Oki 5400 - Manual

Preface v Answering voice request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 Advanced Operations Sending faxes to multiple locations . . . . . . . . . . . . . . . . . . . . . . . . . . 53Delayed sending of faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ...

vi User’s Guide Reports Uunderstanding reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .75 Activity report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .75Broadcast confirmation report . . . . . . . . . . . . . . . . . . . . . . . . . ...

Safety 1 Engl is h Safety Your fax machine has been carefully designed to give you years of safe, reliable performance. As with all electrical equipment, however, there are a few basic precautions you should take to avoid hurting yourself or damaging the fax machine. General • Read this user's guide...

2 User’s Guide fax machine, do not connect your fax machine into anything other than a standard telephone socket. • Your fax machine has an earthed, 3-pin plug as a safety feature and it will only connect to an earthed outlet. If you cannot connect this plug to your power outlet, then it is possible...

Safety 3 Engl is h Toner cartridge & image drum handling • Leave unused toner cartridges and image drum units in their packages until needed. When replacing a toner cartridge or image unit, reuse the packaging to dispose of the old toner cartridge or image drum unit. • Do not expose the toner ca...

Inroduction 5 Engl is h 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. Featu...

6 User’s Guide • Automatic power save mode. • Answering modes for manual and automatic fax reception, automatic switching between incoming voice and fax messages. Also allows an answering machine to be connected in series to the telephone line after the fax machine. • A closed network feature to all...

Inroduction 7 Engl is h Second paper cassette The second paper cassette option adds an additional 500 pages of paper capacity to your fax machine. When the main paper cassette runs out of paper, your fax machine automatically switches to the second paper cassette to continue printing received faxes ...

Component Identification 9 Engl is h Component Identification What you should receive Fax Machine Document Stacker Power Cable Telephone Cable Image Drum Unit (inside fax machine) Toner Cartridge Optional External Handset

10 User’s Guide Components 1 One Touch Keypad 2 Document Table: Covers the copy stacker and hols original documents that are to be faxed or copied. 3 Document Table Extension: Flips out to support longer documents that are to be faxed or copied. 4 Copy Stacker: Holds copies or received faxes. 5 Fron...

12 User’s Guide 21 LED Print Head: This black bar is the part of your fax machine which transfers received or copied images onto the image drum unit. Clean this bar each time you change a toner cartridge. Control panel keys & indicators 1 LCD Panel: Refer to this liquid crystal display (LCD) pan...

16 User’s Guide 22 Pause Key (One Touch Key 15 and 30): Use this key on the One Touch keypad to enter automatic 3-second pauses in dialling when programming telephone numbers. For example, you may want to use this key to tell your machine to wait for an outside or international line to open. Pauses ...

18 User’s Guide Using this key prints out confidential fax messages received into mail boxes in the memory of your fax machine after entering the correct password. When no messages are in memory, using this key prints a cleaning page to clear accumulated toner from your fax machines image drum. Sign...

Installation 19 Engl is h Installation Getting started To install your new fax machine, follow the instructions from Unpacking to Setting the Fax Identification. You must complete these steps for your fax machine to operate properly. If you have purchased an option package for your fax machine, refe...

20 User’s Guide • Paper tray/Copy stacker • This user’s guide Note:A telephone handset, handset cradle and handset cable may also be included. If any items are missing, notify your dealer immediately for a replacement. Keep your packing materials and carton in case you ever need to ship or transport...

22 User’s Guide 5. With the ridged side facing up and the coloured lever on your right, insert the toner cartridge into the image drum unit. Slide the left end of the cartridge in first, then lower the right end into place. 6. Once the toner cartridge is in place, push the coloured lever all the way...

Installation 23 Engl is h 2. Insert the other end of the telephone cable into your wall telephone socket. Note:Now, you can connect either an external telephone or the external handset option for your fax machine. See the instructions below. Installing external handset If you purchased an external h...

24 User’s Guide 3. Plug one end of the handset cable into the handset. Then plug the other end of the handset cable into the socket located on the front of the cradle. Place the handset in the cradle. 4. Insert the supplied telephone cable into the socket located on the back of the cradle. 5. Feed t...

Installation 25 Engl is h Note 2:You will need to have the TAD mode feature turned on for an answering machine to work with your fax machine. See Setting Answering Mode in Installation. Connecting power 1. Make sure the power switch is in the OFF position (the 0 should be pressed down). 2. Insert th...

26 User’s Guide Loading paper Your fax machine can hold up to 250 sheets of standard-weight (80 g/m 2 ) paper. For best results, use paper specially made for laser printers or photocopiers. Available sizes are A4, letter size and legal size. Your fax machine automatically reduces the vertical length...

28 User’s Guide Setting time & date Follow these instructions to set the time and date on your fax machine. 1. Press the Select Function key. 2. Press the 9/User Program One Touch key. 3. On the numeric keypad, press 3. The display will show 3:CLOCK ADJUSTMENT. 4. Press the YES key. The display ...

30 User’s Guide Changing answering mode Follow these instructions to change the answering mode on your fax machine. 1. Press the Auto Rec key. Your fax machine displays your current answering mode. 2. Press the Auto Rec key again. Your fax machine switches to the next answering mode. 3. Continue pre...

Installation 31 Engl is h Setting fax machine identification 1. Press the Select Function key. 2. Press the 9/User Program One Touch key. The display shows 1:FUNC. PROGRAMMING. 3. On the numeric keypad, press 4. The display shows 4:SYSTEM DATA PRG. 4. Press the YES key. The display shows NO=<TSI/...

32 User’s Guide Note:Use the Hyphen key to enter a “+” character before the number, which is the generally recognised method of indicating the international access code before the country dialling code. The Space One Touch key is used to enter spaces in a number. 10. Press the Start key to save your...

Installation 33 Engl is h Setting language Your fax machine comes with two languages installed, which appear on the display and in reports. Follow the instructions below to switch languages. Note:Your dealer may be able to provide you with additional languages. 1. Press the Select Function key. 2. P...

Dial Directories 35 Engl is h Dial Directories One touch keys Programming Your fax machine has 30 One Touch keys for rapid dialling. You can store up to two fax numbers with 32 digits for each One Touch key, a main number and an alternate number. The alternate number is be used if the main number is...

Dial Directories 37 Engl is h One touch parameters If you are experiencing problems communicating with a remote location in a very noisy telephone area, set up a One Touch key for that location and try turning Echo Protection on for that One Touch key. 1. Press the Select Function key. 2. Press the ...

38 User’s Guide manually on the numeric keypad. Press the Start key to begin sending the fax. Auto dial numbers Programming Your fax machine has 99 Auto Dial numbers available for quick, two-digit selection and dialling. For each Auto Dial number, you can enter a fax number up to 32 digits long and ...

Dial Directories 39 Engl is h 8. Press the Start key to finish programming the One Touch key. The display shows AUTO DIAL NO. [ ]. 9. To continue programming Auto Dial numbers, go back to Step 3. If you are finished programming, press the Select Function key. Note:If you want to delete any programmi...

Basic Operations 41 Engl is h Basic Operations Preparing documents • Try to use good quality documents for your transmissions. Documents that are typed or created in felt-tip black ink on white (or light) paper work best. • Do not send documents which are not rectangular. • Never use documents that ...

42 User’s Guide When loading multiple-page documents, do not load paper which is thinner than 0.08 mm or thicker than 0.13 mm. For documents, do not load paper which is thinner than 0.06 mm or thicker than 0.15 mm. Loading documents To prevent paper jams and problems during scanning, neatly stack yo...

Basic Operations 43 Engl is h 4. If necessary, use the Transmit Resolution/YES key to set the resolution of your document. 5. If necessary, use the Type of Original/NO key to set the level of contrast in your document. 6. Your documents are now ready for faxing or copying. Sending faxes to single lo...

44 User’s Guide Search key dialling If you are not sure which One Touch key or Auto Dial number contains the location you want to communicate with, use the Search key to look through an alphabetical list of all of the Location IDs programmed into your fax machine. 1. When selecting locations, press ...

Basic Operations 45 Engl is h Confirming results After transmission, press the Copy key once (with no documents loaded) to see a report confirming your transmission on your fax machine’s display. To print the report, press the Copy key a second time. See Reports for more information. Stopping transm...

46 User’s Guide Receiving faxes into memory Your fax machine automatically receives messages into memory and does not immediately print them in the following situations. Memory reception When your fax machine has been set to Memory Reception mode [MEM], any received faxes are stored in the memory of...

Basic Operations 47 Engl is h 3. Press the YES key. The display shows FUNCTION NO. [ ]. Note:Even if you see a TONER LOW message on your fax machine, you may be able to use the 10/Message Print From Memory One Touch key to continue printing faxes, but the print quality cannot be guaranteed. Replace ...

48 User’s Guide The available settings are limit reception only (RX), limit both transmission and reception (T/R), and no limitation on transmission or reception (OFF). To use the closed network function, follow the instructions below. 1. Press the Select Function key. 2. Press the 9/User Program On...

Basic Operations 49 Engl is h 2. Press the Copy key. The display shows PRG. NO. OF COPIES, [1SETS]. If you want to make just one copy, you are finished. Your fax machine waits a moment, then begins copying. 3. To make multiple copies, enter the number of copies you want to make on the numeric keypad...

50 User’s Guide 4. Adjust the paper guides on the manual paper feeder. 5. Insert a sheet of paper face up, adjusting the guides again to ensure the paper is straight. 6. Press the COPY key. Note:It is recommended to make single copies only when using the manual paper feed slot. This will prevent any...

Basic Operations 51 Engl is h Note:You will need to have either an attached handset or an external telephone to use the voice request function. Initiating voice request 1. During a fax communication, press the Hook/V. Request key. 2. When the other party answers your request, your fax machine will e...

Advanced Operations 53 Engl is h Advanced Operations Sending faxes to multiple locations If you want to send the same fax to more than one location, carry out the following steps: 1. Load your documents. 2. Press the Select Function key. 3. Press the 2/Broadcast Memory TX One Touch key. The display ...

54 User’s Guide 9. When all of your selections are correct, press the Start key. Your fax machine will scan the documents into memory and begin transmitting the message. Delayed sending of faxes The delayed transmission feature allows you to send documents at a specified date and time, and frees you...

Advanced Operations 55 Engl is h 8. Press the YES key and the display shows BROADCAST/MEMORYT/X or FEEDER TX depending on the User Function 18 setting. 9. If display shows FEEDERTX go to step 10. If display shows BROADCAST/MEMORYTX press the NO key. The display shows FEEDERTX. 10. Select a location....

56 User’s Guide 9. If display shows BROADCAST/MEMORYTX go to step 10. If display shows FEEDERTX press the NO key. The display will show BROADCAST/MEMORYTX. 10. Select a location. Refer to the instructions below. 11. Press the YES key to confirm your selection. 12. Repeat Steps 10 and 11 as often as ...

Advanced Operations 57 Engl is h 3. Press the YES key to cancel the delayed transmission that is displayed. If more than one delayed transmission has been programmed into your fax machine, press the NO key until the location of the delayed transmission you want to cancel appears, then press the YES ...

58 User’s Guide 6. Select your location as follows. Note:You cannot send a confidential fax to a group or multiple individual locations. 7. Press the Start key and your fax machine will begin sending the fax. Receiving confidential faxes Before you can receive confidential faxes, you have to create ...

Advanced Operations 59 Engl is h ILLEGAL OPERATION message will appear. Print out any messages stored in the mail box before making changes to the mail box. 6. Using the numeric keypad, enter the 4-digit password you want to use with your mail box. 7. Press the YES key to confirm your entry. 8. Your...

60 User’s Guide Printing confidential faxes Each time your fax machine receives a confidential fax, it automatically prints a confidential reception report telling you which mail box number received the message. To print a confidential fax after your fax machine has received it, follow the instructi...

Advanced Operations 61 Engl is h your fax machine to initiate a relay broadcast, you will need to obtain the following information from the operator of the fax machine you intend to use as a relay key station: Relay Password: This is the 4-digit relay key word which is programmed into the relay key ...

62 User’s Guide 9. Press the YES key and the display changes to SELECT LOCATION. 10. Select the location of the relay key station as follows:. 11. Press the Start key. Your fax machine will begin sending the fax. Polling When you normally send faxes, you load your document into your fax machine, sel...

Advanced Operations 63 Engl is h Polling reception When carrying out polling reception, the fax machine you are polling should be able to carry out standard polling transmission or ITU polling transmission. 1. With no documents loaded, press the Select Function key. 2. Press the 5/Polling One Touch ...

64 User’s Guide While receiving faxes While your fax machine is receiving a fax, you can: • Load another document and prepare it for transmission. • Continue to load documents as long as there is memory available on your fax machine. When the first transmission is complete, the next fax is automatic...

Programming 65 Engl is h Programming Customising features & operations Many features and functions of your fax machine have settings which can be changed to customize the operations of your fax machine. Because each country has different regulations, you may not be able to access all of the sett...

66 User’s Guide Note:Depending on local telephone regulations, some of the following user function settings may not be available. User function settings list 01:MCF (SINGLE-LOC.): This function automati-cally prints a Message Confirmation Report after each single location transmission or polling tra...

Programming 69 Engl is h 21:REMOTE DIAGNOSIS: The remote diagnostics feature allows a service person to remotely dial and service your fax machine. Available settings are on and off. 22:PC/FAXSWITCH: When your fax machine is set to answer in PC Receive Mode and your optional MFP software is set to r...

70 User’s Guide Note:Some settings are not available in some countries. If you have trouble accessing a dial parameter setting listed here, contact your dealer for assistance. Dial parameter settings list REDIAL TRIES: This function controls how many times your fax machine automatically redials a nu...

Programming 71 Engl is h number you use in your PBX to get an outside line. After it dials your dial prefix number, your fax machine pauses to wait for an outside line before dialling the rest of the telephone number. Available settings are on and off. See Connecting to a PBX in Installation for ins...

72 User’s Guide Service function settings Service function settings in many cases greatly change the way your fax machine operates. To change any of these settings, contact your dealer. Service function settings list LONG DOC. STX: Normally, your fax machine will not scan documents longer than 360 m...

Reports 75 Engl is h Reports Understanding reports Your fax machine provides a variety of useful reports which help you understand the current settings, programming and operations of your fax machine. Refer to the reports listing below to determine which reports you may want to print, then refer to ...

76 User’s Guide Note:This report does not contain the results of fax messages which were received without errors and printed immediately, i.e. only transmissions, receptions with errors amd memory receptions are recorded. Broadcast confirmation report Use this report to confirm the results of a mult...

Reports 77 Engl is h Configuration report The configuration report provides a list of the current operational settings of your fax machine that can be set by you. The information includes: • The current settings of all your fax machine’s user functions (except for One Touch Parameter settings, which...

78 User’s Guide • The Personal ID or telephone number of the fax machine you were communicating with (DISTANT STATION ID). If the Personal ID or telephone number has not been programmed by the sending fax machine, no DISTANT STATION ID is recorded. • The number of the mail box into which the message...

Reports 79 Engl is h Printing other reports 1. Press the Select Function key. 2. Press the 6/Report Print One Touch key. The display shows 1:ACTIVITY REPORT. 3. Press the NO key repeatedly until the report you want to print appears on the display. 4. Press the YES key. The report will begin printing...

Problem Solving 81 Engl is h Problem Solving Clearing document jams When a document jam occurs, your fax machine beeps and an error message appears in the display. If the jammed document looks like it is positioned straight in your feeder, press the Stop key to try to feed the document the rest of t...

82 User’s Guide Clearing printer paper jams If your fax machine displays PAPER JAM or NO PAPER when the paper cassette still contains paper, there may be one or more sheets of paper jammed in the machine. To clear a paper jam, follow the instructions below. Note:If you are experiencing many paper ja...

Problem Solving 85 Engl is h 11. Close the copy stacker and push down on it until you hear a click. Be sure both slides are latched. 12. Close the document table. 13. Turn the power switch back on (the I should be pressed down). Replacing toner cartridge The number of pages you can print with one to...

88 User’s Guide 8. Using the cleaning wipe provided in the package with your new toner cartridge, gently wipe back and forth across the full length of the LED array. 9. Close the copy stacker and push down until you hear the copy stacker click into place. Be sure that the cover latches on both sides...

90 User’s Guide 5. Take the new image drum unit out of its package and insert it into your fax machine. To ensure that the image drum is positioned correctly, press down firmly on both of the locations on the image drum marked “PUSH”. 6. Install a new toner cartridge. Follow Steps 5-10 in Replacing ...

Problem Solving 91 Engl is h Note:If the image drum unit has reached the end of its life, you will also use this function to reset the drum counter. Refer to Replacing Image Drum Unit above for more information. 1. Press the Select Function key. 2. Press the 7/Counter Display One Touch key. The disp...

Specifications 95 Engl is h Specifications Category Specifications Type/compatibility Desktop ITU-T G3 transceiver Applicable network PSTN, PBX, leased and private lines Transmission Speed 28800/26400/24000/21600/19200/16800/14400/9600/7200/4800/2400 Automatic fall back Communications Half duplex Co...