately disconnect the fax machine if it becomes physically damaged and arrange for its repair or disposal. When relocating your fax machine, always disconnect the telephone line before disconnecting the power cord, then reconnect the power cord first. s Exercise care when removing the toner cartridge. Do not let it touch your clothing or porous materials. The toner powder causes permanent stains. Small amounts of toner spilled on skin or clothing can be readily removed with soap and cold water. Using heated water will make removing the stain much more difficult. s s Emergency First Aid s IF TONER IS SWALLOWED: Dilute by giving two Toner Cartridge and Image Drum Unit Handling s Leave unused toner cartridges and image drum units in their packages until needed. When replacing a toner cartridge or image unit, re-use the packaging to dispose of the old toner cartridge or image drum unit. Do not expose these components to light for more than five minutes. Never expose the green drum (inside the image drum unit) to direct sunlight. Always hold the image drum unit by the ends-never by the middle. Never touch the green drum inside glasses of water and induce vomiting by administering Syrup of Ipecac (follow manufacturer's instructions). Seek medical attention. Never attempt to induce vomiting or give anything by mouth to a person who is unconscious. s IF TONER IS INHALED: Take person to an open area for fresh air. Seek medical attention. s IF TONER GETS IN THE EYES: Flush eyes with large quantities of cool water for 15 minutes, keeping eyelids open with fingers. Seek medical attention. s s 4 Safety 4100 Fax ENGLISH 15/1/97 9:37 am Page 5 Introduction 8 Features 8 Product Options 9 Memory Expansion 9 PC Interface Board 9 Optional Handset 9 Optional Document Stacker 9 Component Identification 10 What You Should Receive 10 Components 11 Control Panel 13 Control Panel Keys and Indicators 14 The One Touch Keypad 17 Using the One Touch Keys for Dialling 17 Using the One Touch Keys for Selecting Functions and Programming 17 Signal Tones 18 Install the Paper Tray/Copy Stacker 20 Install the Document Tray 20 Install the Toner Cartridge 20 Connect to the Telephone Line 22 Option: Installing an External Handset 22 Connecting an External Telephone or Answering Machine 23 Connect Power 23 Loading Paper 23 Setting the Clock 24 Setting the Answering Mode 25 Answering Mode Options 25 Changing the Answering Mode 26 Setting the Fax Identification 26 Setting Language 27 Connecting to a PBX 28 Dial Directories 29 Programming One Touch Keys 29 One Touch Parameters 30 Chain Dialling 30 Programming Auto Dial Numbers 31 Programming Groups 32 Contents Installation 19 Getting Started 19 Where to Install Your Fax Machine 19 Unpacking 19 Setting Up Your Fax Machine 20 5 English Contents 4100 Fax ENGLISH 15/1/97 9:37 am Page 6 Basic Operations 33 Preparing Documents 33 Document Size 33 Multiple Page Documents 33 Loading Documents 34 Sending a Fax to a Single Location 35 Search Key Dialling 35 Real-Time Dialling 36 Redialling 36 Confirming Results 36 Stopping a Transmission 36 Receiving Faxes Manually 36 Receiving Faxes in Memory 37 No Paper Reception 37 No Toner Reception 37 Cancelling Messages Stored in Memory 37 Rejecting Unsolicited Fax Messages 38 Power Failures and Memory 38 Making Copies 39 Making Copies with the Manual Paper Feeder 39 Using Voice Request 39 To Initiate a Voice Request 40 To Answer a Voice Request 40 Advanced Operations 41 Sending a Fax at a Later Date and Time 41 Sending a Delayed Fax From the Document Feeder 41 Sending a Delayed Fax From Memory 42 Cancelling a Delayed Transmission 43 Sending a Fax to Multiple Locations 43 Sending a Confidential Fax 44 Relay Broadcasting 44 Relay Initiating Station 44 Relay Key Station 45 Relay Broadcast Report 45 Initiating a Relay Broadcast 45 Polling 46 Setting Your Fax Machine to be Polled 46 Polling Documents from Other Fax Machines 46 English Programming 47 Customizing Features and Operations 47 Viewing Your Current Settings 47 User Function Settings 47 User Function Settings List 47 Changing Your User Function Settings 50 Setting Your Fax Machine's Distinctive Ring 51 Dial Parameter Settings 51 Dial Parameter Settings List 51 Changing Your Dial Parameter Settings 53 Service Function Settings 53 Service Function Settings List 53 6 Contents 4100 Fax ENGLISH 15/1/97 9:37 am Page 7 Reports 55 Understanding Reports 55 Activity Report 55 Broadcast Confirmation Report 55 Broadcast Entry Report 56 Message Confirmation Report 56 Configuration Report 56 Phone Directory 56 Power Outage Report 57 Printing Reports 57 Printing a Message Confirmation Report 57 Printing Other Reports 57 Codes Used in Reports 57 Result Codes 57 Communication Codes 58 Problem Solving 59 Clearing a Document Jam 59 Clearing a Printing Paper Jam 60 Replacing the Toner Cartridge 62 Replacing the Image Drum Unit 65 Reading Your Print Counters 67 Problem Checklist 67 Specifications 71 Index 72 Contents 7 English 4100 Fax ENGLISH 15/1/97 9:37 am Page 8 English Introduction Thank you for purchasing this OKIFAX fax machine. This fax machine uses advanced Light Emitting Diode technology to transfer received and copied images to plain paper. It has been designed to make sending and receiving faxes a fast and trouble-free process. s s Fax communication at up to 14,400 bits per second. Automatic redial and page re-transmission when a telephone number is busy or when problems occur in communication. Advanced transmission and reception features, including delayed transmission, transmission to multiple locations, relay broadcast initiate and polling. Advanced memory transmission and reception features, including automatic reception into memory. Reports to help you keep track of your fax machine's operations and settings. Automatic power save mode. Answering modes for manual and automatic fax reception, automatic switching between incoming voice and fax messages, and to allow an answering machine to work on the same telephone line. s Features The OKIFAX 4100 includes the following features: s s 10 One Touch keys for automatic, single-key dialling of pre-programmed telephone numbers. 45 Auto Dial numbers for automatic dialling of additional pre-programmed telephone numbers. 5 Groups can be programmed to allow you to transmit a document to multiple locations with a single selection. A search feature to allow you to look for pre-programmed telephone numbers by name. Halftone transmission in up to 16 shades of gray. Introduction s s s s s s s 8 4100 Fax ENGLISH 15/1/97 9:37 am Page 9 s s Your fax machine can also make up to 50 sorted copies of an original document (using standardweight 20 lb. paper). 256 KB of built-in memory. This option allows your fax machine to communicate with a personal computer. Once the option is installed, you can: s s s Use your fax machine as a local printer. Send fax messages directly from your computer. Receive and store fax messages directly on your computer. Scan pages from your fax machine into your computer. Optional Handset s Product Options A number of product options are available to increase the usefulness and convenience of your fax machine. Memory Expansion s Installing additional memory allows your fax machine to more pages of information in memory. If you are constantly seeing a MEMORY OVERFLOW message on your fax machine, you should consider purchasing additional memory. s The optional handset connects directly to your fax machine and works exactly like a telephone. Optional Document Stacker A 1MB memory expansion board is available. This optional tray connects to the front of your fax machine and supports documents after they have been faxed or copied. Introduction 9 English A closed network feature to allow you to limit who can send faxes to your fax machine, or to limit both where faxes can be sent to and received from. PC Interface Board 4100 Fax ENGLISH 15/1/97 9:37 am Page 10 English Component Identification What You Should Receive Paper Tray/ Copy Stacker Document Tray Power Cord Telephone Cord Optional Document Stacker Optional External Handset Image Drum Unit (inside fax machine) Toner Cartridge Facsimile Unit 10 Component Identification 4100 Fax ENGLISH 15/1/97 9:37 am Page 11 Components Paper Tray/Copy Stacker Load up to 100 sheets of paper into this tray. Up to 30 sheets of finished copies or received faced are stacked on top of this tray. Document Tray Holds original documents that are to be faxed or copied. Document Guides Adjust these guides to the page width of the documents that are to be copied or faxed. One Touch Keypad Control Panel Manual Paper Feeder Load paper into this slot when you want to use a type of paper different from the paper in the paper tray. Component Identification 11 English 4100 Fax ENGLISH 15/1/97 9:37 am Page 12 Components English LINE Terminal Terminal for connecting the unit to an outside telephone line. Expansion Slot Cover Open this cover to expose expansion slots for optional PC interface and memory expansion boards. TEL Terminal Terminal for connecting the fax machine to an optional handset or external telephone. AC Power Inlet Plug the AC power cord, supplied with your fax machine, into this inlet. LED Print Head This black bar is the part of your fax machine which writes received or copied images onto the image drum unit. You should clean this bar each time you change your toner cartridge. Image Drum Unit The image drum unit contains the green photosensitive drum which receives images from the LED print head and transfers them to the printing paper. Toner Cartridge This black cylinder, installed inside the image drum unit, contains the black powder which is your fax machine's ink. You will need to install a new toner cartridge when the REPLACE TONER CART message appears on the display. 12 Component Identification 4100 Fax ENGLISH 15/1/97 9:37 am Page ...