OKIFAX 5400 FACSIMILE OKIFAX 5400 Handbook
Every effort has been made to ensure that the information in this handbook is complete, accurate, and up-to-date. Okidata assumes no responsibility for the results of errors beyond its control. Okidata also cannot guarantee that changes in software and equipment made by other manufacturers and referred to in this handbook will not affect the applicability of the information in it. Mention of software products manufactured by other companies does not necessarily constitute endorsement by Okidata.
Contents Overview Introduction .............................................................. 10 Features ................................................................................. 10 Product Options ....................................................................11 Installation ................................................................ 13 For Your Safety: Installation Hints ....................................... 13 Getting Started .........................................................
Using Your Fax with Your Computer ................... 41 Connect to Your Computer ................................................... 41 Setting Basic Features ............................................. 42 Control Panel Keys and Indicators ....................................... 42 Navigating Programming Levels ......................................... 43 Viewing Your Current Settings .......................................... 43 User Function Settings ...................................................
Sending a Fax to a Single Location ..................................... 64 Search Key Dialing ............................................................ 66 Real-Time Dialing ............................................................. 66 Redialing ........................................................................... 66 Confirming Results ............................................................ 66 Stopping a Transmission ...................................................
Advanced Operations ............................................. 94 Sending a Fax at a Later Date and Time .............................. 94 Features and Limitations ................................................... 94 Sending a Delayed Fax from the Document Feeder .......... 95 Sending a Delayed Fax from Memory ............................... 96 Canceling a Delayed Transmission ................................... 98 Confidential Faxes (Security Feature) .................................
Confidential Reception Report ......................................... 114 What is it? ....................................................................... 114 What information does it provide? ................................. 114 How to Print .................................................................... 114 How to Interpret .............................................................. 114 Configuration Report ........................................................ 114 What is It? ............
Display Panel Messages .................................................... 137 Normal Display ............................................................... 137 Error Messages ................................................................ 137 Reading the Print Counters ............................................... 139 Problem Checklist ............................................................. 140 The display is blank. ....................................................
Safety ....................................................................... 150 Installation Hints ............................................................... Operation and Maintenance .............................................. Handling the Consumables ............................................... Toner Cartridge ............................................................... Image Drum Cartridge ..................................................... Emergency First Aid .........................
Introduction Overview Thank you for purchasing this OKIFAX 5400 fax machine. It uses advanced LED technology to transfer faxed and copied images to plain paper quickly and sharply. The Multifunction Printer Option (MFP Option, also referred to as the PC Interface) allows it to function as a scanner and 600 dpi class printer for your computer as well. The MFP Option must be purchased separately. Features • • • • • 30 One Touch keys. 99 Auto Dial numbers. 20 groups. 16 mailboxes for confidential reception.
• 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. • Advanced memory transmission and reception features, including automatic reception into memory. • High-speed scanning of original documents while dialing, so your fax is ready to send as soon as connections are made. • Photo (halftone) transmission in up to 64 shades of gray.
• Second Paper Tray adds an additional capacity of 500 sheets. When the main tray runs out, your fax machine automatically switches to the second tray for uninterrupted printing. Order Number 70029401. • 33.6K BPS Modem Upgrade increases the transmission speed of the fax machine. Order Number 40838501. • Multifunction Printer (MFP Option) allows the fax machine to be used as a scanner and backup printer.
Installation Overview For Your Safety: Installation Hints • 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 that 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.
Getting Started To install your new fax machine, follow the instructions from the “Unpacking” to the “Programming Required Information” sections of this handbook. You must complete these steps for your fax machine to operate properly. If you have purchased an option package for your fax machine, refer to the documentation you received with that option for installation instructions. Where to Install Your Fax Machine • Place your fax machine in a dust-free location away from direct sunlight.
1 2 3 4 5 6 7 OKIFAX 5400 Toner cartridge (wrapped) Image drum cartridge (inside machine) Power cord Telephone line cord Document stacker tray Documentation (Not shown): Quick Reference Handbook Warranty, Regulatory Information, and Specifications Refer to the illustrations in the “Getting to Know Your Fax Machine” section of this handbook to identify the components. ! Attaching the Document Stacker Slip the document stacker indents over the tabs on the rear of the unit so that they click into place.
Removing the Protective Sheet 3 Take out the image drum cartridge. 1 Lift up the document table. 2 Press in the cover release buttons on the side of the copy stacker until it clicks open. Lift up the stacker. 16 | Handbook 4 Remove the protective sheet. Be careful not to touch the green surface of the drum.
5 Replace the image drum cartridge. ! Warning: Be careful when handling the toner cartridge. Do not let toner spill on your clothing or other porous materials. If you experience any problems with toner, refer to the “Safety, Handling the Consumables, Toner Cartridge” section of this handbook. 2 Unwrap the toner cartridge and gently shake it to distribute the toner. Then carefully peel the tape from the bottom of the toner cartridge. Installing the Toner Cartridge 1 Remove the sponge and discard.
3 With the ridged side facing up and the blue lever on your right, insert the toner cartridge into the image drum unit, left end first. 5 Close the copy stacker—push down until you hear both sides click into place. 6 Close the document table. 4 Push the lever forward to secure the cartridge.
Toner Cartridge and Image Drum Unit Handling • Leave unused toner cartridges and image drum units in their packages until needed. • When replacing a toner cartridge or image drum unit, reuse 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.
Loading Paper Your fax machine can hold up to 250 sheets of standardweight (20 lb.) paper. For best results, use paper specially made for laser printers or photocopiers. It can use letter, legal, and A4 size paper. Your fax machine automatically reduces the vertical length of the page images it receives to fit on the paper loaded in it, down to 75% of the original length.
3 If necessary, lift and adjust for the length of your paper. 4 If you are using legal-size paper, pull out the extension at the back of the paper tray. 5 Remove the paper from its wrapper (up to 250 sheets). Note the “print side” notice printed on the label. Fan the paper. 6 Load the paper into the paper tray, print side DOWN. ! Be sure the paper is under the tabs on the sides of the tray. Do not fill past the Paper Full mark. If necessary readjust the guides for a snug–but not tight–fit.
Connecting the Telephone Line Insert one end of the telephone cord into the LINE jack in the back of the machine, and the other end into your wall telephone jack. ! Connecting an External Telephone or Answering Machine ! Any external telephone or answering machine connected to the fax machine must be FCC and CSA approved. Now, you can connect either an external telephone or the external handset option for your fax machine.
! You must have the TAD mode feature turned on for an answering machine to work with your fax machine. Refer to the “Answering Mode, Setting the Answering Mode” section of this handbook. 2 Position the handset cradle on the left side of the fax machine. Connecting The External Handset (Option) If you purchased the external handset option with your fax machine, follow these instructions to install it. 1 Using the supplied screw, connect the handset cradle to its base.
4 Insert the supplied telephone cord into the jack located on the back of the cradle. 5 Feed the telephone cord from the back of the cradle through the cable run (1) located on the back of the fax machine. ! The two TEL jacks are provided to allow you to connect both an external handset and an answering machine. Connecting Power 1 Make sure the power switch is off. 6 Insert the end of the cord into the TEL 1 or TEL 2 jack on the back of the fax machine.
2 Plug the power cord into the back of the unit. Programming Required Information FCC Telephone Consumer Protection Act 3 Plug the other end into a grounded AC power outlet. 4 Turn on your fax machine. After the unit warms up, the time and current answering mode appear on the display. Your fax machine is now in standby mode, ready to send or receive faxes.
Date and Time Fax Identification Fax machines must accurately identify the date, time, sender and the telephone number of the sending fax machine on each page of every fax they send. You are required by law to program this information into your fax machine. 1 Press the Select Function key. 2 Press the 9/User Program One Touch key located on the One Touch keypad. 3 On the numeric keypad, press 3.
use the voice request function (Refer to the “Basic Faxing Operations, Using Voice Request” section of this handbook) while communicating with another fax machine and no one is there to answer, your fax machine automatically sends a cover letter with a call back message. The message is printed on a separate sheet with the message “Please call back” and a telephone number where you can be reached—the number entered here. To Program Your Fax ID: 1 Press the Select Function key.
8 Press the Start key to save your entry. The display shows NO=. 9 After the display clears, use the numeric keypad to enter the telephone number for call back messages. Enter up to 20 characters. ! Use the 14/Space One Touch key to enter spaces. 10 Press the Start key to save your entry. 11 Press the Select Function key to finish.
Getting to Know Your Fax Machine Overview Component Identification Front of the Unit 1 One Touch Keypad Use for preprogrammed one touch dialing or for setting functions. 2 Paper Path Icon Load documents here face down. 3 Document Table Covers the copy stacker and holds original documents to be faces or copied. 4 Document Table Extension Flips out to support longer documents. 5 Front Panel Gives you access to the manual paper feeder.
6 Paper Tray Holds up to 250 sheets of paper. 7 Power Switch Press I to turn on, 0 to turn off. 8 Document Guides Adjust these guides to the page width of the documents that are to be copied or faxed. 9 Numeric Keypad Use to enter phone numbers, auto dial numbers, or information programmed into the fax machine. 10 Display Panel Shows status of machine and faxes in progress 11 Document Stacker Holds your original documents after they are faxed or copied.
Inside the Unit 2 Toner Cartridge This black cylinder, installed inside the image drum cartridge, contains the black powder that forms the image on the paper. You need to install a new toner cartridge when the REPLACE TONER CART message appears on the display. 3 LED Printhead This black bar writes received or copied images onto the image drum. You should clean this bar each time you change the toner cartridge.
Control Panel Keys and Indicators 32 | Handbook
1 Display Panel Refer to this display for instructions and information while your fax machine is performing operations or while you are entering information or changing settings. 2 Copy key After loading a document, press this key to make a copy. When no documents are loaded, press this key once to display a Message Confirmation Report about your last transmission on the LCD Display Panel, and a second time to receive a printed report.
programming or selecting other functions, pressing the Select Function key a second time takes you directly back to your fax machine’s standby mode. 7 Auto Dial key Auto Dial numbers are abbreviated numbers for rapid dialing. Rather than dialing the entire telephone number, you can enter a 2-digit Auto Dial number instead. You can also use the Location IDs (names) associated with Auto Dial numbers to search for these locations by name using the Search key.
12 Numeric keypad When dialing, these 12 keys work just like the keypad on a telephone. Also, use the keypad to enter numbers, letters and other characters while programming functions or information. After pressing the Search key, use the numeric keypad to alphabetically search for the names of locations programmed into your fax machine. 13 */Tone key If your fax machine is set to pulse dialing, this key allows you to switch from pulse to tone dialing during your current call.
18 Stop key This key cancels the operation currently in progress and turns off the Alarm Indicator. After loading paper, installing a new toner cartridge, or correcting an alarm condition, press this key to turn off the Alarm Indicator. While you are programming, pressing the Stop key takes you back step-by-step through the programming functions you have already selected.
The Speed Dial (One Touch) Keypad The One Touch keys are your fax machine’s most important tool. Use them for quick, one-touch dialing, and to access most functions and programming options. Using the One Touch Keys for Dialing To use a One Touch key for dialing, just press the appropriate One Touch key.
3/Confidential TX key Use this key to send a confidential document to a mailbox (a secure memory storage area) in the receiving fax machine. Refer to the “Advanced Operations, Confidential Faxes (Security Feature)” section of this handbook. 4/Relay Initiate TX key Use this key to set up a relayed fax transmission. During a relayed fax transmission, your fax machine initiates the transmission by sending a document to a second fax machine, which then broadcasts the message to a number of other fax machines.
10/Message Print From Memory key Your fax machine is set to receive messages into memory and not print them when it runs low on toner. Using this key you can force messages to print, although print quality may be poor because toner is low. This key is also used to print confidential fax messages received into mailboxes in your fax machine’s memory. Refer to the “Advanced Operations, Confidential Faxes (Security Feature)” section of this handbook.
Dual Access Your fax machine’s dual access feature allows you to load and prepare to transmit (send) a document while your fax machine is receiving or sending another fax from memory. This feature increases your productivity and reduces the time you spend waiting for operations to finish. Once you have loaded a document and the display shows SELECT LOCATION, your fax machine is ready for you to prepare the next transmission.
Using Your Fax with Your Computer Overview By installing the Multifunction Printer Option (MFP), you may connect your fax machine to your computer, allowing you to work using both machines. You may use your fax machine as a scanner or printer. Incoming faxes may be saved directly to your computer’s hard drive. For information on installing and using the MFP Option, refer to the documentation provided with the option.
Setting Basic Features Overview Control Panel Keys and Indicators 42 | Handbook 1 2 3 4 5 6 7 8 9 10 11 12 13 14 Display Panel Copy key Hyphen key Search key Auto Rec key Select Function key Auto Dial key Redial key Hook/V.
15 16 17 18 19 20 21 22 Transmit Resolution/Yes § key Type of Original/No © key Alarm indicator Stop key Start key Plus key Space key Pause key Navigating Programming Levels Many of your fax machine’s features and functions have settings which can be changed to customize its operation. These settings are accessed through different programming levels: user functions, dial parameters, and service functions.
User Function Settings List 01 MCF(SINGLE-LOC.) This function automatically prints a Message Confirmation Report after each single-location transmission or polling transmission. The report provides information about the transmission. Refer to the “Reports, Message Confirmation Report” section of this handbook. Available settings are ON and OFF (default). 02 MCF(MULTI-LOC.) This function automatically prints a Message Confirmation Report after each multiple-location transmission.
06 MONITOR VOLUME This function sets the volume for telephone line monitoring during dialing. Available settings are LOW (default), HIGH, and OFF. 07 BUZZER VOLUME This function sets the volume of the various tones your fax machine emits during operation. Available settings are LOW, MIDDLE (default), and HIGH.
11 RING RESPONSE This function controls how long your fax machine waits before answering an incoming telephone call. The available settings are 1 RING (default), 5 SECONDS, 10 SECONDS, 15 SECONDS, or 20 SECONDS. ! At the default 1-ring setting, your fax machine answers calls immediately, and you will not hear any ring. If you need to hear the ring, change to one of the other settings. 12 DISTINCTIVE RING Some telephone carriers offer a service called Distinctive Ring.
4 Using the numeric keypad, enter 12. The display shows DISTINCTIVE RING, OFF. 5 Press the No © key two times. The display changes to DISTINCTIVE RING, SET. 6 Press the Yes § key. The display changes to SETUP FAX RING CALL FAX NUMBER NOW. 7 Using a separate telephone line, dial the number assigned to the fax machine within 90 seconds—if you don’t have access to a second line, have someone else make the call for you.
prevents faxes and reports from printing partially. When OTHER is selected, faxes are stored in the fax machine and only print when you have loaded a standard paper size and changed the 1’ST PAPER SIZE setting to match the paper loaded. ! Important: If you use the OTHER setting, be sure to reset your fax machine to a standard paper size as soon as you are finished. Otherwise you cannot receive faxes.
This function lets you use an attached phone to tell your fax machine to switch from telephone to fax mode so it can receive an incoming fax. Use the keypad of an external telephone to enter the remote receive number you have programmed into your fax machine. In addition, if your fax machine is in TAD mode, a caller can enter the programmed remote receive number after leaving a voice message; this enables the fax machine to receive a fax from the caller.
The Error Correction Mode (ECM) function may help your fax machine improve communication in areas where telephone line conditions are marginal. Refer to the “Problem Solving” section of this handbook for other suggestions if you have communication problems. Available settings are ON (default) and OFF. 21 REMOTE DIAGNOSIS The remote diagnostics feature allows a service person remotely to dial and service your fax machine. Available settings are ON and OFF (default).
4 Using the numeric keypad, enter the 2-digit number of the function you want to change. The display shows the name of the selected function. 5 Repeatedly press the No © key until the setting you want appears in the display. ! If you are changing the TX MODE DEFAULT settings, the new settings appear on the lights above the Yes § and the No © keys 6 Press the Yes § key to confirm your selection. The name of the next function setting appears in the display. 7 Press the Select Function key to finish.
5 MF(TONE)/DP (PULSE) This function sets the dialing method. Use the MF setting for Touch-Tone dialing, or the DP setting for pulse dialing. Default: MF (TONE). 6 PBX LINE Turn this function on if your fax machine is connected to a PBX (Private Branch Exchange—a phone system used to route internal calls).
Changing Your Dial Parameter Settings 1 Press the Select Function key. 2 Press the 9/User Program One Touch key. 3 On the numeric keypad, press 2. The display shows 2:DIAL PARAMETER. 4 Press the Yes § key until the display shows the dial parameter you want to change. 5 Repeatedly press the No © key until the setting you want appears in the display. 6 Press the Yes § key to confirm your selection. The name of the next dial parameter setting appears in the display. 7 Press the Select Function key to finish.
Changing Your Service Function Settings To change any of these settings, contact your Authorized OKIFAX Dealer. 4 Use the numeric keypad to enter 15. The display shows Changing the Language 5 Press the No © key to switch to the other installed language. 6 To accept the language change, press the Yes § key. 7 Press the Select Function key to finish. Your fax machine comes with two languages installed: English and one other language.
Changing the Answering Mode 1 Press the Auto Rec key. A description of your current selection displays. 2 Press the Auto Rec key again. Your fax machine switches to the next setting. 3 Continue pressing the Auto Rec key until the selection you want appears on the display. After a short pause, your fax machine returns to standby mode displaying the new setting. Answering Mode Options The answering mode you choose depends on how you use your fax machine and what telephone equipment is connected to it.
Using Your Fax with an Answering Machine [TAD] TAD is Telephone Answering Device / Fax Automatic Switch Mode. Use this mode to connect an answering machine to your fax machine. Like Telephone/Fax mode, the Telephone Answering Device mode detects whether an incoming call is a fax or voice call. If it is a fax call, your fax machine receives the fax. If it is a voice call, your fax machine rings just as it does in Manual Receive mode.
Incoming Call Parameters Distinctive Ring: User Function 12 Some telephone carriers offer a service called Distinctive Ring. Distinctive Ring lets you have different numbers on one line, each with its own distinctive ring. You can then use one number exclusively as a fax number without the expense of a second line. (Your local telephone carrier can provide you with more information about this service, which usually has an additional charge.
Setting Distinctive Ring To set up your fax machine to recognize another ring pattern: 1 Press the Select Function key. 2 Press the 9/User Program One Touch key. The display shows 1:FUNC. PROGRAMMING. 3 Press the Yes § key. The display shows FUNCTION NO. [ ]. 4 Using the numeric keypad, enter 12. The display shows DISTINCTIVE RING, OFF. 5 Press the No © key two times. The display changes to DISTINCTIVE RING, SET. 6 Press the Yes § key.
Remote Receive: User Function 17 This function lets you use an attached phone to tell your fax machine to switch from telephone to fax mode so it can receive an incoming fax. Use the keypad of an external telephone to enter the remote receive number you have programmed into your fax machine. In addition, if your fax machine is in TAD mode, a caller can enter the programmed remote receive number after leaving a voice message. This enables the fax machine to receive a fax from the caller.
Paper Size Settings First Paper Size: User Function 13 This function allows you to specify the size of paper you are using in the paper tray. Available settings are letter (default), A4, legal 13, legal 14, and OTHER. Using the OTHER setting, with MFP Option Installed The MFP Option must be installed to work with the OTHER setting. When using the fax machine as a PC printer, you can load A5 and B5 size paper into the paper tray.
beginning of phone numbers you dial or program, and automatically waits for a dial tone before dialing the rest of the number. ! Some PBX installations may require additional adjustments to your fax machine. If you continue to have difficulty with fax communication after following these steps, contact your Authorized OKIFAX Dealer. 1 Press the Select Function key. 2 Press the 9/User Program One Touch key. 3 On the numeric keypad, press 2. The display shows 2:DIAL PARAMETER.
Basic Faxing Operations Overview This section explains how to load documents for faxing, how to send and receive faxes, how to use the closed network and voice request features, and how your fax machine handles power interruptions. Preparing Documents for Faxing Use the information in this section to make sure your documents scan and fax easily and clearly. machine can transmit documents that have been subject to normal wear, such as documents with staple holes, letter folds and minor corner folds.
Multiple Page Documents Your fax machine can scan paper with a basis weight between 13 pounds (50 g/m2) and 28 pounds (105 g/m2). You can load up to 30 sheets of standard 20-pound (80 g/m2) paper, such as photocopier paper. If you use lighter or heavier paper, you can load up to 15 sheets. For very heavy paper, load and send pages individually. • For multiple-page documents, do not load paper thinner than 0.003" (0.08 mm) or thicker than 0.005" (0.13 mm).
3 Your fax machine will grip the documents and pull the bottom page into the machine. 4 To obtain the best possible quality for the type of document you are scanning or faxing, use the Yes § key to set the resolution of your document. For most normal documents, the default STD setting works well. For normal office documents, use STD (Standard) resolution, which scans at 200 x 100 dpi For documents with small type or other fine details, use • FINE resolution, which scans at 200 x 200 dpi or • EX.
To dial using an external telephone Pick up the handset of your external telephone and dial the number of the machine you wish to transmit to. If the receiving fax machine is in automatic reception mode, you will hear a high-pitched tone. If a person answers the phone, ask them to press the Start key on their machine. 3 If necessary, press the Start key to begin the transmission. Below are explanations for some of the messages you may see during a typical fax transmission.
Search Key Dialing Redialing If you are not sure which One Touch key or Auto Dial number contains the location you want to call, 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 the Search key. The display shows If the line is busy or if there is no answer, your fax machine waits, and then automatically redials the number.
Stopping a Transmission To stop a transmission in progress, follow the instructions below. 1 Press the Stop key twice. The display shows STOPPED. 2 If documents are stuck partway through the document feeder, you may see a RELOAD DOCUMENT message on the display. Press the Stop key again. Your fax machine feeds the document the rest of the way through the document feeder.
Press Start, then enter the location ID. This is a descriptive title up to 15 characters long. Refer to the instructions below. • To enter numbers, use the numeric keypad (press once) • To enter spaces, use the Space One Touch key • To enter hyphens (-), use the Hyphen key • To enter alphabetical characters, locate the character you want on the numeric keypad. • Press that key repeatedly until the character appears on the display.
2 If a remote fax machine is on the line, or if a person wishes to fax you a document after a conversation, press the Start key. 3 When the RECEIVING message appears on the display, hang up the handset. 4 After you receive the fax, a long beep tells you that the transmission was successful. Press the Auto Rec. key repeatedly until the display shows AUTO RECEIVE MODE The display shows (for a few seconds) PROGRAMMING The messages stored in the machine’s memory print.
Canceling Messages Stored in Memory It is possible to erase messages received in memory without printing them. 1 After you have followed the instructions to print out messages stored in memory, the display shows MSG. IN MEMORY, PRINTING. 2 To erase the message instead of printing it, press the Stop key. The display shows CANCEL? 3 Press the Yes § key to erase the message from your fax machine’s memory. If there are more messages in memory, the display shows MSG.
4 Using the numeric keypad, enter 08. The display shows 08:CLOSED NETWORK nnn Where nnn is the current setting of this function. The settings are: RX, T/R, or OFF 5 Press the No © key until the setting you want appears in the display. RX: limits reception only. T/R: limits both transmission and reception. OFF: no limits on transmission or reception. 6 Press the Yes § key to confirm the new setting. 7 Press the Select Function key to finish.
Using Voice Request The voice request feature allows you to have a conversation with a person at a remote fax machine after a fax communication is finished. Either the person sending or receiving the fax can initiate a voice request. If you are sending a fax, you can answer a voice request only after all pages have been transmitted. If you are receiving a fax, you can answer a voice request after reception of each page.
Programming Overview Your Speed Dial Directory Faxing is easier when you program frequently used fax numbers into the One Touch keys and use the Auto Dial numbers available in your fax machine. Your fax machine also allows you to organize the programmed numbers into groups for easier faxing to multiple locations. The One Touch keys are your fax machine’s most important tool. Use them for quick, one-touch dialing, and to access most functions and programming options.
2 Press the 8/Location Program One Touch key. The display shows LOCATION PROGRAMMING ENTER (SRCH, OT, A/D, #). ! To program or use One Touch keys 16-30, grasp the One Touch keyboard latch and swing the main One Touch panel out of the way. You can then select from keys 16–30. When you are finished, close the One Touch keypad and continue. Where SRCH represents Search (press the Search key) OT represents One Touch A/D represents Auto Dial # represents Group 3 Press a One Touch key to program.
5 After the display clears, enter the main fax number. Refer to the instructions below. • To enter numbers, use the numeric keypad (press once) • To enter spaces, press the 14/Space One Touch key • To enter hyphens (-), press the Hyphen key • To enter pauses (i.e.
11 To continue programming One Touch keys, go back to Step 3. If you are finished programming, press the Select Function key. 12 Lift off the plastic cover above the One Touch label. Using a pencil, write in the location name for your One Touch key(s). Then replace the cover. Using the One Touch Keys for Dialing To use a One Touch key for dialing, just press the appropriate One Touch key.
3/Confidential TX key Use this key to send a confidential document to a mail box (a secure memory storage area) in the receiving fax machine. Refer to the “Advanced Operations, Confidential Faxes (Security Feature)” section of this handbook. 4/Relay Initiate TX key Use this key to set up a relayed fax transmission. During a relayed fax transmission, your fax machine initiates the transmission by sending a document to a second fax machine, which then broadcasts the message to a number of other fax machines.
10/Message Print From Memory key Your fax machine is set to receive messages into memory and not print them when it runs low on toner. Using this key, you can force messages to print, although print quality may be poor because toner is low. This key is also used to print confidential fax messages received into mailboxes in your fax machine’s memory. Refer the “Advanced Operations, Confidential Faxes (Security Feature)” section of this handbook.
Using a Chain Dial Number 1 Select the One Touch key or Auto Dial number programmed with the first part of the chain dial number. 2 The display will show PRESS OT/AD/SRCH KEY. 3 Select the One Touch key or Auto Dial number programmed with the second part of the chain dial number. If the second part of the chain dial number was not programmed, enter it manually on the numeric keypad. 4 Press the Start key to begin sending the fax.
6 After the display clears, enter the fax number. Refer to the instructions below. • To enter numbers, use the numeric keypad (press once) • To enter spaces, press the 14/Space One Touch key • To enter hyphens (-), press the Hyphen key • To enter pauses (i.e.
Copying Overview Quantity and Resolution Making Copies You can use your fax machine as a stand-alone copier to make up to 99 copies of a document at one time. FINE is the default resolution for copies. To change to a finer resolution, press the Yes § key before you press the Copy key. For normal office documents, Use STD (Standard) resolution The resolution of this scan is 100 x 200 dpi For documents with small type or other fine details, Use FINE or EX.
2 Neatly stack your documents, then insert them face down into the document feeder. Readjust the document guides for a snug fit. Your fax machine will grip the documents, and pull the bottom page into the machine. Using the Manual Paper Feeder Your fax machine’s manual paper feeder allows you to make copies on a different type of paper than what you normally keep in the paper tray. ! 3 Press the Copy key. The display shows PRG. NO. OF COPIES, [1SETS]. If you want to make just one copy, you are finished.
2 Press in on the lower half of your fax machine’s front panel indents, just above the paper tray. 3 Pull the manual paper feeder down until it is horizontal. 4 Adjust the paper guides on the feeder. 5 Insert a sheet of paper face up. Adjust the guides again to ensure that the paper is straight.
6 Press the Copy key (refer to the instructions above). If you are making more than one copy, or copying a multi-page document, insert additional sheets when the previous sheet is all the way through the machine.
Sending a Fax to Multiple Locations Overview (Broadcasting) The broadcasting feature allows you to send one document to as many as 139 locations at the same time. For each broadcast operation, you can select up to 30 single-location One Touch keys or One Touch keys programmed as groups, and up to 99 auto Dial Codes, as well as 10 manually entered numbers (Key Entries). Performing a Broadcast Operation ! These instructions assume that you have the default setting for User Function 18 (FEEDER) engaged.
6 Press the Yes § key to confirm your selection. 7 Repeat Steps 4 and 5 as often as necessary to continue selecting locations. 8 When you are finished selecting locations, press the No © key at the SELECT LOCATION(S) message. 9 If you have selected multiple locations, your fax machine asks if you want to confirm your selections with a printed report before proceeding. If you do, press the Yes § key.
Sending A Fax to a Group Overview What is a Group? A group is a collection of programmed locations. Once you have programmed some One Touch keys or Auto dial numbers, you can use these programmed locations to create groups. Using groups, you can easily send the same fax to multiple locations. You can program up to 20 groups, each having up to 129 numbers. What is an example of a group? Let’s imagine that you work with a team of several co-workers. Each co-worker is at a unique geographic location.
Programming Groups 1 Press the Select Function key. 2 Press the 8/Location Program One Touch key. The display shows LOCATION PROGRAMMING. 3 On the numeric keypad, press the # key. The display shows GROUP SETTING. 4 Using the numeric keypad, enter the two-digit group number (01 to 20) you want to program. 5 The display shows [the number of your current group] SELECT LOC.(S). 6 You can now add a location to your group (or delete a location from it). You can also search for a location.
Delete Refer to Steps 1 through 6, above. To delete a previously added One Touch location, • Press the One Touch key. • Press No © to delete it from the group. To delete a previously added Auto Dial location, • Press the Auto Dial key. • Enter the 2-digit location Auto Dial number. • Press No © to delete it from the group. 7 After you have completed your selection by pressing Yes § or No ©, the display shows SELECT LOC. Continue to add or delete locations from your group.
Relay Faxing Overview What is Relay Faxing? Relay faxing allows one fax machine to send a document to another fax machine, which then re-sends the document to a number of other locations. Two different fax machines are involved in transmitting a relay fax: the relay initiating station and the relay key station (hub). What is an example of Relay Faxing? Imagine that you need to send a fax to a number of locations in another area code.
Relay Initiating Station Relay Key Station Your fax machine can act as the relay initiating station, which starts the relay broadcast by sending the original documents. Before you can program your fax machine to initiate a relay broadcast, you will need to obtain the following information from the operator of the unit you intend to use as a relay key station: Relay Password This is the 4-digit relay key word that is programmed into the relay key station.
Initiating a Relay Broadcast 1 Load your documents. 2 Press the Select Function key. 3 Press the 4/Relay Initiate TX One Touch key. a. The first time you use this feature, the display shows: RELAY PASSWORD ENTER [ ] Using the numeric keypad, enter the 4-digit relay password. b. If you have already used this feature, the display shows: RELAY PASSWORD [XXXX] where XXXX is the last password you used. If the password is correct, go to step 4. If you want to use a different password, press the No © key.
5 Press the Yes § key. The display shows SELECT LOCATION. 6 Select the location of the relay key station. Refer to the instructions below. To select a One Touch key, press the One Touch key (lift the main One Touch keypad to access One Touch keys 16–30). To select an Auto Dial number, press the Auto Dial key, then enter the two-digit Auto Dial number on the numeric keypad. To select a number dialed on the numeric keypad, dial as you would on a normal telephone. 7 Press the Start key.
Advanced OverviewOperations Sending a Fax at a Later Date and Time You can program your fax machine up to three days in advance to send documents at a specified date and time. You can send one delayed fax at a time either from the document feeder or from memory. Refer to the information below to decide which method you want to use. 94 | Handbook Features and Limitations Sending a Delayed Fax from the Document Feeder • You can send the fax to one location.
Sending a Delayed Fax from Memory This is the fax unit’s default. ! 4 If the transmission is to occur on the same day, skip to step 6. Otherwise, press the No © key. The display shows PRG. START DATE 0-9. • • • • You can send the fax to multiple locations. You may have twenty delayed faxes loaded into your fax machine. The fax machine can be used for other transmissions while a delayed fax is waiting to be sent. To change the default setting, you must adjust the settings for User Function 18, Mem.
9 Press the No © key. The display shows FEEDER TX. Press the Yes § key. 10 Select a location. Refer to the following instructions. • To select a One Touch key, press the One Touch key (lift the main One Touch keypad to access One Touch keys 16–30). • To select an Auto Dial number, press the Auto Dial key, then enter the two-digit Auto Dial number on the numeric keypad. • To select a number dialed on the numeric keypad, dial as you would on a normal telephone. 11 Press the Start key.
8 Press the Yes § key. The display shows 11 Press the Yes § key to confirm your selection. The display shows BROADCAST/MEMORY TX 9 Press the Yes § key. The display shows BROADCAST/MEMORY TX. Press the Yes § key. 10 Select a location. Refer to the instructions below. • To select a One Touch key, press the One Touch key (lift the main One Touch keypad to access One Touch keys 16–30). • To select an Auto Dial number, press the Auto Dial key, then enter the two-digit Auto Dial number on the numeric keypad.
15 When all of your selections are correct, press the Start key. The fax machine scans the documents into memory and waits until the time and date you have set before sending the fax. When scanning is completed, the unit is available for other transmission operations. Canceling a Delayed Transmission 1 Press the Stop key. The display shows COMMUNICATION CANCEL. 2 Press the Yes § key. The display shows the Location ID of the delayed transmission currently loaded in the fax machine. 3 Press the Yes § key.
3 Press 5 on the numeric keypad. The display shows 5:PERSONAL BOX PRG. 4 Press the Yes § key. The display shows PERSONAL BOX NO. [ ]. 5 Using the numeric keypad, enter the number of the mailbox (01–16) you want to use. The mailbox must be entered as a 2-digit number, e.g., 01. 6 The display asks you to confirm the box number. Press the Yes § key if the number is correct. 7 The display shows PERSONAL BOX [CLOSE]. Press the No © key until CONF appears in the brackets.
3 Press 5 on the numeric keypad. The display shows 5:PERSONAL BOX PRG. 4 Press the Yes § key. The display shows PERSONAL BOX NO. [ ]. 5 Using the numeric keypad, enter the number of the mailbox (01 – 16) you want to modify. The mailbox number must be entered as a 2-digit number; e.g., 01. 6 The display asks you to confirm the box number. Press the Yes § key if the number is correct. ! If ILLEGAL OPERATION displays, the box you have selected contains a message.
Closing (Deleting) a Mailbox If you want to delete an existing mailbox, follow the instructions below. ! A mailbox must be empty before you can modify or delete it. 1 Press the Select Function key. 2 Press the 9/User Program One Touch key. The display shows 1:FUNC. PROGRAMMING. 3 Press 5 on the numeric keypad. The display shows 5:PERSONAL BOX PRG. 4 Press the Yes § key. The display shows PERSONAL BOX NO. [ ]. 5 Using the numeric keypad, enter the number of the mailbox (01 – 16) you want to delete.
Sending Confidential Faxes ! To send a confidential fax, you must know in advance the mailbox the message should be sent to. Ask the person who will receive the fax to tell you their mailbox number. 1 Load your documents. 2 Press the Select Function key. 3 Press the 3/Confidential TX One Touch key. The display prompts you to enter the number of a confidential mailbox on the receiving fax machine. 4 Using the numeric keypad, enter the number of the confidential mailbox you are transmitting to.
Printing Confidential Messages Each time your fax machine receives a confidential message, it automatically prints a confidential reception report that tells you which mailbox number received the message. To print a received confidential fax: 1 Press the Select Function key. 2 Press the 10/Message Print from Memory One Touch key. The display shows PRINT MEMORY MSG.? 3 Press the No © key. The display shows PRINT PERSONAL BOX. 4 Press the Yes § key. The display shows PERSONAL BOX NO. [ ].
Polling There are two types of polling: standard and bulletin. What is Standard Polling? Normally, when you send faxes, you load documents, select a location, and then press the Start key to begin transmission. Sometimes it is more useful to load your documents on your fax unit and set it to wait for the receiving fax machine to call and collect them. This is known as setting your unit to be polled, or setting it for polling transmission.
To Cancel Polling 2 Press the 5/Polling One Touch key. The display shows 1 Press Stop. The display reads: COMMUNICATION CANCEL 2 Press the Yes § key. The display reads: CANCEL then MSG CONFIRMATION PRINTING When the message confirmation report prints, the display reads SELECT LOCATION. Press Stop to remove documents. Dialing Another Fax Machine to Request Documents (Polling Reception) 1 With no documents loaded, press the Select Function key. NO.=. 3 Press the Start key.
Fax on Demand (Bulletin Polling) This feature is similar to standard polling. The main difference is that the document is stored in a personal mailbox instead of loaded into the document stacker. This means that the document can be polled by more than one remote fax machine—it is not deleted after it is polled. You can also store different documents in different boxes, so that you can easily change the document available for polling.
Loading a Document for Polling 1 Load the document into the stacker. 2 Press the Select Function key. 3 Press the 5/Polling One Touch key. The display shows BULLTIN POLL. 4 Press the Yes § key. The display shows PERSONAL BOX NO. [ ]. 5 Enter the number of the personal box where you want to store the document. 6 The display asks you to confirm the box number. If it is correct, press the Yes § key. 7 The fax machine scans the document. When scanning is complete, the display shows WAITING TO BE POLLED.
Setting the Forwarding Number (Call Forwarding) When your fax machine’s answering mode is set to Fax Forwarding [FWD], it receives fax messages into memory and then automatically resends it to another location. This can be useful feature if you are travelling. ! You must program a forwarding number before you can set the unit to Fax Forwarding mode. 1 Press the Select Function key. 2 Press the 9/User Program One Touch key. The display shows 1:FUNC. PROGRAMMING. 3 Using the numeric keypad, press 6.
Working with Dual Access Overview Your fax machine’s dual access feature allows you to load and prepare to transmit (send) a document while your fax machine is receiving or sending another fax from memory. This feature increases your productivity and reduces the time you spend waiting for operations to finish.
What You Can Do While Making Copies While your unit is making copies, you can: • Continue to receive faxes while copies are printing, if your unit is set to receive faxes into memory.
Reports Overview Understanding Reports Your fax machine provides a variety of useful reports. These help you understand the machine’s current settings, programming and operations. The reports are: • Activity Report • Broadcast Confirmation Report (MCF) • Broadcast Entry Report • Confidential Reception Report • Configuration Report • Message Confirmation Report • Phone Directory • Power Outage Report Activity Report What is it? The activity report provides a record of your fax machine’s communications.
• The communication mode used for each transmission or reception (Communication Codes). • The number of pages sent or received. • The result of each communication (Results Codes). • Service codes. Be sure to report these diagnostic codes if you contact your Authorized OKIFAX Dealer about communication problems. This report does not list messages that were received without errors. ! How to Interpret Refer to “What information does it provide?” for this report.
How to Print 1 Press the Select Function key. 2 Press the 6/Report Print One Touch key. The display shows 1:ACTIVITY REPORT. 3 Using the numeric keypad, press 2. The display shows 2:BROADCAST MCF. or Press the No © key repeatedly until the report you want to print appears on the display. 4 Press the Yes § key. The report prints. How to Interpret Refer to “What information does it provide?” for this report.
Confidential Reception Report What is it? This report is an automatically printed notice that your fax machine has received a confidential message into a mailbox. What information does it provide? • The date the message was received. • The total amount of time spent Sending or Receiving (S, R-TIME). • The Location ID or telephone number of the fax machine you were communicating with (DISTANT STATION ID). • The number of the mailbox that received the message. • The number of pages received.
What Information Does it Provide? How to Interpret • The current settings of all user functions (except for One Touch Parameter settings, which appear in the telephone directory). • The Sender ID (ID=), TSI/CSI (TEL NO.), and call back number currently programmed into your fax machine. • Current dial parameter settings. The “What information does it provide?” section for this report explains the information provided in this report. Here is a list of the User Functions.
15 USER LANGUAGE 16 INCOMING RING 17 REMOTE RECEIVE 18 MEM./FEEDER SW. 19 NOT USED 20 ECM FUNCTION 21 REMOTE DIAGNOSIS 22 PC/FAX SWITCH 23 ONE TOUCH PARAM Message Confirmation Report (MCF) What is it? This report provides information about your last singlelocation fax transmission or polling transmission. 116 | Handbook What information does it provide? • The date of the communication. • The total amount of time spent Sending or Receiving (S, R-TIME).
How to Print You can set your fax machine to print a message confirmation report after every transmission (automatic) or you can print a report only when you want to (manual). Automatic Follow this procedure to set your fax machine to print a message confirmation report after every transmission. 1 Press the Select Function key. 2 Press the 9/User Program One Touch key. The display shows 1:FUNC. PROGRAMMING. 3 Press the Yes § key. The display shows FUNCTION NO. [ ].
On Demand (Manual) After transmission, press the Copy key once (with no documents loaded) to see a report confirming your transmission on the display. To print the report, press the Copy key a second time. How to Interpret Refer to “What information does it provide?” for this report. For information on Communication Codes and Results Codes, refer to the “Codes Used in Reports” section of this handbook. For Service Codes, refer to your Authorized OKIFAX Dealer.
Power Outage Report What information does it provide? What is it? • • • • This report automatically prints if power is interrupted. It lists all messages lost because of the power outage. Certain information stored in your fax machine is lost if power is interrupted under these circumstances: • If there is no optional memory expansion board installed. • If there is optional memory installed, but power has been interrupted for more than one hour.
Printing Reports Activity Report Refer to the “Using 6/Report Print One Touch Key” section, below. Broadcast Confirmation Report (MCF) Refer to the “Using 6/Report Print One Touch Key” section, below. Broadcast Entry Report Each time you program a multiple-location transmission (broadcast), your fax machine gives you the option of printing the Broadcast Entry Report to confirm your entries. Refer to the “Sending a Fax to Multiple Locations (Broadcasting) section of this handbook.
Using 6/Report Print One Touch key Using this key allows you to print four reports: Activity Report, Broadcast Confirmation Report, Configuration Report, and Phone Directory. 1 Press the Select Function key. 2 Press the 6/Report Print One Touch key. The display shows 1:ACTIVITY REPORT. If you want to print an Activity Report, skip to step 4. 3 Press the No © key repeatedly until the report you want to print appears on the display.
Result Codes Result codes indicate the results of communications. BUSY The other machine’s line was busy or there was no answer. CANCL A message was erased after being held in memory for 10 days. COMP A multiple-location transmission was completed. COVER The cover was opened during the communication. NO The transmission or reception failed. OK The communication was completed successfully. PUNIT This error code indicates a problem with the printing unit. Contact service.
Problem Solving Overview Clearing a Document Jam 2 Pull out the jammed document. When a document jams while being faxed or scanned, your fax machine beeps, the red Alarm indicator lights, and DOCUMENT JAM appears in the display. If the jammed document looks as if it is positioned straight in your feeder, press the Stop key to try to feed the document the rest of the way through the feeder. If this fails, follow the instructions below. 1 Grasp the control panel. Pull it up until it releases.
Clearing a Paper Jam 1 Lift the document table and swing it out of the way. If the Alarm indicator lights and your fax machine displays PAPER JAM or NO PAPER when the paper tray still contains paper, there may be one or more sheets of paper jammed in the machine. If you are out of paper, refer to the “Installation, Loading Paper” section of this handbook. To clear a paper jam, follow the instructions below. ! 124 | If you experience paper jams often, the type of paper you are using may be the problem.
3 Lift the image drum cartridge out and set it aside. 4 Pull out any paper you see jammed inside the machine. ! 5 Pull out the paper tray. If any paper in the tray is damaged, remove and replace it. Warning: Never expose the image drum unit to light for more than five (5) minutes. Never expose the image drum unit to direct sunlight. Never touch the surface of the green drum inside the image drum unit.
6 Push the paper down until it is under the plastic tabs. 9 Place the image drum unit back into your fax machine. To make sure that the image drum is positioned correctly, press down firmly on both of the locations on the drum marked “PUSH.” 7 Make sure the paper stop in the tray is properly adjusted: not too loose, not too tight. 10 Close the copy stacker and push down until you hear a click. Be sure both sides are latched. 11 Close the document table.
! If you cannot remove jammed paper using the procedure above and most of the jammed sheet has emerged from the machine, use the following method. You will probably need someone to help you. Open the document stacker and copy stacker (steps 1 and 2 above). Reach between the two stackers and push back the blue output guide while pulling the paper out. Do not force the paper: you could damage the mechanism or leave paper fragments in it.
Replacing the Toner Cartridge The number of pages you can print with one toner cartridge varies depending on the type of documents you usually receive or copy. A toner cartridge will print about 2,000 letter-size pages at a typical print coverage of 4% (equivalent of CCITT No. 1 test chart). ! The first toner cartridge in your new fax machine has to fill the drum reservoir and saturate the developing roller with toner.
2 Push in the cover release buttons on the side of the copy stacker until you hear a click. Lift the copy stacker. 3 Pull the blue lever on the old toner cartridge all the way toward you. Carefully pull the old toner cartridge out of the image drum unit. Dispose of it in the plastic bag you received with your new cartridge. 4 Remove the new toner cartridge from its package and gently shake it from side to side to distribute the toner.
6 Once the toner cartridge is in place, push the lever all the way toward the back of the fax machine to secure it and release the toner. 8 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. 7 Using the cleaning wipe provided with your new toner cartridge, gently wipe back and forth across the full length of the LED array. Let the array dry completely. 9 Close the document table.
For Your Safety: Handling the Toner Cartridge • Leave unused toner cartridges in their packages until needed. • When replacing a toner cartridge, re-use the packaging to dispose of the old toner cartridge. • Be careful 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.
For Your Safety: Handling the Image Drum The CHANGE DRUM SOON Message • Leave unused image drum units in their packages until needed. • When replacing an image drum unit, re-use the packaging to dispose of the old 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.
When to Replace the Image Drum Cartridge You need a new image drum if the faxes you receive are light or have vertical streaks in them and you are not out of toner, or if your fax machine displays a CHANGE DRUM message. Contact your Authorized OKIFAX Dealer to order one. ! 2 Push in the cover release buttons on the side of the copy stacker until you hear a click. Lift the copy stacker. You must replace the toner cartridge when you replace the image drum.
4 Remove the protective sheet from the new image drum unit. 6 Install a new toner cartridge. Remove the new toner cartridge from its package and gently shake it from side to side to distribute the toner. Then carefully peel the white plastic tape from the bottom of the toner cartridge. 5 Insert the new image drum unit 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.
8 Once the toner cartridge is in place, push the lever all the way toward the back of the fax machine to secure it and release the toner. 9 Using the cleaning wipe provided with your new toner cartridge, gently wipe back and forth across the full length of the LED array. Let the array dry completely. 10 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. 11 Close the document table.
12 Follow the instructions in the “Resetting the Drum Counter” section of this handbook to reset the drum counter. Resetting the Drum Counter ! Important: Reset the drum counter only when you have finished installing a new image drum. You can only reset the counter when the Change Drum Soon message is on the display. 1 Wait until the time, date, and answering mode appear on the display. Then press the Select Function key. 2 Press the 7/Counter Display One Touch key. The display shows DRUM COUNT.
Display Panel Messages This section lists the status and error messages that may appear on the fax machine’s display panel, and explains what they mean and how to correct any problem they indicate. ! The red Alarm indicator lights when there is an error condition. Error Messages Messages are listed in alphabetical order by the first letter of the message. CHANGE DRUM SOON The image drum is nearing the end of its projected life.
COVER OPEN The stacker cover is not closed. Press down firmly on the cover to make sure it is closed and latched on both sides. DOCUMENT JAM [FAX] CONFIRM AND “STOP” A document to be faxed or scanned has jammed in the scanner. Refer to the “Problem Solving, Clearing a Document Jam” section of this handbook. DOCUMENT MIS-FEED[FAX] RELOAD DOCUMENT A document to be faxed or scanned has not fed into the scanner properly. Remove the document and reload it into the document.
paper. Refer to the “Problem Solving, Clearing a Paper Jam” section of this handbook. NO PAPER REPLACE PAPER [FAX] The paper tray is out of paper. Add more paper. If there is paper in the tray, this message may indicate that paper has jammed while feeding into the printer. Check the paper path and remove any jammed paper. Refer to the “Problem Solving, Clearing a Paper Jam” section of this handbook.
Reading the Print Counters Problem Checklist The print counters count the number of pages your fax machine has printed or scanned in its lifetime. If you are experiencing a problem, a service person may ask you to check these counters. Your fax machine is a complex machine with many features and functions. Many problems you experience may be due to improper programming.
The display tells you to replace paper even though there is paper in the paper tray. • Make sure that the paper is properly stacked in the tray, then check for a paper jam in the paper feed path. Your documents jam in the scanner. • Check the document for wrinkles, tears or other damage. If it is damaged, try making a copy of the document on a photocopier and faxing or scanning the copy. • Make sure there are no staples or paper clips and that the paper is clean and dry.
The display shows a communication error. • A COMMUN. ERROR message indicates any of a number of problems. • You may be trying to communicate with an incompatible fax machine (your fax machine can only communicate with ITU-T Group 3 fax machines). • The remote machine may not be able to perform the function that you want, such as polling or confidential messages. • The remote machine may be out of paper or experiencing a paper jam. • Bad telephone line conditions can cause communication errors.
You keep getting reports you do not want. • Message Confirmation Reports can be set to print automatically after each single or multiple-location transmission; Error Reports can be set to print after each failed transmission or reception. Check your user function settings and turn off the reports you do not want. Refer to the “Reports” section of this handbook. The image received on your fax machine was very poor.
Your fax machine does not answer the phone or receive faxes. • First make sure that your fax machine is turned on and the power cord is connected to the AC outlet. • If you have a handset connected to your fax machine, check that there is a dial tone on the phone line. • Check the reception mode you are using. Your fax machine will not automatically receive faxes in manual answering mode [TEL]. In TAD mode, the answering machine answers the call first.
Your fax machine will not poll a remote fax machine. • Call the person at the remote fax machine and make sure that they have loaded documents and set their fax machine in polling transmission mode. Someone tried to send you a confidential fax but nothing happened. • You must set up a personal (confidential) mailbox before anyone can send you a confidential fax. Refer to the “Advanced Operations, Confidential Faxes (Security Feature)” section of this handbook.
Your fax machine does not immediately switch to TEL mode when you make or receive a voice call. • Try pressing the Stop key. Your fax machine will return to standby mode so that you can converse. • This condition may happen infrequently due to telephone line conditions, or the type of external telephone used. Check the physical line connections (wall outlet and cord). If this problem happens often, call your Authorized OKIFAX Dealer for service.
Firmware Serial Number of Your Fax Machine Firmware is a category of memory chips that hold their content without electrical power and include ROM, PROM, EPROM and EEPROM technologies. Firmware becomes “hard software” when holding program code. This “hard software” is kept in semi-permanent memory. It will not be forgotten when the power is shut off. Firmware programs can be altered, and are frequently revised. An EPROM is typically erased by using intense ultraviolet light.
Security Overview Confidential Faxes Fax machines are often placed in public places where everyone can look through the received faxes. If you are communicating with another Oki fax-capable unit, you can use the confidential fax feature. The receiving machine will store the message in a personal (confidential) mailbox (in the machine’s memory) and will not print it until a password is entered. This is an exclusive Okidata feature; you cannot use it with another manufacturer’s fax machines.
To use the closed network function, follow the instructions below. 1 Press the Select Function key. 2 Press the 9/User Program One Touch key. The display shows 1:FUNC. PROGRAMMING. 5 Press the No © key until the setting you want appears in the display. RX: limits reception only. T/R: limits both transmission and reception. OFF: no limits on transmission or reception. 6 Press the Yes § key to confirm the new setting. 7 Press the Select Function key to finish. 3 Press the Yes § key.
Safety Overview Installation Hints • 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 that 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.
Operation and Maintenance • Use a dry cloth to clean the control panel and the main body of the unit. • Aside from replacing the toner and image drum cartridge, do not disassemble or attempt to service this unit yourself. Refer to a qualified technician for service. • Pull out the AC plug before trying to remove any objects that may have fallen into the machine. • If the unit becomes physically damaged, disconnect the power cord immediately and arrange for its repair or disposal.
Image Drum Cartridge • Leave unused image drum units in their packages until needed. • When replacing an image drum unit, re-use the packaging to dispose of the old 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 surface of the green drum inside the image drum unit.
Service and Support Overview Much of this information is valid for the United States and Canada only. Okidata on the Internet Okidata is firmly committed to the satisfaction of our customers. If you have a problem that your customer documentation cannot solve, contact these sources for service or support: For the latest product information answers to common questions, and other support, visit Okidata’s Web site: http://www.okidata.
Okidata Customer Support is available 24 hours a day, 7 days a week (United States and Canada only). The system can provide immediate assistance with: • Basic Operating Procedures • Sales and Service Referrals • Parts and Consumable Referrals • Product Information Customer Service Representatives are not trained to provide assistance with the use of commercial software packages. Please consult your application’s manual for availability of their support.
User Function Settings Overview User function settings allow you to customize the general operation of your fax machine. Refer to the following User Function Settings List to determine which settings you may need to change, then refer to the “Changing Your User Function Settings” part of this section to make the change. User Function Settings List 01 MCF(SINGLE-LOC.) This function automatically prints a Message Confirmation Report after each single-location transmission or polling transmission.
04 IMAGE IN MCF When a message confirmation of a memory transmission is printed, this function adds a portion of the first page of the document that was sent. This feature makes it easier to identify a fax, but it may present security problems if you are sending sensitive documents. Available settings are ON (default) and OFF. 05 SENDER ID This function controls the printing of your fax machine’s Sender ID on the faxes you send.
09 TX MODE DEFAULT Your fax machine is set for the STD (standard) resolution setting and the NORMAL contrast setting. If you consistently send faxes that require some other combination of transmission modes, use this function setting to change the default modes. While you are programming, the new default combinations appear on the lights above the Yes § and the No © keys. The default is STD/NORMAL. 10 T/F TIMER PROG.
12 DISTINCTIVE RING Some telephone carriers offer a service called Distinctive Ring. Distinctive Ring lets you have different numbers on one line, each with its own distinctive ring. You can then use one number exclusively as a fax number without the expense of a second line. (Your local telephone carrier can provide you with more information about this service, which usually has an additional charge.) Available settings are OFF (default) and ON.
16 INCOMING RING This function controls the telephone ringing sound your fax machine makes when a call comes in. When set to off, it does not ring during incoming calls. The available settings are: ON (default): Only rings when set to Manual Receive [TEL] mode or when the RING RESPONSE function is set to 5, 10, or 20 seconds. OFF: Does not ring when a call comes in.
22 PC/FAX SWITCH This function is active only when the optional PC interface is installed and your fax machine is set to the PC Fax answering mode. In that case, incoming faxes are saved directly to the PC’s disk without being printed. If the PC is turned off or not functioning, the fax machine acts as a stand-alone fax machine and prints incoming faxes when this PC/FAX SWITCH function is set to ON (default).
Dial Parameter Settings Overview Dial Parameter Settings These functions allow you to control the way your fax machine dials telephone numbers. Refer to the Dial Parameter Settings List below to determine which settings you may need to change, then refer to “Changing Your Dial Parameter Settings” part of this section to make the change. Dial Parameter Settings List 1 REDIAL TRIES: This function controls how many times your fax machine automatically redials a number that is busy or does not answer.
5 MF(TONE)/DP (PULSE) This function sets the dialing method. Use the MF setting for Touch-Tone dialing, or the DP setting for pulse dialing. Default: MF (TONE). 6 PBX LINE Turn this function on if your fax machine is connected to a PBX (Private Branch Exchange—a phone system used to route internal calls).
Changing Your Dial Parameter Settings 1 Press the Select Function key. 2 Press the 9/User Program One Touch key. 3 On the numeric keypad, press 2. The display shows 2:DIAL PARAMETER. 4 Press the Yes § key until the display shows the dial parameter you want to change. 5 Repeatedly press the No © key until the setting you want appears in the display. 6 Press the Yes § key to confirm your selection. The name of the next dial parameter setting appears in the display. 7 Press the Select Function key to finish.
Service Function Settings Overview In many cases, service function settings greatly change the way your fax machine operates. To change any of these settings, contact your Authorized OKIFAX Dealer. Service Function Settings List 1 LONG DOC. SCAN Normally fax machine does not scan documents longer than 14 inches (360 mm). When this function is on, your fax machine can scan and transmit documents of any length for up to one hour.
Glossary Overview This glossary contains terms and words you may encounter when discussing or reading about fax machines and fax communications. Please use these definitions for reference only. A4, B4, A3. Standard stationery sizes defined by the International Standards Organization, an agency of the United Nations. See also Paper sizes. Auto Dial. Enables user to store preprogrammed telephone numbers in the unit’s memory. Storage capability varies from unit to unit. Automatic fallback.
bps. Bits per second. Used to express the speed of Compatibility. The term “compatible” describes the ability of transmission of data. Because fax transmission treats a document as a graphic image rather than as a series of alphabetic and numeric characters, bps does not correspond to the number of characters transmitted per second. Broadcasting. Sending one document to many different locations at the same time. Byte. A group of digital elements, usually sent as eight bits to the byte. Call reserve.
Digital. Using the binary system—i. e., either 0 or 1—to describe everything, so that 0 means off and 1 means on. Digital fax machines convert the graphic image of your document into a series of zeros and ones by using the binary system of transmission to encode black and white occurrences. This increases transmission speed by passing over white spaces. See also White-line skip. Dual Access.
causing the bits to “retain” the pattern as it is “burned in.” Firmware is nonvolatile. It will not be “forgotten” when the power is shut off. Handheld calculators contain firmware with the instructions for doing their various mathematical operations. Firmware programs can be altered. An EPROM is typically erased by using intense ultraviolet light. Grayscale. Not a level of resolution, but a method of scanning and transmitting halftone images.
ITU-T Test Document 1. Also called the Slerexe (“Slehrrehks”) letter; sometimes erroneously called ITU-T Test Chart 1. An ITU-T standard document with a known black density which fax makers often use in testing, and subsequently publicizing, the transmission speeds of their fax machines. ITU-T V.29 and V.27 ter. A standard set of communication procedures allowing fax machines to talk to all other units adhering to those standards. LCD. Liquid crystal display. Used on your fax machine to display information.
MSE, SMSE. Proprietary data compression methods, which allow your fax machine to transmit more quickly when communicating with another fax machine. See also MH. Multifunction Printer (MFP). Device that takes on two or more functions generally associated with individual peripherals and combines these into one product or in a linked series of modules. A multifunction printer might combine a fax machine with a copier with a computer printer. Multifunction Printer Option. Also known as the PC Interface Option.
PBX (or PABX). Private branch exchange; privately-owned telephone equipment serving a particular building, business or area. Many PBX systems use digital transmission lines which, unlike more common PSTN lines, are not compatible with fax machine use. The user should not connect a fax unit to a PBX without first checking with the system manufacturer or service representative. PC Interface. Also known as the Multifunction Printer Option (MFP).
Redialing. The dialing again, either manually or automatically controlled, of the most recently dialed fax or phone number. Automatic redialing follows an unsuccessful dialing attempt. Relay broadcasting. Lets your fax machine store a document in internal memory, transmit the document to the memory of a remote fax machine, and then instruct that unit to relay (i. e., re-transmit) the document to each fax in a call group in the “hub” unit.
Secure Polling. Polling in which preset passcodes are checked between two machines before polling is allowed to take place. Speed-dialing. Allows the fax user to store frequently used fax numbers for dialing with the touch of three keys—an identifier key (either * or #) and then a two-digit code—for each number. See also Autodialing and One-touch dialing. Station ID. Also called Location ID or Receiver ID.
Transmission Speed. How fast a fax machine is sending a fax document. This speed depends upon the modem speed of each unit, the resolution setting, the content of the document, the encoding technique and the condition of the phone line (clean, noisy, etc.) Any change in any one of these five conditions will affect the speed, perhaps significantly. White-line Skip. A technique used to speed up fax transmission by bypassing redundant areas, such as white space.
Index Overview Symbols 1'st paper size setting, 47 2'nd paper size setting, 48 A Activity report, 111–112 Add to a group, 88 Alarm indicator, 36 Answering machine, use with, 56 Answering mode, 54–56 changing, 54 options, 55–57 setting, 54 Auto dial faxing, 79–80 Auto dial key, 34 Auto rec key, 33 Auto receive mode, 55 Auto start, 52 B Broadcast confirmation report, 112–113 Broadcast entry report, 113 Broadcast feeder key, 37 Broadcasting, 85–86 performing a broadcast operation, 85–86 Bulletin polling, 104
Codes communication, 121 result, 122 Communication codes, 121 Computer connections, 41 Confidential faxes, 98–103, 148 printing, 103 receiving, 102 sending, 102 Confidential reception report, 114 Confidential TX key, 38 Configuration report, 114–116 Configuration report, 43 Confirming results, 66 Connecting to PBX, 60–62 Connections answering machine, 22 computer, 41 external handset option, 23 external telephone, 22 power, 24–25 telephone line, 22 Control panel, 32–36, 42–43 Copy number of copies, 81 resol
Document size, 62 Document stacker, 15, 30 Document table, 29 Documents loading, 63–65 multiple page, 63 preparing for faxing, 62–64 Drum counter, resetting, 136 Dual access, 40, 109–110 E Emergency first aid, 19 End of session tone, 39 ERR report, 44 Error correction mode setting, 49 Error messages, 137–147 Error tones, 39 F Fax fowarding mode, 56 Fax ID, 27 Fax identification, 26 Fax on demand, 106 Fax/telephone auto switch mode, 55 Faxes confidential, 98–103, 148 delayed transmission, 94–98 Faxing, auto
IMAGE IN MCF, 44 Incoming call parameters, 57–59 Incoming ring, 57 Incoming ring setting, 48 Installation, 13–28 J Jacks, 30 Jams, document, 123 Jams, paper, 124–127 Junk faxes, rejecting, 70–72 K Keypad, 30, 35 L Labels, one touch, 34 Language changing, 54 Language setting, 48 LED printhead, 31 LEDs, alarm, 36 Loading documents, 63–65 Loading paper, 20–21 Location program key, 38 Long document scan setting, 53 178 | Handbook M Mailboxes creating, 98–99 deleting, 101 personal, 103 Maintenance, 151 Manua
O Off hook alarm tone, 39 Okidata customer support, 153–154 One touch keypad, 29, 34, 37–39 keys, programming, 37 labels, 34 parameters, setting, 50 One touch keys programming, 73–76 using, 76 Options, 11, 154 OTHER setting, 60 P Paper full mark, 21 jams, clearing, 124–127 loading, 20–21 manual feeder, 82–84 path icon, 29 tray, 30 Paper size settings, 60 Parameters incoming call, 57–59 Password, changing, 99–100 Pause key, 36 PBX line, 52 PC mode, 56 PC/fax switch, 59 PC/FAX switch setting, 50 Personal mai
Problem checklist, 140–146 Problem solving, 123–147 Programming, 43 date and time, 26 fax ID, 27 groups, 88–89 one touch keys, 73–76 Programming shortcuts, 67–68 Pulse/Tone selection, 51 R Real-time dialing, 66 Receiving faxes, 68–71 in memory, 69 manually, 68–69 Reception no paper, 69 Redial interval, 51 Redial key, 34 Redial tries, 51 Redialing, 66 Relay broadcast, initiating, 92–93 broadcast report, 91 initiating station, 91 key station, 91 180 | Handbook Relay faxing, 90–93 Relay initiate TX key, 38
S Safety, 150–152 Safety information, 13 Search, 88 Search key, 33 Search key dialing, 66 Second paper size, 60 Security, 148–149 Select function key, 33 Sender ID, 26, 44 Sending a fax single location, 64–68 Serial number, 31, 147 Service and support, 153–154 Service function settings, 53–54, 164 changing, 53 Signal tones, 39 Single location faxes, 64–68 Space key, 36 Speed dial keypad, 37–39 Stacker, document, 15, 30 Standard polling, 104 Start key, 36 Stop key, 36 Stopping a transmission, 67 T Telephone
User function settings, 43, 44, 155–160 changing, 50–51 User language changing, 54 User language setting, 48 User program key, 38 V Voice request, 72 answering, 72 initiating, 72 Voice request key, 34 Voice request tone, 39 Y Year 2000, 10 Yes key, 35 182 | Handbook
