Ricoh Facsimile Reference Basic - Manual

iii TABLE OF CONTENTS Manuals for This Machine ...................................................................................... iNOTICE ................................................................................................................... 1Important Safety Instructions ..............

iv Searching for a Destination ................................................................................ 34 Search by Destination Name ................................................................................... 34Selecting from Destination List............................................

1 NOTICE Note to users in the United States of America - Notice: This equipment has been tested and found to comply with the limits for a ClassB digital device, pursuant to Part 15 of the FCC Rules. These limits are designedto provide reasonable protection against harmful interference in a residenti...

2 - Notice about the Telephone Consumer Protection Act (Valid in USA only). The Telephone Consumer Protection Act of 1991 makes it unlawful for any per-son to use a computer or other electronic device, including FAX machines, tosend any message unless such message clearly contains in a margin at the...

3 Important Safety Instructions Caution When using your telephone equip-ment, basic safety precautions shouldalways be followed to reduce the riskof fire, electric shock and injury topersons, including the following:• Do not use this product near water, for example, near a bathtub, washbowl, kitchen...

4 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 indeath or serious injury when you misuse the machine without following the in-structions under this symbol. Be sure to read the inst...

5 1. Getting Started Control Panel The illustration shows the control panel when options are installed. 1. Communicating indicator Lights during transmission or reception. 2. Receive File indicator Lights to tell you a message has been re-c e i v e d i n t o m e m o r y . B l i n k s w h e n aMemory...

Getting Started 6 1 12. { User Tools/Counter } key Use to change default or operation pa-rameters according to the operating con-ditions. 13. { Clear Modes } key Press to clear the current setting. 14. { Clear/Stop } key Clear: Clears an entered numeric value.Stop: Stops scanning or other operations...

Control Panel 7 1 Reading the Display The display shows you the machine status, messages, and guides you throughoperations. Note ˆ This machine automatically returns to standby mode if you do not use themachine for a certain period of time. You can select the period using "Facsim-ile Auto Reset ...

Getting Started 8 1 1. Machine status or currently se- lected function 2. Message 3. Destination entry 4. Selection keys 5. Selectable items ™ When Internet Fax Settings is ON 1. S w i t c h e s t h e d e s t i n a t i o n b e - tween fax number and e-mail ad-dress. Note ˆ To use the Internet Fax fu...

Control Panel 9 1 Communication display While communicating, the machine status is displayed. ™ Memory Transmission (fax transmission) ™ Reception ™ Immediate Transmission ™ TX Mode When a function is set to on, a “clip” mark is attached to that function name. Note ˆ To set the transmission mode ite...

Getting Started 10 1 User code entry display When the following message appears on the display, User Code Management isactive. Enter a user code to deactivate User Code Management. The machine can be set up so that no one can use it without entering a user code.This prevents unauthorized people from...

11 2. Faxing Transmission Modes There are two types of transmission:• Memory Transmission• Immediate Transmission Note ˆ You can use Parallel Memory Trans-mission that dials while the origi-n a l i s b e i n g s c a n n e d . S e e p . 2 8“Parallel Memory Transmission”, Facsimile Reference <Advan...

Faxing 12 2 Important ˆ If power outage lasts about anhour, or the machine is discon-nected from the power outletfor about an hour, documentss t o r e d i n t h e f a x m a c h i n e ' smemory are deleted. If any doc-u m e n t i s d e l e t e d , t h e P o w e rFailure Report is automaticallyp r i n...

Placing Originals 13 2 Placing Originals You can set your originals either inthe Document Feeder or on the expo-sure glass. Some types of originals areunsuitable for the Document Feederso they must be set on the exposureglass.Which way you place your originaldepends on its size and whether youare us...

Faxing 14 2 ˆ Make sure that all ink, correctingfluid etc., has completely dried be-fore placing your original. If it isstill wet, the exposure glass will bemarked and those marks will ap-pear on the received image. ˆ You can send the first pages fromt h e e x p o s u r e g l a s s t h e n t h e r e...

Placing Originals 15 2 ˆ You can check information aboutthe sizes and number of originalsthat can be placed in the ADF. Seep.107 “Acceptable Types of Origi-n a l s ” , F a c s i m i l e R e f e r e n c e < A d - vanced Features> . A Adjust the document guide tomatch the size of the originals. ...

Faxing 16 2 Memory Transmission In Memory Transmission mode, afteryou press the { Start } key, the machine does not dial the destination until allpages of your fax message have beenscanned into memory (in contrast toImmediate Transmission, where thenumber is dialed first and pages arescanned and sen...

Memory Transmission 17 2 B Place the original in the ADF, oron the exposure glass. Note ˆ You can send the first few pagesfrom the exposure glass thenthe remaining pages from theADF. After you remove the lastpage from the exposure glass,you have 60 seconds to insertthe remaining pages in the ADF. ˆ ...

Faxing 18 2 ˆ To delete an entered destina-tion, find it using {U} or {T} , press the { Clear/Stop } key, and then press [ Delete ] . G Press the { Start } key. Note ˆ Do not lift the ADF during scan-ning. After scanning, the standby dis-play appears. - Sending originals using the exposure glass A M...

Canceling a Memory Transmission 19 2 Canceling a Memory Transmission Even when fax number and e-mailaddress are simultaneously specified,or only e-mail address is specified,you can cancel the mode using thesame procedure. However, you can-not cancel the transmission of a sentInternet Fax document. B...

Faxing 20 2 ˆ If you cancel a message while it isbeing sent, the transmission is halt-ed as soon as you finish the cancel-lation procedure. However, somepages of your message may havealready been sent and received atthe other end. A Make sure that the standby dis-play appears. Note ˆ If you press th...

Immediate Transmission 21 2 Immediate Transmission With Immediate Transmission, whenyou press the { S t a r t } key, the fax number is dialed immediately. Themessage is scanned and transmittedpage by page without being stored inmemory. This contrasts with MemoryTransmission which scans all pagesinto...

Faxing 22 2 Reference p.13 “Placing Originals”. C Select the scan settings you re-quire. Reference p.25 “Scan Settings”p.26 “Original Type”p . 2 7 “ I m a g e D e n s i t y ( C o n -trast)” D Specify a destination. Note ˆ If you make a mistake, press the { Clear/Stop } key, and then enter the correc...

Immediate Transmission 23 2 - Sending originals using the exposure glass A Make sure the Memory Trans. in-dicator is off. If it is not, press the { Memory Trans. } key. B Place the first page face down onthe exposure glass. C Specify a destination. D Make the scan settings you re-quire. E Press the ...

Faxing 24 2 Canceling an Immediate Transmission Before You Have Pressed { Start } Key A Press the { Clear Modes } key. Note ˆ When the original is placed inthe ADF, you can also cancel anImmediate Transmission by re-moving the original. After You Have Pressed { Start } Key A Press the { Clear/Stop }...

Scan Settings 25 2 Scan Settings You may want to send many differenttypes of fax messages. Some of thesemay be difficult to reproduce at thereceiver's end. However, your ma-chine has three settings that you canadjust to help you transmit your doc-ument with the best possible imagequality. ™ Resoluti...

Faxing 26 2 A Press the { Resolution } key to switch between resolutions. Theindicators above the key showsthe current selection. Note ˆ The indicators are off when theresolution is set to Standard. Original Type I f y o u r o r i g i n a l c o n t a i n s p h o t o -g r a p h s , i l l u s t r a t ...

Scan Settings 27 2 Image Density (Contrast) The text and diagrams in your origi-nal should stand out clearly from thepaper they are written on. If youro r i g i n a l h a s a d a r k e r b a c k g r o u n dthan normal (for example, a newspa-per clipping), or if the writing is faint,adjust the image ...

Faxing 28 2 When placing originals in the ADF Note ˆ Depending on what time the scansettings are adjusted, the settingsmay not be reflected in the result-ing operation. A Check which pages you want toscan with different settings. B Select the image density, resolu-tion, and original type before then...

Specifying a Destination 29 2 Specifying a Destination You can specify the destination usingone of three methods. ™ Fax number p.29 “Entering a Fax Number” ™ E-mail address p.31 “Entering an E-mail Address” ™ Destination list p.31 “Using the Destination List” This section covers these functionsand o...

Faxing 30 2 Pause Press the { Pause/Redial } key when di- aling or storing a number to insert apause of about two seconds. Note ˆ You cannot insert a pause beforethe first digit of a fax number. Ifyou press the { Pause/Redial } key at the first digit, a redial occurs. Seep.24 “Redial”, Facsimile Ref...

Specifying a Destination 31 2 Entering an E-mail Address When using Internet Fax transmis-sion, specify the e-mail address inplace of the fax number. Note ˆ You can enter up to 128 characters. A Make sure that is displayed inthe destination display column. Note ˆ If it is not displayed, press [ ] . ...

Faxing 32 2 Limitation ˆ Group Dial can be used for Memo-ry Transmission only; not Immedi-ate Transmission. If you specifyImmediate Transmission in GroupD i a l , t h e " T r y a g a i n a f t e r switching to memory trans- m i s s i o n . " m e s s a g e a p p e a r s . When this happens, p...

Specifying a Destination 33 2 Note ˆ If you make a mistake, press the { Clear/Stop } key and try again. ˆ If you want to specify other des-tinations, press [ Add Dest ] . C Press the { Start } key. Note ˆ If you press an incorrect QuickDial key, press the { Clear/Stop } key, and then press the Quick...

Faxing 34 2 Searching for a Destination Use this procedure to search throughthe destination lists for a particulardestination. ™ Search by Destination Name p . 3 4 “ S e a r c h b y D e s t i n a t i o nName” ™ Select by Display Destination List p.35 “Selecting from DestinationList” ™ Specifying a R...

Searching for a Destination 35 2 F Press the { OK } key. A s e a r c h p r o g r e s s s t a r t s , t h e nsearch result appears. Note ˆ If no destination is matched fors p e c i f i e d t e x t , " S p e c i f i e d d e s t i n a t i o n i s n o t p r o - grammed. " is displayed. Press [ E...

Searching for a Destination 37 2 Search by Fax Number Note ˆ The search returns only destina-tions whose beginnings match theentered fax number. A Press [ ] to display . B Press the { Search Destination } key. C Select [ Search by Fax No. ] using {U} or {T} . Note ˆ If [ Search by Fax No. ] does not...

Searching for a Destination 39 2 G Press the { OK } key. Search result appears. Note ˆ If no destination is matched fors p e c i f i e d e - m a i l a d d r e s s ," Specified destination is n o t p r o g r a m m e d . " i s d i s - played. Press [ Exit ] to return to the display of C . H Se...

Faxing 40 2 Reception There are two ways you can set upyour machine to handle incomingcalls:• Manual Reception (external tele- phone required) • Auto Reception ™ Auto Switch In this mode, the machine rings anumber of times. You can answerthe call while the machine is ring-ing. If you do not answer t...

Reception 41 2 B Select the reception mode using {U} or {T} , and then press the { OK } key. The standby display appears. Note ˆ To cancel the selection, press the { Cancel } key. Receiving a Fax in Manual Reception Mode A When the machine rings, pick upthe handset of the external tele-phone. B If y...

43 3. Using Internet Fax Functions Internet Fax Functions The optional printer/scanner unit is required. This machine converts scanned document images to e-mail format and transmitsthe data over the Internet.The e-mail sent by this machine can be received by another Internet Fax ma-chine. Instead of...

Using Internet Fax Functions 44 3 Internet Fax Precautions • Internet Fax communicates with a server over a LAN. It cannot communicate directly with other parties. • If a transmission is not successful, this machine usually receives an e-mail er- ror notification. See p.99 “Server-Generated Error E-...

Internet Fax Functions 45 3 T.37 Full Mode This machine is T.37 full mode compatible. T.37 full mode is an internationalstandard for Internet Fax transmission. (ITU-T announcement, RFC2532)When an Internet Fax communication is made between T.37 full mode compat-ible machines, the receiver side sends...

Transmitting Internet Fax 47 3 Transmitting Internet Fax Preparation You need to make System Settingsbeforehand. See “Setting Up theMachine on a Network”, Network Guide . This section describes how to scan adocument into the memory and sendit as e-mail. Specify the destination'se-mail address instea...

Using Internet Fax Functions 48 3 ˆ You can limit the size of transmit-ted e-mail messages. See p.68 “E-mail Settings”, Facsimile Reference <Advanced Features> . ˆ See p.56 “Received Images” forhow e-mail is actually received bythe computer when it is sent withmail options selected. ˆ When you...

Transmitting Internet Fax 49 3 D Press the { OK } key. The display returns to that ofstep A . Note ˆ If you press the { Cancel } key, entering a subject is canceled.The display returns to that ofstep A . To enter the programmed subject A Select [ Attach Subject ] using {U} or {T} , and then press th...

Using Internet Fax Functions 50 3 ˆ The original can be placed ei-ther in the ADF or on the expo-sure glass, until the { Start } key is pressed. Reference p.13 “Placing Originals”. F Select the scan settings you re-quire. Note ˆ In Internet Fax transmission, theoriginal is scanned using "De-tail...

Transmitting Internet Fax 51 3 J Press the { Start } key. This machine starts scanning thedo cu m e n t i n t o mem o r y . T h e e -mail send operation starts after thescanning operation is complete.When scanning is complete, theCommunicating indicator lightsand transmission starts. Note ˆ With a l...

Using Internet Fax Functions 52 3 Confirming Reception When Return Receipt is set under “E-mail Options”, the receiver sendsback a return receipt message. Oncethe return receipt message has beenreceived, "OK" appears in the Resultcolumn of Journal, allowing the origi-nator to verify that the...

Canceling Internet Fax Transmission 53 3 Canceling Internet Fax Transmission When fax and Internet Fax destina-tions are specified simultaneously,y o u c a n c a n c e l s e n d i n g u s i n g t h esame method. Note ˆ You cannot cancel a transmissiononce scanning is complete. Before the Original Is...

Using Internet Fax Functions 54 3 Receiving Internet Fax You can receive e-mail documents byInternet Fax.There are two methods of receiving e-m a i l : A u t o E - m a i l R e c e p t i o n a n dManual E-mail Reception. Limitation ˆ E-mail with attachments otherthan TIFF-F format files cannot berece...

Receiving Internet Fax 55 3 B Press the { Start } key. Accesses the server to check for e-mail. E-mail is in the server A Start printing and receiving inthe memory. If the receiving isfinished, the standby displayappears. E-mail is not in the server A Press [ Exit ] . The standby display appears. **...

Using Internet Fax Functions 56 3 Received Images Here is an example of an Internet Fax message sent from this machine and re-ceived on a computer using Outlook e-mail software.The received image varies according to e-mail software. 1. E-mail transmitted without speci- fying a subject in “E-mail Opt...

57 4. Programming Initial Settings and Adjustments You can send information to the otherparty when transmitting or receivinga fax message. This information isshown on the display of the other ma-chine and printed as a report. The fol-lowing information can be sent. Important ˆ You can confirm progra...

Programming 58 4 Note ˆ You can program up to 20 char-acters in Own Fax Number. Note ˆ When the Key Operator Code isprogrammed and turned on, userhave to enter programmed the KeyOperator Code (maximum 8 digit)to operate Key Operator Tools. ˆ This prevents unauthorized peo-ple from changing registrat...

Initial Settings and Adjustments 59 4 B Enter an Own Name, and thenpress the { OK } key. Reference "Entering Text", General Set- tings Guide. Programming an Own Fax Number A Select [ Own Fax Number ] using {U} or {T} , and then press the { OK } key. B Enter an Own Fax Number us-i n g n u m b...

Programming 60 4 D Select [ Program Fax Information ] us- ing {U} or {T} , and then press the { OK } key. E Select [ Fax Header ] using {U} or {T} , and then press the { OK } key. F Press the { Clear/Stop } key. All characters are deleted. G Enter the characters you want toprogram, and then press th...

63 5. Troubleshooting Adjusting the Volume You can change the volume of the fol-l o w i n g s o u n d s t h a t t h e m a c h i n emakes. ™ On Hook Mode Heard when the { On Hook Dial } key is pressed. ™ At Transmission Heard when the machine sends amessage. ™ At Reception Heard when the machine rece...

Troubleshooting 64 5 G You can adjust the volume using {W} or {V} . Note ˆ You can adjust the volume byseven levels. H Press the { OK } key. Note ˆ Press the { Cancel } key to cancel setting and the display returnsto that of step E . I Press the { User Tools/Counter } key. The standby display appear...

When { Facsimile } Key Is Lit in Red 65 5 When { Facsimile } Key Is Lit in Red If this key is lit, press the key to enter the facsimile mode. Then, refer to the tablebelow and take the appropriate action. Problem Solutions A facsimile error has occurred. The facsimile has a problem. Contact your ser...

Troubleshooting 66 5 When Toner Runs Out When the machine has run out of ton-er, the symbol appears on the display.Note that even if there is no toner left,you can still send fax messages. Important ˆ The number of communications,that have been executed after thetoner has run out and that auto-matic...

Error Messages and Their Meanings 67 5 Error Messages and Their Meanings If there is an error, one of the following messages may appear on the display. Ifother message appears, follow the message. Message Causes and solutions Put original back, check it and press Start key. Original jammed during Me...

Error Messages and Their Meanings 69 5 - Out of paper display message If the paper tray runs out of paper, “ Out of paper. Load it, then press [Exit]. ” appears on the display, asking you to add more paper. Note ˆ If there is paper left in the other paper trays, you can receive messages as usu-al, e...

Troubleshooting 70 5 Solving Problems This table lists some common problems and their solutions. Problem Causes and solutions Reference Image background appears dirty when received at the other end. Images from the back page appear. Adjust scan density. p.27 “Image Density (Con-trast)” Printed or se...

Troubleshooting 72 5 When Things Don't Go as Expected I Want... Operation Reference to cancel a Memory Transmis-sion. If the original is being scanned, press the { Clear/Stop } key. p.19 “Canceling a Memory Transmission” If the original is being sent, press the { Clear/Stop } key, [ Stop TX ] , and ...

73 INDEX A Adjusting the Volume , 63 At Dialing , 63 At Printing , 63 At Reception , 63 At Transmission , 63 On Hook Mode , 63 Attach Subject , 47 Authorized Reception , 44 Auto E-mail Reception , 54 B Batch Transmission , 44 Broadcasting , 16 Broadcasting Sequence , 18 C Chain Dial , 44 Control Pan...