Canon FAXPHONE 40 User manual

User’s Guide
User’s Guide
Read this guide first.
Please read this guide before operating this equipment.
After you finish reading this guide, store it in a safe place for future reference.
ENG
ENG
User’s Guide

Table of Contents
ii
INTRODUCTION
Using this guide ................................... v
Customer support................................ v
Important safety instructions..............vi
Users in Canada .................................viii
Pre-Installation Requirements for Canon
Facsimile Equipment..................................... viii
Notice ................................................................... viii
For Canadian Users .............................................. ix
1 SETTING UP
Unpacking ......................................... 1-1
Removing the shipping materials.....................1-2
Assembling the fax ........................... 1-3
Attaching components.......................................1-3
Making connections ......................... 1-4
Connecting the telephone line and external
devices............................................................1-4
Connecting the AC power cord ........................1-5
Loading paper ................................... 1-6
Paper guidelines .................................................1-6
Loading paper in the multi-purpose tray ........1-7
Installing the BJ cartridge ................ 1-8
Guidelines ............................................................1-8
Installing the BJ cartridge in your fax.............1-9
Testing the fax ...................................................1-10
2 PREPARING TO USE
YOUR FAX
Main components of your fax .......... 2-1
Fax controls — the operation panel. 2-2
Guidelines for entering
numbers, letters, and symbols..... 2-4
Correcting mistakes ...........................................2-5
Setting the TEL LINE TYPE ............... 2-6
Registering sender information ....... 2-7
Personalizing your fax........................................2-7
Setting the date and time ..................................2-7
Registering your fax/telephone number and
name................................................................2-8
Setting the daylight saving time .......................2-9
Registering one-touch speed
dialing numbers and names....... 2-11
Registering coded speed
dialing numbers and names....... 2-12
3 DOCUMENTS AND
PAPER
Preparing documents ....................... 3-1
Types of documents you can scan ..................3-1
Problem documents ...........................................3-1
Loading documents .......................... 3-2
Problems with multipage documents.............. 3-2
Paper requirements .......................... 3-3
Printable area......................................................3-3
Loading paper......................................................3-3
4 MAKING COPIES
Copying documents.......................... 4-1
5 SENDING
DOCUMENTS
Preparing to send a document ......... 5-1
Adjusting the quality of your documents ........5-1
Sending methods ................................................5-2
Dialing methods ..................................................5-2
Sending documents.......................... 5-2
Direct sending .....................................................5-2
Memory sending .................................................5-3
Manual sending ..................................................5-4
Canceling sending............................. 5-5
Automatic dialing ............................. 5-5
Sending a document using one-touch speed
dialing or coded speed dialing numbers ....
5-5
Sending a document using directory dialing ... 5-6
Special dialing ................................... 5-7
Long-distance dialing.........................................5-7
Redialing when the line is busy ....... 5-8
Manual redialing.................................................5-8
Automatic redialing ............................................5-8

Table of Contents
iii
Delayed sending ............................. 5-10
Sending other documents while the fax is
set for delayed sending..............................5-11
Canceling delayed sending.............................5-11
Sequential broadcasting................. 5-12
Sending a document to more than one
location .........................................................5-12
Documents stored in memory ....... 5-13
Printing a list of documents in memory ........5-13
Printing a document in memory .....................5-13
Deleting a document from memory ...............5-14
6 RECEIVING
DOCUMENTS
Different ways to receive a
document ...................................... 6-1
Setting the receive mode ................. 6-2
Receiving both documents and telephone
calls automatically: Fax/Tel mode ..............6-2
Receiving documents manually:
MANUAL MODE ............................................6-4
Receiving documents with an answering
machine: ANS.MACHINE MODE ................6-4
Receiving with a DRPD (Distinctive Ring Pattern
Detection) service: DRPD ............................6-5
Other features ................................... 6-6
Saving ink while printing documents ..............6-6
Receiving documents in memory while performing
another task or when a problem occurs .....
6-6
Polling to receive documents ...........................6-6
Canceling receiving........................... 6-7
7 SETTINGS AND
ACTIVITY REPORTS
Selecting a menu .............................. 7-1
Activity reports ................................. 7-6
How to print a report ..........................................7-6
Activity report......................................................7-7
One-touch speed dialing list .............................7-7
Coded speed dialing list.....................................7-7
User data list........................................................7-7
Doc. memory list .................................................7-7
TX (Transmission) report ...................................7-7
RX (Reception) report.........................................7-7
Multi TX/RX (Transaction) report .....................7-7
8 SOLUTIONS TO
COMMON PROBLEMS
Clearing jams .................................... 8-1
Jams in the document tray................................8-1
Jams in the multi-purpose tray.........................8-2
Periodic cleaning ............................... 8-3
Cleaning the exterior of the fax ........................8-3
Cleaning the interior of the fax .........................8-3
Testing and cleaning the BJ cartridge print
head.................................................................8-5
Replacing the BJ cartridge ...............................8-6
Troubleshooting ................................ 8-8
Paper feeding problems ....................................8-8
Faxing problems.................................................. 8-9
Print quality problems ......................................8-13
Telephone problems .........................................8-13
Copying problems .............................................8-14
General problems .............................................8-14
LCD messages................................. 8-15
In case of a power failure ............... 8-19
During a power failure .....................................8-19
Memory clear report ........................................8-19
Specifications ............. S-1
Index ........................... I-1

iv
Copyright
Copyright © 2003 by Canon U.S.A., Inc.All rights reserved. No part of this publication may be
reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any language
or computer language in any form or by any means, electronic, mechanical, magnetic, optical,
chemical, manual, or otherwise, without the prior written permission of Canon U.S.A.
Trademarks
Canon, FAXPHONE, and BJ are registered trademarks. UHQ is a trademark of Canon Inc.
All other product and brand names are registered trademarks, trademarks or service marks of
their respective owners.
As an ENERGY STAR®Partner, Canon Inc. has determined that this product meets the
ENERGY STAR®guidelines for energy efficiency.
Model Name
• H12261 (FAXPHONE B40)

v
Using this guide
This guide provides detailed information on how to set up, operate, maintain, and troubleshoot
your fax.
Please read the list below to become familiar with the symbols, terms, and abbreviations used in
this guide.
cCautions tell you how to avoid actions that could injure you or damage your fax. In order to
use your fax safely, always observe these cautions.
nNotes provide advice on using your fax more effectively, describe operating restrictions, and tell you
how to avoid minor difficulties. Reading these is recommended to make the most of your fax and its
functions.
(see p. xx) Indicates a page number that you can refer to for more information on
the topic of the previous sentence or paragraph.
default A setting that remains in effect unless you change it.
document The original sheet(s) of paper you send, receive, or copy with your
fax.
menu A list of settings from which you select an item to set up or change. A
menu has a title which appears on the LCD.
3and 4buttons Used to select an item in a menu. Press 4to select the next item, and
press 3to select the previous item.
transaction number When you send or receive a document, your fax automatically assigns
the document a unique transaction number. A transaction number is a
four-digit number that will help you keep track of documents you send
and receive.
TX/RX NO. TX/RX NO. is the abbreviation used for “transaction number.”
TX Denotes Transmission.
RX Denotes Reception.
TRANSMITTINGOK LCD display. The contents of the LCD display may vary depending on
the current settings.
In addition, this guide uses brackets to identify the buttons you press when performing different
functions: [Stop].
Customer support
Your fax is designed with the latest technology to provide trouble-free operation. If you
encounter a problem with the fax’s operation, try to solve it by using the information in Chapter
8. If you cannot solve the problem or if you think your fax needs servicing, contact your local
authorized Canon dealer or the Canon help line.

vi
Important safety instructions
Read these safety instructions thoroughly before using your fax.
cExcept as specifically described in this guide, do not attempt to service the fax yourself. Never
attempt to disassemble the fax: opening and removing its interior covers will expose you to
dangerous voltages and other risks. For all service, contact your local authorized Canon dealer
or the Canon help line.
■Handling and maintenance
• Follow all warnings and instructions marked on the fax.
• Do not subject the fax to strong physical shock or vibration.
• Always unplug the fax before moving or cleaning it.
• To avoid paper jams, never unplug the power cord, open the printer cover, or remove paper
from the multi-purpose tray while printing.
• When transporting the fax, leave the BJ cartridge installed in the cartridge holder and tape the
cartridge holder to the right side of the fax. This will prevent ink spilling inside the fax.
• Always lift the fax by its base as shown below. Never lift it by any of its attachments or covers.
• Do not push objects of any kind into the slots or openings on the fax as they may touch
dangerous voltage points or short out parts. This could result in fire or electric shock.
• Do not allow small objects (such as pins, paper clips, or staples) to fall into the fax. If
something does fall into the fax, unplug it immediately and contact your local authorized Canon
dealer or the Canon help line.
• To avoid spillage in or around the fax, do not eat or drink near it. If you spill liquid or if any
substance falls into the fax, unplug the fax immediately and contact your local authorized
Canon dealer or the Canon help line.
• Keep the fax clean. Dust accumulation can prevent the fax from operating properly.
• Unplug the fax from the wall outlet and refer service to qualified personnel under the following
conditions:
– When the power cord or plug is damaged or frayed.
– If liquid has spilled into the fax.
– If the fax has been exposed to rain or water.
– If the fax does not operate normally when you have followed the instructions in this guide.
Adjust only those controls that are covered by the instructions in this guide. Improper
adjustment of other controls may result in damage and may require extensive work by a
qualified technician to restore the product to normal operation.
– If the fax has been dropped or the body has been damaged.
– If the fax exhibits a distinct change in performance, indicating a need for servicing.

vii
■Location
• Place the fax on a flat, stable, vibration-free surface.
• Place the fax in a cool, dry, clean, well ventilated place.
– Make sure the area is free from dust.
– Make sure the location is not affected by extreme temperature changes, and always stays
between 50° and 90.5°F (10° and 32.5°C).
– Make sure the area’s relative humidity is always between 20% and 85%.
• Keep the fax away from direct sunlight.
• Do not use the fax near water. Make sure that no wet or humid objects come into contact with
the fax.
• Do not use or store the fax outdoors.
• Do not install the fax near devices that contain magnets or generate magnetic fields, such as
speakers.
• Place the fax near a standard 120 V AC power outlet.
• To ensure reliable operation of the fax and to protect it from overheating, do not block the
exhaust vent and never block or cover any openings on the fax by placing it on a bed, sofa, rug,
or other similar surface. Do not place the fax in a cupboard or built-in installation, or near a
radiator or other heat source unless proper ventilation is provided. Install the fax approximately
4 in. (10 cm) away from walls and other equipment. For the dimensions of the fax, see p. S-1.
• Do not stack boxes or furniture around the power outlet. Keep the area free so you can reach the
outlet quickly. If you notice anything unusual (smoke, strange odors, noises) around the fax,
unplug it immediately. Contact your local authorized Canon dealer or the Canon help line.
• Do not allow anything to rest on the power cord, and do not place the fax where the cord will be
walked on. Make sure the cord is not knotted or kinked.
■Power supply
• During electrical storms, disconnect the power cord from the power outlet. (Please note that any
documents stored in the fax’s memory will be deleted when you unplug the fax.)
• Whenever you unplug the fax, wait at least five seconds before you plug it in again.
• If dust accumulates around the plug of the power cord when it is connected to a power outlet,
unplug the fax and wipe the plug with a clean, dry cloth.
cThis product emits low level magnetic flux.
If you use a cardiac pacemaker and feel abnormalities, please move away from this product
and consult your doctor.

viii
Users in Canada
Pre-Installation Requirements for Canon
Facsimile Equipment__________________________
■Location
Supply a suitable table, cabinet, or desk. See page S-1 for the machine’s dimensions and weight.
■Order Information
1. Provide only a single-line to touch-tone or rotary telephone set terminated with a standard 4-pin
modular phone plug. (Touch-tone is recommended if available in your area.)
2. Order a CA11A modular jack (USOC code), which should be installed by the telephone
company. If the CA11A jack is not present, installation cannot occur.
3. Order a normal business line from your telephone company’s business representative. The line
should be a regular voice grade line or the equivalent. Use one line per machine.
DDD (DIRECT DISTANCE DIAL) LINE
-or-
IDDD (INTERNATIONAL DIRECT DISTANCE DIAL) LINE IFYOU COMMUNICATE
OVERSEAS
nCanon recommends an individual line following industry standards [e.g. the 2500 (Touch Tone) or
500 (Rotary/Pulse Dial) telephones]. A dedicated extension off a PBX machine without “Camp On”
signal is also permissible with your machine. Key telephone systems are not recommended because
they send non-standard signals to individual telephones for ringing and special codes, which may
cause a fax error.
■Power Requirements
The power outlet should be a three-prong grounded receptacle (Single or Duplex). It should be
independent from copiers, heaters, air conditioners or any electric equipment that is
thermostatically controlled. The rated value is 120 volts and 15 amperes. The CA11A modular
jack should be relatively close to the power outlet to facilitate installation.
Notice ________________________________________
This equipment meets the applicable Industry Canada Terminal Equipment Technical
Specifications. This is confirmed by the registration number. The abbreviation, IC, before the
registration number signifies that registration was performed based on a Declaration of
Conformity indicating that Industry Canada technical specifications were met. It does not imply
that Industry Canada approved the equipment.

ix
Before installing this equipment, users should ensure that it is permissible to be connected to the
facilities of the local telecommunications company. The equipment must also be installed using
an acceptable method of connection. The customer should be aware that compliance with the
above conditions may not prevent degradation of service in some situations.
Repairs to certified equipment should be coordinated by a representative designated by the
supplier. Any repairs or alterations made by the user to this equipment, or equipment
malfunctions, may give the telecommunications company cause to request the user to disconnect
the equipment.
Users should ensure for their own protection that the electrical ground connections of the power
utility, telephone lines and internal metallic water pipe system, if present, are connected together.
This precaution may be particularly important in rural areas.
cUsers should not attempt to make such connections themselves, but should contact the
appropriate electric inspection authority, or electrician, as appropriate.
nThis Class B digital apparatus meets all requirements of the Canadian Interference-Causing
Equipment Regulations.
The Ringer Equivalence Number is an indication of the maximum number of devices allowed to
be connected to a telephone interface. The termination on an interface may consist of any
combination of devices subject only to the requirement that the sum of the RENs of all the
devices does not exceed five.
CANON CANADA INC.
1-800-652-2666
24 HOURS A DAY, SEVEN DAYS A WEEK
For Canadian Users ___________________________
Canon Canada Inc., offers a full range of customer technical support* options:
• For interactive troubleshooting, e-mail technical support, the latest driver downloads and
answers to frequently asked questions (www.canon.ca)
• Automated interactive telephone support on most current products 24 hours, 7 days a week (1-
800-652-2666)
• Free live technical support Monday—Friday (excluding holidays) for products still under
warranty (1-800-652-2666)
• The location of the authorized service facility nearest you (1-800-652-2666)
If the problem cannot be corrected by using one of the above technical support options, repair
options are available at the time of your call to the Free live technical support number above or
via the website at www.canon.ca
* Support program specifics are subject to change without notice.

1
SETTING UP
1-1
Unpacking
As you unpack your fax, save the carton and packing material in case you want to move or ship
the fax in the future.
Carefully remove all items from the box.
• It is best to have someone hold the box while you lift the fax and its protective packaging out of
the carton.
Make sure you have the following items:
SETTING UP
1
You should also have the followings:
• Power cord
• Telephone line cord
• Documentation
• Warranty
• Destination labels
If any of these items are damaged or missing, contact your local authorized Canon dealer or the
Canon help line immediately.
Main unit
Document tray BX-3 Black BJ cartridge
Multi-purpose tray

1-2
nThe actual shipping materials may differ in shape, quantity, and position from the ones shown
above.
Removing the shipping materials _____________
1 Remove the shipping tapes qfrom the top of the fax and the protective piece w.
1
1
2
2 Open the printer cover by gently pulling it towards you.
3 Remove the shipping tapes qand the protective pieces w.
Close the printer cover until it locks into place.
1
2
2

1
SETTING UP
1-3
Assembling the fax
1 Insert the tabs on the multi-
purpose tray into the slots on
the fax.
2 Insert the tabs on the
document tray into the
corresponding slots.
Attaching components _______________________
nFor user convenience, the destination labels provided with your fax (in some countries) should be
fitted over the one-touch speed dialing buttons on the left of the operation panel.

1-4
Connecting the telephone line and external
devices _______________________________________
There are three jacks on the left side of the fax for connection of the following:
If you only have one telephone line and plan to use the fax for receiving both fax and voice calls,
you will need to connect the optional handset, extension phone, or answering machine to the fax.
Be sure to connect any external devices before using the fax.
Making connections
1 Connect the supplied telephone line cord to the Ljack, then the other end to the
telephone line jack on your wall.
Optional handset
Extension phone (a telephone
that you may wish to have
away from the fax to use at a
different location) or
answering machine
Telephone line

1
SETTING UP
1-5
2 Connect an extension phone or answering machine to the tjack.
n• Due to the range of specifications, Canon cannot guarantee that all answering machines will
be compatible with your fax.
• If you have connected an external device to your fax, be sure to select the correct receive mode
(see Chapter 6).
• To connect an extension phone as well as an answering machine, connect the extension phone
to the answering machine, and then connect the answering machine to your fax.
• If the extension phone does not have its own power supply, any redial data in the extension
phone memory may be lost after an extended fax transmission.
Connecting the AC power cord_______________
Plug the fax into a 120 voltAC outlet.
1 Plug the power cord connector into the rear of the fax.
2 Plug the other end of the power cord into a properly grounded AC power outlet.
nThere is no power switch on the fax. The power is on as long as the fax is plugged in.

1-6
Loading paper
Paper guidelines ______________________________
• Be sure to load paper of the correct size, weight, and quantity recommended for your fax
(see pp. 3-1, S-1).
• Store all paper wrapped and on a flat surface until ready to use. Keep opened packs in their
original packaging, in a cool, dry location.
• Store paper at 64.5°–75°F (18°–24°C), 40%–60% relative humidity.
• To avoid paper jams and poor print quality, do not print on damp, curled, wrinkled, or torn
paper.
• Use cut-sheet paper only, not paper that comes on a roll.
• Use only paper that has a thickness of between 0.003 and 0.005 in. (0.08 and 0.13 mm). Thick
paper may damage the BJ cartridge print head.
• Do not load paper beyond the paper limit mark (P) or beyond the tab on the paper guide. Doing
so may cause problems. Also, make sure there are no gaps on either side of the paper stack.
• Let the paper run out before refilling the multi-purpose tray. Avoid mixing new stock with paper
already loaded.
• Do not leave paper stacked in the multi-purpose tray for long periods of time since it may bend
or curl and cause problems.
• Certain environmental conditions, such as extreme temperatures or humidity, can cause some
paper to misfeed in the multi-purpose tray. If you have trouble, feed one sheet at a time.
• Depending on the density of the printed pages, the ink may need time to dry. Within two or
three seconds, the ink becomes smudge-resistant. After drying for several minutes, the ink
becomes water-resistant.
• If your printed page contains a large amount of graphics, the ink on the page may be damp due
to the print density. Leave the page for 30 to 60 seconds to allow the ink to dry. Then remove
the page carefully without touching any surfaces.
• If paper curls after printing, remove it immediately; otherwise paper jams may occur.
• The platen (a roller inside the fax) may become inked if you print data beyond the width of the
page. If this happens, clean inside the fax (see p. 8-3).
Tab
Paper limit mark
No gaps here

1
SETTING UP
1-7
1 Move the paper guide to the left.
2 Fan a stack of paper, then tap the edge of the stack on a flat surface to even the stack.
3 Insert the stack into the multi-purpose tray q, and align the right edge of the stack with
the right side of the multi-purpose tray. Then slide the paper guide wsnugly against the
left edge of the stack.
2
1
Loading paper in the multi-purpose tray______
If necessary, remove the document tray when loading paper.

1-8
Installing the BJ cartridge
The first time you set up your fax, you have to install the BJ cartridge before you can begin
receiving and copying documents.
For information on replacing the BJ cartridge, see p. 8-6.
Guidelines ____________________________________
• Use only a Canon BX-3 Black BJ cartridge in your fax.
• Store BJ cartridges at room temperature.
• When the BJ cartridge print head is left exposed, it easily dries out and becomes unusable. To
avoid this, keep the followings:
– Keep BJ cartridges in the packaging until you are ready to use them.
– Never remove the BJ cartridge unless you are going to replace it.
– Keep the cartridge holder in the home position (on the right side of the fax) when you are not
using the fax.
• Replace BJ cartridges after one year of use.
nIf you need to unplug the fax, wait until it returns to standby mode (date and receive mode displayed
on the LCD). Otherwise the cartridge holder may not be in its home position; causing the BJ
cartridge to remain uncapped and dry out.
c• Store BJ cartridges out of the reach
of children. If anyone inadvertently
ingests ink, consult a physician
immediately.
• Do not touch the metallic areas on the
BJ cartridge.
The ink in the BJ cartridge is difficult to clean up if spilled. Follow the precautions below when
handling the BJ cartridge.
• Carefully remove packaging from BJ cartridges.
• Do not attempt to disassemble or refill BJ cartridges.
• Do not shake or drop BJ cartridges.
Do not touch these metallic areas.

1
SETTING UP
1-9
Installing the BJ cartridge in your fax ________
When there is no BJ cartridge installed in your fax, PUT IN CARTRIDGE is displayed on the
LCD.
1 Make sure the fax is plugged in.
2 Load the paper in the multi-purpose tray.
3 Open the printer cover by gently pulling it towards you (see p. 1-2).
4 Raise the cartridge lock lever on the cartridge holder.
5 Remove the BJ cartridge from its package, then remove the orange protective cap qand
tapew.
1
2
Discard the cap and tape. Never attempt to reattach them to the BJ cartridge print head.

1-10
6 Align the slot in the cartridge with the yellow post in the fax, and with the label facing
outwards, insert the BJ cartridge into the cartridge holder. Lower the cartridge lock lever
until you hear a click to lock the cartridge in place.
The yellow post (BJ cartridge guide) should be visible through the slot. The BJ cartridge tilts slightly
to the left in the loaded position.
7 Close the printer cover.
If the AUTO TEST PRINT setting is set to ON:
The fax automatically prints a test page.
The fax prints a test page every time you insert a BJ cartridge.
You can turn off automatic test printing by changing the AUTO TEST PRINT setting. See SYSTEM
SETTINGS, p. 7-5.
c• Do not try to manually move or stop the cartridge holder.
• Do not touch the components shown below or any metal parts.
Circuit boardRound shaft
Guide railRibbon cable
Testing the fax________________________________
After you have assembled the fax, loaded the paper, and installed the BJ cartridge, you can make
sure the fax is printing properly by making several copies of a document (see p. 4-1).
If you have problems printing, see Chapter 8.