Ricoh Facsimile Reference Basic manual

Operating Instructions Facsimile Reference <Basic Features> *** c 1 - f ax- 350 .t if*** For safe and correct use of this machine, plea se be sure to read the Safety Information in the Copy Reference before y ou use it. Getting Started Faxing Using Internet Fax Functions Programming Troubleshooting[...]

Operating Instructions Facsimile Reference <Basic Features> Printed in China EN USA B168-8607[...]

Introduction This manual describe s detailed in structions on the operation and notes a bout the use of this machine. To get maximum versatility from this mach ine all op erators are requ ested to read this manual carefully and follow the instructions. Please keep this manual in a ha ndy place near the machine. Notes Some illustrations in this manu[...]

USA (This information is for facsimile users o nly.)  FCC Requirements 1. This equipment complies with Part 68 of the F CC rules and requi rements adopted by th e ACTA. On the cover of this e quipment is a label that con tains, among other in formation, a produ ct iden- tifier in the format US:AAAEQ##T XXXXX. If requested, this number must be pr[...]

i Manuals for This Machine The following manu als describe th e operat ional procedures of this machine. For particular functions, see the relevant parts of the manual. Note  Manuals provided are specific t o machine type.  Adobe Acrobat Reader is nece ssary to view the man uals as a PDF file.  Three CD-ROMs are provided: • CD-ROM 1“Op[...]

ii  Manuals for DeskTopBinder V2 Lite DeskTopBinder V2 Lite is a utility in cluded on the CD-ROM labeled “Scanner Driver & Document Management Utilities”. • DeskTopBinder V2 Lite Setup Guide (PDF file - CD-ROM2) Describes installation of, and the operating environment for DeskTop- Binder V2 Lite in detail. This guide can be displayed f[...]

iii TABLE OF CONTENTS Manuals for This Machine .............................................. ........................................ i NOTICE ............................................ ..................................................... .................. 1 Important Safety Instructions ........................................................[...]

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

1 NOTICE Note to users in the Un ited States of America - Notice: This equipment has been tested and found to comply with the limits for a Class B digital device, pursuant to Part 15 of the FCC Rules. Th ese limits ar e designed to provide reasonable protection against harmful interference in a residential in- stallation. This equipment generates, [...]

2 - Notice about the Tele phone Consumer Protection Act (Valid in USA only). The Telephone Consumer Protecti on Act of 1991 makes it unlawful for any per- son to use a computer or other electr onic device, including FAX machines, to send any message unless such message clea rly contains in a margin at the top or bottom of each t ransmitted page or [...]

3 Important Safety Instructions Caution When using your telephone equip- ment, basic safety precautions should always be follow ed to reduce the risk of fire, electric shock and injury to persons, includin g the following: • Do not use this product near wa ter, for example, near a bathtub, wa sh bowl, kitchen sink or laundry tub, in a wet basemen[...]

4 How to Read This Manual Symbols In this manual, the follo wing symbols are used: R WARNING: This symbol indicates a potentially h azardous situation that might result in death or serious injury when you misuse the machine withou t following th e in- structions under this symbol. Be sure to read the instru ctions, al l of which are in- cluded in ?[...]

5 1. Getting Started Control Panel The illustration shows th e control panel when options are installed. 1. Communicating indicator Lights during transmission or reception. 2. Receive File indicator Lights to tell you a message has been re- ceived into memory. Blinks when a Memory Lock file has been received. See p.75 “Memory Lock”, Facsimile R[...]

Getting Started 6 1 12. { User Tools/Counter } key Use to change default or operation pa- rameters according to the operating con- ditions. 13. { Clear Modes } key Press to clear the current setting. 14. { Clear/Stop } key Clear: Clears an entered numeric value. Stop: Stops scanning or other operations. 15. Main power indicator and On indicator The[...]

Control Panel 7 1 Reading the Display The display shows you the machine stat us, messages, and guides you through operations. Note  This machine automatically returns to standby m ode if you do not use the machine for a certain period of time. You can select the period using "Facsim- ile Auto Reset Timer". See “Timer Settings” , Ge[...]

Getting Started 8 1 1. Machine status or currently se- lected function 2. Message 3. Destination entry 4. Selection keys 5. Selectable items  When Internet Fax Settings is ON 1. Switches the destination be- tween fax number and e-mail ad- dress. Note  To use the Internet Fax functions, the optional pri nter/sc anner unit is required.  You [...]

Control Panel 9 1 Communication display While communicati ng, the machin e status is dis played.  Memory Transmission (fax transmission)  Reception  Immediate Transmission  TX Mode When a function is set to on, a “clip” ma rk is attached to that function name. Note  To set the transmissi on mode item, press [ TX Mode ] . *** FAX [...]

Getting Started 10 1 User code entry display When the followi ng message appe ars on the display, User Code M anagement is active. Enter a user code to de activate User Code Management. The machine can be set up so that no one can use it w ithout en tering a user code. This prevents unauthorized people from sending fax messages and helps track the [...]

11 2. Faxing Transmission Modes There are two types of transmis sion: • Memory Transmission • Immediate Transmission Note  You can use Parallel Memory Trans- mission that dials while the origi- nal is being sc anned. See p.28 “Parallel Memory Transmission”, Facsimile Reference <Advanced Fea- tures> .  Memory Transmission Transmi[...]

Faxing 12 2 Important  If power outage lasts about an hour, or the machine is discon- nected from the power outlet for about an hour, documents stored in the fax machine's memory are deleted. If any doc- ument is deleted, the Power Failure Report is automatically printed out when the main power switch is turned on. Use this report to check [...]

Placing Originals 13 2 Placing Originals You can set your originals either in the Document Feeder or on the expo- sure glass. Some types of originals are unsuitable for the Document Feeder so they must be set on the exposure glass. Which way you place your original depends on its size and whether you are using the Document Feeder or the exposure gl[...]

Faxing 14 2  Make sure that all ink, correcting fluid etc., has completely dried be- fore placing your original. If it is still wet, the exposure glass will be marked and those marks will ap- pear on the received image.  You can send the first pages from the exposure glass then the re- maining pages from the ADF. Af- ter you have removed the [...]

Placing Originals 15 2  You can check information about the sizes and number of originals that can be placed in the ADF. See p.107 “Acceptable Types of Origi- nals”, Facsimile Reference <Ad- vanced Features> . A Adjust the document guide to match the size of the originals. B Align the edges of the originals and stack them in the ADF fa[...]

Faxing 16 2 Memory Transmission In Memory Transmission mode, after you press the { Start } key, the machine does not dial the destination until all pages of your fax message have been scanned into memory (in contrast to Immediate Transmission, where the number is dialed first and pages are scanned and sent one by one). Memory Transmission is useful[...]

Memory Transmission 17 2 B Place the original in the ADF, or on the exposure glass. Note  You can send the first few pages from the exposure glass then the remaining pages from the ADF. After you remove the last page from the exposure glass, you have 60 seconds to insert the remaining pages in the ADF.  Note that you cannot place orig- inals [...]

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

Canceling a Memory Transmission 19 2 Canceling a Memory Transmission Even when fax number and e-mail address are simultaneously specified, or only e-mail addr ess is specified, you can cancel the mode using the same procedure. However, you can- not cancel the transmission of a sent Internet Fax document. Before the Original Is Scanned Use this proc[...]

Faxing 20 2  If you cancel a message while it is being sent, the transmission is halt - ed as soon as you finish the ca ncel- lation procedure. However, some pages of your message may have already been sent and received at the other end. A Make sure that the standby dis- play appears. Note  If you press the { Clear/Stop } key while the origin[...]

Immediate Transmission 21 2 Immediate Transmission With Immediate Transmission, when you press the { Start } key, the fax number is dialed immediately. The message is scanned and transmitted page by page with out being sto red in memory. This cont rasts with Memory Transmission which scans all pages into memory before dialin g the desti- nation. Im[...]

Faxing 22 2 Reference p.13 “Placing Originals”. C Select the scan settings you re- quire. Reference p.25 “Scan Settings” p.26 “Original Type” p.27 “Image Density (Con- trast)” D Specify a destination. Note  If you make a mistake, press the { Clear/Stop } k e y , a n d t h e n e n t e r the correct number. Reference p.29 “Specif[...]

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

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

Scan Settings 25 2 Scan Settings You may want to send many different types of fax messages. Some of these may be difficult to reproduce at the receiver's end. However, your ma- chine has three setti ngs that you can adjust to help you transmit your doc- ument with the best possible image quality.  Resolution: Standard, Detail, Fine  Orig[...]

Faxing 26 2 A Press the { Resolution } key to switch between resolutions. The indicators above the key shows the current selection. Note  The indicators are off when the resolution is set t o Standard. Original Type If your original contains photo- graphs, illustrations, or diagrams with complex shading patterns or grays, select the appropriate [...]

Scan Settings 27 2 Image Density (Contrast) The text and diagrams in your origi- nal should stand out clearly from the paper they are written on. If your original has a darker background than normal (for example, a newspa- per clipping), or if the writ ing is fain t, adjust the image density. Use the { Image Density } key to vary the image density [...]

Faxing 28 2 When placing origin als in the ADF Note  Depending on what time the scan settings are adjusted, the settings may not be reflected in the result- ing operation. A Check which pages you want to scan with different settings. B Select the image density, resolu- tion, and original type before the next page is scanned. ABZ 110 S.eps ABZ 10[...]

Specifying a Destination 29 2 Specifying a Destination You can specify the destination using one of three me thods.  Fax number p.29 “Entering a Fax Number”  E-mail address p.31 “Entering an E-mail Address”  Destination list p.31 “Using the Destination List” This section covers these functions and others in more detail. Note ?[...]

Faxing 30 2 Pause Press the { Pause/Redi al } key when di- aling or storing a nu m b e r t o i n s e r t a pause of about two seconds. Note  You cannot insert a pause before the first digit of a fax number. If you press the { Pause/Redial } key at the first digit, a redial occurs. See p.24 “Redial”, Facsimile Reference <Advanced Features&[...]

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

Faxing 32 2 Limitation  Gr o u p D i a l c a n b e u s e d f o r M e m o - ry Transmission only; not Immedi- ate Transmission. If you specify Immediate Transmission in Group Dial, the " Try again after switching to memory trans- mission. " message appears. When this happens, press [ Exit ] , and then switch to Memory Trans- mission. No[...]

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

Faxing 34 2 Searching for a Destination Use this procedure to search through the destination lists for a particular destination.  Search by Destination Name p.34 “Search by Destination Name”  Select by Display Destination List p.35 “Selecting from Destination List”  Specifying a Registration Number p.36 “Specifying a Registration[...]

Searching for a Destination 35 2 F Press the { OK } key. A search progress starts, then search result appears. Note  If no destination is matched for specified text, " Specified destinatio n is not pr o- grammed. " is displayed. Press [ Exit ] to return to the display of B . G Select the destination name to specify using {U} or {T} . H[...]

Faxing 36 2 F Press the { OK } key. The specified destination is select- ed. Note  Press [ Add Dest ] to specify other destinations.  You cannot specify destinations twice. If you try to, the “ This destination has already been progra mmed. ” message appears. Press [ Exit ] to return to the standby display. Specifying a Registration Numbe[...]

Searching for a Destination 37 2 Search by Fax Number Note  The search ret urn s only destina- tions whose beginnings match the entered fax number. A Press [] to display . B Press the { Search Destination } key. C Select [ Search by Fax No. ] using {U} or {T} . Note  If [ Search by Fax No. ] does not ap- pear, is not selected in step A . Pres[...]

Faxing 38 2 H Select the number to specify us- ing {U} or {T} . I Press the { OK } key. The destinat ion which you searched is specified. Note  Press [ Add Dest ] to specify other destinations. Search by E-mail Address Note  The search ret urn s only destina- tions whose beginnings match the entered e-mail address. A Press [] to display . B P[...]

Searching for a Destination 39 2 G Press the { OK } key. Search result appears. Note  If no destination is matched for specified e-mail address, " Specified destination is not programme d. " is dis- played. Press [ Exit ] to return to the display of C . H Select the e-mail address to speci- fy using {U} or {T} . I Press the { OK } key.[...]

Faxing 40 2 Reception There are two ways you can set up your machine to handle incoming calls: • Manual Reception (external tele- phone required) • Auto Reception  Auto Switch In this mode, the machine rings a number of times. You can answer the call while the machine is ring- ing. If you do not answer the call, the machine automatically cha[...]

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

Faxing 42 2[...]

43 3. Using Internet Fax Functions Internet Fax Functions The optional printer/scan ner unit is required. This machine conv erts scanned docu ment images t o e-mail format and transmits the data over the Internet . The e-mail sent by this machine can be received by another Internet Fax ma- chine. Instead of dialing the telephone number of the desti[...]

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

Internet Fax Functions 45 3 T.37 Full Mode This machine is T.37 full mode compatible . T.37 full mode is an international standard for Internet Fax transmis sion. (ITU-T announcement, RFC2532) When an Internet Fax communication is made between T.37 full mode compat- ible machines, the receiver side sends the return receipt (dispatched) in response [...]

Using Internet Fax Functions 46 3 Note  If the receiver is programmed as th e simple mode machine or not pro- grammed in the Address Book, the receiv er's reception capability cannot be registered.  If you know the receiver's reception ca pability, y ou can set it manually . How- ever, this setting will be overwritten when the machi[...]

Transmitting Internet Fax 47 3 Transmitting Internet Fax Preparation You need to make System Sett ings beforehand. See “Setting Up the Machine on a Network”, Network Guide . This section describes how to scan a document into the memory and send it as e-mail. Specify the destination's e-mail address instead of fax number. You can send Inter[...]

Using Internet Fax Functions 48 3  You can limit the size of transmit- ted e-mail messages. See p.68 “ E- mail Settings”, Facsimile Reference <Advanced Features> .  See p.56 “Received Images” for how e-mail is actuall y received by the computer when it is sent with mail options selected.  When you transmit an Internet Fax spe[...]

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

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

Transmitting Internet Fax 51 3 J Press the { Start } key. This machine starts scanning the document into memory. The e- mail send operation starts after the scanning operation is complete. When scanning is complete, the Communicating in dicator lights and transmission starts. Note  With a l arge volume of docu- ment, it may take some time be- fo[...]

Using Internet Fax Functions 52 3 Confirming Reception When Return Receipt is set under “E- mail Options”, the receiver sends back a return receipt message . Once the return receipt message has been received, "OK" appears in the Result column of Journal, allowing the origi- nator to verify that th e transmission has been received. Lim[...]

Canceling Internet Fax Transmission 53 3 Canceling Internet Fax Transmission When fax and Internet Fax de stina- tions are specified simul taneously, you can cancel sending using the same method. Note  You cannot cancel a transmission once scanning is complete. Before the Original Is Scanned Use this procedure to cancel a trans- mission before p[...]

Using Internet Fax Functions 54 3 Receiving Internet Fax You can receive e-mail documents by Internet Fax. There are two methods of rece iving e- mail: Auto E-mail Re ception and Manual E-mail Reception. Limitation  E-mail with attachments other than TIFF-F format files cannot be received. Senders receive an Error Mail Notification if their e-ma[...]

Receiving Internet Fax 55 3 B Press the { Start } key. Accesses the server to check for e- mail. E-mail is in the server A Start printing and receiving in the memory. If the receiving is finished, the standby display appears. E-mail is not in the server A Press [ Exit ] . The standby display appears. *** FAX 656 .t if*** ABZ 106 S.eps *** FAX 657 .[...]

Using Internet Fax Functions 56 3 Received Images Here is an example of an Internet Fax message sent from this machine and re- ceived on a computer using Outlook e-mail softwa re. The received image varies a ccording to e-mail software. 1. E-mail transmitted without speci- fying a subject in “E-mail Options”. 2. E-mail transmitted with a subjec[...]

57 4. Programming Initial Settings and Adjustments You can send information to the other party when transmitting or recei ving a fax message. This information is shown on the display of the other ma- chine and printed as a report. The fol- lowing infor mation can be sent. Important  You can confirm programmed set- tings from the User Parameter L[...]

Programming 58 4 Note  You can program up to 20 ch ar- acters in Own Fax Number. Note  When the Key Operator Code is programmed and turned on, user have to enter programmed the Key Operator Code (maximum 8 digit) to operate Key Operator Tools.  This prevents unauthorized peo- ple from changing registration. Programming A Press the { User T[...]

Initial Settings and Adjustments 59 4 B Enter an Own Name, and then press the { OK } key. Reference "Entering Text", Ge neral Set- tings Guide. Programming an Own Fax Number A Select [ Own Fax Number ] using {U} or {T} , and then press the { OK } key. B Enter an Own Fax Number us- ing number keys, and then press the { OK } key. Note  T[...]

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

Initial Settings and Adjustments 61 4 D Select [ Program Fax Information ] us- ing {U} or {T} , and then press the { OK } key. E Select [ Fax Header ] using {U} or {T} , and then press the { OK } key. F Press the { Clear/Stop } key. All registered charact ers are delet- ed. Note  Press the { Cancel } key to cancel deleting. The display returns t[...]

Programming 62 4 Programming Fax Numbers and E-mail addresses You can program fax destin ations u sing Addres s Book Management in the Key Operator Tools menu un der System Settin gs. You can also register the programmed fax numbers and e-mail addresses in a Group. Note  When you try to return to the stan dby display after changing the contents [...]

63 5. Troubleshooting Adjusting the Volume You can change the volume of the fol- lowing sounds that the machine makes.  On Hook Mode Heard when th e { On Hook Dial } key is pressed.  At Transmission Heard when the machine sends a message.  At Reception Heard when the machine receives a message.  At Dialing Heard after pressing the { Sta[...]

Troubleshooting 64 5 G You can adjust the volume using {W} or {V} . Note  You can adjust the volume by seven levels. H Press the { OK } key. Note  Press the { Cancel } key to cancel setting and the display returns to that of step E . I Press the { User Tools/Counter } key. The standby display appears. *** FAX 666 .t if***[...]

When { Facsimile } Key Is Lit in Red 65 5 When { Facsimile } Key Is Lit in Red If this key is lit, press th e key to enter the facsimile mode. Then, refer to the table below and take the appropriate action. Problem Solutions A facsimile error has occurred. The fa csimile has a problem. Contact your service representative. See p.67 “ Error Mes- sa[...]

Troubleshooting 66 5 When Toner Runs Out When the machine has run out of ton- er, the symbol appears on the display. Note that even if there is no toner left, you can still send fax messages. Important  The number of communications, that have been executed after the toner has r un out and that au to- matically-output Journal has not list, exceed[...]

Error Messages and Their Meanings 67 5 Error Messages and Their Meanings If there is an error, one of the follo wing messages may appear on the display. If other message appears, follow the message. Message Causes and solutions Put original back, check it and press Start key. Original jammed during Memory Transmis- sion. Place originals that ha ve [...]

Troubleshooting 68 5 Check whether there are any network problems. [14-09] E-mail transmission was refused by SMTP au- thentication or POP before SMTP authentica- tion. • Check the user name and password for SMTP or POP before SMTP authentication are correctly programmed in Fax Mail Re- ception Account under F ile Transfer in Sys- tem Settings. S[...]

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

Troubleshooting 70 5 Solving Problems This table lists some common pr oblems and their solutions. Problem Causes and solutions Reference Image background appears dirty when rece ived at the other end. Images from the back page appear. Adjust scan density. p.27 “Image Density (Con- trast)” Printed or sent image contains spots. The ADF or exposur[...]

Solving Problems 71 5 When using On Hook Dial or Manual Dial, " Receiving " appears and transmission is not allowed. If the machine fails to detect the size of the original when the { Start } key is pressed, it performs a receiving oper a- tion. All fax messages stored in memory have been lost. Those messages include ones stored through M[...]

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

73 INDEX A Adjusting the Volume , 63 At Dialing , 63 At Printing , 63 At Reception , 63 At Transmission , 63 On Hook Mode , 63 Attach Subject , 47 Authorized Reception , 44 Auto E-mail Reception , 54 B Batch Transmission , 44 Broadcasting , 16 Broadcasting Sequence , 18 C Chain Dial , 44 Control Panel , 5 CSI->Own Fax Number , 57 D Destination L[...]

74 Q Quick Dial Specifying a destination , 32 Specifying a group of destinations , 32 R Received Images , 56 Reception , 40 Auto Reception , 40 Manual Reception , 40 Registration Number , 36 Resolution , 25 Return Receipt , 47 RTI->Own Name , 57 S Scan Settings , 25 Standard , 25 Switching the Reception Mode , 40 T T.37 Full Mode , 45 Text , 26 [...]

75 MEMO[...]

76 EN USA B168-8607 MEMO[...]