Panasonic KX-FT21HK manual

Quick Start Initial Preparation T elephone Fax/Copy Help General Information Personal F AX Model No. KX-FT21HK OPERA TING INSTRUCTIONS Please read these Operating Instructions before using the unit and save for future reference. To get started, please read the Quick Start section (p. 4 – 9). Kyushu Matsushita Electric Co., Ltd. 1-62, 4-chome, Min[...]

2 Thank you for purchasing a Panasonic facsimile. W elcome to the world of Panasonic facsimiles. This product combines the facsimile, telephone and copier features, to provide you with more efficient of fice or home use. By utilising these convenient features, you can maximise the ef fectiveness of this unit. For your future reference Date of purch[...]

3 Important safety instructions ! When using this unit, basic safety precautions should always be followed to reduce the risk of fire, electric shock, or personal injury . 1. Read and understand all instructions. 2. Follow all warnings and instructions marked on this unit. 3. Unplug this unit from AC outlets before cleaning. Do not use liquid or ae[...]

4 Quick Start Installing the recording paper ! 10 cm 1 Open the cover by pressing the cover open button. 3 Pull the leading edge of the paper out of the unit. 4 Close the cover securely, and tear off the excess paper. 5 Install the document stacker. 2 Install a recording paper roll. correct incorrect Document stacker ● For further details, see pa[...]

5 Quick Start Connections ! To connect a telephone, remove the stopper with a key or similar object and connect the cord to the EXT jack. Stopper Handset cord 1 A. Connect to the unit. B. Connect to the handset. Telephone line cord 2 A. Connect to “LINE” on the unit. B. Connect to a single telephone line jack. Power cord 3 A. Connect to the uni[...]

6 Quick Start V oice calls - making ! 1 Lift the handset. 3 When finished talking, replace the handset. 2 Dial the number. ● For further details, see page 24. ● If you are having trouble, see page 58. V oice calls - answering ! 1 When the unit rings, lift the handset. 2 When finished talking, replace the handset. ● For further details, see pa[...]

7 Quick Start Fax - sending ! FACE DOWN (up to 10 sheets) Check that the document stacker is in the upright position. Adjust the width of the document guides to the size of the document. 1 2 3 Dial the fax number. 4 Insert the document until the unit grabs the document and a single beep is heard. press . 5 When a fax tone is heard, START / COPY/SET[...]

8 Quick Start Fax - receiving ! 1 When the unit rings, lift the handset. 3 Replace the handset. 2 When: — document reception is required, — a fax calling tone (slow beep) is heard, or — no sound is heard, press . START / COPY/SET ● For further details, see page 42. ● Y ou can select the way to receive calls according to your needs (p. 40,[...]

9 Quick Start Copying ! Press . 4 Check that the document stacker is in the upright position. 1 FACE DOWN (up to 10 sheets) Check that the document stacker is in the upright position. Adjust the width of the document guides to the size of the document. 1 2 3 Insert the document until the unit grabs the document and a single beep is heard. ● Make [...]

10 T able of Contents Initial Preparation Accessories Included accessories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Accessory order information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Help Button Help function . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .[...]

11 Fax/Copy Receiving Faxes F AX ONL Y mode (all calls are received as faxes) . . . . . . . . . . . . . . 43 (continued) Extension telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 Fax activation code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 Receiving with a duplex ring service [...]

12 Accessories Included accessories ! Accessory order information ! Power cord .....................1pc. T elephone line cord .......1pc. Handset ..........................1pc. Handset cord ..................1pc. Recording paper .............1pc. Document stacker ...........1pc. ● If any items are missing or damaged, check with the place of purch[...]

13 Help Button Initial Preparation Help function ! Y ou can print a quick reference for assistance as follows. 1 Select which operation you want to print by pressing repeatedly . ● Pressing one time: How to use your unit two times: How to program names and telephone numbers three times: How to program your unit 2 Press . PRINTING START / COPY/SET[...]

14 Finding the Controls Location ! D E F A B C W X Y Z T U V P Q R S M N O J K L G H I TO N E R E D I A L / PA U S E F F L L A A S S H H M ON I TOR F A X TE L RESOLU T ION RECEIVE MODE Dial keypad ● To select a resolution (p. 31). ● Hookswitch (p. 26) ● To change the receive mode (p. 40). ● To dial without lifting the handset. ● To redial[...]

15 Finding the Controls Initial Preparation VO VO L L U U M M E E H H E E L L P P S S E E A A R R C C H H S S T T A A R R T T / / C C O O P P Y/ Y/ S S E E T T S S T T O O P P M M E E N N U U 1 1 4 4 3 3 6 6 2 2 5 5 LOWER LOWER D D I I R R ECT ECT O O R R Y Y ● For the One-Touch Dial (p. 27, 28, 32). ● Command keys (p. 21). ● To initiate or e[...]

16 Finding the Controls Overview ! Cover open button Document exit Document guide(s) Document entrance Document stacker ● To match the width of the document. ● To open the cover.[...]

17 Setup Initial Preparation Recording paper ! Document stacker ! 1 Open the cover by pressing the cover open button and install the recording paper roll. ● If the paper is secured with glue or tape, cut approximately 15 cm (6 inches) from the beginning. 2 Pull the leading edge of the paper approximately 10 cm (4 inches) out of the unit. ● Make[...]

Power cord To the single telephone line Connect to “LINE”. To the power outlet (220 – 240 V) Telephone line cord Handset cord 18 Setup Connections ! 1 Connect the handset cord. 2 Connect the telephone line cord. 3 Connect the power cord. Note: ● When you operate this product, the power outlet should be near the product and easily accessible[...]

19 Setup Initial Preparation Date and time, your logo and facsimile telephone number ! Y ou should program the date and time, your logo and facsimile telephone number . This information will be printed on each page transmitted from your unit. Setting the date and time Fax Correspondence Your logo Your facsimile telephone number Date and time FROM :[...]

20 Setup Setting your logo The logo can be your company , division or name. 1 Press . Display: 2 Press , then . 3 Press . 4 Enter your logo, up to 30 characters, using the dial keypad. See next page for details. Example: Bill 1. Press twice. Cursor 2. Press six times. 3. Press six times. 4. Press to move the cursor to the next space and press six t[...]

21 Setup Initial Preparation 1 1 2 3 4 5 6 7 8 9 0 STOP 2 Keys Characters HYPHEN key (T o insert a hyphen.) INSERT key (T o insert one character or one space.) Delete key (T o delete a character .) key (T o move the cursor to the left.) key (T o move the cursor to the right.) T o enter another character using the same number key , move the cursor t[...]

22 Setup Setting your facsimile telephone number 1 Press . Display: 2 Press , then . 3 Press . 4 Enter your facsimile telephone number up to 20 digits using the dial keypad. Example: 5 Press . 6 Press . MENU SETUP ITEM [ ] START / COPY/SET NO.=1234567 NO.= START / COPY/SET YOUR FAX NO. 0 3 SYSTEM SET UP MENU ■ T o correct a mistake ● Press or t[...]

23 V olumes Initial Preparation Adjusting volumes ! Ringer volume 4 levels (high/middle/low/off) are available. While the unit is idle , press or . ■ T o turn the ringer off: 1. Press repeatedly until the following message is displayed. Display: 2. Press . ● T o turn the ringer back on, press . ■ While the ringer volume is set to off: The dis[...]

24 Making and Answering Calls 1 Press or lift the handset. Display: 2 Dial the telephone number . Example: ● If you misdial, hang up and dial again. 3 When the other party answers, speak with the handset. 4 When finished talking, replace the handset. TEL=2345678 TEL= MONITOR Handset MONITOR REDIAL / PAUSE ■ T o redial the last number 1. Press o[...]

25 Making and Answering Calls T elephone 1 When the unit rings, lift the handset. 2 When finished talking, replace the handset. Handset MONITOR V oice calls - answering ! Note: ● T o mute your voice to the other party , press during a telephone conversation. T o resume the conversation, press . MONITOR MONITOR[...]

26 Making and Answering Calls T ONE, FLASH and P AUSE buttons ! T ONE button The ( ) button is used for rotary pulse dial services and allows you to temporarily change from the pulse to tone mode during a dialling operation. When you hang up, the unit will automatically return to the pulse mode. TONE FLASH button The button functions as the hookswi[...]

27 Automatic Dialling T elephone Storing names and telephone numbers for automatic dialling ! The unit’s memory allows you to use both the One-T ouch Dial and the Speed Dial for rapid access to your most frequently dialled numbers. One-T ouch Dial: The unit is equipped with 3 One-T ouch Dial keys, each of which is divided into an upper station an[...]

28 Automatic Dialling 1 Press or lift the handset. Display: 2a Using the One-T ouch Dial: For stations 1–3 Press the desired One-T ouch Dial key . For stations 4–6 Press , then press the desired One-T ouch Dial key . Example: 2b Using the Speed Dial: Press , then press and the desired 2-digit number (00–49). 3 When the other party answers, sp[...]

29 Automatic Dialling T elephone T elephone Directory with Alpha-Search ! (selecting a station name in the directory) The station names stored in memory are automatically registered in the electronic telephone directory in alphabetical order . Y ou can make a fax or voice call by selecting the desired station name on the display . If you wish to se[...]

30 V oice Contact 1 Press while transmitting or receiving documents. Display: ● Y our unit will call the other party with a distinctive ring. ● When the other party answers, your unit will emit a distinctive ring. 2 Lift the handset to start talking. VOICE STANDBY MONITOR FACE DOWN MONITOR Handset Note: ● If you initiate voice contact during [...]

31 Sending Faxes Fax/Copy Sending a fax manually ! 1 Check that the document stacker is in the upright position. 2 Adjust the width of the document guides to the size of the document. 3 Insert the document (up to 10 pages) F ACE DOWN until the unit grabs the document and a single beep is heard. Display: 4 If necessary , press repeatedly to select t[...]

32 Sending Faxes Before using this feature, program the desired names and telephone numbers into the One-T ouch Dial or the Speed Dial (p. 27). Sending a fax using automatic dialling ! 1 Check that the document stacker is in the upright position. 2 Adjust the width of the document guides to the size of the document. 3 Insert the document (up to 10 [...]

33 Sending Faxes Fax/Copy 600 mm (23 5 ⁄ 8 " ) Paper width Minimum size 128 mm (5 " ) 128 mm (5 " ) Maximum size 216 mm (8 1 ⁄ 2 " ) 208 m m (8 3 ⁄ 1 6 " ) Effective scanning area 4 mm Scanned area 216 mm (8 1 ⁄ 2 " ) Note: ● Remove clips, staples or other similar fastening objects. ● Check that ink, paste [...]

34 Sending Faxes 1 Press . Display: 2 Press , then . 3 Press . 4 Press or to select the desired setting. 5 Press . 6 Press . MENU SETUP ITEM [ ] START / COPY/SET MODE=ERROR ▼▲ START / COPY/SET SENDING REPORT 0 4 SYSTEM SET UP MENU START / COPY / SET MENU / Sending report for confirmation ! The sending report will provide you with a printed reco[...]

35 Sending Faxes Fax/Copy 1 Press . Display: 2 Press , then . 3 Press . 4 Press or to select the desired setting. ● If this feature is not required, select “OFF”. 5 Press . 6 Press . MENU SETUP ITEM [ ] START / COPY/SET MODE=ON ▼▲ START / COPY/SET AUTO JOURNAL 2 2 SYSTEM SET UP MENU START / COPY / SET MENU / Automatic journal report ! Thi[...]

36 Sending Faxes One-Touch Dial keys / FACE DOWN STOP START/COPY/SET MENU Note: ● Y ou can receive, transmit and copy documents while delayed transmission is set. ● When transmit polling (p. 37) is set to “ON”, delayed transmission is not possible. Delayed transmission ! (sending a fax at a specified time) Using a built-in clock, this unit [...]

37 Sending Faxes Fax/Copy / FACE DOWN STOP START/COPY/SET MENU Note: ● The caller pays for the document transmission. ● When delayed transmission (p. 36) is set to “ON”, transmit polling is not possible. T ransmit polling ! (letting another machine retrieve a fax on your unit) This feature allows another person to call your unit to retrieve[...]

38 Sending Faxes Overseas mode ! START / COPY / SET MENU / Note: ● After transmission, this feature will turn of f automatically . ● A slower transmission speed will lengthen the call duration. Therefore the calling charges may be higher . Y ou may experience difficulty when transmitting documents overseas. This feature makes sending documents [...]

39 Sending Faxes Fax/Copy Connecting tone ! START / COPY / SET MENU / STOP Note: ● The connecting tone volume cannot be adjusted. This feature allows you to hear connecting tones, such as a fax tone, ring back tone or busy tone for several seconds when you send a fax using the One-T ouch Dial or the Speed Dial. This will tell you the status of th[...]

Y ou have to set this. This is how the unit will operate. 40 Receiving Faxes Setting the unit to receive calls ! How you want the unit to receive calls T o answer all voice and fax calls yourself. V oice/Fax call TEL mode (p. 42) When the unit is in the TEL mode, the arrow indicator on the display points to “TEL”. ● If the arrow indicator(s) [...]

41 Receiving Faxes Fax/Copy TEL/F AX mode If you are near the unit and want to use it to receive your voice calls yourself and fax calls automatically , see pages 48 to 51. Remote activation If you answer a telephone in another room and hear the fax tone, you can activate the unit remotely by pressing 9 (p. 45). Other options[...]

42 Receiving Faxes 1 When the unit rings, lift the handset to answer the call. 2 When: — document reception is required, — a fax calling tone (slow beep) is heard, or — no sound is heard, press . 3 Replace the handset. ● The unit will start reception. Note: ● If you do not answer the call within 15 rings, the unit will temporarily switch [...]

43 Receiving Faxes Fax/Copy RECEIVE MODE ■ If you have a telephone line just for receiving faxes, we recommend the following setup. Example: One telephone line is used for voice calls and a separate telephone line for faxes. If someone sends a fax to Line 2, the fax machine will ring. F AX ONL Y mode ! (all calls are received as faxes) Activating[...]

44 Receiving Faxes / MENU START / COPY / SET 1 Press . Display: 2 Press , then . 3 Press . 4 Press or to select the desired number . 5 Press . 6 Press . MENU SETUP ITEM [ ] START / COPY/SET RING=1 ▼▲ START / COPY/SET FAX RING COUNT 0 7 SYSTEM SET UP MENU F AX ONL Y mode ring count This setting determines the number of rings before the unit answ[...]

45 Receiving Faxes Fax/Copy Extension telephone ! To the EXT jack or the same line Note: ● Y ou can change the fax activation code (see below). If you connect an extension telephone to your unit or on the same line, you can receive fax documents using the extension telephone. Y ou do not have to press on the unit. Important: ● Use a touch tone [...]

46 Receiving Faxes Receiving with a duplex ring service ! This feature can only be used when you subscribe to a duplex ring service from your telephone company . For more information on the availability of this service, contact your telephone company before activating this feature. What is a duplex ring service? A duplex ring service will give you [...]

47 Receiving Faxes Fax/Copy / MENU START / COPY / SET Setting the ring pattern detection How the unit will answer in each receive mode When a single bell is detected, the unit will automatically answer the call and activate the fax function. TEL mode: When a double bell is received, the unit will ring 15 times and temporarily activate the fax funct[...]

48 Receiving Faxes TEL/F AX mode ! (receiving voice calls with rings and fax calls without rings when you are near the unit) Use this mode when you are always near the unit, are not using an answering machine and want the fax machine to detect faxes without ringing. When a call is received, the unit will work as follows. If you connect an extension[...]

49 Receiving Faxes Fax/Copy Ring pattern when an extension telephone is connected If you absolutely must use another phone on the same phone line, you can disengage the TEL/F AX mode on a call by call basis by pressing 0 before the fax machine begins communicating. Once the fax machine is activated, the only way to turn it of f is by pressing the b[...]

50 Receiving Faxes Changing the AUTO ANSWER setting to the TEL/F AX mode 1 Press . Display: 2 Press , then . 3 Press . 4 Press or to select “TEL/F AX”. 5 Press . 6 Press . 7 If the arrow indicator on the display points to “TEL”, press . TEL/FAX MODE RECEIVE MODE MENU SETUP ITEM [ ] START / COPY/SET MODE=TEL/FAX ▼▲ MODE=FAX ONLY ▼▲ S[...]

51 Receiving Faxes Fax/Copy TEL/F AX delayed ring count This setting determines the number of times the extension telephone rings in the TEL/F AX mode. Y ou can choose from 1 to 4 rings. This setting does not need to be changed if an extension telephone is not connected. 1 Press . Display: 2 Press , then . 3 Press . 4 Press or to select the desired[...]

52 Receiving Faxes Receiving polling ! (receiving a fax placed on another party’ s machine) This feature allows you to retrieve a document from another compatible machine. Therefore, you pay for the call, saving the sending party the call charges. Make sure that no documents are fed into your unit and that the other party’ s machine is ready fo[...]

53 Receiving Faxes Fax/Copy Auto disconnection ! This feature allows you to answer a call with the extension telephone during the silent fax recognition rings in the TEL/F AX mode (p. 49). When you lift the handset of the extension telephone and enter (pre-selected code) while the ring back tone is heard, the unit will be disconnected and you can t[...]

54 Receiving Faxes Pager call - when your unit receives a fax ! This feature allows your unit to call your pager when your unit receives a fax document. 1 Press . Display: 2 Press , then . 3 Press . 4 Press or to select “ON”. ● If this feature is not required, select “OFF”. 5 Press . 6 Enter your pager number . ● Y ou can enter a total [...]

55 Copying Fax/Copy Making a copy ! 1 Check that the document stacker is in the upright position. 2 Adjust the width of the document guides to the size of the document. 3 Insert the document (up to 10 pages) F ACE DOWN until the unit grabs the document and a single beep is heard. Display: ● Make sure the handset is on the cradle. 4 If necessary ,[...]

Error Messages Reports ! If your unit cannot send a fax, check the following. – The number you dialled is correct. – The other party’ s machine is a facsimile. If the problem remains, correct it by following the communication message printed on the sending and journal reports (p. 34, 35). Communication message COMMUNICA TION ERROR DOCUMENT JA[...]

57 Error Messages Help LCD display ! If the unit detects a problem, one or more of the following messages will appear on the display . Display message UNIT OVERHEATED TRANSMIT ERROR REMOVE DOCUMENT REDIAL TIME OUT POLLING ERROR OUT OF PAPER NO RESPONSE CHECK MEMORY CHECK DOCUMENT CHECK COVER CALL SERVICE 2 CALL SERVICE 1 ● There is something wron[...]

58 Operations When a function does not work, check here before requesting help ! General Fax – sending Problem I cannot make and receive calls. I cannot make calls. The unit does not work. The unit does not ring. The other party complains they only hear a fax tone and cannot talk. The button does not function properly . The receive mode does not [...]

59 Operations Help Fax – sending (cont.) Problem ● The glass or rollers are dirty . Clean them (p. 63). ● Use the overseas transmission mode (p. 38). ● Add two pauses at the end of the telephone number (p. 26). ● Dial the number manually . Cause & Remedy The other party complains that dirty patterns or black lines appear on their rece[...]

60 Operations Copying Problem ● Y ou cannot make a copy during programming. Make the copy after programming or stop the programming. ● The glass or rollers are dirty . Clean them (p. 63). ● The thermal head is dirty . Clean it (p. 63). ● The recording paper roll is installed incorrectly . Make sure that the shiny side of the paper is facing[...]

61 Jams Help Recording paper jam ! If the unit does not eject any recording paper during reception or copying, the recording paper has jammed. Remove the jammed paper as shown below . 1 Open the cover by pressing the cover open button and remove the recording paper roll. 4 Pull down the document stacker and tear off the excess paper by pulling it t[...]

62 Jams Document jam ! If the unit does not release the document during feeding, remove the jammed document as follows. 1 Open the cover by pressing the cover open button. 2 Remove the jammed document carefully . 3 Close the cover securely by pushing down on both ends. Cover open button Note: ● Do not pull out the jammed paper forcibly before ope[...]

63 Cleaning Help Document feeder ! If misfeeding occurs frequently or if dirty patterns or black bands appear on a copied or transmitted document, clean the document feeder . 1 Disconnect the power cord and the telephone line cord. 2 Open the cover by pressing the cover open button. 3 Clean the document feeder rollers, sub roller and rubber flap wi[...]

64 Print Reports Printing the feature settings, telephone numbers, journal ! Y ou can print out the following documents. Basic feature list: provides you with the current settings of the basic programming features (p. 69). Advanced feature list: provides you with the current settings of the advanced programming features (p. 69, 70). T elephone numb[...]

65 Original Mode / Reset General Information / MENU START / COPY / SET Note: ● This feature will return to the normal mode after transmission or copying is completed. ● These settings are available in the standard, fine and super fine resolutions. 1 Press . Display: 2 Press , then . 3 Press . 4 Press or to select the desired setting. 5 Press . [...]

66 Specifications T echnical data about this product ! Applicable Lines: Public Switched T elephone Network Document Size: Max. 216 mm (8 1 ⁄ 2 " ) in width Max. 600 mm (23 5 ⁄ 8 " ) in length Effective Scanning Width: 208mm (8 3 ⁄ 16 " ) Recording Paper Size: 216 mm x max. 30 m (8 1 ⁄ 2 " x 98 ' ) roll Effective Pr[...]

67 Index General Information Index ! A Accessories ....................................... 12 Advanced feature list ........................ 64 Advanced features ...................... 69, 70 (Resetting) .................................... 65 Auto disconnection ............................ 53 B Basic feature list ............................... 64[...]

68 Index Report (Advanced feature) ....................... 64 (Basic feature) .............................. 64 (Journal) ................................. 35, 64 (Sending) ...................................... 34 (T elephone numbers) ................... 64 Reset ................................................. 65 RESOLUTION button ..............[...]

69 Features Summary General Information Summary of user programmable features ! Basic features Code #01 Setting the date and time SET DATE & TIME (2 digits for each entry) mm/dd/yy hh:mm 19 #02 Setting your logo YOUR LOGO (up to 30 characters) 20 Feature & Display A vailable settings Meaning Page #03 Setting your facsimile telephone number [...]

70 Features Summary #58 Setting the original mode ORIGINAL NORMAL LIGHT DARKER Used for normal writing. Used for faint writing. Used for dark writing. 65 (The pre-selected setting is in bold type.) Advanced features Code #31 Setting the ring pattern detection RING DETECTION ON OFF Activate Deactivate 47 #41 Changing the fax activation code FAX ACTI[...]