Oki FAX 4580 manual

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i Cont ents I-Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Operation Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 To use Internet Fax ..................... .............. ................. ....... 2 What Your I-Fax Machine Can Do . . . . . . . . . . . . . . . . . . . 3 Ins[...]

ii Send File Format 11 Send Notification 11 I-Fax NIC Update 11 POP Interval............ .............. ................. .............. ............. 12 Daily 12 Network Settings .... .............. ................. .............. ............. 12 IP Address 13 Subnetmask 13 Default Gateway 13 SMTP Server Name 13 POP Server Name 14 Pop User Id 15[...]

1 I-Fax I-Fax, despite its c omplicated nature , i s an easy-to-use feature. The T .37 protocol allows your fax machine to send and receive email over you r LAN connection, with out ever needi ng to be hooked up to your computer . Note, if yo ur email server us es authentication, see important informati on “Authentication - Unable T o Send Global[...]

2 Operation Overview This overview has several section s to help you decipher and use the I-Fax process easily . • “Operation Overview” on page 2. • “What Y our I-Fax Machine Can Do” on page 3. • “Installati on Requirements” on page 3. • “Internet Fax Transmission” on page 4. • “Internet Fa x Reception ” on page 4. •[...]

3 1. W hat Y our I-F ax Machine Can Do I-Fax is a feature wit h many capabilities. This unit can: • send and receive faxes via a Public Switched T elephone Network (PSTN) • send and receive faxes via the Internet (over a LAN) • print via a Local Area Network (LAN) (W indows only) • act as an email sc anner (s ee “Backup / Archive (Email S[...]

4 Inter net Fax Protocols 3. Int ernet Fax T ransmission General Informati on T o send an Internet Fax message , you need a mail server from which to send email. Please consult your netw ork administrator about the sett ings listed belo w , which ar e required in order to make a connecti on to the mail serv er . • SMTP Server Address / Name • D[...]

5 The machine is ready to receive Internet Fax messages when these settings have been conf ig ured. T o re ceive a fax messa ge, the machine will access the server automatically at regular inte r- vals according to the POP Interval T ime setting. If there is mail, th e machine will prin t it out automati cally . This machine only receives TIFF file[...]

6 Each item is exp lained below . User’s Guide The User ’ s Gui de provides the information common to all con- figurations. Wa r r a n t y D o c u m e n t The W arranty Document provides the warranty , service and sup- port, and Ma terial Safety Data Sheet information for this product series. I-F ax Option Guide The Option Guide provides the in[...]

7 Note: If the r eceiver is another OK I I-Fax device, the format must be TIFF as the OKI devices cannot r eceive PDF . 8. Helpful Hints (I-F ax) Y our fax machine has many features and capabi lities that will help you • Operate the machin e • Save money • Save time PSTN F axing vs. Internet F axing PSTN Faxing is fax communication co nducted[...]

8 Network Set Up T o setup your fax machi ne on a network, settings for the machine are located in two place s. • Settings stored on the fax machine • Settings recorded on the net work card Each section b elow is categori zed by the Menu listings found in the fax machine . They are as follows: • “I-Fax NIC Settings” on page 9 • “POP I[...]

9 3. Press to scroll through the features available for NIC Options. I-F ax N IC Settings The I-Fax NIC optio ns can be accessed u sing the foll owing: T o access settings: 1. Press Select Function to enter the menu. 2. Press 9/USER PROG to enter the programming menu and then press keyp ad 8 for I-F AX NIC OPTIONS . 3. Press to enter I-FAX NI C SET[...]

10 only US-ASCII character s in the text can be prin ted as shown in the following ta ble. Any characters t hat cannot be prin ted will be shown as spaces. Depending on the email client used, text may not be printed or co me out garbled. Note: T ext is not genera lly base64 encoded and coded text is not supported (coded text is r eceived, wher e th[...]

11 • TYPE1: Print SU BJECT/FROM /TO • TYPE2: Print all header information This setting is on ly valid when the TEXT Prin t setting is ON. Coding Mode • Settings: MH, MR, MMR • Default: MH This is the codi ng mode for TIFF file images sent by Interne t Fax. Select the optio n desired. Compression Rates: MH low MR medium MMR high The default [...]

12 This setting allo ws updates to the firmwa re when YES is enabled. Usually this option is not required ex cept when a firmware up date is released and run from a client machin e. POP Interval • Settings: Of f/1min/5min/ 10min/30min/60min/D aily • Default: OFF POP Interval can be acce ssed using t he following: 1. Press Select Function to ent[...]

13 3. Press to enter I-FAX NIC OPTIONS . 4. Press until NETWORK SETTINGS appears. 5. Press to enter NETWORK SETTINGS . 6. T o advance to e ach function withi n Network Settings, use the Sta rt key . 7. T o set each functi on, utilize both t he numeric keypad and the one-touch keys for easy access to commonly used symbols. An explana tion for each o[...]

14 1. Press the Number keys to inse rt either text or numbers. Press them repeatedly to enter the character desired. 2. T o jump to the next fiel d, use the or keys. 3. Press the Start key to enter your settings. Restriction s • If DNS has not been set, enter the IP addre ss of the server . The address must i nclude the “. ” (period) div ider[...]

15 Pop User Id Enter the user ID registered on the POP3 server . 1. Press the Number keys to inse rt either text or numbers. Press them repeatedly to enter the character desired. 2. T o jump to the next fiel d, use the or keys. 3. Press the Start key to enter your settings. Restriction s • Up to 16 characters may be entered. • Y ou may use Lati[...]

16 DNS P .SRV Address DNS = D omain N ame S ervice. P. S R V = P rimary S erver . • Sets the IP address of the DNS primary server . • Do not chan ge this setting i f th e server is connected directly using its IP address. DNS S.SRV Address DNS = D omain N ame S ervice. S.Serv = S econdary S erver . • Sets the IP address of the DNS secondary s[...]

17 Note: The message “ARE YOU SURE?” will appear on the display . Y ou must confirm your choice before the unit will r eset to factory defaults. 2. Email Settings Regi stering addresses Email addresses up to 64 chara cters long can only be assigne d to one-touch keys 0 1 to 10. It is also po ssible to program a gr oup of email addresses and ass[...]

18 5. Select either TIFF or PDF for t he default send fo rmat for the email address ente red by pressing or . 6. Select if you woul d like the Se nder ID to appear in the image as the default for the email add ress entered by pressing or . 7. Press another OT key to program o r press the Sto p key until you have exited prog ramming. Program Group E[...]

19 User Interaction 1. Sending Email Sending emails can be accomplished in th e following ways: 1. Manually entering an email wit h the Email key . 2. Using a pre programmed One-T ouch key . 3. Using the Group Emai l setting. 4. Using Broadcast feature. Email Using Email K ey A document can be sent to an em ail address by manually enter- ing the ad[...]

20 6. Select another em ail setting (1-8) or pr ess the Start key again to email the document. 7. Press the Stop key to exit without emailing t he document, press St o p key again to remove the document. Email Using O T K ey A document can be sent to an emai l address (or sev eral email addresses) by pressing pre-prog rammed one-touch key s, but ca[...]

21 1. Place a document in the machine. 2. Press the Auto Dia l key an d then the # key . 3. Using the nu meric keypad, enter the Grou p location desired, 1-10, and press the Start key . Example: T o enter locat ion 2, press 02. 4. ENTRY IS O K? will appear . Press the Start key again to email the document. Email Using Broadcast Feature A document c[...]

22 Manual Email Reception Requesting a manual reception of email is accompl ished using the followin g procedure. 1. Press Select Function → 9/USER PROG → numeric keypad 9 for INTERNET RX . 2. Press for the Fax machine to poll the email server for email. If email is present, se vera l screens will appear and th e email will prin t. If not, no r[...]

23 T roubleshooting If a communication error occurs, check the servi ce code shown on the Activity Report. SMTP Communication The service code for a SMTP communication is prefixed with the letter E. Note: For service codes E00 1 and E002, the number of pages in the r eport will be left blank. POP3 Communication The service code for a POP commu nica[...]

24 Note: For service codes F001 and F002, the number of pages in the r eport will be left blank. T ransmission troubleshooting T ransmission fails; a communication error occurs. • Are the IP ADDRESS, SubNet Mask and Default Gateway settings c orrect? • Has the SMTP server be en configured correctly? • If using DNS, is the DNS server address c[...]

25 Reception does not start. • Has the POP interval be en set to OFF? Check “POP Interval” on page 12. • Is there a suf ficient free memo ry space? Images have to be first stored in memory an d cannot b e received if ther e is not enough space. Have t he message resent in smaller pieces if possible. When receivi ng data manu ally , a warnin[...]

26 Resolution Any changes to allow the machine to send global emails would have to be made at the mail server itself. The networ k adminis- trator needs to co nfigure the mail se rver not to require au thenti- cation from the IP address the machine ha s been assigned. The administrator may not want to do this for security reaso ns, but it is the on[...]