User manual RICOH FAX2400L

OPERATOR'S MANUAL RICOH FAX2400L Please read all of these instructions and keep this manual by your machine. Optional Equipment Memory (FEATURE EXPANDER TYPE 100 2M, FEATURE EXPANDER TYPE 100 4M) Either a 2-Mbyte memory card or a 4-Mbyte memory card can be added. PC Printer Interface Kit (PRINTER INTERFACE TYPE 100) This allows you to use the machine as a laser printer for an IBM1 or compatible personal computer. Telephone Handset (HANDSET TYPE 100) This permits voice communication (over the PSTN). PC-FAX EXPANDER TYPE 100 This allows use of this machine as a scanner, PC Fax modem and convenient 200dpi printer. 1 Copyright Notice IBM is a registered trademark of International Business Machines Corporation. US WARNING: This equipment has been tested and found to comply with the limits for a Class A digital device, pursuant to Part 15 of the FCC Rules. These limits are designed to provide reasonable protection against harmful interference when the equipment is operated in a commercial environment. This equipment generates, uses, and can radiate radio frequency energy and, if not installed and used in accordance with the instruction manual, may cause harmful interference to radio communications. Operation of this equipment in a residential area is likely to cause harmful interference in which case the user will be required to correct the interference at his own expense. 9 CAUTION: Use of control or adjustments or performance of procedures other than those specified herein may result in hazardous radiation exposure. ENERGY SAVING INFORMATION As an Energy Star Partner, we have determined that this fax model meets Energy Star guidelines for energy efficiency. This product was designed to reduce the environmental impact associated with fax equipment. This is accomplished by means of energy saving features such as Low Power (Energy Saver) mode and Night Timer. Please see applicable sections of operating manual for details. Notice about the Telephone Consumer Protection Act (Valid in the USA only) Attention please! The Telephone Consumer Protection Act of 1991 among other things makes it unlawful for any person to send any message via a telephone fax machine unless such message clearly contains in a margin at the top or bottom of each transmitted page or on the first page of the transmission, the date and time it is sent and an identification of the business or other entity, or other individual sending the message and the telephone number of the sending machine or such business, other entity, or individual. This information is transmitted with your document by the TTI (Transmit Terminal Identification) feature. In order for you to meet the requirement, your machine must be programmed by following the instructions in the accompanying Operation Manual. In particular, please refer to the "Installation and Initial Settings" and/or "Programming" sections. Also refer to the TTI (Transmit Terminal Identification) programming procedure to enter the business identification and telephone number of the terminal or business. Do not forget to set the date and time. Thank you IMPORTANT SAFETY INSTRUCTIONS 1. Read all of these instructions. 2. Save these instructions for later use. 3. Follow all warnings and instructions marked on the product. 4. Unplug this product from the wall outlet before cleaning. Do not use liquid cleaners or aerosol cleaners. Use a damp cloth for cleaning. 5. Do not use this product near water. 6. Do not place this product on an unstable cart, stand, or table. The product may fall, causing serious damage to the product or injuring the user. 7. Slots and openings in the cabinet and the back or bottom are provided for ventilation; to ensure reliable operation of the product and to protect it from overheating, these openings must not be blocked or covered. The openings should never be blocked by placing the product on a bed, sofa, rug, or other similar surface. This product should not be placed in a built-in installation unless proper ventilation is provided. 8. This product should be operated from the type of power source indicated on the marking label. If you are not sure of the type of power available, consult an authorized sales person or your local power company. 9. This product is equipped with a 3-wire grounding type plug, a plug having a third (grounding) pin. This plug will only fit into a grounding-type power outlet. This is a safety feature. If you are unable to insert the plug into the outlet, contact your electrician to replace your obsolete outlet. Do not defeat the purpose of the grounding type plug. (This does not apply in countries in which the 2-wire, non-grounded type of plug is used.) 10. Do not allow anything to rest on the power cord. Do not locate this product where persons will walk on the cord. 11. If an extension cord is used with this product, make sure that the total of the ampere ratings on the products plugged into the extension cord does not exceed the extension cord ampere rating. Also, make sure that the total of all products plugged into the wall outlet does not exceed 15 amperes. 12. Never push objects of any kind into this product through cabinet slots as they may touch dangerous voltage points or short out parts that could result in a risk of fire or electric shock. Never spill liquid of any kind on the product. 13. Do not attempt to service this product yourself, as opening or removing covers may expose you to dangerous voltage points or other risks. Refer all servicing to qualified service personnel. 14. Unplug this product from the wall outlet and refer servicing to qualified service personnel under the following conditions: A. When the power cord or plug is damaged or frayed. B. If liquid has been spilled into the product. C. If the product has been exposed to rain or water. D. If the product does not operate normally when the operating instructions are followed. Adjust only those controls that are covered by the operating instructions since improper adjustment of other controls may result in damage and will often required extensive work by a qualified technician to restore the product to normal operation. E. If the product has been dropped or the cabinet has been damaged. F. If the product exhibits a distinct change in performance, indicating a need for service. Table of Contents INTRODUCTION SOME OF THE THINGS THAT THIS MACHINE CAN DO 1 2 HOW TO USE THIS MANUAL MANUAL OVERVIEW CONVENTIONS Keynames Displays Symbols 4 4 5 5 5 6 GENERAL PRECAUTIONS POWER AND GROUNDING COLD WEATHER POWER-UP THUNDERSTORMS COPY PAPER TONER CARTRIDGES OPERATING PRECAUTIONS GENERAL 7 7 8 8 9 9 9 10 GUIDE TO COMPONENTS 1. MAIN BODY 2. OPERATION PANEL 11 11 12 ROUTINE OPERATION SENDING A FAX MESSAGE Precautions Concerning Unacceptable Document Types Transmission Procedure at a Glance Sending a Page with Very Fine Detail Optional Features for Transmission Sending Quickly Changing Transmission Mode Redialing RECEIVING FAX MESSAGES Selecting the Reception Mode Receiving Fax Messages When There Is a Problem TELEPHONE CALLS Making a Telephone Call Answering the Telephone Phoning and Faxing on the Same Call Speaker and Buzzer Volume Adjustments 14 14 14 16 23 27 32 32 34 35 35 36 38 38 40 40 41 ADVANCED FEATURES TRANSMISSION Transfer Request Programming Keystrokes Sending Confidential Messages Storing an Often Used Document (Auto Document) Restricting Access to the Machine Tonal Signals Storing Part of a Number Closed Network (Transmission) Preventing Transfer to a Wrong Connections ECM (Error Correction Mode) and Page Retransmission Batch Transmission (Feature Expander Required) Well Log Transmission RECEPTION Receiving Confidential Messages (Feature Expander Required) Locking Incoming Messages (Memory Lock) Rejection of Messages from Unidentified Senders Authorized Reception Forwarding (Feature Expander Required) Wild Cards Reverse Order Printing (Feature Expander Required) Multi-copy Document Reception (Feature Expander Required) Printing a Center Mark Reducing the Page Length Closed Network (Reception) Entering a List of Senders to Treat Differently OTHER Calling to Request a Message (Polling) File Management Saving Energy Night Timer Counters Entering PC Printer Mode (Printer Interface Required) Copying Dual Access RDS (Remote Diagnostic System) AI Short Protocol 42 42 42 47 50 53 56 60 62 64 65 66 67 68 69 69 72 76 77 80 86 87 88 91 92 93 94 97 97 104 106 108 111 112 113 114 115 116 REPORTS AUTOMATICALLY PRINTED REPORTS Descriptions of the Available Reports Switching Reports On/Off Printing a Sample of Data on the Reports 117 117 117 119 120 Report Formats USER-INITIATED REPORTS Descriptions of Available Reports 121 123 123 LOOKING AFTER THE MACHINE REPLACING PAPER REPLACING THE TONER CASSETTE AND CLEANING PAD Replacement Procedure USER MAINTENANCE PROCEDURES Cleaning Reference Table Cleaning Procedure Cleaning the Corona Wire Replacing the ADF Roller Assembly and the Separation Pad Replacing the Photoconductor 126 126 127 127 129 129 130 133 135 137 SOLVING PROBLEMS DOCUMENT JAMS Clearing a Document Jam Adjusting the Document Feeder COPY JAMS Cassette Entrance Copy Feed Area COMMUNICATION PROBLEMS OPERATING DIFFICULTIES DISPLAYED ERROR MESSAGES ERROR CODES CALLING THE SERVICE STATION DEDICATED TRANSMISSION PARAMETERS 140 140 140 141 142 142 143 146 146 150 151 153 153 TECHNICAL REFERENCE STORING TELEPHONE NUMBERS STORING NAMES AND LABELS Punctuation Marks and Symbols Editing with the Clear Key and Cursor IF YOU MAKE A MISTAKE ON/OFF SWITCHES AND USER PARAMETERS On/Off Switches User Parameter Settings SPECIFICATIONS 154 154 154 155 155 155 156 156 157 162 APPENDIX A INSTALLATION AND INITIAL SETTINGS LOCATION ATTACHING THE DOCUMENT TABLE AND DOCUMENT TRAY INSTALLING THE PHOTOCONDUCTOR, TONER CASSETTE AND CLEANING PAD CONNECTING THE MACHINE LOADING PAPER IN THE CASSETTE ATTACHING THE OPTIONAL HANDSET INSTALLING THE OPTIONAL FEATURE EXPANDER SOME ITEMS MUST BE PROGRAMMED FIRST Overview Selecting the Display Language Selection Setting the Date and Time Daylight Saving Time Setting Your Machine's Identification Pulse Dial or Tone Dial? QUICK DIAL, SPEED DIAL, AND GROUP DIAL Three Convenient Ways to Dial Programming Quick Dials Programming Speed Dials Programming Groups Storage Capacity for Telephone Numbers DEALING WITH JUNK FAX MAIL OTHER ITEMS TO PROGRAM AT YOUR LEISURE 163 163 164 165 167 168 170 170 171 171 171 172 172 173 176 177 177 179 182 184 188 189 189 GLOSSARY 190 INTRODUCTION INTRODUCTION Thank you for purchasing this product. This multi-function office machine offers a wide range of fax, copier, printer, and convenient features. What Does a Fax Machine Do? The fax machine scans your letter, and converts it into a series of black and white dots (the number of dots that there are across and down the page depends on the resolution that you selected; refer to the specifications section of this manual for details). This series of dots is transformed into an electrical signal and sent out over the telephone line to the destination fax machine. The receiving fax machine reconstructs your letter from the incoming signal, and prints it. If you are worried about whether the message arrived at the destination, you can check a report called the TCR (Transaction Confirmation Report). When you print this report, you will see the results of the most recent fax communications made by your machine. You can use your fax machine to send and receive many types of documents, even photographs. Telephone Line Problems Affect Fax Communication Quick and accurate transmission of fax messages depends on the condition of the telephone line. If the line condition is very good, this machine will transmit a letter-size page in about 9 seconds. However, if the line is noisy, the speed may be reduced significantly, and the data may be damaged. The symptoms of data loss caused by a noisy telephone line are seen on the printouts of received messages. An example is shown opposite. Note that lines are missing from the page at the indicated locations. ECM (Error Correction Mode) is an effective countermeasure against this type of error; you have the choice of having the ECM feature switched on or off. It is switched on before the machine leaves the factory (refer to page 66 for more information about ECM). Errors Transmit Document Received Message The line condition is affected by the weather; thunderstorms can cause electrical noise on telephone lines. In addition, the quality and condition of switching equipment used by your phone company can affect fax communication. 1 INTRODUCTION SOME OF THE THINGS THAT THIS MACHINE CAN DO This machine has many features. Here is a sample of what the machine can do. Sending a Fax to More Than One Location Network Feature (Transfer Request) See page 20. See page 42. Restricting Access to the Machine Quick Dial, Speed Dial, and Group Dial See page 56. See page 177. Sending a Fax Later Confidential Communication See page 28. See pages 50 and 69. 2 INTRODUCTION Keystroke Programs Printer Interface INTRODUCTION See page 112. Authorized Reception (cuts out junk fax mail) See page 77. Forwarding Batch Transmission See page 67. Protection against Wrong Connections See page 65. See page 47. Auto Document (sends a commonly transmitted page with one touch) See page 53. See page 80. Transmission Deadline See page 29. 3 HOW TO USE THIS MANUAL MANUAL OVERVIEW Your facsimile machine is equipped with a wide range of labor-saving and cost-saving features. This manual explains each of these features, and how you can put them to use. Note that the external appearance of the machine in some illustrations may be slightly different from the actual machine. The manual consists of the following sections. Ë How to Use this Manual - This is the section that you are now reading. It contains an overview of the manual and the conventions used by the authors. It also contains quick reference sections on how to input telephone numbers and names, and how to correct errors that you may inadvertently make when operating the machine. Ë General Precautions - This section lists precautions that you should keep in mind when operating the machine. Read this section before you begin to use your machine. Ë Guide to Components - This contains a diagram that shows where the main components of your machine are situated. Ë Operation Panel - This describes the functions of the various buttons and indicators that are on your machine's operation panel. Ë Routine Operation - This section describes the features and settings that you will normally be using every day. Ë Advanced Features - This section explains how to take advantage of the special features of your fax machine, including how to set up networks for economical distribution of fax messages over long distances. Ë Reports - This section explains the reports that the machine generates. Ë Looking After the Machine - This section shows you what to do when consumable supplies run out. The user maintenance procedure in this section should be done every six months if you want to keep your machine in top condition. Ë Solving Problems - If your machine cannot communicate, or if it generates error codes or experiences paper jams, refer to this section. Many routine problems can be solved without a service call. Ë Specifications - This is a list of technical capabilities of your machine. Ë Technical Reference - Inputting characters, setting up the user switches, specifications and other technical information. Ë Appendix A (Installing the Machine) - The best place to install your machine is described here. Please also refer to it when you plan to move the machine to another location. It also explains the things you have to do before you can send your fax message, and lists important features that will make faxing more convenient. Ë Quick Reference Guide - This indicates how to use this machine at a glance. 4 HOW TO USE THIS MANUAL CONVENTIONS CONVENTIONS The following conventions were used when writing this manual. Keynames These have been printed in a bold typeface. For example: When you see a command in bold such as "Start" means "Press the Start key on the operation panel". On the operation panel, there are four arrow keys (up, down, left, right). This is the scroll key. It is often used in the operating procedures to gain access to various features. For example, if you see k in the manual, you are being asked to press the right-pointing arrow (k) on the scroll key. HOW TO USE THIS MANUAL Displays Messages seen on the display are shown in a larger box, normally on the right hand side of the page, directly opposite the step that brought it up on the screen. After following a step in a procedure, check the display to see if it corresponds to the one in the manual. This may help you to check whether you are following the procedure successfully. The following examples show three common types of display. Example A: The keys that can be pressed are shown on the upper right of the display. In this example, you can press Yes and j and k on the scroll key. Example B: The choices of settings for a feature are shown on the screen. The current setting is indicated (it is set to ON). If you press j or k on the scroll key, the setting will be changed to OFF. Example C: The ABC in the upper right of the display indicates that you can input letters using the Quick Dial keys, and j and k on the scroll key. SELECT LANGUAGE Y/j k ENGLISH AUTHORIZED ON kOFF Y/j k RTI/CSI tttttttttttttttttttt ABC 5 CONVENTIONS HOW TO USE THIS MANUAL Most procedures start from standby mode, that is, when the display is as shown on the right. The value after "READY" shows how much memory space is remaining. READY 100% 10:00AM SET DOC. OR DIAL NO. NOTE: If you start a procedure and do not enter anything at the operation panel for more than 5 minutes, the machine returns to standby mode. Symbols The text contains a few symbols that highlight important points or direct you towards other parts of the manual that are related to the feature currently being described. indicates a hint (for example, giving a page number where related information can be found). 6 GENERAL PRECAUTIONS WARNING: Do not attempt any maintenance or troubleshooting other than that mentioned in this manual. This machine contains a laser beam generator and direct exposure to laser beams can cause permanent eye damage. POWER AND GROUNDING Pay attention to the following. Power Supply 1. Power requirements: 115 V, 60 Hz 2. Insert the power plug securely into the wall socket. 3. Make sure that the wall outlet is near the machine and readily accessible. 4. Do not connect other equipment to the same socket. 5. Do not step on or set anything on the power cord. 6. Do not connect other equipment to the same extension cord. 7. Be sure that the power cord is not in a position where it would trip someone. 8. The wall outlet must be easily accessible. GENERAL PRECAUTIONS Grounding Ground the machine and the lightning protection circuit in accordance with regulations. Do not ground to gas or water pipes, or to a telephone ground plug. Proper grounding is to the ground terminal of the power outlet. Be sure that the ground terminal of the power outlet is properly grounded. The lightning protection circuit for the machine requires the machine to be properly grounded. If proper grounding is provided, about 90% of lightning damage can be prevented. For safety, be sure to connect the machine to a three-prong grounded outlet. 7 COLD WEATHER POWER-UP GENERAL PRECAUTIONS COLD WEATHER POWER-UP Avoid raising the room temperature abruptly when it is below 57°F, or condensation may form inside the machine. 1. Raise the room temperature to 68°F at less than 18°F per hour. 2. Wait for 30 to 60 minutes. 3. Turn the power on. Do not use the machine near a humidifier. THUNDERSTORMS With proper grounding, about 90% of lightning damage can be prevented. However, if possible, during severe electric storms turn the power switch off and disconnect the power cord and telephone line cord. NOTE: All fax messages stored in the memory will be erased if power is switched off. 8 GENERAL PRECAUTION COPY PAPER COPY PAPER Ë 16 to 24 lb. copy paper is recommended: letter or legal sizes are the most commonly used. Ë Do not use damp paper, or copies will be defective. Ë Do not touch copy paper if your fingers are wet or oily; fingerprints may appear on the copy. Ë Keep paper in a vinyl bag if it will not be used for a long time. Ë Store in a cool dry place. Ë Store flat. Do not stand upright. Ë The following materials cannot be used in the paper trays: Post cards, tracing paper, OHP sheets, adhesive labels Ë Do not overload the paper trays. Ë If multi-sheet feeding occurs or dog-eared copies are made when using recycled paper in the paper tray, fan the recycled paper and load it in the paper tray again. TONER CARTRIDGES Ë Ë Ë Ë Ë Ë Store in a cool, dark place. Never store where they may be exposed to heat. Keep out of the reach of children. Do not eat toner. Do not lay heavy objects on toner cartridges. Do not incinerate toner or toner containers. Toner dust may cause flashback when exposed to an open flame. OPERATING PRECAUTIONS Ë While the machine is in operation, do not turn off the main switch or unplug the power cord. Ë Keep corrosive liquids, such as acid, off the machine. Ë Do not allow paper clips, staples, or other small metallic objects to fall inside the machine. Ë The fusing unit may be very hot. Be careful when handling it. 9 GENERAL PRECAUTIONS GENERAL GENERAL PRECAUTIONS GENERAL Ë Read the Important Safety Information at the front of this manual. Ë Since some parts of the machine are supplied with high voltage, make sure that you do not attempt any repairs or attempt to access any part of the machine except those described in this manual. Ë Do not make modifications or replacements other than those mentioned in this manual. Ë When not using the machine for a long period, disconnect the power cord. OZONE The machine generates ozone during operation. Normally, the ozone level is safe for operators. However, during a long copy run or while printing a long message, ozone odor may appear; in such a case, ventilate the room. WARNING: This symbol is intended to alert the user to the presence of important operating and maintenance (servicing) instructions in the literature accompanying the machine. This symbol is attached to some components to alert the user not to touch them, because they may be very hot. 10 GUIDE TO COMPONENTS 1. MAIN BODY 5 4 3 2 1 GUIDE TO COMPONENTS 7 6 1 2 3 4 5 6 7 Document Table Document Guide Operation Panel Power Switch Document Tray Paper Cassette Copy Tray 11