Oki OKIFAX 5400 User manual

English
User’s Guide

Every effort has been made to ensure that the information in this document
is complete, accurate, and up-to-date. The manufacturer of this equipment
assumes no responsibility for the results of errors beyond its control. The
manufacturer of this equipment also cannot guarantee that changes in
software and equipment made by other manufacturers and referred to in
this guide will not affect the applicability of the information in it. Mention
of software products manufactured by other companies does not
necessarily constitute endorsement by the manufacturer of this equipment.
This product complies with the requirements of the Council Directives 89/
336/EEC and 73/23/EEC on the approximation of the laws of the member
states relating to electromagnetic compatibility and low voltage.
Copyright 1999. All rights reserved.
Energy Star is a trademark of the United States Environmental Protection
Agency.
ENERGY STAR
As an Energy Star Partner, the manufacturer has
determined that this product meets the Energy Star
guidelines for energy efficiency.

Table of Contents i
English
Table of Contents
Table of Contents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .i
Safety. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
General . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Installation hints . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Operation & maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Toner cartridge & image drum handling . . . . . . . . . . . . . . . . . . . . . . . 3
Emergency first aid . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Product options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Memory expansion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Second paper cassette . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
PC interface board . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Telephone handset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
High speed modem board . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Component Identification. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
What you should receive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Control panel keys & indicators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
One touch keypad . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Using one touch keys for dialling . . . . . . . . . . . . . . . . . . . . . . . 16
Using one touch keys for selecting functions & programming . 17
Signal tones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Installation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Getting started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Where to install your fax machine . . . . . . . . . . . . . . . . . . . . . . . . . 21
Unpacking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Setting up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Installing document stacker . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Installing toner cartridge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Connecting telephone line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

ii User’s Guide
Installing external handset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25
Connecting external telephone or answering machine . . . . . . . . . .26
Connecting power . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27
Paper . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28
Paper & envelope types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28
Loading paper . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28
Setting time & date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30
Setting answering mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30
Answering mode options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31
Changing answering mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32
Fax machine identification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33
Setting fax machine identification . . . . . . . . . . . . . . . . . . . . . . . . . .33
Setting forwarding number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34
Setting language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35
Connecting to a PBX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36
Dial Directories. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39
One touch keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39
Programming . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39
One touch parameters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41
Chain dialling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41
Auto dial numbers programming . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42
Groups programming . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43
Basic Operations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .45
Preparing documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .45
Document size . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .45
Multiple page documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .45
Loading documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46
Sending faxes to single location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47
Search key dialling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47
Real-time dialling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48
Redialling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48
Confirming results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48
Stopping transmissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48
Receiving faxes manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49
Receiving faxes into memory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49
Memory reception . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49
No paper reception . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50
No toner reception . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50
Cancelling messages stored in memory . . . . . . . . . . . . . . . . . . . . .51
Rejecting unsolicited fax messages . . . . . . . . . . . . . . . . . . . . . . . . . . .51

Table of Contents iii
English
Power failures & memory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Making copies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Making copies using manual paper feeder . . . . . . . . . . . . . . . . . . . 52
Using voice request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Initiating voice request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Answering voice request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Advanced Operations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Sending faxes to multiple locations . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Delayed sending of faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Sending delayed fax from document feeder . . . . . . . . . . . . . . . . . 58
Sending delayed fax from memory . . . . . . . . . . . . . . . . . . . . . . . . 59
Cancelling delayed transmissions . . . . . . . . . . . . . . . . . . . . . . . . . 60
Confidential faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Sending confidential faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Receiving confidential faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Creating confidential mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Changing password or closing mailbox . . . . . . . . . . . . . . . . . . . . . 63
Printing confidential faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Relay broadcasting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Relay initiating station . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Relay key station . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Relay broadcast report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Initiating relay broadcasts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Polling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Polling transmission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Cancelling ITU bulletin polling transmission . . . . . . . . . . . . . . . . 67
Printing bulletin messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Polling reception . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Dual access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
While sending faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
While receiving faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
While making copies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
While printing reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Programming. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Customising features & operations . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Viewing your current settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
User function settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
User function settings list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Changing user function settings . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Setting distinctive ring . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

iv User’s Guide
Dial parameter settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .77
Dial parameter settings list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .77
Changing dial parameter settings . . . . . . . . . . . . . . . . . . . . . . . . . .78
Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .79
Understanding reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .79
Activity report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .79
Broadcast confirmation report . . . . . . . . . . . . . . . . . . . . . . . . . . . . .80
Telephone directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .80
Configuration report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .80
Message confirmation report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .81
Confidential reception report . . . . . . . . . . . . . . . . . . . . . . . . . . . . .81
Broadcast entry report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .82
Power outage report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .82
Printing reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .82
Printing message confirmation report . . . . . . . . . . . . . . . . . . . . . . .82
Printing other reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .82
Codes used in reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .83
Result codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .83
Communication codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .83
Problem Solving . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .85
Clearing document jams . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .85
Clearing printer paper jams . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .85
Replacing toner cartridge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .88
Replacing image drum unit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .91
Reading print counters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .93
Shipping the fax machine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .93
Problem checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .94
Specifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .99
Appendix A - Statutory User Information (UK only). . . .101
Series Connection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .102
TEL/FAX Change Over . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103
Line Socket Installation (UK only) . . . . . . . . . . . . . . . . . . . . . . . .103
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .105

Safety 1
English
Safety
Your fax machine has been carefully designed to give you years of safe,
reliable performance. As with all electrical equipment, however, there are
a few basic precautions you should take to avoid hurting yourself or
damaging the fax machine.
General
• Read this user's guide carefully and keep it in a safe but accessible
place so that you can use it for future reference.
• Read and follow all warning and instruction labels on the fax
machine itself.
• Disconnect the fax machine before you clean it. DO NOT use liquid
or aerosol cleaners to clean the fax machine.
• Place your fax machine on a firm, solid surface. If you place the fax
machine on something unsteady, it may fall and become damaged
or injure someone. If you place the fax machine on a soft surface,
such as a rug, sofa, or bed, the vents may become blocked causing
the fax machine to overheat.
• Do not use your fax machine near water, or spill liquid of any kind
into it.
Installation hints
• Install your fax machine in a dust-free location away from direct
sunlight.
• Do not connect your fax machine to a power source that is used by
other equipment producing electrical noise (i.e., air conditioners,
etc.).
• Leave electronic adjustments to authorized service personnel.
• The LINE terminal connects your fax machine to a standard
telephone line. To avoid damage to your telephone system or to the
fax machine, do not connect your fax machine into anything other
than a standard telephone socket.

2User’s Guide
• Your fax machine has an earthed, 3-pin plug as a safety feature and
it will only connect to an earthed outlet. If you cannot connect this
plug to your power outlet, then it is possible that you have an older,
non-earthed outlet. Contact an electrician to have your power outlet
replaced. Do not use an adapter to defeat the earthing.
• The electrical power outlet should be located near the fax machine
and should be easily accessible.
• The TEL ports on the back of the fax machine are only suitable for
2 wire devices. Not all standard telephones will respond to
incoming ringing when connected to an extension socket.
• This fax machine may not necessarily provide an effective hand-
over of a call from a telephone connected to the same line.
• The operation of this fax machine on the same line as a telephone or
other equipment with audible warning devices or automatic ring
detectors will rise to bell tinkle or noise and may cause false
tripping of the ring detector. Should such problems occur, the user
is not to contact the telephone company.
• Please note that this fax machine does comply with Machine Noise
Information Ordinance 3. GSGV 18.1.1991 where the maximum
sound pressure level is equal or less than 70 dB (A) according to
ISO 7779.
Operation & maintenance
• Use a dry cloth to clean the control panel and the main body of the
unit.
• Aside from the instructions specifically mentioned in this user’s
guide, your fax machine is not user serviceable. DO NOT attempt to
service the machine or lubricate moving parts by yourself.
• Disconnect the power cable before trying to remove any objects that
may have fallen into the machine.
• Immediately disconnect the fax machine if it becomes physically
damaged and arrange for its repair or disposal.
• When relocating your fax machine, always disconnect the
telephone line before disconnecting the power cable. When
reconnecting your fax machine, connect the power cable first, then
the telephone line.
• This fax machine is designed for use with tone dial telephones and
has a parrallel pick-up feature with remote receive.

Safety 3
English
Toner cartridge & image drum handling
• Leave unused toner cartridges and image drum units in their
packages until needed. When replacing a toner cartridge or image
unit, reuse the packaging to dispose of the old toner cartridge or
image drum unit.
• Do not expose the toner cartridges and image drum units to light for
more than five minutes. Never expose the green drum (inside the
image drum unit) to direct sunlight.
• Always hold the image drum unit by the ends - never by the middle.
Never touch the green drum inside the image drum unit.
• To avoid damage to the image drum unit, always use original toner
cartridges.
• Exercise care when removing the toner cartridge. Do not let it touch
your clothing or porous materials. The toner powder causes
permanent stains.
• Small amounts of toner spilled on skin or clothing can be readily
removed with soap and cold water. Using heated water will make
removing the stain much more difficult.
Emergency first aid
•IF TONER IS SWALLOWED: Induce vomiting and seek medical
attention. Never attempt to induce vomiting or give anything by
mouth to a person who is unconscious.
•IF TONER IS INHALED: Take the person to an open area for
fresh air. Seek medical attention.
•IF TONER GETS IN THE EYES: Flush eyes with large
quantities of cool, NOT cold, water for a minimum of 15 minutes
keeping eyelids open with fingers. Seek medical attention.

4User’s Guide