Francotyp-Postalia mymail User manual

mymail
Franking machine
Operator Manual

2
Please read this operator manual before using the
mymail franking machine. Please keep the manual
near the mymail at all times for reference.
This operator manual describers the mymail
– in its standard version and
– with integrated scales.
Displayillustrationsinthismanualnormallyshowthe
operating menu with scales. Functions which are
only available with the scales are recognisable by a
suffix, e.g. (only for mymail with scales).
Quick reference The Quick Reference Guide gives you an overview
of the operating menu and franking with the mymail.
Installation guide Please read the Installation Guide to find out how to
install and commission the mymail.
The following keywords and symbols identify the
safety tips in this operator manual.
Warning! indicates a potential hazard which may
result in injury.
Caution!indicatesapotentialhazardthatmayresult
in damage to the mymail or impair the franking
process.
The following symbols and text features are used in
this operator manual:
Press arrow keys – select/scroll
Press E-key (Enter) – confirm
Press C-key (Clear) – back/clear
Press numeric key(s) to enter values or letters.
“Log off” Elements from the operating menu (e.g. menu
names and messages) are highlighted by inverted
commas (speech marks) in the text.
A tip offers advice or additional suggestions for
improving the operation.
About this Operator Manual

3The operating panel
Display (showing the main menu
for a mymail with optional scales here)
Info key:
– Display information
– Close info window
Clear key
– Clear inputs
– Back to the higher menu
Arrow keys:
Scroll in a menu/
menu level
Enter key:
– Confirm inputs and selection
– Acknowledge error message
Home/Shift key:
– Selection: return to main menu
– Text: Switch upper/lower case letters
– Postage value: Enter decimal point
Numeric keys:
– Enter digits
– Enter letters
– Enter punctuation and special characters
Postage value
Weight
Account
Available
special characters:
? ! $ 1 % ” # & , . *
+ - = _ ( )[ ] < > / \

4mymail with scales*
Card reader
with MasterCard*
Letter slot
Display
Scales* Operating panel
ink cartridge below it
Battery compartment
(on the bottom)
Power connection
Modem socket
Keyboard
* optional

Contents 5
1 Safety tips ____________________________________________________7
2 A short description of the mymail _________________________________8
3 The ABC of mymail operation ____________________________________9
3.1 Access control by MasterCard (optional) ________________________9
3.2 Standby _______________________________________________10
3.3 The main menu _________________________________________10
3.4 The mode of operation ___________________________________11
3.5 Enter text ______________________________________________13
3.6 The info window ________________________________________15
3.7 Trial run _______________________________________________15
3.8 Switching the scales on and off (only mymail with scales) ____________16
4 Franking ____________________________________________________17
4.1 Setting the franking imprint ________________________________17
4.2 Positioning and franking a letter ____________________________20
4.3 Ending franking – logging off ______________________________21
5 Weighing and franking (only mymail with scales) ________________________22
5.1 Selecting postal rates ____________________________________22
5.2 Changing and correcting postal rates ________________________24
5.3 Weighing and franking a letter _____________________________25
6 Quick select memories ________________________________________27
6.1 Load saved data ________________________________________27
6.2 Display saved data ______________________________________27
6.3 Saving settings _________________________________________28
6.4 Renaming the quick select memories ________________________29
6.5 Clearing the quick select memories _________________________30
7 Account function _____________________________________________31
7.1 Franking on accounts ____________________________________31
7.2 Change account ________________________________________32
7.3 Setting up accounts _____________________________________33
7.4 Saving standard setting for an account _______________________34
7.5 Renaming accounts _____________________________________35
7.6 Deleting accounts _______________________________________36
8 Register _____________________________________________________37
9 Loading postage – TELESET ____________________________________39

mymail Operator Manual
6
10 Basic settings ________________________________________________ 41
10.1 Changing the town circle _________________________________ 41
10.2 Reloading endorsements _________________________________ 42
10.3 Update rate table (only for mymail with scales) _____________________ 43
10.4 Reloading advertising imprint ______________________________ 44
10.5 Delete advertising imprint _________________________________ 45
10.6 Setting a high postage value ______________________________ 46
10.7 Setting available postage warning __________________________ 47
10.8 Standby time ___________________________________________ 48
10.9 Setting the outside dialling parameters for the modem __________ 48
10.10 Setting the clock ________________________________________ 50
10.11 Switching access control on and off (optional) __________________ 52
10.12 Printing reports _________________________________________ 53
10.13 Zeroing scales (only for mymail with scales) _______________________ 54
11 Maintenance and care _________________________________________ 55
11.1 Cleaning the mymail _____________________________________ 55
11.2 Checking the ink level ____________________________________ 55
11.3 Changing the ink cartridge ________________________________ 56
11.4 Cleaning the ink cartridge _________________________________ 62
11.5 Adjusting the ink cartridge ________________________________ 62
11.6 Test print ______________________________________________ 63
11.7 Changing the battery ____________________________________ 64
11.8 Hints for transporting the mymail ___________________________ 66
12 Error messages and help ______________________________________ 67
12.1 Error messages (alphabetically) ____________________________ 68
12.2 Helpful user tips ________________________________________ 72
12.3 Automatic error diagnosis (self-test) _________________________ 74
Appendix
Menu tree ____________________________________________________ 75
Technical Data ________________________________________________ 76
Declaration of Conformity ________________________________________ 78
Glossary _____________________________________________________ 79
Index _______________________________________________________ 81
Service ______________________________________________________ 85

Safety tips 7
1 Safety tips
The mymail is a franking machine with an inkjet printer for franking letter mail.
The mymail complies with the pertinent safety regulations for office information
equipment.
Please observe the following tips for your own safety:
•Install and commission the mymail according to the instructions in the Installation
Guide.
•Only operate the mymail on 230 V AC.
•Make sure the socket for connecting the mymail is close by and easily accessible
at all times.
•Use only the power and modem cables provided or approved by Francotyp-
Postalia. Make sure that cables are not damaged.
•Pull out the mains plug in the event of danger! Do not remove any parts of the
housing. Call the after-sales service.
•Make sure that no liquids or foreign objects penetrate the interior of the mymail. If
thishappens, pullout the mainsplugimmediately. Havethe mymailcheckedby the
after-sales service before reconnecting the mains plug.
•Only use original ink cartridges from Francotyp-Postalia. Observe the information
enclosed with every cartridge.
•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.

mymail Operator Manual
8
2 A short description of the mymail
The mymail is the digital franking machine for small
mail volumes. It franks up to 15 letters per minute.
Frank a letter as easily as
making a phone call All the settings for the franking process can be selected quickly. You just insert the letter and the
mymail starts printing. You will soon get used to
using your franking machine.
Optional scales The mymail is available with optional integrated
2 kg scales. mymail uses these to calculate the
exact postage value for every mailpiece.
Advertising imprint and slogan The mymail prints a logo or slogan of your choice on
every letter. By means of the freely editable slogans
you can put important messages right on the
envelope.
Loading postage - TELESET YoucanloadpostageverycomfortablybyTELESET
– at any time around the clock. Connect the mymail
with the built-in modem to the phone line. And you
can start right away.
Safe from unauthorised access You can protect mymail optionally against
unauthorised access. Only persons with a
MasterCard authorised by you are allowed to use
the mymail.
Additional functions You have 10 quick select memories at your disposal
for frequently used settings.
The account function allows separate registration of
postage costs.
Flexible and always up to date Yournewadvertisingimprint,yournewtowncircleor
a rate change of the Royal Mail – you can load the
latest data in your mymail easily by chip card.

The ABC of mymail operation 9
3 The ABC of mymail operation
In this chapter you will learn about the basic mymail
functions and how to handle the operating menu.
With the arrow keys and , the Enter key
and the Clear key you can move through the
menu.
For fast orientation you will find an overview of the
operating menu on page 75 and in the quick
reference.
3.1 Access control by MasterCard
(optional)
The mymail can be protected against unauthorised
use.Inthiscaseonlythe MasterCard holdercan use
the mymail.
Ifaccessiscontrolledby theMasterCard,theprompt
“Insert MasterCard” appears in the display.
Insert the MasterCard in the right hand side of the
mymail. Make sure the card chip faces backwards.
Confirm the message “Insert MasterCard” with the
Enter key .
You now have access to all mymail functions.
Do not forget to remove the MasterCard after
finishing with the mymail.
Arrow up key
Arrow down key
Clear
key Enter
key

mymail Operator Manual
10
3.2 Standby
Themymail is left connectedtothe mainsall the time
to ensure it is always ready for quick use.
If the mymail is not being used, i.e. you have not
inserted any letters or not pressed any keys, after a
while the mymail will switch to sleep mode. A mes-
sage will appear for approximately one minute advis-
ing that the machine will shut down.
Standby Thecurrentdatethenappears in the mymail display,
the display light goes out and the printing head
travels to the idle position.
You can reactivate the mymail by pressing any key.
The time period after which the mymail switches to
standby is set at factory to 5 minutes.
For instructions on how to change this setting, see
Chapter 10.8 on page 48.
3.3 The main menu
The main menu is the “operations centre”. Here you
set the postage value. The displayed postage value
appears in the franking imprint.
The three menu items “Mem”, “Menu” and “Log off”
are accessible under the main menu.
If you are working with accounts the main menu
displays the current account at the bottom right.
mymail with Scales
A mymail with scales has the additional menu
“Rate”. You set the postal rates for postage
calculation here.
An arrow in the display indicates that other menus
are available and in which direction you can scroll
with the arrow keys.
Postage value
Current account
Menus
Postage value
Current account
Menus
Weight display

The ABC of mymail operation 11
Return to the main menu …
Withthe Home key youusuallyreturntothemain
menu directly from any point in the operating menu.
If the display currently shows an input box for a text
or a value or a prompt, you have to confirm this first
with or cancel it with . You cannot return to
the main menu before you do so.
3.4 The mode of operation
This chapter describes how to “move” in the
operating menu, select menus and change settings.
You get to know the operating procedures in this
operator manual.
Markthedesired menu with the arrowkeys or
(marking = bright letters against a dark background).
Open the marked menu with .
You will see the menu level you are currently in at
the top left for your orientation.
Arrows show in which direction you can scroll in the
current menu level.
Scroll with the arrow keys until the desired menu or
the desired setting appears – confirm with .
You go back to the higher menu with .
Try it! Familiarise yourself with the operating menu
using the example overleaf.
The mymail “remembers” where you left the menu
level. This menu item is selected automatically the
next time you select this menu level.
Menu, marked
Menu level

mymail Operator Manual
12
Presentation of the operating procedures
This manual presents operating procedures for
inputs /settings in the operating menu as follows:
Sequences of key symbols and displays show the
procedure. A short text describes the operating
steps.
Key symbols represent the following actions:
Press arrow keys (up / down ) – select/scroll.
Press E-key (Enter) - confirm.
Press C-key (Clear) – back/clear.
Press Home key – call main menu.
Press Info key – call an info window.
Press numeric key(s) to enter values or letters.
Setting the “Advertising imprint 1”
Select “Menu” in the main menu with the arrow keys.
Confirm with .
Select “Set advert” with the arrow keys.
Confirm with .
Select “Advert 1” with the arrow keys.
Confirm with .
“Advert selected” appears briefly in the display.
… then you see “Set Advert”.
Return to the main menu with or .
Example

The ABC of mymail operation 13
3.5 Enter text
Letters, punctuation marks and special characters
are assigned to the numeric keys for entering texts
such as account name or short dialling abbrevia-
tions. The assignment is printed on every key.
On the key you will find much more than the
three special characters shown:
? ! $ 1 % ” # & , . * + - = _ ( )[ ] < > / \ .
You can switch between upper and lower case
letters with the key.
Enter blanks with the key.
Enter line break with the key.
Enter text …
Press the appropriate numeric key asmany times in
rapidsuccessionasnecessarytodisplaythedesired
character in the display.
Wait until the cursor jumps to the right of the
character that has just been written.
Then enter the next character.
When you have entered the text, confirm it with .
Please note for texts with several lines:
Enter line break with the key. Otherwise the text
might be cut off at the end of the line.
We recommend to test new slogans by doing a trial
run with postage value “0” (zero franking).
Clear text …
You can clear text during input with the key.
Every keypress clears one character.
Punctuation
and special
characters
Upper and
lower case letters
Blanks

mymail Operator Manual
14
Abort text input …
Clear all characters with the key.
If you press the key again, you leave the input
window and abort the text input. The original text is
retained.
Changing quick select names
You want to assign to the “Memory 2” the name
“Letter”.
Select the function “Change name” (“Menu”
“Configuration” “Memories” “Memory 2”
“Change name”).
The mymail opens the input window for quick select
name 2.
The factory set names for the 10 quick select
memories are “Memory 0” to “Memory 9”. Clear the
text letter by letter by repeatedly pressing the
key.
Then enter the text “Letter”:
Press 3 times (= L).
Set lower case letters with .
Press twice (= e).
Press once (= t).
Press once (= t).
Press twice (= e).
Press 3 times (= r).
When you have entered the text, confirm it with .
Example

The ABC of mymail operation 15
3.6 The info window
You can open an info window in the operating menu
with the Info key .
The info window serves exclusively for displaying
information. You cannot change settings or frank
here.
Possible info windows:
– Settings for the franking process
– Postal rates for postage calculation
(only for mymail with scales)
– Standard settings for the accounts
– Assignments of the quick select memories.
If the info window contains several lines, you can
scroll with the arrow keys. To close the info window,
press the key again.
3.7 Trial run
You can check the settings for the franking process
by doing a trial run with postage value “0” (zero
franking).
Type the postage value “0” in the main menu and
confirm with .
To do the trial run, fold a sheet of paper (ISO A4)
down the middle.
Place the sheet folded edge first in the letter slot.
The sheet must touch the right hand edge of the
letter slot! Push the sheet into the letter slot as far as
it will go.
The sensor (in the back right hand corner of the
letter slot) recognises a letter. The mymail starts the
trial run after a short time.
Folded
edge

mymail Operator Manual
16
3.8 Switching the scales on and off
(only mymail with scales)
If you have chosen a mymail with scales, you can
have the mymail determine the right postage.
Ifnoratei.e.1stclasshasbeenselected,youwillnot
see a weight display in the main menu – the scales
are switched off.
If the weight display appears in the main menu, a
rate has been selected for postage calculation– the
mymail scales are switched on.
Switching on the scales
When you have entered all required data in the Rate
menu, the mymail switches on the scales itself. The
weight visible in the display tells you that the scales
are switched on. Read Chapter 5 to find out how to
set postal rates.
Switching off the scales
Entering a postage value in the main menu switches
off the scales. The weight display goes out, the
selected postal rates are cleared. You are working
with manual postage value input again.
No weight display
Weight display

Franking 17
4 Franking
In this chapter you can read how to set the franking imprint, frank letters and switch
the mymail to standby.
If you want to use the account function of the mymail for separate
accounting, read Chapter 7 on page 31.
4.1 Setting the franking imprint
The current settings for the franking imprint can be displayed with the
key. You can also make a trial run with postage value “0”.
Setting the postage value
You can enter the postage value in two different ways: For £ 0.28 type 0.28 or 28.
Themymail requires thefollowingdatafor
the franking imprint:
– Postage value?
– Print which advertising slogan/logo?
– Print which endorsement?
– Date for the franking imprint?
Type and confirm the desired postage
value in the main menu.
The postage value is set.
Postage value
Endorsement Town circle with date
Advertising imprint
(slogan, logo)

mymail Operator Manual
18
Setting the advertising imprint
If you are not familiar with entering texts with a telephone keypad, read
Chapter 3.5.
Date for the franking imprint
The date for the franking imprint is set automatically to today’s date by the built-in
clock. You can set the date of the stamp forward by up to 30 days manually. The
mymail does not allow backdating!
The date for the franking imprint is reset to the current date as soon as you log off and
restart the mymail.
Select “Menu” and confirm.
Select “Advert” and confirm.
Select an advertising imprint (logo or
slogan) and confirm.
When you select “Slogan …” the stored
text is displayed.
You can simply confirm the slogan
with or change it at your will.
Advertising logo or slogan is set.
Select “Menu” and confirm.
Select “Advance date” and confirm.
You see the current date.
Change the date with the arrow keys
and and confirm with .
Cursor

Franking 19
Setting the optional endorsement
Specific types of mail can be marked with the respective endorsement imprint (e.g.
FIRST CLASS, Special Delivery, Overseas Mail).
Select “Menu” and confirm.
Select “Set endorsement” and confirm.
Select the desired endorsement and
confirm.
The endorsement is set.

mymail Operator Manual
20
4.2 Positioning and franking a letter
If all the settings for the franking imprint are correct, you can position and frank the
letter.
Caution! Never lift up the operating panel during franking. Opening the flap
causes the mymail to abort printing immediately for safety reasons. Franking
may be incomplete and useless.
You can frank letters up to a thickness of 6 mm.
For thicker letters, frank the empty envelope or use the special FP double
labels (franking labels).
Use envelopes made of ink-absorbent material with as smooth a surface as
possible. This gives the best printing results.
The main menu must be visible in the
display for franking.
Position the letter
– side to be printed face up
– top edge first.
Place a letter at the right hand edge of the
letter slot and push in as far as it goes.
As soon as the sensor (in the back right
hand corner of the letter slot) detects the
letter, the mymail grips the letter tightly
and prints (franks) it after a short time.
“Please wait …” appears in the display
during franking. Do not remove the letter
until the main menu reappears and the
mymail releases the letter.