FP optimail 30 User manual

Franking machine
Operator Manual
optimail 30

2optimail 30 – Display and Keyboard
Multifunction keys
(soft keys)
Display
Confirm input
Acknowledge messages
Press briefly
back to higher-level menu / window
Hold key pressed:
back to the home menu
Call up menu for:
– special functions
– administration and statistics
– system settings
–etc.
Teleset / loading postage
Show registers
Clear inputs
In the home menu:
holding C/CE pressed sets home
menu back to default
Memory:
display / select
saved postage settings
Numeric keys
– enter numbers
– enter letters, punctuation
and special characters
Shift key:
switch upper / lower
case letters
Arrow keys
– navigate
– scroll
– increase / decrease
values

Contents 3
About this Operator Manual _____________________________________6
1 Safety tips ____________________________________________________7
2 A short description of the optimail 30 _____________________________8
3 The basics of operation ________________________________________11
3.1 Turning on / off _________________________________________11
3.2 Stand-by ______________________________________________12
3.3 Access control – MASTER / USER _________________________12
3.4 The user interface ______________________________________13
3.4.1 Key functions __________________________________________13
3.4.2 Display symbols ________________________________________15
3.4.3 Description of operating procedures and menu sequences
in the present Operator Manual ____________________________16
3.4.4 The home menu ________________________________________17
3.4.5 The menu _____________________________________________18
3.4.6 Lists _________________________________________________19
3.4.7 Adjustment menus ______________________________________20
3.4.8 Popup windows ________________________________________20
3.5 Text input _____________________________________________21
3.6 Test imprint ___________________________________________22
4 Setting the franking imprint _____________________________________23
4.1 Postage ______________________________________________23
4.2 Endorsement __________________________________________25
4.3 Advert ________________________________________________26
4.4 Text message _________________________________________27
4.5 Date _________________________________________________29
5 Franking ____________________________________________________31
5.1 Selecting / changing an account ___________________________31
5.2 Positioning and franking a letter ____________________________33
6 Postage calculation
(optimail 30 with integrated scale only) __________________36
6.1 The postage calculation menu _____________________________36
6.2 Setting dispatch data for postage calculation _________________38
6.3 Weighing, postage calculation, franking _____________________40

optimail 30 Operator Manual
4
7 Special functions _____________________________________________ 42
7.1 Using the DX feature
(optional) _____________________________ 42
7.1.1 Things worth knowing about the DX feature __________________ 42
7.1.2 Franking DX-mail _______________________________________ 43
7.1.3 Viewing and printing information on DX mode ________________ 45
7.2 Stamping incoming mail _________________________________ 46
7.3 Moistening and sealing letters
(optional) ______________________ 47
7.4 Using an external postal scale ____________________________ 49
7.4.1 Connecting the postal scale to the optimail 30 ________________ 49
7.4.2 Operating optimail 30 with an external postal scale ____________ 50
8 Memory _____________________________________________________ 51
8.1 Setting postage or dispatch data for postage calculation
using the memory ______________________________________ 51
8.2 Saving memory items ___________________________________ 52
8.3 Renaming memory items ________________________________ 53
8.4 Deleting memory items __________________________________ 53
9 Displaying and printing registers ________________________________ 54
10 Loading postage – Teleset _____________________________________ 55
11 Account administration ________________________________________ 57
11.1 Setting up a new account ________________________________ 57
11.2 Assigning / blocking USER card(s) for an account _____________ 59
11.3 Viewing and printing account statistics ______________________ 60
11.4 Changing / clearing down / deleting an account _______________ 60
11.5 Clearing down all accounts _______________________________ 62
12 Imprint management __________________________________________ 63
12.1 Loading imprint data from cards ___________________________ 63
12.2 Using / renaming / deleting adverts _________________________ 64
12.3 Entering new text messages ______________________________ 65
12.4 Editing / deleting text messages ___________________________ 65
12.5 Deleting endorsements __________________________________ 66
13 Advanced settings & system information _________________________ 67
13.1 Viewing / printing / sending system information _______________ 67
13.2 Displaying and clearing down the item counter ________________ 68
13.3 High postage – setting the threshold ________________________ 68
13.4 Low postage warning – setting the threshold _________________ 69
13.5 Setting the access rights _________________________________ 69

Contents 5
13.6 Setting the display contrast _______________________________70
13.7 Setting audible signals ___________________________________71
13.8 Clock ________________________________________________72
13.8.1 Correcting the time ______________________________________72
13.8.2 Summer time changeover ________________________________73
13.8.3 Setting the time zone ____________________________________73
13.9 Changing the stand-by time _______________________________74
13.10 Changing the user interface language _______________________75
13.11 Modem settings – changing dialling parameters _______________76
13.12 Changing dial-up numbers ________________________________78
13.13 Integrated scale
(optional) _________________________________79
13.13.1 Loading a new rate table _________________________________79
13.13.2 Deleting rate tables _____________________________________80
13.13.3 Turning automatic endorsement selection on / off ______________80
13.13.4 Zeroing _______________________________________________81
13.14 Creating a MASTER card ________________________________82
14 Maintenance and care _________________________________________83
14.1 Cleaning the franking machine ____________________________83
14.2 Changing the ribbon cassette _____________________________84
14.3 Sealer
(optional) _________________________________________86
14.3.1 Cleaning ______________________________________________86
14.3.2 Checking the water level and topping up water ________________87
14.3.3 Replacing felts _________________________________________88
14.4 Changing the battery ____________________________________91
15 Tips for troubleshooting _______________________________________94
Appendix
Access rights for selected functions _______________________________100
Menu (overview) ______________________________________________102
Glossary ____________________________________________________103
Technical Data _______________________________________________105
Declaration of Conformity _______________________________________108
Index _______________________________________________________109
Service _____________________________________________________115

optimail 30 Operator Manual
6
About this Operator Manual
Please read this Operator Manual before using the optimail 30
franking machine. Pleasekeep themanual nearthe optimail 30
at all times for reference.
This Operator Manual describes the optimail 30
– in its standard version
– with integrated scale
as well as the optional accessory.
Functions which are only available with certain configurations
are recognisable by a suffix, e.g.
(optional) .
Quick Reference Guide The Quick Reference Guide gives you an overview of the
operating menu and franking with the optimail 30.
Installation Guide Please read the ‘InstallationGuide’ to findouthow to install and
register the optimail 30.
The following keywords and symbols identify the safety tips in
this Operator Manual:
Warning! indicates a potential hazard which may result in
injury.
Caution! indicates a potential hazard that may result in dam-
age to the optimail 30 or impair the franking process.
The following symbols and text features are used in this
Operator Manual:
• Bullets precede instructions.
– Dashes precede list items.
ITEM COUNTER Menu names and options from the operating menu are written
in capital letters.
“Incorrect value.” Messages are highlighted by quotation marks in the text.
A tip offers advice or additional suggestions for improving the
operation.
Chapter ‘The basics of operation’ on page 16 explains how
operating and menu sequences are described.

Safety tips 7
1 Safety tips
The optimail 30 is a digital franking machine with a thermal printer for franking
letter mail. The optimail 30 complies with the pertinent safety regulations for office
information equipment.
Please observe the following tips for your own safety:
• Install and commission the optimail 30 according to the instructions in the Installa-
tion Guide.
• When you move the optimail 30 from a cold environment (i.e. below 10°C / 50°F):
Wait at least 24 hours before connecting the optimail 30. The optimail 30 requires
this period to adapt to the ambient conditions.
• Use only the power and modem cables provided or approved by Francotyp-
Postalia. Make sure that cables are not damaged.
• Only operate the optimail 30 on agrounded single-phase power socket. Make sure
your office power supply conforms to the power requirements shown on the serial
number plate of the optimail 30.
• Make sure the socket for connecting the optimail 30 is close by and easily
accessible at all times.
• Do not remove any parts of the housing.
• Never cover the ventilation slots in the housing.
• Switch off the optimail 30 before cleaning the franking machine or moving it to
another location.
• Make sure that no liquids or foreign objects penetratethe interior of the optimail 30.
If this happens, pull out the power plug immediately. Have the optimail 30 checked
by a service technician before using it again.
• Pull out the power plug in the event of danger! Call the Francotyp-Postalia after-
sales service.
• Only use original ribbon cassettes from Francotyp-Postalia. Observe the
information enclosed with every package.
• Only use the batteries provided by Francotyp-Postalia. Observe the instructions
enclosed with the battery for correct use and disposal.
• Only have maintenance and repair work done by qualified personnel authorised by
Francotyp-Postalia. Otherwise your warranty will be voided. You will be liable for
any damages.

optimail 30 Operator Manual
8
2 A short description of the optimail 30
Scale with scale platform
(optional)
Power switch
Power connection
Modem socket
Sealer
(optional)
Serial interface (25-pin)
Display
Ventilation slots
Power switch
Letter guide
Letter receiving tray
Flap with ribbon
cassette behind
Card reader
with card
Catch tray
Flap release key
(ribbon cassette compartment)
Keyboard

A short description of the optimail 30 9
Things worth knowing about the optimail 30
The optimail 30 is a franking machine for small and
medium-sized mail volumes. It franks letters up to a
thickness of 6 mm (0,24") and self-adhesive FP labels.
With up to 30 franking imprints per minute you manage
your daily mail volume in virtually no time at all.
Menu-controlled operation No matter which function you need – from setting the
franking imprint to editing systemparameters – with the
clearly structured user interface on the backlit display
you quickly and easily perform these tasks.
Franking The optimail 30 shows all major franking information at
a single glance. You only have to put the letter in place
– the optimail 30 feeds the letter, franks it and ejects the
ready to send letter to the right.
Letters as advertising medium In addition to the franking imprint the optimail 30 can
simultaneouslyprintanadvertofyourchoiceand–quite
like an SMS – a text message containing up-to-date
information on the envelope.
Teleset Load postage into the optimail 30 with the Teleset
process via a built-in modem – fast, comfortable and, if
need be, 24 hours a day.
Protection against
unauthorised use
Access cards in check card format protect the opti-
mail 30 against unauthorised use and allow individual
access rights to be assigned (MASTER / USER).
Flexible and up to date New adverts, endorsementsor newRoyal Mail pricing –
simply load updated data into your optimail 30 via chip
card.
Thermal printing The thermal printing process provides a clean, smudge-
proof imprint. The solid ink on the ribbon is heated upas
it passes the thermal print head, the liquefied ink pene-
trates the paper of the envelope and remains perma-
nently bonded.
The ribbon cassette is simple to replace with just a few
actions.

optimail 30 Operator Manual
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Additional functions Theoptimail 30offersanumberofconvenientadditional
functions that will soon be among your favourites:
–Memory function for frequently used Royal Mail
products.
–Account functionforseparateregistrationandbilling
of portage costs.
–Incoming mail stamp. Print date and time on incom-
ing mail.
–Print lists for account data, register states, system
information and other information.
Catch tray The convenient catch tray with adjustable stop is ideal
for stacking the processed letters and provides addi-
tional storage space.
Options The following components are available to extend the
machine’s range of functions:
–Integrated scale. When the optimail 30 includes the
space saving, integrated 3 kg-scale, the ‘postage cal-
culation’ function is available. Depending on the dis-
patch data and the weight determined by the
integrated scale, the optimail 30 fast and reliably cal-
culates the postage.
–Sealer. Manuallypasstheopen envelope through the
sealer. The moistened flap is pressed down during
subsequent franking in the optimail 30.
–DX feature. Franking mail pieces for dispatch by pri-
vate carrier DX.

The basics of operation 11
3 The basics of operation
In this chapter you will learn about the basic optimail 30 functions and how to handle
the franking machine user interface.
3.1 Turning on / off
Push the power switch, the toggle switch on the back left side of the franking
machine, to turn the optimail 30 ON or OFF.
Caution! Wait for at least one minute before you turn the optimail 30 on
again.
Turning on
• Push I(= ON) on the power switch.
The display lights up and a self check starts.
The optimail 30 tests and activates all
machine components. This procedure takes
some time and is accompanied by signal
tones and display messages.
Finally the home menu appears.
The optimail 30 is ready and displays the
following franking options:
The home menu (example) – The postage and, if applicable, the
endorsement imprint are the settings
saved under MEM 1.
– The advert and text message are ruled by
the current account.
– An account has been set when an access
card (MASTER or USER) has been
plugged or access control was disabled.
– Current date.
Turning off
• Push O(= OFF) on the power switch.
Theoptimail 30switchesoff.Thedisplaylight
goes out.

optimail 30 Operator Manual
12
3.2 Stand-by
When in stand-by the optimail 30 displays a
clock. The display is dark.
Theoptimail 30goestostand-byifyoudonot
feed any letters or press any keys for some
time. You can reactivate the optimail 30 by
pressing any key.
Refer to Chapter 13.9 on page 74 on how to
set the stand-by period.
3.3 Access control – MASTER / USER
The MASTER and USER cards, commonly referred to as access cards, control the
access rights to the franking machine.
The card labelled MASTER allows access to all functions.
Cards labelled USER allow access to certain functions only.
– Franking to assigned accounts.
– Saving and editing memory items.
– Assigning an advert and a text message to the current account.
Access control with cards can also be disabled. Franking is then possible without
access card on all accounts.
For an overview of all access rights refer to page 100.
Inserting an access card
• Insert the access card in the card reader.
The chip on the card must face the rear.
• Push in the access card against a slight
resistance all the way to the stop. You can
feel the card snap in.
Removing an access card
• Simply pull the access card out of the card
reader.

The basics of operation 13
3.4 The user interface
This chapter coversthe optimail 30 user interface.You will be introduced tothe menu
and window types, the used symbols, the modes of operation and how the present
manual presents menu / operating sequences.
3.4.1 Key functions
Multifunction keys
The keys to the right of the display are multifunction keys (also
called soft keys). These keys are assigned different functions.
Display text and symbols indicate the currently assigned
function.
Arrow keys
– For scrolling in menus, lists, etc.
– For cursor movement (e.g. when typing text).
– For increasing / decreasing values (when changing selected
system parameters).
Memory
Display saved settings and select them for franking.
Enter key
– Confirm input.
– Acknowledge messages.
Clear
Special function in the home menu:
– Keeping the key pressed (approx. 2 seconds) sets the
optimail 30 back to default values in the home menu.
Special function in the postage calculation menu
(optimail 30 with scale only) :
– Pressing the key briefly clears one item each.
– Keeping the key pressed (approx. 2 seconds) clears all
selected dispatch data.
Opens the Teleset menu for:
– Loading postage.
– Calling up register values.

optimail 30 Operator Manual
14
Opens the MENU for system settings, administration, special
and service functions for the optimail 30.
Back key
– Key pressed briefly: back to last menu / window.
– Keeping the key pressed (approx. 2 seconds):
back to the home menu.
Numeric keys
– For typing numbers.
– For typing text (account names, etc.).
To insert blanks: key .
Available special characters, key :
. , : !; ? % & ’ " ( ) * + - / < = > \ ^ _ @ # €$ £ ¥
Shift key
Switch upper / lower case letters during typing.

The basics of operation 15
3.4.2 Display symbols
The following symbols indicate the multifunction key assignment:
The letter symbol indicates: The optimail 30 is ready for franking.
You can feed and frank mail.
The letter box symbol indicates the Incoming mail stamp is enabled and
ready. You can load incoming mail.
The printer symbol indicates the Print lists function.
A list, report, preview image, etc. can be printed.
The text symbol indicates that text can be typed.
The numeric keys are released for text input.
MEM and the memory location number indicate the selected memory
item.
The hourglasssymbol appearswhen the optimail 30 requires some more
time (e.g. when updating data). Please wait untilthe procedure is finished.
Arrows in the status bar indicate the presence of further options that you
can select.
Use the arrow keys to scroll forward or backward.
Set Postage.
Set Advert.
Set Text Message.
Set Endorsement.
Change Account.
Set Date.
Switch to Incoming mail stamp function.
Return to the franking function (standard carrier) = Royal Mail mode.
Switch to second carrier = DX mode (with DX feature only) .
In lists: Select a setting saved in the displayed location (e.g. a memory
item, an advert, a text message, an endorsement).

optimail 30 Operator Manual
16
3.4.3 Description of operating procedures and menu sequences
in the present Operator Manual
Illustrations of display screens show current
settings and what to type.
Themultifunctionkey thatmustbe pressedto
trigger an action / function is shown in black.
The ‘way’ through the menu to reach a
function as well as inputs / settings for this
function are indicated as follows:
• Press the key.
• Select in the menu:
SYSTEM SETTINGS STANDBY TIME.
(To do so, scroll down with the key,
press the softkey next to SYSTEM SET-
TINGS, scroll down with the key and
press the softkey next to STANDBY TIME.)
• Type the desired time (= Current setting).
• SAVE the setting shown.
Standby Time
Current setting: 5 min
System Settings
Save

The basics of operation 17
3.4.4 The home menu
The home menu appears after the machine
was turned on and the selfcheck has been
successfully completed. It displays the cur-
rent franking settings (postage, advert, text
message, endorsement, etc.).
Dispatch data and weight only appear when
the postage calculation function is used
(optimail 30 with scale only) .
An account has been set and is indicated in
the home menu when an access card (MAS-
TER or USER) has been plugged or access
control was disabled.
Symbols indicate the multifunction key
assignment and inform about the current
settings. Chapter 3.4.2 explains the used
symbols.
The status bar informs of the current
operating state and gives additional hints.
In the home menu you can
– set postage and enter the postage
calculation menu
(optimail 30 with scale only)
– select an advertising imprint , a text
message and an endorsement
imprint
– change the date for the franking
imprint
–weigh (optimail 30 with scale only)
– frank.
You can also
– switch to ‘Incoming mail stamp’
function.
– change the account (when access
to this function is permitted).
– switch to DX mode (if DX option is
enabled)
.
Endorsement
Advert
Postage
Weight
Selected
memory item
Ready for franking
Status barDate
Text message
Current account
Dispatch data

optimail 30 Operator Manual
18
3.4.5 The menu
Use key to open the MENU.
From this menu you can access the adminis-
tration functions, the system settings and
service functions.
Use the arrow keys to scroll to the next page
and back.
Use the multifunction keys to select the func-
tions. Dependingon thefunctionamenuwith
further options, an adjustment menu, a list or
the like appear.
Pressing the key always returns you to
the higher-level menu.
A quickoverview of the MENU is providedon
page 102.
Other functions:
scroll with arrow keys

The basics of operation 19
3.4.6 Lists
Lists (e.g. for memory items, adverts, text
messages) offer all available settings in list
form. The assigned number appears on the
display right.
You can scroll the list with the arrow keys if
more than four memory items are available.
Use the multifunction keys to select one of
the available settings.
The caption displays the list’s title.
A symbol in the caption can indicatea certain
operating state. In the example shown the
printer symbol indicates the list can be
printed.
The status bar indicates useful additional
functions.
For the advanced user:
Keeping the multifunction key pressed (for
approx. 2 seconds) in some lists displays a
preview and gives you access to a choice of
administrative functions.
For example: from the text message list you
have direct access to a menu where you can
edit the text message.
Status bar
Caption
Possible settings
Symbolises the
Print lists function
Next page: scroll
with arrow key

optimail 30 Operator Manual
20
3.4.7 Adjustment menus
Theoptimail 30opensaseparatemenueach
for editing system parameters andfor typing,
editing, clearing user-specific data.
Structure and function of these menus are
similar. On the display left the optimail 30
shows the current setting. To the right you
see other settings and functions you can
select with the multifunction keys.
Acursor,theflashingunderscore _indicates
a box where you can type text or numbers.
The caption displays the menu’s title.
A symbolinthecaptioncanindicateacertain
operating state.
The status bar informs of special features
and gives additional hints.
Adjustment menus can also comprise graph-
ical elements for visualisation.
3.4.8 Popup windows
A popup window prompting for input opens
for some settings. Messages also appear as
a popup.
Confirm messages and inputs with the
key.
Some popup messages feature auto-confir-
mation, i.e. they automatically close after
some time.
Status bar
Caption
Possible settings
and functions
Text box
with cursor