Panasonic DP-4530 manual

Before operating this machine, please carefully read this manual, and keep this documentation in a safe place for future reference. (Illustration shows optional accessories that may not be installed on your machine.) English Digital Colour Imaging Systems Operating Instructions (For Facsimile and Internet Fax) Model No. DP-C405 / C305 / C265[...]

2 Oper a ting Instr uctions The following Operating Instruction manuals are included with this machine. Please refer to the appropriate manual and keep all manuals for future reference. If you lose the manual, cont act the authorized Panasonic dealer . Accessories Operating Instructions (For Setting Up) This manual contains essential information fo[...]

3 Con v entions Icons The following icons are used in this manual. Notation The following notation is used in this manual. Icon Description Indicates important in formation th at must be read in detail. Indicates reference information. Nota tion Description For Keys and Buttons Hard buttons on the Control Panel are depicte d as **** key , and soft [...]

4 T able of Contents Chapter 1 Getting To Know Your Machine Menu Map................ ............................................... ........................................................ ..... 10 Chapter 2 Basic Fax Transmission Fax Transmission Procedure...... ............................................................... .............. ......[...]

5 Storing Documents to be Polled ................... ............................ ............... ........... “ Polled ”6 2 Using a Mailbox (Confidential Communication) .......... ............................ ............ “ Mail Box ”6 4 What is Confidential Communicati on?................. ..................................................[...]

6 What Internet Fa x Can Do .............. ................................. .......................................... .......... 100 Sending Email ............ ............................................................. ............................ ............ 1 00 Receiving Email .............. ................ ...............................[...]

7 Function Parameters for Relay Stati ons .............. .................................................. .......... 150 Settings for Initial Sending Station............................................ ............... .............. .......... 151 Adding End Receiving Stations fo r Relayed Transmission .. ................................. .......[...]

8 Chapter 8 Reading Reports/Lists Transaction Journal ........ ........................................................................... ........... “ Journal ”1 9 2 Printing Transaction Journal ........... ............................ .......................................... .......... 192 Viewing Communication Results on Touch Panel Displ[...]

9 Memo[...]

10 Chapter 1 Getting To Know Your Machine Chapter 1 Getting T o Know Y ou r Machine Menu Map The main screen and menu for Fax featu res are as follows. Address Book Screen Email Screen Refer to Sending an Email Procedu re (see page 1 10). Number Pad Screen Refer to Manual Dialling (see page 16). Search Screen Refer to Searching for a Destination (s[...]

11 Chapter 1 Getting To Know Your Machine Basic Menu Screen • Quality Adj. ( Setting Original Quality : See pag e 30) • File T ype and Name ( Setting a File T ype and a File Name : See p age 124) • Original Size ( Setting the Original Size : See pa ge 34) • 2-Sided Original ( T ransmitting 2-Sided Originals : See page 36) • Job Build and [...]

12 Chapter 1 Getting To Know Your Machine More Menus > Advanced Comm. Screen More Menus > Select Mode Screen • Deferred Comm. Tr a n s m i t ( Deferred T ransmission : See p age 56) Polling ( Deferred Polling : See p age 58) • Polling Polling ( Polling : See p age 60) Polled ( S toring Document s to be Polled : See page 62) • Advanced C[...]

13 Chapter 1 Getting To Know Your Machine More Menus > Edit File Mode Scre en More Menus > Print Out Screen •F i l e L i s t ( Displaying a Communication Reservation F ile List : See p age 164) • Change T ime/S tn ( Editing Communication Reserv ations : See p age 166) • Delete File ( Deleting a Communication Reservation File : See p age[...]

14 Chapter 2 Basic Fax Transmission Chapter 2 Basic Fax Tra nsmission F ax T ransmission Pr ocedur e The basic procedure of transmitting a fax on this machine is as follows. 1 Place original(s). z Refer to Placing Originals (Facsimile/ Internet Fax) in the Operating Instructions (For Basic Operations) of provided bo oklet. z If the available me mor[...]

15 Chapter 2 Basic Fax Transmission 3 Enter the fax number using the Keypad, or select a destination. or z Refer to Entering a De stination ( see page 16). 4 Press the Star t key . The original(s) are stored into memor y with a file number . Then starts dialling the telephone number . z For instructio ns on how to cancel a trans mission, refer to C[...]

16 Chapter 2 Basic Fax Transmission Entering a Destina tion S tations can be entered by usin g the following methods or a combin ation of these: Manual Dialling T o ent er a destination telephone numb er , follow the steps below . z This function is not available when the Func tion Parameter “ 136 Restrict Direct Dial ” (Fax/Email Settings >[...]

17 Chapter 2 Basic Fax Transmission  Number Pad Screen  Using “ Redial/Pause ” z If you are using a PBX, enter the external access number fir st, and then select “ Redial/Pause ” before entering t he fax number . Ex : Enter 9 for the out side access number , select “ Redial/Pause ”, and then enter the fax number .  Using “ ?[...]

18 Chapter 2 Basic Fax Transmission Using the Address Book  Use a Key Name If a destination is registered in the Ad dress Book, it can be selected by using a Key Name. z The fax n umbers must be pre-prog rammed into the Address Book. Refer to Ad ding a Fax Number into the Address Book (see page 173) . 1 Follow the step 1 and 2 on page 14. 2 Sele[...]

19 Chapter 2 Basic Fax Transmission  Use Group Dialling For transmission to multiple destinations using group dialling, follow the step s below . z The group dialling b utton must be pre- programmed. Refer t o Setting for Group Dialling (see page 18 3) . 1 Follow the step 1 and 2 on page 14. 2 Select “ Program/Group ”. 3 Select the button fo[...]

20 Chapter 2 Basic Fax Transmission Searching for a Destination  Search through the Address Book (Local Search) Select “ Search ” to look through the Address Book for the desired de stination by the entry name. z Select “ Global ” to se arch fax numbers or Emai l addresses in the LDAP server (see p age 21). z This feature is available in[...]

21 Chapter 2 Basic Fax Transmission Continued on the next page...  Search through the LDAP Server (LDAP Search) LDAP search is a feature that searches thro ugh the Address Book of an LDAP server on the netwo rk for fax numbers or Email addresses. Select “ Glo bal ” on the displayed screen to use the LDAP Search feature. Contact your ne twork[...]

22 Chapter 2 Basic Fax Transmission 5 Select “ Fax Number ” to display a list of destinations. 6 Select a destinatio n, and then select “ OK ”. z Only one destinatio n can be selected. z Y ou can change the entry screen by selecting “ Email ” or “ Fax Numb er ”. z Select or to scroll the search results. z Select “ Detail ” to op[...]

23 Chapter 2 Basic Fax Transmission Redialling T o redial the most recently dialled number , follow the step s below . z The “ Redial ” button cann ot be used when the Function Parameter “ 136 Restrict Direct Dial ” (Fax/Email Settings > Fax Parameters) is set to “ Va l i d ”. 1 Follow the step 1 and 2 on page 14. 2 Select “ Redial[...]

24 Chapter 2 Basic Fax Transmission Preventing Accidental Transmis sion to Multiple Destinations This function can prevent accidental transmission of documen ts to multiple destinations. It is useful when sending document s to a single destination . Setting the Function Parameter “ 1 17 Multi St ation (HOME) ” (Fax/Email Settings > Fax Param[...]

25 Chapter 2 Basic Fax Transmission Confirming the Destination  Confirming the Destination Y ou can confirm the entered de stinations. 1 Select “ Destinations: ### ”. (###: Number of selected addresses) 2 Select the desired field button, and confirm destinations. z T o add a destination, select “ OK ”, an d then select the desired destin[...]

26 Chapter 2 Basic Fax Transmission 3 Select the desired field button, and confirm destinations. z T o add a destination, se lect “ OK ”, and then select the desired destination . Select “ Destination s: ### ” to con firm the destinations again. z T o delete a destinatio n, select a destination, and then select “ Dele te ” and “ Ye s [...]

27 Chapter 2 Basic Fax Transmission Memo[...]

28 Chapter 2 Basic Fax Transmission T r ansmission with Destination Monitoring Select “ Moni tor ” on the T ouch Panel Display to obtain a dial tone. This feature is called “On-hook dialling”. T o monitor the status of a remote st ation, follow the steps be low . z This function is not available when the Func tion Parameter “ 137 Re-enter[...]

29 Chapter 2 Basic Fax Transmission T alking to the R emote P ar ty Before T r ansmission If an external telephone is connect ed to your machi ne, you can send a fax aft er talking to the remote party on the ph one. Follow the step s below . 1 Place original(s). z If the Platen Glass is used, only one p age can be transmitted at a time. z Refer to [...]

30 Chapter 2 Basic Fax Transmission Setting Original Quality  Original T yp e Original type can be specified to su it your needs. Y ou can select fro m text-only original, photo-only original, or original in which te xt and photos are mixed. Select “ T ext/Photo ” when text and photos are mixed on a single p age or are mixed on multiple p ag[...]

31 Chapter 2 Basic Fax Transmission 1 Place original(s). z Refer to Placing Originals (Facsimile/ Internet Fax) in the Operating Instr uctions (For Basic Operations) of provided booklet. 2 Press the Fax key . 3 Select “ Basic Menu ”. 4 Select “ Quality Adj. ”. 5 Adjust the original quality , and then select “ OK ”.  Original T ype z [...]

32 Chapter 2 Basic Fax Transmission  Resolution z The finer an origin al to be scanned, the more information need s to be transmitted, thus, requiring a longer communication time. z If “ S-Fine ” or “ 600d pi ” is selected, and the receiving station does not su pport these resolutions, originals will be transmitted with resolution of the[...]

33 Chapter 2 Basic Fax Transmission Memo[...]

34 Chapter 2 Basic Fax Transmission Setting the Original Size The original’ s size is usually detected automatica lly when an original is placed on the Platen Glass. If the size is not detected automatically , or you wo uld like to change the detected size, you can set the Original Size manually by following the procedure below . z This feature i[...]

35 Chapter 2 Basic Fax Transmission 5 Select the Original Size, and then select “ OK ”. 6 Set “ Quality Adj .” as required. z Refer to Setting Origi nal Qualit y (see page 30). 7 Select “ Address Book ”, and then select a destination. z Refer to Entering a De stination ( see page 16). 8 Press the Star t key . The original(s) are stored [...]

36 Chapter 2 Basic Fax Transmission T r ansmitting 2-Sided Originals 2-sided originals loaded in the ADF are scan ned auto matically with a specified bindin g edge position, and transmitted. T wo binding edge selections are available: • Long Edge: 2-sided scanning is aligned to the long edge of the original. • Short Edge: 2-sided scann ing is a[...]

37 Chapter 2 Basic Fax Transmission 5 Select a binding position, and then select “ OK ”. 6 Set “ Quality Adj. ” as required. z Refer to Setting Origi nal Qualit y (see page 30). 7 Select “ Address Book ”, and then select a destination. z Refer to Entering a De stination ( see page 16). 8 Press the Star t key . The original(s) are stored[...]

38 Chapter 2 Basic Fax Transmission V erifica tion Stamp This function confirms successfu l transmission or storage into the memory by stamping at the bottom of each successfully transmitted original(s) with a small “ x ” mark. z The scanned document(s) are stamped af ter feeding through the ADF . z The standard setting of the V erification S t[...]

39 Chapter 2 Basic Fax Transmission Memo[...]

40 Chapter 2 Basic Fax Transmission T r ansmitting a Document Stor ed in Memor y Documents can be q uickly scanned and stored in the memory before transmission. This feature allows yo u to send the documents to multiple destinations without having to scan the same documents over again. It also allows you to ret rieve your original(s) immediately wi[...]

41 Chapter 2 Basic Fax Transmission T o send documents using Memory transmission, f ollow the steps below . (This is an example when the Direct transmission is set as default in the Fun ction Parameters.) 1 Place original(s). z Refer to Placing Originals (Facsimile/ Internet Fax) in the Operating Instr uctions (For Basic Operations) of provided boo[...]

42 Chapter 2 Basic Fax Transmission J ob Build and SADF The Job Build and SADF setting enables to scan sets of originals that exceed the maximum capacity of ADF . S pecial originals (t hin paper , etc.) can be fed from the ADF for Memory t ransmission. This function is available when “ Jo b Build and SADF ” is selected in the “ Basic Menu ”[...]

43 Chapter 2 Basic Fax Transmission 6 Select “ Address Book ”, and then select a destination. z Refer to Entering a De stination ( see page 16). 7 Press the Star t key . The original(s) are stored into memor y with a file number . z For instructions on how to cancel a transmission, refer to Canc elling a Communication (see p age 52). 8 If you h[...]

44 Chapter 2 Basic Fax Transmission Dir ect T r ansmission Documents can be tra nsmitted immediately on scanning without storing into memory . Direct transmission is more convenient in situations as shown below .  When you want to send the docume nts right away .  When you want to send a large amount of document s. z Direct transmission canno[...]

45 Chapter 2 Basic Fax Transmission 6 Select “ Address Book ”, and then select a destination. z Refer to Entering a De stination ( see page 16). 7 Press the Star t key . T ransmission st arts immediately upon scanning. z For instructions on how to cancel a transmission, refer to T o Cancel Direct T ransmission: (see page 53).[...]

46 Chapter 2 Basic Fax Transmission V erifying Communica tion Sta tus T o verify the communication status, follow the step s below . 1 Press the Fax key . 2 Select “ Basic Menu ”. 3 Select “ Comm. St atus ” while the call session is in progress. 4 V erify the communication status. 5 When the verification is completed, select “ OK ”.[...]

47 Chapter 2 Basic Fax Transmission R otated T r ansmission If an A4/Letter-sized document is loaded in the p ortra it position, it could be interpreted as an A3/Ledger size on the receiving st ation. T o avoid this misinterpretation, the machine is configured to support Rotated transmission. Set the Function Paramet er “ 78 Rot ation XMT ” (Fa[...]

48 Chapter 2 Basic Fax Transmission Ba tc h T r ansmission The Batch T ransmission feature is useful in c ontrolling the reduction of transmission time and telephone cost s. In a Batch transmission job, the machine sort s documents bou nd for the same destination(s), and collectively han dles them as one reserved document (file) to be transmitted i[...]

49 Chapter 2 Basic Fax Transmission Getting an Outside Line Using PIN Code Access If your PBX requires a PIN (Personal Identificatio n Number) code to access an external line, your machine can be set to prompt the user to e nter the PIN code before dialling. This function is available when the Functio n Parameter “ 39 PIN Code Access ” (Fax/ Em[...]

50 Chapter 2 Basic Fax Transmission Using Pr og r am K eys If frequently used communication tasks are pre-prog rammed onto a respective program dialling button, the programmed operating seq uence can be recalled by simply sele cting the assigned button. Program dialling not only simplifies repetitive and complex operational sequences but also preve[...]

51 Chapter 2 Basic Fax Transmission Memo[...]

52 Chapter 2 Basic Fax Transmission Cancelling a Communica tion T o cancel a communication, follow the steps below . To Cancel Memory Transmission: 1 Press the Fax key . 2 Press the Sto p key while the communication is in progress. 3 Select “ Ye s ” to stop a communication. 4 Select “ Ye s ” to print a communication journal, or “ No ” i[...]

53 Chapter 2 Basic Fax Transmission To Cancel Direct Transmission: 1 Press the Sto p key while the communication is in progress. 2 Select “ Ye s ” to stop a communication. 3 Remove the document.[...]

54 Chapter 2 Basic Fax Transmission Dial Pr efix Y our machine has the following function s to utilize your existing fax phone numbers database: • LDAP database search for fax phone numb ers (Directory Search) • Import an existing fax phone n umber list in CSV file format (Netwo rk Address Book Editor softwa re) The phone numbers in the dat aba[...]

55 Chapter 2 Basic Fax Transmission 1 Press the Function key to open the Function Parameters screen. 2 Select “ Fax/Email Settings ”. 3 Select “ 04 Key Operator Mode ”. 4 Enter the Key Oper ator password, and then select “ OK ”. z If you make a mistake, press the Clear key or “ Back Sp ace ” to delete. 5 Select “ 01 Fax Parameters[...]

56 Chapter 3 Convenient Fax Features Chapter 3 Convenient Fax Features Time Contr olled Communication (Def er red) Deferred Transmission The time must be pre-programmed in advance to send doc ument(s) to a single or multiple destinations at a deferred time within the next 24 hours. The document is scanned and stored in memo ry as a reserved documen[...]

57 Chapter 3 Convenient Fax Features 5 Set the deferred time, and then select “ OK ”. z Set the time in the 24-hour format. Ex : 21: 00 z If you make a mistake, select “ Clear ” to delete entries one dig it at a time. 6 Set “ Quality Adj. ” as required. z Refer to Setting Origi nal Qualit y (see page 30). 7 Select a destination. z Refer[...]

58 Chapter 3 Convenient Fax Features Deferred Polling If Polling is requested with a deferred time, it will st art polling at the pre-programmed time. z Up to 50 built-in timers can be set for deferred communication. z Polling might not function with all fax machines. We sugg est you attempt a trial polli ng before you actually poll important docum[...]

59 Chapter 3 Convenient Fax Features 5 If a password is r equired, enter the password, and then select “ OK ”. z If you have set the polling passwo rd in the Function Parameter “ 26 Polling Password ” (Fax/Email Settings > Fa x Parameters), the password will appear on the display . Y ou can still change the password temporarily by overwr[...]

60 Chapter 3 Convenient Fax Features P olling Polling Polling is a process of calling the othe r station(s) fo r d ocument retrieval. The other station must know in advance that you will call, an d must prepare docume nt(s) by storing them into the memory . T o ensure security , establish a polling password that is shared by the other st ation ahea[...]

61 Chapter 3 Convenient Fax Features 5 Select a destination. z Refer to Entering a De stination ( see page 16). 6 Press the Star t key . Polling start s.[...]

62 Chapter 3 Convenient Fax Features Storing Documents to be Polled Being Polled is the process of automatically tr ansmitting document(s) up on receiving the polling request from the receiving st ation. Y ou must prepare your mach ine by storing document(s) into memory ah ead of time. T o ensure security , set the polling p assword t hat is shared[...]

63 Chapter 3 Convenient Fax Features z Y ou can still send or receive documents even when the mach ine is setup to be polled. z T o delete a polled file, refer to Deleting a Communication Reservat ion File (see page 168) . z Only 1 polled file can be stored in memory . If you need to add document(s) into th e same polled file, refer to Adding Docum[...]

64 Chapter 3 Convenient Fax Features Using a Mailbo x (Confidential Communica tion) What is Confidential Communication? The confidential mailbox allows communication with other comp atible models using a 4-digit confidential code. The Confidential Mailbox feature receives document( s) with a confidential code in the memory . These documents can onl[...]

65 Chapter 3 Convenient Fax Features Confidential Transmission T o transmit a confidential document, follow the steps be low . z Y ou must have a mailbox password (4-digit) setup and shared with the receiving machine. 1 Place original(s). z Refer to Placing Originals (Facsimile/ Internet Fax) in the Operating Instr uctions (For Basic Operations) of[...]

66 Chapter 3 Convenient Fax Features Confidential Polling 1 Press the Fax key . 2 Select “ More Menus ”. 3 Select “ Mail Box ”. 4 Select “ Polling ”. 5 Enter the mailbox password (4-digit), and then select “ OK ”. z If you make a mistake, select “ Clear ” to delete entries one digi t at a time. 6 Select a destination. z Refer to[...]

67 Chapter 3 Convenient Fax Features Storing Documents for Confidential Polling 1 Place original(s). z Refer to Placing Originals (Facsimile/ Internet Fax) in the Operating Instr uctions (For Basic Operations) of provided booklet. 2 Press the Fax key . 3 Select “ More Menus ”. 4 Select “ Mail Box ”. 5 Select “ Polled ”. 6 Enter the mail[...]

68 Chapter 3 Convenient Fax Features Printing a Received Confidential Document When confidential document s are received, a confident ial reception report is printed. This section explains how to read a confidentia l reception report and print the received confidential documents. z Afte r a received confidential document is pr inted, it is deleted [...]

69 Chapter 3 Convenient Fax Features  Printing a Received Conf idential Document T o print a received confidential docu ment, follow the steps below . z After a received confidential document is printed, it is deleted from the mailbox. 1 Press the Fax key . 2 Select “ More Menus ”. 3 Select “ Mail Box ”. 4 Select “ Print File ”. 5 En[...]

70 Chapter 3 Convenient Fax Features Deleting a Confidential Document T o delete a confidential document in a mailbox, follow the steps below . 1 Press the Fax key . 2 Select “ More Menus ”. 3 Select “ Mail Box ”. 4 Select “ Delete File ”. 5 Enter the mailbox password (4-digit), and then select “ OK ”. Documents in th e mailbox are [...]

71 Chapter 3 Convenient Fax Features Memo[...]

72 Chapter 3 Convenient Fax Features Sub-Addr ess Communication The Sub-addressing function allo ws further routing, forwarding, or relayin g of document(s) to the desired destinations when used in combination with Internet Fax. What is Sub-Addressing? Sub-addressing is a T .30 communications protocol recommended by ITU-T . • A centre machine sup[...]

73 Chapter 3 Convenient Fax Features Continued on the next page... Sub-Addressed Transmission Using Address Book T o transmit a document by sub-addressing, follow the step s below . z This feature cannot be used when dialling from the external telephone. Refer to T alking to the Remote Party Before T ransmission (see page 29). 1 Place original(s). [...]

74 Chapter 3 Convenient Fax Features 8 Select a destination. z Refer to Enteri ng a Destination (see page 16). z Select an address, e xcept the address registered for Relayed transmission. 9 Press the Star t key . Sub-addressed transmission st arts.[...]

75 Chapter 3 Convenient Fax Features Sub-Addressed Transmission Using Manual Dialling T o enter a sub-address directly from the Keyp ad, follow the step s below . z This function is not available when the Function Parameter “ 136 Restrict Dire ct Dial ” (Fax/Email Settings > Fax Parameters) is set to “ Va l i d ”. z This feature does not[...]

76 Chapter 3 Convenient Fax Features P ass wor d Communication What is Password Communication? Password communications, including Pa ssword trans mission and Password re ception prevent s your machine from sending a fax to a wron g station or re ceiving a fax from an unauthorized station. Y ou can set Password transmission and Password reception in[...]

77 Chapter 3 Convenient Fax Features Password Transmission T o utilize the Password-protected T ransmi ssion feature, follow the steps below . z Y ou must set the password (4-digit) in the Function Par ameter “ 43 Password-T ransmit ” (Fax/Email Settings > Fax Parameters) in advance. 1 Place original(s). z Refer to Placing Originals (Facsimi[...]

78 Chapter 3 Convenient Fax Features Setting Password-Protected Transmission T o always utilize Password-protected transmissions, follo w the steps below . z Y ou must program a password (4 -digit) in advance. 1 Press the Function key to open the Function Parameters screen. 2 Select “ Fax/Email Settings ”. 3 Select “ 04 Key Operator Mode ”.[...]

79 Chapter 3 Convenient Fax Features 9 Select “ On ” or “ Off ”, and select “ OK ”. z Y ou can change the setting temporarily in “ Password XMT ” of “ More Menus ” for each transmission (see p age 77). z Press the Reset key to return the machine to the initial screen of the current active mode.[...]

80 Chapter 3 Convenient Fax Features Printing Communica tion J our nal The communication jour nal can be printed at the end of each tran smission communication. • If “ Comm. Journal ” is set to “ On ” in “ More Menus ”, a communication journal is printed at the end of each transmission communication. • For instructions on how to rea[...]

81 Chapter 3 Convenient Fax Features 1 Place original(s). z Refer to Placing Originals (Facsimile/ Internet Fax) in the Operating Instr uctions (For Basic Operations) of provided booklet. 2 Press the Fax key . 3 Select “ More Menus ”. 4 Select “ Select Mode ”. 5 Select “ Comm. Journal ”. 6 Select “ On ”, “ Off ”, or “ Inc Only[...]

82 Chapter 3 Convenient Fax Features T r ansmitting a Document with a Co v er Sheet Documents can be tra nsmitted with a cover sheet st ating the date and time of the transmission, destination st ation name, and total number of page s. z The cover sheet is excluded from the tot al page count in the transaction journal. z The cover sheet can be prin[...]

83 Chapter 3 Convenient Fax Features 1 Place original(s). z Refer to Placing Originals (Facsimile/ Internet Fax) in the Operating Instr uctions (For Basic Operations) of provided booklet. 2 Press the Fax key . 3 Select “ More Menus ”. 4 Select “ Select Mode ”. 5 Select “ Cover Sheet ”. 6 Select “ On ”, and then select “ OK ”. 7 [...]

84 Chapter 4 Fax Reception Chapter 4 Fax Reception R eceiving Documents There are two ways to receive fax calls on this machine. Automatic Reception The machine receives document s automatically . The machine answers all incoming calls (including voice calls). Manual Reception When your telephone rings, lif t the handset of the external telephone. [...]

85 Chapter 4 Fax Reception Manual Reception When your machine is se t to this mode, it will not receive documents a utomatically . Af ter you answered the call, you can receive a fax. • Set the Function Parameter “ 17 Receive Mode ” (Fax/Email Settings > Fax Parameters) to “ Manual ”. 1 When your telephone rings, lift the external tele[...]

86 Chapter 4 Fax Reception Print R eduction and Duple x R ecor ding Print Reduction This machine can use Letter , Legal, A4, B4 or A3 size plain paper for recording. So metimes, oversized documents se nt to you by the other parties cannot be printed within a single p age. If this happens, the document will be divided into sep arate p ages. This mac[...]

87 Chapter 4 Fax Reception  When Print Reduction is Set to “Fixed” With the Function Parameter “ 24 Print Re duction ” (Fax/Email Settings > Fax Parameters) set to “ Fixed ”, the machine prints all in coming doc uments reduced at the reduction ratio pre-programmed in the Function Parameter “ 25 Reduct ion Ratio ” (Fax/Email Se[...]

88 Chapter 4 Fax Reception Substitute Memor y R eception When your machine cannot print an in coming document for some reasons, such as when it runs out of paper/toner , or paper has jammed, the received doc ument is saved in memory automatically . This feature is called “Substitute Memory Reception”. When a received document is saved in memory[...]

89 Chapter 4 Fax Reception Memo[...]

90 Chapter 4 Fax Reception Con v enient R eception F eatures This machine support s certa in convenient-to-use reception features. Program t hese features as required. Selective Reception Y our machine has the Selective Reception func tio n which can prevent receiving unnecessary documents (junk fax a nd direct mail, etc.). Before receiving the doc[...]

91 Chapter 4 Fax Reception Fax Forwarding This feature allows all incoming faxes to be forwarde d to the station reg istered in the Address Book. It is convenient when you want to receive fax calls at a location away from your of fice (such as your home) at night or during holidays. z The standard setting of the Function Parameter “ 54 Fax Forwar[...]

92 Chapter 4 Fax Reception Password-Reception Password reception will preven t receiving fax from unauthorized st ations. T o use the Password Reception function, you must set a 4-digit receiving p assword in advance. The password must be shared with the other compatible Panasonic machine(s). If the p assword in your machine does not match the rece[...]

93 Chapter 4 Fax Reception Junk Fax Filter This machine can filter incoming faxes to pre vent receiving unnecessary do cuments (junk fax, e tc.). Before receiving the document, the sender’s numeric ID (fax number) will be compared to the numbers registered as junk fax numbers in the receiving st ation. If the fax number is found in the registry ,[...]

94 Chapter 4 Fax Reception R eceiv e to Memor y What is Memory Reception? Memory reception allows all incoming docu ments to be stored in memory , instead of printing them onto the output tray . z If the Memory Reception featur e has been set in Function Parameter s, the message “Receive to Memory” appears on the T ouch Panel Display . z Docume[...]

95 Chapter 4 Fax Reception Programming Memory Reception T o enable memory reception, follow the step s below . 1 Press the Fax key . 2 Select “ More Menus ”. 3 Select “ Select Mode ”. 4 Select “ Receive to Memory ”. 5 Select “ On ”, and then “ OK ”. Memory receptio n is programmed. Select to enable memory reception. Select to ca[...]

96 Chapter 4 Fax Reception Printing a Document Received in Memory When a document is received in memory , a message is displayed. T o print a document received in memory , follow the step s below . 1 Press the Fax key . 2 Select “ More Menus ”. 3 Select “ Select Mode ”. 4 Select “ Receive to Memory ”. 5 Select “ Print ”, and then ?[...]

97 Chapter 4 Fax Reception 6 If a password is pre-programmed, enter the password (4 -digit), and then select “ OK ”. z This screen appears when th e password is set in the Function Parameter “ 37 Rece ive to Memory ” (Fax/Email Settings > Fax Parameters). z If you make a mistake, select “ Clear ” to delete entries one dig it at a tim[...]

98 Chapter 5 Internet Fax Chapter 5 Internet Fax W ha t is Inter net F ax? What is Internet Fax? It is a feature whereby scanned docume nts are transmi tted to In ternet Fax or to computers as Email. Internet Fax communicates via an Intrane t or the Internet without using the tele phone line. This machine can be co nnected to 10Base-T/100Bas e-TX E[...]

99 Chapter 5 Internet Fax  Routing Y ou can forward fax document s or Email to an Internet Fax or to networked computers. z Refer to Inbound Routing (see page 10 1).  T ransmitting to a Fax via a Re lay St ation (Rel ay T ransmission) Email can be transmitted as normal fax documen ts vi a a relay st ation. Email can also be broadcasted. z Ref[...]

100 Chapter 5 Internet Fax W ha t Inter net F ax Can Do This section introduces the f unctions of the Internet Fax feature. The Internet Fax feature not only sen ds and receives Email but also forwards fax document s via a telephone line and broadcast s them via a relay st ation. Sending Email A scanned document can be transmitted to a n Internet F[...]

101 Chapter 5 Internet Fax Receiving Email When this machine receives Email fro m an Internet Fax or a computer , it start s printing the Email automatically . If the Email has an attached file in a forma t that is not supported by the machine, an error message is printed to alert you that the ma chine cannot print the Email. z For instructions on [...]

102 Chapter 5 Internet Fax Relay Transmission The Internet Relayed T ransmission feature can save your time and transmiss ion cost s if you need to send the same documents to multiple G3 fax machines. This is especia lly true if the transmissions are long distance. Y ou can send documents to any G3 fax machine by us ing the Internet via a LAN fro m[...]

103 Chapter 5 Internet Fax Message Delivery Notice (MDN) If the sender (Internet Fax) desires a processing con firmation, it must request a Message Delivery Notice when sending the message to a d evi ce supporting the notificatio n function. Several Email application s such as Eudora ® and Outlook ® Express support and are able to respond to the [...]

104 Chapter 5 Internet Fax Direct Internet Fax Transmission (Using Direct SMTP) Email is normally distributed by an SMTP mail server using Simple Mail T ransfer Protocol (SMTP). In common cases, only Internet Ema il and We b service are permitted into the co rporate intranet, and corporate network administrators are extremely unwilling to open the [...]

105 Chapter 5 Internet Fax Memo[...]

106 Chapter 5 Internet Fax Tips f or Inter net F ax Y our machine uses the same communicatio n protocol s as Email: the Simple Mail T ransfer Protocol (SMTP). The dif ferences from a stand ard G3 fax communic ation using the Public Switched T elephone Network (PSTN) are as follows.  Differences between Internet Fax a nd Fax St ations on the T el[...]

107 Chapter 5 Internet Fax  Dual Port Communication Y our machine has dual port cap ability allowing simult aneous G3 fax communication ove r a telephone line (PSTN) and LAN Communication.  T ransmission Resolution In view of PC transmission, the st andard setting of the resolution is set to “ Fine ”. If required, this setting can be chan[...]

108 Chapter 5 Internet Fax Pr eparing to Use Inter net F ax T o use the Internet Fax feature, your machine need s to be set up properly on your network. Please contact your network administrator for actual network setup. Copy the Import ant Information form found at the end of the Operat ing Instructions (For Setting Up), and ask your network admin[...]

109 Chapter 5 Internet Fax  Sending Email (This machine Other Internet Fax machine or PC) This machine Oth er Intern et Fax machine o r PC LAN or SMTP Server POP Server PC Internet Fax Internet Fax[...]

110 Chapter 5 Internet Fax Sending an Email Pr ocedur e The basic operation to send an Email is a s follows. z Email addresses an d Fax stations can be mixed while entering the destination s. Email would be transmitted to an Ema il address destination, wh ile normal fax document s would be tr ansmitted to a fax destina tion. 1 Place original(s). z [...]

111 Chapter 5 Internet Fax 3 Select “ Email ”. 4 Enter an Email addr ess by selecting “ Keyboard ”, or select a pre- programmed Email address. z Refer to Entering an Email Address (see page 1 12). z Refer to Using Cc, Bcc and From (see page 120) . 5 Press the Star t key . The original(s) are stored into m emory with a file number . Then the[...]

112 Chapter 5 Internet Fax Entering an Email Addr ess Email addresses can be entered by a ny of the following methods: Using the Onscreen Keyboard T o enter an Email address directly from the onscreen Keyboard, f ollow the step s below . z This function is not available when the Func tion Parameter “ 136 Restrict Direct Dial ” (Fax/Email Settin[...]

113 Chapter 5 Internet Fax 4 Enter an Email a ddress, and then select “ OK ”. z Each Email address can be up to 60 characters lon g. z For instructions on using the onscreen Keyboard, refe r to Before S t arting in the Operating I nstructions ( For Function Parameters) of provided CD-ROM. z T o set multiple Em ail addresses, repeat steps 3 and [...]

114 Chapter 5 Internet Fax Using the Address Book  Use a Key Name If an Email address is pre-programmed in the Address Book, it can be selected by using a Key Name. z T o use the Address Book, it is ne cessary to have Email addresse s added to the Address Book in Function Parameters. Refer to Adding an Email Address to Addr ess Book (see p age 1[...]

115 Chapter 5 Internet Fax  Use Group Dialling For transmission to multiple destinations with group dialling, follow the step s below . z T o use a Group button, gr oup dialling needs to be programmed in F unction Parameters. Refer to Setting for Group Dialling (see page 183). 1 Follow the step 1 and 2 on page 1 10. 2 Select “ Program/Group ?[...]

116 Chapter 5 Internet Fax Searching for Destinations  Search through the Address Book (Local Search) The Email address of a remote st ation programmed in the Ad dress Book can be searched by it s entry name. 1 Follow the step 1 and 2 on page 1 10. 2 Select “ Search ”. 3 Enter the character string you want to search for . z For instructions [...]

117 Chapter 5 Internet Fax Continued o n the next page.. .  Search through the LDAP Server (LDAP Search) LDAP search is a feature that sea rches through the Address Book on an LDAP server on a network for fax numbers or Email addresses. T o find out whether the LDAP Search feature works in your part icular environment, cont act your network admi[...]

118 Chapter 5 Internet Fax 6 Select a destinatio n, and then select “ OK ”. z Only one Email address can be selected at a time. z Y ou can switch between the Email Addresses and Fax Number list by se lecting “ Email ” or “ Fax Number ” on the screen. z Select or to scro ll through the se arch results. z Select “ Detail ” to open th [...]

119 Chapter 5 Internet Fax Memo[...]

120 Chapter 5 Internet Fax Using Cc, Bcc and F r om When creating an Email, you have the option of setting Cc and Bcc as its destinations, and entering a subject. If the use of From has been enabled in Function Parameters, t he machine can transmit an Email with Email addresses entered in From other than it s own Email address. z Cc ...............[...]

121 Chapter 5 Internet Fax Setting Cc and Bcc T o set Cc and Bcc as Email destinations, follow the step s below . 1 On the Email scr een, select “ Cc ” or “ Bcc ”. (See pages 1 1 1 and 120) 2 Select an Email address, and then select “ Close ”. z For instructions on how to set an Email address, refe r to Entering an Email Address (see p [...]

122 Chapter 5 Internet Fax Setting From Field The From field preset in the machine can be chang ed by selecting “ From ” on the Email screen. T o set the From field, follow the step s below . z If “ 145 Sender Selection ” is set to “ V alid ”, you can preset up to 25 sende r names. Y ou can select from the sender list when send ing an E[...]

123 Chapter 5 Internet Fax Setting Subject Every time you send an Email, you can enter its subject manually . T o enter a subject, follow the steps below . z The defa ult subject is preset if the F unction Parameter “ 2 1 Default Subject ” (Fax/Email Settings > User Parame ters) has been set. For programming instr uctions, refer to Fax/Email[...]

124 Chapter 5 Internet Fax Setting a File T ype and a File Name Documents can be scan ned into the PDF or TIFF format, and re named as well. z Internet Fa x does not support th e PDF format. If a docu ment is transmitted to an Internet Fax in the PDF format, the Internet Fax at the rece iving station cannot print th e images, resulting in an error [...]

125 Chapter 5 Internet Fax 7 Enter a filename, and then select “ OK ”. z The filename can b e up to 20 chara cters long. z For instructions on using the onscreen Keyboard, refe r to Before S t arting in the Operating I nstructions ( For Function Parameters) of provided CD-ROM. z If you make a mistake, select “ Ba ck Sp ace ” to delete one c[...]

126 Chapter 5 Internet Fax Emailing an A3-Sized Document Receiving station s may not receive large documents depending on the recording cap ability (p aper size). If you want to transmit a d ocument larger than A4, such as an A3 size, by using the Internet Fax feature, check the p aper size capability of the re ceiving statio n before transmission.[...]

127 Chapter 5 Internet Fax 5 Select “ A3 Email XMT ”. 6 Select “ On ”, and then select “ OK ”. 7 Select “ Address Book ”, and then set an Email address. z Refer to Entering an Email Address (see page 1 12). 8 Press the Star t key . The original(s) are stored into m emory with a file number . Then the Email transmission start s. The [...]

128 Chapter 5 Internet Fax Setting Messa ge Deliv er y Notice (MDN) T o enable Message Delivery Notice feature , follow the procedures below . z The standard settin g of the Function Parameter “ 173 De livery Notice ” (Fax/Email Settin gs > Fax Para meters) can be changed. For instructions on how to change the standard setting, r efer to Fax[...]

129 Chapter 5 Internet Fax 7 Select “ Address Book ”, and then set an Email address. z Refer to Entering an Email Address (see page 1 12). 8 Press the Star t key . The original(s) are stored into memor y with a file number . Then the Email transmission start s. When the Email is opened at th e receiving station, a delivery notice will be emaile[...]

130 Chapter 5 Internet Fax W hen Email T r ansmission F ails If the Email fails to reach its destination, an error mail is returned from the mail se rver , and is printed on the machine. The error mail includes an error message, and the image of the first p age of the transmitted document to alert the sen der the conditions of the fa ilure. Failure[...]

131 Chapter 5 Internet Fax Using a Completion Notice The Completion Notice feature notifies your computer when Email or Fax transmission is completed. z Before using this function, install the Panaso ni c Document Management System and PCL Printer Drive r , and then set up each sof tware. z Refer to Completion Notic e Function in the Operating Inst[...]

132 Chapter 5 Internet Fax R eceiving an Email If the machine connects to a network as a POP client, it can receive Email eithe r automatically or manually . The Email reception method from a PO P server varies depending on the POP sett ings programmed in Function Parameters. Configuring to Receive Email Program the following p arameters in Functio[...]

133 Chapter 5 Internet Fax Receiving Email Manually With the Function Parameter “ 147 Auto POP Receive ” (Fax/Email Settings > Fax Parameters) set to “ Invalid ”, Email is received manually . z With POP acqu isition interval s et between 1 and 60 min utes, queries ar e transmitted to the POP ser ver periodically to check for new Emails, [...]

134 Chapter 5 Internet Fax Receiving Email with the Program Key This function allows others to share your machine to retrieve their Emails from the POP server by pre- programming their POP user names and POP p assword s into the Program keys. They will be able to retrieve Emails by simply pres sing the corresponding Program key . z If security is o[...]

135 Chapter 5 Internet Fax Memo[...]

136 Chapter 5 Internet Fax R eceiving an Email on a Computer This section explains how to receive Emails tran smitted from the machine to a compute r , and also explains the Emails forwarded from the machine to a comp uter . Receiving Email on Your Computer A sample screen shot of a mailer that has rece ived Email from an Internet Fax is shown belo[...]

137 Chapter 5 Internet Fax Opening Email When you open an Email received from Internet Fax, the scre en as shown below is displayed. z For your reference, the above example is f rom Windows Messaging running under Microsof t Windows. z T o run the viewer , please refer to your application’ s us er manual. The attach ed file is composed of TIFF-F [...]

138 Chapter 5 Internet Fax Inbound R outing What is Inbound Routing? Using the Inbound Routing feature, your machine can route document s received from a G3 f ax machine to Email address(s) or Inte rnet Fax machine(s) connected to a LAN as an Email, a s well as to other G3 fax machine(s) over the tele phone line. z For more details on the typ es of[...]

139 Chapter 5 Internet Fax Routing Setup Flow Before the Inbound Routing feature can be used , the Function Parameters and Address Book programming is required. Configure your machine for Internet Fax (see page 108) Set required p arameters to “V alid” in Function Parameters T o use sub-addressing ...................... ..... Set the Function P[...]

140 Chapter 5 Internet Fax Settings for Inbound Routing T o use the Inbound Routing feature, program the followin g parameters t o meet the type of routing in Function Parameters (Fax/Email Settings > Fax Parameters): z For more operational details, refer to Fax/Email Settings in the Operating Instructions (For Function Parameters) of provided C[...]

141 Chapter 5 Internet Fax Continued on the next pa ge... Programming the Address Book for Inbound Routing T o use the Inbound Routing feature, program the transferring destinatio n in the Address Book. z For instructions on how to register th e Address Book, refer to Address Book (see page 172). 1 Press the Function key . 2 Select “ Fax/Email Se[...]

142 Chapter 5 Internet Fax 7 Enter a Key Name, and then select “ OK ”. z Key Names are used to select the destinations on the T ouch Panel Display . z For instructions on using the onscreen Keyboard, refer to Before S t arting in the Operating Instructions (For Function Parameters ) of provided CD-ROM . 8 Select “ IFax ”, and then select ?[...]

143 Chapter 5 Internet Fax 11 T o enable routing by a numeric ID, enter a numeric ID , and then select “ OK ”. z This screen appears when th e Function Parameter “ 153 TSI Routing ” (Fax/Email Settings > Fax Parame ters) has been set to “ V alid ”. z Press the Reset key to return the machine to the initial screen of the current activ[...]

144 Chapter 5 Internet Fax Using the R elay F ea ture What is the Relay Feature? From your PC or machine, you can send document s to the End Receivin g S tation(s) via an Internet Relay S tation. After the rela y station completes it s transmission to the End Receiving S tation, yo ur PC or machine receives a COMM. Journal from the relay st ation. [...]

145 Chapter 5 Internet Fax Internet Relay S t ation Sends Email received from the initial sendin g station to an end receiving station (a fax st ation connected to the telephone line: Ex : S tockholm/Berlin/Rome) as a fax document. If multiple end receiving st ations are specified, the Email is broadcasted to th em. Each time a relay station comple[...]

146 Chapter 5 Internet Fax Setting up a Relayed Transmission Network This section explains how to set u p a relayed broadcasting network.  What is the Hardware Configuration? A relay network needs the fo llowing kinds of equ ipment: • Internet Fax or computer (Initial Sen ding S tation) • Internet Fax supporting the Relayed T ransmission fea[...]

147 Chapter 5 Internet Fax Example of a Relayed Transmission Network An example of a Relayed transmission network u sing relay st ations at two locations is shown below . • This network has an initial sending station (New Y ork) connected to relay station s (London and Singapore). • Documents are transmitted from the relay stati ons (Londo n/Si[...]

148 Chapter 5 Internet Fax Sample Entries in Address Book  T able 1: Initial Send i ng St ation (New Y ork) z T elephone number : 212 1 1 1 1234 z Email address (SMTP) : ifax@newyork.p anasonic.com z Host name : newyork z Relay XMT passwor d : usa- rly  T able 2: Relay St ation (London) z T elephone number : 71 1 1 1 1234 z Email address (SMT[...]

149 Chapter 5 Internet Fax  T able 3: Relay St ation (Singapore) z T elephone numbe r : 65 1 1 1 1234 z Email address (SMTP) : ifax@singapore.p anasonic.co.sg z Host name : singa pore z Relay XMT password : sg-rly St ation Name Email Address/T elephone Number Relay St ation Address London ifax@london.panasonic.co.uk S tockholm 46 8 1 1 1 1234 ?[...]

150 Chapter 5 Internet Fax Function Parameters for Relay Stations Program the following p arameters to use this ma chine as a relay station in Functio n Parameters: Item Required Function Parameters Explanation 1 Fax P aramete rs “ 142 Relay XMT ” Selecting whether the machine will accept and perform G3 Relayed transmission. • Invalid Machine[...]

151 Chapter 5 Internet Fax z For more Function Par ameters d etails, refer to Fax/Email Setti ngs in the Operating Instructions (For Fun ction Parameters) of provided CD- ROM. Settings for Initial Sending Station T o use the machine as an initial sending st ation, program the following p arameters in Function Parameters: 5 User Parameters “ 37 Ma[...]

152 Chapter 5 Internet Fax Adding End Receiving Statio ns for Relayed Transmission Y ou can add end receiving st ations to th e Address Book by the following procedu re. z If broadcasting to multip le end receiving stations is required, use group dialling (see page 183). z The Function Parameter “ 140 LAN RL Y XMT Request ” (Fax/Email Settings [...]

153 Chapter 5 Internet Fax 6 Enter a station name, and then select “ OK ”. z Enter a st ation name up to 15 characters. z For instructions on using the onscreen Keyboard, refe r to Before S t arting in the Operating I nstructions ( For Function Parameters) of provided CD-ROM. 7 Enter a Key Name, and then select “ OK ”. z Key Names are disp [...]

154 Chapter 5 Internet Fax R elayed T r ansmission fr om Inter net F ax Documents can be tra nsmitted to fax stations on the telephone line via Internet Fax relay st ations. z This function is ava ilable when the F unction Parameter “ 14 0 LAN RL Y XMT Request ” (Fax/Email Settings > Fax Parameters) is set to “ Va l i d ”. 1 Place origin[...]

155 Chapter 5 Internet Fax 7 Select an end receiving station to which the relay station relays. z For instructions on how to enter destinations, refer to Entering a De stination ( see p age 16) . z Multiple stations ca n be programmed as end receiving stations. 8 Press the Star t key . Email is sent to the relay station with the fax number of the e[...]

156 Chapter 5 Internet Fax R elayed T r ansmission fr om PC Using your Email application, you can send any docum ent(s) from your PC as a TIFF-F attachme nt to one or multiple G3 fax machines automatically th rough the Internet Relay S tation. The Internet Relay S tation (your machine) must be properly setup with all the require d parameters. Inter[...]

157 Chapter 5 Internet Fax Requesting a Relayed Transm ission from a Computer Requesting a Relayed transmission , fill the field in your mailer that corresponds to the destination (T o) in the following manner: Sample entry: sg-rly#81331 1 1234@singa pore.p anasonic.co.sg z When Relayed transmissi on completes, a communication journa l is em ailed [...]

158 Chapter 5 Internet Fax Convenient Application Software  TIFF Converter The TIFF converter is an application that conve rts files created in another application to the Internet Fax-ready TIFF format. Files created by MS-W ord or Excel ® (*.doc and *.xls) cannot be transmitted by Intern et Fax as Email attachment s in their original form. T o[...]

159 Chapter 5 Internet Fax Memo[...]

160 Chapter 5 Internet Fax R esult of R elay ed T r ansmission When the Relayed T ransmission feature is used, tw o report s as described below are transmitted from the relay stat ion to the initial sending station, and administra tor ’s computer confirming the result s of a Relayed transmission.  Relayed T ransmission Repor t (communication j[...]

161 Chapter 5 Internet Fax  Fax Relay Log Email Each time a relay st ation completes a transmission, it emails a Fax Relay log to the administrator computer that is pre-programmed in “ 37 Man ager ’ s Email Addr ”. (9) Number of pages transmitted or re ceived The 3-digit number is the number of pages successfully transmitted or received. W[...]

162 Chapter 5 Internet Fax Useful T er ms to R emember DHCP (Dynamic Host Configuration Protocol) DHCP is a protocol for dynamically assigning IP Addresses to Internet Fax and client PCs. With DHCP , an Internet Fax can automatically acquire a unique IP Address each time it connects to a network making IP Address management an easier task for ne tw[...]

163 Chapter 5 Internet Fax Memo[...]

164 Chapter 6 Handling Communication Reservation Files Chapter 6 Handling Commun ication Reservation File s Editing a Communica tion R eser vation File Y our machine has a document image memo ry which enables you to reserve Memory transmission, Memory Deferred transmission, Memory Polling and so o n. After reserving the co mmunications in memory , [...]

165 Chapter 6 Handling Communication Reservation Files Reading the Reservation Report Items covered in the reservation re port are as follows. No. Item Explanation (1) File Number If the file is now being execut ed, an “*” i s indicated on the left of the file number . (2) Communication T y pe Communication type (f or example, Polled tran smiss[...]

166 Chapter 6 Handling Communication Reservation Files Editing Communication Reservations T o change the start time and/or st ations in a communication file, fo llow the st eps below . z Communication reservations fo r the documents being tr ansmitted cannot be modified. 1 Press the Fax key . 2 Select “ More Menus ”. 3 Select “ Edit File Mode[...]

167 Chapter 6 Handling Communication Reservation Files 8 Edit the destination. z T o delete a destination(s), select “ Delete ”, and then g o to step 10. z T o add destination(s), se lect “ Add ”, and then go to step 9. 9 Select the destination, and then select “ OK ”. 10 When the change completes, select “ OK ”. z Press the Reset k[...]

168 Chapter 6 Handling Communication Reservation Files Deleting a Communication Reservation File T o delete a file in memory , follow the steps below . z Y our machine cannot delete the file while it is being sent. 1 Press the Fax key . 2 Select “ More Menus ”. 3 Select “ Edit File Mode ”. 4 Select “ Delete File ”. 5 Select or to displa[...]

169 Chapter 6 Handling Communication Reservation Files Printing a Communication Reservation File Communication reservation files store d in memory can be printed. z Y our machine cannot print the document while it is being sent. 1 Press the Fax key . 2 Select “ More Menus ”. 3 Select “ Edit File Mode ”. 4 Select “ Print File ”. 5 Select[...]

170 Chapter 6 Handling Communication Reservation Files Adding Documents to a Communication Reservation File Documents can be a dded to a communication reservation file stored in memory . z Y our machine cannot add the document into the file while it is being sent, waiting to redial, or trying to send the incomplete file. 1 Place the additional docu[...]

171 Chapter 6 Handling Communication Reservation Files Resending an Incomplete Document With the Function Parameter “ 31 Incomplete File Save ” (Fax/Email Settings > Fax Parameters) set to “ V alid ”, documents that could n ot be transmitted due to a communication error (such as the remote station busy or n ot responding) can be stored i[...]

172 Chapter 7 Program Destinations/Program Keys Chapter 7 Program Desti nations/Progr am Keys Addr ess Book What is Address Book? With the fax numbers or Email add resses of remo te st ations programmed in the Address Bo ok, the stations can be sele cted with a single operation on th eir button appearing on the T ouch Panel Display . z For instruct[...]

173 Chapter 7 Program Destinations/Program Keys Continued o n the next page.. . Adding a Fax Number into the Address Book T o add a fax number to the Address Book, follow the step s below . z For instructions on how to edit the st ation in the Address Book, refer to Editing Address Book (see pag e 177). z For instructio ns on how t o delete the sta[...]

174 Chapter 7 Program Destinations/Program Keys 7 Enter Key Name, and then select “ OK ”. z Key Names are used to select destinations on the T ouch Panel Display . (Up to 15 characters) z For instructions on using the onscreen Keyboard, refer to Before S t arting in the Operating Instructions (For Function Parameters ) of provided CD-ROM . 8 Se[...]

175 Chapter 7 Program Destinations/Program Keys Continued o n the next page.. . Adding an Email Address to Address Book T o add an Email address to the Address Book, follow the steps b elow . z For instructions on how to edit the st ation in the Address Book, refer to Editing Address Book (see pag e 177). z For instructio ns on how t o delete the s[...]

176 Chapter 7 Program Destinations/Program Keys 7 Enter a Key Name, and then select “ OK ”. z Key Names are used to select destinations on the T ouch Panel Display . z For instructions on using the onscreen Keyboard, refer to Before S t arting in the Operating Instructions (For Function Parameters ) of provided CD-ROM . 8 Select “ IFax ”, a[...]

177 Chapter 7 Program Destinations/Program Keys Editing Address Book T o edit the station in the Addre ss Book, follow the step s below . 1 Press the Function key . 2 Select “ Fax/Email Settings ”. 3 Select “ 00 Address Book ”. 4 Select “ 03 Modify S t ation ”. 5 Select the station you want to edit, and then select “ OK ”. z Select [...]

178 Chapter 7 Program Destinations/Program Keys Deleting a Destination from Address Book T o delete a remote station from the Address Book, follow the steps b elow . 1 Press the Function key . 2 Select “ Fax/Email Settings ”. 3 Select “ 00 Address Book ”. 4 Select “ 04 Delete St ation ”. 5 Select the station you want to delete from the [...]

179 Chapter 7 Program Destinations/Program Keys Printing the Address Book List T o print the Address Book list, follow the step s below . z The Address Book list can also be printed by selecting “ Print Out ” in “ More Menus ” (see page 200). z For more d etails about items in th e Address Bo ok list, refer to Reading Address Book List (s e[...]

180 Chapter 7 Program Destinations/Program Keys Pr og r am K eys What is Program Key? There are three ways to use the Prog ram key:  Using for Program Dialling Y ou can set communication sequences or destinations which you of ten use.  Using for Group Dialling Multiple destinations can be selected from the Address Book, and pre-programmed on [...]

181 Chapter 7 Program Destinations/Program Keys Continued o n the next page.. . Setting for Program Dialling T o program a communication feature on a Program key , follow the step s below . z For instru ctions on how t o edit pre-pr ogrammed station , refer to Editing Address Book (see page 177 ). z For instru ctions on how t o delete pr e-programm[...]

182 Chapter 7 Program Destinations/Program Keys 7 Program each des ired feature. z Deferred Communication T ransmit (See page 56) Polling (See p age 58) z Polling (See page 60) z Advanced Communication MailBox (See page 64) Sub-Address T ransmit (See page 72) Lan Relay XM T (See page 154) 8 Press the Star t key . The program dial is pr ogrammed. z [...]

183 Chapter 7 Program Destinations/Program Keys Continued o n the next page.. . Setting for Group Dialling T o program multiple destinations on a Program key , follow the steps below . z For instru ctions on how t o edit pre-pr ogrammed station , refer to Editing Address Book (see page 177 ). z For instru ctions on how t o delete pr e-programme d s[...]

184 Chapter 7 Program Destinations/Program Keys 7 Select the destinations to be programmed, and then select “ OK ”. The group dialling is programmed. z Press the Reset key to return the machin e to the initial screen of the current active mode.[...]

185 Chapter 7 Program Destinations/Program Keys Continued o n the next page.. . Editing a Group Dialling T o edit a group dialling, follow the steps b elow . 1 Press the Function key . 2 Select “ Fax/Email Settings ”. 3 Select “ 01 Program Keys ”. 4 Select “ 03 Modify Group Dial ”. 5 Select the Group Dial button you want to edit, and th[...]

186 Chapter 7 Program Destinations/Program Keys 8 Select the desti nation to be programmed, and then select “ OK ”. z Press the Reset key to return the machin e to the initial screen of the current active mode.[...]

187 Chapter 7 Program Destinations/Program Keys Deleting the Program Key Setting T o delete a program dialling or group di alling destination, follow the step s below . 1 Press the Function key . 2 Select “ Fax/Email Settings ”. 3 Select “ 01 Program Keys ”. 4 Select “ 04 Delete Program/GRP ”. 5 Select a Program key , and then select ?[...]

188 Chapter 7 Program Destinations/Program Keys Printing the Program List T o print the program list, follow the step s below . z The progr am list can also be printed by selecting “ Print Out ” in “ More Menus ” (see page 202). z For more det ails about the item s in the program list, refer to Reading Program List (see page 203). z T o pro[...]

189 Chapter 7 Program Destinations/Program Keys Continued o n the next page.. . Programming Email Manual Reception on Program Keys When this machine is conn ected to a POP server , POP Account name and p assword other than the machine’s one can b e programmed for a Program key to receive Emails. T o enter an Email address and a password, follow t[...]

190 Chapter 7 Program Destinations/Program Keys 7 Enter a Key Name (program button name), and then select “ OK ”. 8 Enter the password, and then select “ OK ”. 9 Select “ Invalid ” or “ Va l i d ”, and then select “ OK ”. The POP Reception feature is program med. z Press the Reset key to return the machine to the initial screen [...]

191 Chapter 7 Program Destinations/Program Keys Memo[...]

192 Chapter 8 Reading Reports/Lists Chapter 8 Reading Report s/Lists T r ansaction J our nal The “ Journal ” is a record of the last 200 transactions (a transaction is recorded each time you se nd or receive a document). It is prin ted automatically af ter every 200 transactions, or you can print or view it manually by using the following proce[...]

193 Chapter 8 Reading Reports/Lists Viewing Communication Results on Touch Panel Display T o view the communication results on the T ouch Panel Display , follow the steps below . 1 Press the Fax key . 2 Select “ More Menus ”. 3 Select “ Print Out ”. 4 Select “ Journal ”. 5 Select “ XMT Only (V iew) ” or “ All (View) ”. Communica[...]

194 Chapter 8 Reading Reports/Lists Reading Transaction Journal Items in the transaction journal are listed be low . No. Item Explana tion (1) Printout date The date a t which the Transaction Journal printed (2) Printout time Printout time (3) Journal number Journal number (4) Communication result “ OK ” indicates that th e communication was su[...]

195 Chapter 8 Reading Reports/Lists (5) Pages Number of pages transmitted or received. The 3-digit number is the number of pages successfully transmitted or received. When the docu ments are stored into the memory , two 3-digit numbers will appear . The first 3-digit nu mber repres ents the number of pages successful ly transmitted. The second 3-di[...]

196 Chapter 8 Reading Reports/Lists Communica tion J our nal This is a report that is printed a t the end of each transactio n to keep a record of the communication result. • A communication journal is printed when the Fu nction Parameter “ 12 Comm. Journal (HOME) ” (Fax/Email Settings > Fax Parameters) has bee n set to “ Always ” or ?[...]

197 Chapter 8 Reading Reports/Lists Items that are covered in the communication jou rnal are listed below . No. Item Explanation (1) Indication of communication mode Indication of communication mode (2) S t art time of communication S tart time of communication (3) End time of communication End time of communi cation (4) File number 001 to 999 (Whe[...]

198 Chapter 8 Reading Reports/Lists (6) Communication result “ OK ” indicates that the comm unication was successful. “ Busy ” indicates that the communication has fa iled because of busy line. “ Stop ” indicates that the Sto p key was pressed duri ng communicatio n. “ P-OK ” indicates that memory overfl ow occurred while storing th[...]

199 Chapter 8 Reading Reports/Lists Memo[...]

200 Chapter 8 Reading Reports/Lists Addr ess Book List This section explains how to print and read the Address Book list. Printing Address Book List T o print the Address Book list, follow the steps below . z The Addr ess Book list ca n also be prin ted by progr amming “ Fax/Email Settings > Fax Parameters ” in Function Parameters. 1 Press t[...]

201 Chapter 8 Reading Reports/Lists Reading Address Book List Items in the Address Book list are liste d below . No. Item Explanation (1) The f irst letter of stati on name recorded in your machine The first letter of station name recorded in your machine (2) Key name recorded in the machine Up to 15 ch aracters (3) S t ation name recorded in the m[...]

202 Chapter 8 Reading Reports/Lists Pr og r am List This section explains how to print and read the program list. Printing Program List T o print the program list, follow the step s below . z The prog ram list can also be prin ted by prog ramming “ Fax/Email Settings > Fax Parameters ” in the Function Parameters. 1 Press the Fax key . 2 Sele[...]

203 Chapter 8 Reading Reports/Lists Reading Program List Items in the program list are listed below . No. Item Explanation (1) Key name Key name (2) Program name Up to 15 charac ters (3) T ype of communication “ Group ” indicates th at the Program key is programmed as a group key . “ POP ” indicates that the Program key is programmed as an [...]

204 Chapter 8 Reading Reports/Lists F ax P ar ameter List This section explains how to print and read the Fax Parameter list. Printing Fax Parameter List T o print the Fax Parameter list, follow the step s below . z The fax parameter list ca n also be printed by programming “ 00 Print FaxParameterList ” (F ax/Email Setting > Fax Parameters) [...]

205 Chapter 8 Reading Reports/Lists Reading Fax Parameter List Items in the Fax Parameter list are listed below . No. Items Explanation (1) Parameter number Parameter number (2) Description “(HOME)” means home position setting. (3) Selection Selection (4) Current setting “----” indicates the code or password is not set. When the code or p a[...]

206 Chapter 8 Reading Reports/Lists Individual XMT J our nal This section explains how to print and read the individual XMT journal. The individual XMT journal is useful when saving sent jobs or checking the deta iled communication information. Only the latest sent r esult is printed. Printing Individual XMT Journal T o print the individual XMT jou[...]

207 Chapter 8 Reading Reports/Lists Reading Individual XMT Journal Items in the individual XMT journ al are listed below . No. Item Expl anation (1) Date/T ime The d ate and time when the in dividual XMT journal i s printed (2) Journal No. J ournal number (3) Communication result “ OK ” indicates that the communicati on was successful. “ Busy[...]

208 Chapter 8 Reading Reports/Lists (5) Duration Duration of the communication (6) File No. File number (7) Mode Communication mode (8) Destination Email address or fax number of the remote station (9) Received ID Received ID of the fax (10) Resolution Resolution that the fax was transmitted No. Item Explanation[...]

209 Chapter 8 Reading Reports/Lists Memo[...]

210 Chapter 9 Solving Problems Chapter 9 Solving Pr oblems Tips f or Solving Pr oblems If you encounter the problems, please check following items. Problem Symptom Action Refer to While sending A document does not feed, or multiple pages are fed at the same time. • Check that the document does not have staples or clips att ached to it and that it[...]

211 Chapter 9 Solving Problems While receiving Paper out An error massage will a ppear on the display if the machin e has run out of the p aper while receiving a document. Load paper . Paper jam If paper jam occurs, an error code is displayed. Remove the jammed paper . Operating Instructions (For Basic Operations) Paper does not feed. Check if the [...]

212 Chapter 9 Solving Problems Inf or ma tion Codes In the event of communication failures, info rm ation codes appear in the transmission result or transaction journal. When an information code is displayed, t ake ne cessary action as recommend ed in the table below . For definitions of the information code not found here, refer to the User (U)/Ja[...]

213 Chapter 9 Solving Problems 407 No confirmation from the receiving station for the previous page sent. W ait a few minutes and send ag ain. 408/409 Remote si de confirmation of previous page is illegible. W ait a few minutes and send ag ain. 410 Communication cancelled by the transmitting side. Check with the other party . 41 1 Pollin g password[...]

214 Chapter 9 Solving Problems 495 T elephone line disco nnected . Check with the other party . 501/502/503/ 504 Communication error occurred using the internal V .34 modem. Check with the other party . 540/541/542/ 543/544 Communication error occurred while transmitting. Reload the document and send again. Check with the other party . 550 T elepho[...]

215 Chapter 9 Solving Problems 716 Cannot log on to the designated SMTP server . Check the SMTP se rver IP Address settin g. Contact the network administrator . Operating Instructions (For Setting Up) 717 Incomplete SMTP Protocol transmission. SMTP server ’s hard disk may be full. SMTP server is defective. Contact the network administrator . 718 [...]

216 Chapter 9 Solving Problems 800/814/816/ 825 Unit was requested to relay a document or Confidential Communication but has no capability . Check with the other party . 815 Mailbox i s full. Del ete confidential documents. Deleting a Confidential Document (See page 70) 826 The received sub-address is not pre-programmed in the Address Book. Check e[...]

217 Chapter 9 Solving Problems Memo[...]

218 Chapter 9 Solving Problems P ow er F ailur e  Power Failure The fax display remains of f for the duration of a power failure, and you cannot send or receive document s. z If a power failure occurs while scanning a document, the scan is cancelled . Rescan the document when power recovers. If a power failure occurs wh ile sending a document fr[...]

219 Chapter 9 Solving Problems Chec king the T elephone Line If you do not hear a dial tone wh en “ Monitor ” is selected af ter pressing the Fax key , or the incoming call does not ring on your ma chine (no automatic re ceive), check the te lephone line by following the procedures below . 1 Unplug the T elephone Line Cable from the telephone j[...]

220 Chapter 10 Appendix Chapter 10 Appendix R eplacing the V erifica tion Stamp T o replace the verification stamp, follow t he steps below . z DZHT000027 (for USA and Canada ) z DZHT000004 (for other coun tries) 1 Open the ADF Cover . 2 Open the Inner Cover while holding the green-labeled tab. 3 Lift up the ADF T ray . 4 Open the Exit Guide while [...]

221 Chapter 10 Appendix 7 Reinstall the S tamp Assembly .[...]

222 Chapter 10 Appendix Inde x Numerics 2-Sided Originals ......................... .............. ................. ... 36 A A3-Sized Document ............... ................. ................. .... 126 Address Book ....... ............. 10, 18, 73, 114, 141, 148, 172 Address Book List .................. ................. ................. .... 2[...]

223 Chapter 10 Appendix S Search ............. .............. ................. ................. .10, 20, 116 Selective Reception ................... ................ ................. ....90 SMTP Authentication ........ .............. ................. .............162 Sub-Address ........................... .............. ........17, 72, 73, 75 [...]

For Service, Call: The following trademarks and reg istered trademarks are used th roughout this manual: Microsoft, Windows, Win dows Server , Windows Vista, Ex cel, PowerPoint, Outlook & Windows logo are eithe r registered tradema rks or trademarks of Micros of t Corporation in the USA and other countries. Microsoft pr oduct screen shot(s) rep[...]