Oce 3165 User manual

Key Operator Manual
Océ 3165

Copyright
Océ-Technologies B.V. Venlo, The Netherlands © 1998
All rights reserved. No part of this work may be reproduced, copied, adapted,
or transmitted in any form or by any means without written permission from
Océ.
Océ-Technologies B.V. makes no representation or warranties with respect to
the contents hereof and specifically disclaims any implied warranties of
merchantability or fitness for any particular purpose.
Further, Océ-Technologies B.V. reserves the right to revise this publication and
to make changes from time to time in the content hereof without obligation to
notify any person of such revision or changes.
Code number 7055845
Edition 4.0
Océ-Technologies B.V.
GB
This manual contains a description of the tasks which can be performed by the
key operator of the Océ 3165. The introduction (chapter 1) contains a general
description of the tasks for configuring and maintaining the copier and how to
access the key operator mode. It is, however, recommended that you first read
the Océ 3165 User Manual.
Key to the copier and operating panel
To assist you in finding parts of the copier and the functions on the operating
panel quickly, an illustration of the Océ 3165 is presented on the inside front
cover and of the operating panel on the inside back cover, both of which can be
folded out.
Safety information
This manual contains the following safety information:
■Appendix A lists ‘Instructions for safe use’. You are advised to read this
information before you start to actually use the copier. Technical safety
information such as safety data sheets can also be found in appendix A.
■Where applicable, cautions and warnings are used throughout this manual to
draw your attention to safety precautions to be taken.

Contents 3
Contents
Chapter 1 Introduction
About this manual 8
What’s new in this release? 10
Switching the Océ 3165 on/off 11
Accessing the key operator system 13
Using the key operator system 14
Switching the DAC on/off 15
Chapter 2 Configuration management
Customizing settings 18
Changing standard copy settings 18
Changing the standard margin shift 19
Changing the display language 20
Changing the initial operating mode on a Network Copier 21
Defining the reset time for settings 22
Defining the automatic switch-off time 23
Defining paper trays for reports 24
Linking paper trays 25
Defining user permissions 26
Access to paper trays and stapler 26
Access to special feeder 27
Defining access control and accounting 28
Activating/deactivating access control 29
Activating/deactivating an external copy charge device 30
Defining copy charges 31
Forcing users to print to their mailbox 32
Limiting the storage time of mailbox jobs 33
Temporarily stopping automatic printing 35
Defining the time delay for print jobs 36
Changing the key operator phone number 38
Obtaining system information 39
Printing the Network Copier configuration report 39
Reading the copy and print volume on a Network Copier 40
Reading the size of the copier memory 41

4 Océ 3165 Key Operator Manual
Chapter 3 Account Management
Introduction 44
Opening accounts 45
Opening copy accounts 45
Opening print accounts 46
Displaying account information 47
Changing accounts 49
Changing the copy/print limit 49
Changing or assigning an PIN code 50
Changing an account number 51
Changing the sort order of print accounts 52
Resetting account counters 53
Freezing and re-opening accounts 54
Deleting an account 55
Deleting all accounts 56
Printing account information 57
Saving/restoring account information 58
Chapter 4 Maintenance
Refilling staples 60
Refilling toner 65
Emptying the staple tray 69
Chapter 5 Error handling
Clearing staple jams 72
Restarting the DAC 76
Removing all print jobs 77
Miscellaneous problems 78
Calling Service for help 79

Contents 5
Appendix ASafety information
Instructions for safe use 82
Safety data sheets 84
Safety data sheet Océ 3165 Digital Copier 85
Safety data sheet Océ 3165 Network Copier 86
Safety data sheet Océ Master 87
Safety data sheet Océ F11 toner 89
EPA Energy Star 91
Removal of the Nickel Cadmium battery 93
Appendix BMiscellaneous
Notation conventions 96
Reader’s comment sheet 97
Addresses of local Océ organisations 99
Index 101

6 Océ 3165 Key Operator Manual

7
Océ 3165
Key Operator Manual
Chapter 1
Introduction
This chapter describes the tasks required of persons in
charge of managing and maintaining the Océ 3165. It also
informs you about how to switch on and off the Océ 3165
and how to access the key operator system.

8 Océ 3165 Key Operator Manual
About this manual
TheOcé 3165 is adigital copier which can be used stand-alone and is referred
toastheDigitalCopier. Using the optional Digital Access Controller (DAC for
short), the Océ 3165 can also be connected to a computer network and as such
function as the Océ Network Copier. In the latter case, the Océ 3165 can
handle both copy jobs and print jobs.
Users and tasks The key operator is responsible for the daily maintenance of
the Océ 3165. The key operator controls the use of the copier, maintains it and
insures that the most frequently-used standard settings are installed. He or she
also assists users with their copy jobs. Should something occur which requires
the attention of the key operator, a message will appear on the display which
requests the user to notify the key operator.
Assisting users with their print jobs would be a task of a person with an indepth
knowledge of workstation environments.
When an Océ 3165 Network Copier is placed in a central reproduction
environment, such as a copy shop or inhouse reproduction department, the
central operator prints files of other users using the Job SubmitIT application.
This configuration is referred to as the Océ 3165 PRO. In such a central
reproduction environment the central operator may also function as a key
operator and be in charge of managing and maintaining the Océ 3165. He or
she is also most likely able to assist users with their print jobs.
Documentation set As you see, in different environments different users
perform different tasks. Therefore, the documentation set supplied with the
Océ 3165 consists of manuals with related tasks: a User Manual and a Key
Operator manual. The User Manual is intended for all users and contains the
information required to make copies, to install the print driver, to make prints,
to keep paper and staples available, and to clean the glass platen.
Contents of this manual This manual contains all the details needed to assist
users and to keep the Océ 3165 in excellent condition. It is meant for the
person(s) in charge of:
■configuration management, such as user default settings, access
permissions and other general settings. See chapter 2.
■account management, such as opening and closing copy accounts,
defining copy limits for individual accounts, printing account
information etc. See chapter 3.

Introduction 9
■submitting print jobs of other users using the Job SubmitIT application. See
chapter 4.
■daily maintenance, such as reloading paper and staples, refilling toner and
emptying the staple tray. See chapter 4.
■error handling and calling the service organisation when the copier indicates
this. See chapter 5.

10 Océ 3165 Key Operator Manual
What’s new in this release?
For those who have upgraded their system from release 1.3 to 2.2 we include
the following list of changes:
New functionality in release 2.2
Standard operation mode Chapter 2
Standard margin shift
Linking of paper trays
Call key operator to load paper
Call key operator to refill staples
Enable/disable use of special feeder
Accounting system for copying and/or printing
Copy charge device for copying and printing
Copy charges definition
Disabling automatic printing
Automatic deleting mailbox jobs
Key operator phone number
Copier memory size indication
Managing accounts Chapter 3
Switching automatic printing off and on Chapter 5
Print system log file

Introduction 11
Switching the Océ 3165 on/off
The Océ 3165 is switched on and off by means of the green on/off button next
to the paper compartment (see figure 1). When it has not been used for some
time (between 5 minutes and 4 hours, determined by the key operator) the
Océ 3165 will automatically switch off. If it does, users can switch it on again
themselves using the green on/off button, provided the on/off button is not
locked by the optional key switch.
[1] On/off button and key switch
If you do not want other users to operate the copier, you must switch it off
using the key switch. If you do this, you will be the only one who can switch
the copier on again.
▼Switching on
1Ifavailable, insert the keyinto the key switch,turn it to theright into horizontal
position and remove it (see figure 1).
2Press the green on/off button which will light up.
3If available, remove the key.
The copier takes about 8 minutes to warm up from a cold start. During this
time, you can check the paper stock and, if necessary, reload the paper tray(s).
As soon as the copier has warmed up, the message “Ready to copy” appears in
the display. The copier is now in initial mode, and all settings have been
assigned their standard values.
▼Switching off
1Ensure that there is no job in progress.
on/off button
key switch

12 Océ 3165 Key Operator Manual
2If available, insert the key into the key switch and turn it to the left.
3Press the green on/off button on the Océ 3165.
4If available, remove the key.

Introduction 13
Accessing the key operator system
To perform management and maintenance tasks, you must first access the key
operator system. As this functionality is restricted to a dedicated user, a PIN
code is required. At installation the service technician configures the key
operator PIN code. This means that only the service technician can change it.
Having performed key operator activities, make sure you quit the key operator
system to prevent improper use of the Océ 3165. Any changes you make in the
settings will only be applied after quitting the key operator system.
Note: When the machine has an error for which you need to call the service
technician, you cannot use the key operator mode.
▼Accessing the key operator system
1Open section ‘Extra’ and select ‘Special settings’
2Press the function button ‘System management’ to select ‘Key Operator’.
3Press start ( ) to confirm.
4Enter the PIN code using the copy quantity buttons.
5After a few seconds (if the PIN code you entered is correct), the key operator
system is available to you.
[2] Key operator system
▼Quitting the key operator system
1Open the section ‘Basic’ and press function button ‘Quit key operator system’
2Press start ( ) to confirm.
Any changes you made in the key operator system will now be active.

14 Océ 3165 Key Operator Manual
Using the key operator system
In the key operator system, like in the usual copy environment, all functions
are divided over 4 sections, accessible with the section buttons. Each section
consists of a number of subsections, and, each subsection in turn consists of a
card with related functions.
[3] Navigation buttons in the key operator system
Both functions and subsections can be selected by means of the card selection
button. When you use the arrow buttons to select a setting for a function, you
will see that the list of subsections will be dimmed and not selectable.
In order to scroll to another subsection, you must first press the card selection
button to activate the list again. Then you can press this button repeatedly to
go to the required subsection.
section buttons
function buttonsfunction button or
card selection button
arrow
buttons

Introduction 15
Switching the DAC on/off
The DAC is switched on by means of the on/off switch and a key. This key
enables you to lock the on/off button on the DAC to prevent other users from
switching it on or off. This is very important as the DAC must not be switched
off before all processes are halted.
[4] On/off switch and key switch of the DAC
You are advised to keep the DAC switched on, as some of its activities take
place during the night. Only occasionally you may be required to switch it off.
Before you can switch off the DAC, you must first stop the processes running
on the DAC. You do this by stopping the DAC. Once you have stopped the
DAC, the Océ 3165 Network Copier will stop printing as soon as the current
job has been finished. Jobs which are still waiting in the queue will be stored
and finished when the DAC is switched on again.
[5] ‘Stop DAC’ function
key switch
on/off switch

16 Océ 3165 Key Operator Manual
▼Switching the DAC off
1Access the key operator system (see page 13).
2Open the ‘Printing’ section and select ‘DAC control’ settings with the arrow
buttons.
3Press the ‘Stop DAC’ function button.
4Press start ( ) to confirm (see figure 6).
[6] DAC is stopped, printing is no longer possible
5Wait 20 seconds for the DAC to shut down.
6Insert the key into the DAC and turn it counter clockwise to vertical position.
7Press the on/off switch on the DAC to switch it off.
8Turn the key clockwise into horizontal position again and remove it.
9Quit the key operator system.
▼Switching the DAC on
1Insert the key and turn it to the left into vertical position to unlock the on/off
switch.
2Press the on/off switch on the DAC.
3Turn the key to the right into horizontal position to lock the on/off switch again
and remove the key.

17
Océ 3165
Key Operator Manual
Chapter 2
Configuration management
Initially the Océ 3165 will be configured by the Océ service
engineer based on company-specific requirements. This
chapter contains all the information required to adjust the
Océ 3165 general configuration settings related to both
copy and print jobs.

18 Océ 3165 Key Operator Manual
Customizing settings
At delivery of an Océ 3165, the Océ service technician changes copy settings
based on your company’s or department’s requirements. However, as time
goes by you may want to adapt them to recent working procedures.
Please note that for printing the standard settings are the ones selected for the
job in the driver.
Changing standard copy settings
After warming-up or after pressing the correction button twice, all functions
are in ‘standard’ or ‘default’ setting. Initially, default settings have been
defined by Océ and are therefore called factory settings. For example, the
factory setting of the ‘Copy’ function is default set for ‘2-sided’ to comply
with the EPA Energy Star criteria (see page 74). A list of these default factory
settings is included in appendix A of the User Manual.
You can adapt these default settings to meet company- or department-specific
requirements. By doing so, the settings which users need for most of their jobs
are already selected and only need to be changed for specific jobs. These are
called company settings.
You can change the company settings back to the factory settings at any time.
▼Defining company settings
1Press the correction button twice to clear any remaining settings and select the
required standard settings.
2Start a copy job to check for any conflicting settings.
3Access the key operator system (see page 13).
4Open the ‘Machine’ section and select the ‘Defaults’ settings.

Configuration management 19
5Press the function button ‘Save current settings’ to program the new settings
as default.
[7] Functions for the definition of standard settings
6Press start ( ) to confirm the modified settings.
7When ready, quit the key operator system.
▼Defining the factory settings as default
1Access the key operator system (see page 13).
2Open the ‘Machine’ section and select the ‘Defaults’ settings.
3Press the function button ‘Restore factory settings’ to program the Océ factory
defaults as default (see figure 7).
4Press start ( ) to confirm the modified settings.
5Quit the key operator system.
Changing the standard margin shift
The standard or default margin setting (i.e. the distance that the margin is
shifted on the copy) is set to 12 mm (12/24 inch). Any value between -25 and
25 mm (-1 and 1 inch) can be set as the new default margin shift value.
▼To set the standard size of the extra margin
1Access the key operator system (see page 13).
2Open the ‘Machine’ section and select the ‘Defaults’ settings.
3Press the function button ‘Standard margin shift’ (see figure 7 on page 19).
4Use the arrow buttons to change the standard margin shift.
5Finally, quit the key operator system.

20 Océ 3165 Key Operator Manual
Changing the display language
It is possible to change the language of the text in the display. You are offered
a choice of all possible languages. To select the required language follow the
procedure below.
▼Selecting a language
1Access the key operator system (see page 13).
2Open the ‘Basic’ section.
3Press the function button ‘Language’.
[8] Selecting a language.
4Select the required language with the arrow buttons (see figure 8).
5When ready, quit the key operator system.