Oki OKIFAX 5780 User manual

5780_5980.tif
User’s
Guide
P/N 59336802

|OKIFAX 5780/59802
Document Title and Part Number
OKIFAX 5780/5980 User’s Guide
P/N 59336802
Disclaimer
Every effort has been made to ensure that the information in this
document is complete, accurate, and up-to-date. Oki Data assumes no
responsibility for the results of errors or omissions beyond its control.
Oki Data also cannot guarantee that changes in software and
equipment made by other manufacturers and referred to in this
document will not affect the applicability of the information in it.
Mention of software products manufactured by other companies does
not necessarily constitute endorsement by Oki Data.
Copyright Information
Copyright 2002 by Oki Data. All Rights Reserved
Second Edition: January, 2002
Written and produced by the Oki Data Training and Publications
Department.
Contact Information
Please address any comments on this publication to:
Web Site
Please visit Oki Data’s multilingual web site at:
http://www.okidata.com
e-Mail Address
[email protected]
Mailing Address
Oki DataAmericas, Inc.
Training and Publications Department
2000 Bishops Gate Boulevard
Mount Laurel, NJ 08054-4620
United States ofAmerica
Trademark Information
OKI and Oki Data are registered trademarks and OKIFAX is a
trademark of Oki Electric Industry Company, Ltd.
Wordcraft is a trademark of Wordcraft International Limited
Touch-Tone is a registered trademark ofAmerican Telephone and
Telegraph.
Windows is either a registered trademark or a trademark of Microsoft
Corporation in the United States and/or other countries
ZIP Code is a registered trademark of the United States Postal Service
Emergency First Aid Information
Refer to the Material Safety Data information in the Warranty,
Regulatory, and Safety Information document.

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User’s Guide: English 3
Contents
Help and Helpful Hints ......................................11
Help Key .............................................................................. 12
Help List .............................................................................. 13
Function List ....................................................................... 13
Saving Money ..................................................................... 14
Saving Time ........................................................................ 16
Helpful Hints ....................................................................... 17
References ........................................................................... 19
Introduction........................................................20
Oki Data Web Site ............................................................... 20
Features................................................................................ 21
Getting to Know Your Machine ........................ 24
Components ........................................................................ 24
Control Panel Keys and Indicators...................................... 29
One-Touch Keypad.............................................................. 34
One-Touch Keys, Second Panel ........................................ 37
Signal Tones ........................................................................ 38
Installation ..........................................................39
Safety ................................................................................... 40
Installation Hints .............................................................. 40
Operation and Maintenance ............................................. 41
Toner Cartridge and Image Drum Handling ..................... 41
Emergency First Aid .......................................................... 42
Getting Started .................................................................... 42
Where to Install Your Fax Machine .................................. 42
Unpacking ......................................................................... 43
Setting Up Your Fax Machine ............................................. 44
Installing the Toner Cartridge ........................................... 46
Attaching the Document Stacker ...................................... 48
Connecting to the Telephone Line ................................... 48
Connecting Optional External Devices ............................ 49
Handset ........................................................................... 49
Telephone ....................................................................... 49
Answering Machine........................................................ 50
Answering Machine and Telephone ............................... 50
Connecting Power ............................................................. 50
Loading Paper ................................................................... 51

|OKIFAX 5780/59804
Selecting Functions and Settings.......................53
Navigating the Function Menu ........................................... 54
Primary Menu Functions ..................................................... 54
Using the Help Key ............................................................. 55
Setting Features ................................................................... 55
Using Step Access ............................................................. 56
Using Speed Access........................................................... 57
Example .......................................................................... 57
SpeedAccess Numbers ................................................... 58
Setting Basic Features........................................62
Setting the Date and Time ................................................... 62
Setting the Language .......................................................... 62
Setting Your Fax Machine’s ID............................................ 63
TSI/CSI ........................................................................... 63
Sender ID ........................................................................ 63
Setting the TSI/CSI ......................................................... 63
Setting the Sender ID ...................................................... 63
Setting the Answering Mode ............................................... 64
List of Modes .................................................................... 64
Auto Receive Mode [FAX] ............................................. 65
Manual Receive Mode [TEL]......................................... 65
Telephone/Fax Mode [T/F] ............................................ 65
Telephone Answering Device Mode [TAD] .................... 66
Memory Reception Mode [MEM] ................................. 66
Forwarding Mode [FWD] ............................................... 67
PC Fax Mode [PC] .......................................................... 67
Dial and Incoming Call Parameter Settings ........................ 68
Setting Dial and Incoming Call Parameters ...................... 68
Dial Parameter Settings ..................................................... 68
Redial Tries .................................................................... 68
Redial Interval ................................................................ 68
Auto Start ........................................................................ 69
Dial Tone Detect ............................................................. 69
Busy Tone Detect ........................................................... 69
Tone/Pulse (MF/DP) ....................................................... 69
Tone (MF) Duration ........................................................ 70
PBX LINE ....................................................................... 70
FLASH/EARTH/NORMAL ............................................ 71
DIAL PREFIX ................................................................. 71
Incoming Call Parameters ................................................. 72
Incoming Ring ................................................................ 72
Remote Receive.............................................................. 72
Continuous Tone ............................................................ 73
PC/FAX Switch ............................................................... 73
Other Basic Parameters ........................................................ 74
Monitor Volume ................................................................ 74
Buzzer Volume .................................................................. 74
User Language .................................................................. 74
Width Reduction ............................................................... 74
Paper-Size Setting ............................................................. 75
Relay Print ........................................................................ 75
Backup File TX ................................................................. 76

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User’s Guide: English 5
Connecting to a PBX........................................................... 77
Entering a PBX Dial Prefix ............................................... 78
Clearing the PBX Dial Prefix ............................................ 78
Programming Speed Dial Numbers ................. 79
Types of Speed Dials ........................................................... 79
One-Touch Speed Dials..................................................... 80
2- or 3-Digit Speed Dials .................................................. 82
Group Faxing .................................................................... 82
Programming Instructions ................................................... 83
Collect Information........................................................... 83
Program the Information ................................................... 85
Other Keys ...................................................................... 85
Numeric Keypad ............................................................. 85
One-Touch Keypad ......................................................... 86
Programming a Speed Dial ............................................. 88
Clearing a Speed Dial ..................................................... 90
Basic Faxing ....................................................... 91
Document Guidelines .......................................................... 91
General .............................................................................. 91
Single Page Specifications ............................................... 92
Multiple Page Specifications............................................ 92
Loading Documents ............................................................ 93
Contrast ............................................................................... 94
Resolution ........................................................................... 94
Sending a Fax ...................................................................... 95
Using a One-Touch Speed Dial Key ............................... 96
Using 2- or 3-digit Speed Dial ........................................ 96
Using the Search Function ............................................. 97
Using the Numeric Keypad ............................................ 97
Using An External Telephone......................................... 97
Rejecting Unsolicited Fax Messages .................................. 98
Closed Network................................................................. 98
Setting a Closed Network ................................................. 98
Power Failures ..................................................................... 99
Power Outage Report ........................................................ 99
Display Messages .............................................................. 100
Basic Faxing Situations .................................................... 101
Real-Time Dialing .......................................................... 101
Redialing ........................................................................ 101
Confirming Results ......................................................... 101
Stopping a Transmission ................................................ 102
Receiving Faxes Manually ............................................. 102
No Paper Reception ........................................................ 103
No Toner Reception ........................................................ 103
Receiving Faxes to Memory ............................................. 104
When Are Faxes Received to Memory? .......................... 104
When Are Memory Messages Printed? ........................... 105
Memory Message Limitations ........................................ 105
Active Memory Files Report .......................................... 106
Printing the Active Memory Files Report .................... 106
Printing Messages Stored in Memory ............................. 107

|OKIFAX 5780/59806
Canceling Messages Stored in Memory ......................... 107
Erasing Messages Received in Memory Without Printing
Them ............................................................................. 107
Messages in Memory and Power Losses ......................... 108
Power Outage Report .................................................... 108
DualAccess........................................................................ 109
What You Can Do While Making Copies....................... 109
What You Can Do While Sending a Fax ......................... 110
What You Can Do While Receiving a Fax ..................... 111
Making Copies .................................................................. 112
To Make Copies .............................................................. 112
Manual Paper Feeder ...................................................... 113
Face Up Stacking/Face Down Stacking .......................... 114
Sending a Fax to Multiple Locations ..............115
Group vs. Broadcast .......................................................... 115
Group Faxing..................................................................... 117
What is a Group Fax? ...................................................... 117
Programming a Group ..................................................... 118
Deleting Groups .............................................................. 119
Sending a Fax to a Group................................................ 120
Finding a Group............................................................ 121
Finding a Group Name .................................................... 122
Group Directory Report ................................................ 122
Using Speed Dial/Search .............................................. 123
Broadcasting ..................................................................... 124
What is a Broadcast Fax? ................................................ 124
Sending a Broadcast Fax ................................................ 125
Deleting a Location from a Broadcast Fax ..................... 126
Advanced Operations ......................................127
Delayed Fax vs. Delayed Batch ........................................ 128
Delayed Faxing ................................................................. 129
What is Delayed Faxing? ................................................ 129
Sending a Delayed Fax ................................................. 130
Canceling Delayed Transmissions ............................... 131
Delayed Batch Transmission .......................................... 132
Program the Delayed Batch Destination Number ........ 132
Setting the Batch TX Time Function ........................... 133
Send a Fax as Part of a Delayed Batch ......................... 134
Canceling Delayed Batch Transmissions..................... 135
Priority Transmission ........................................................ 136
Sending a Priority TX ..................................................... 136
Confidential Faxes ............................................................ 137
Programming Personal (Confidential) Mailboxes .......... 138
Creating a Personal (Confidential) Mailbox ................ 139
Changing a Password ................................................... 140
Closing a Mailbox ........................................................ 141
Sending Confidential Faxes ........................................... 142
Receiving Confidential Faxes ........................................ 143

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User’s Guide: English 7
Knowing You’ve Received a Confidential Fax .............. 144
Confidential Reception Report .................................... 144
Printing Confidential Faxes ............................................ 144
Deleting Confidential Faxes ........................................... 145
Call Forwarding ................................................................. 146
Set a Forwarding Number ............................................. 146
Set the Auto Answer Mode to FWD .............................. 147
Clear Forwarding Mode................................................ 147
Forward on Paper/Toner Error ......................................... 148
Setting a Paper/Toner Error Forwarding Number ......... 148
Backup File TX ................................................................. 149
General Information ........................................................ 149
Activate Backup File TX /Set the Password ................... 149
Program Backup Recipient ............................................. 150
Relay Faxing ..................................................................... 151
Using Your Machine as a Relay Initiating Station ......... 152
Relay Password ............................................................. 152
Relay Group Numbers .................................................. 152
Relay Key Station (Hub) .............................................. 152
Contact Number for Relay Broadcast Report............... 153
Relay Broadcast Report................................................ 154
Initiating a Relay Broadcast ........................................... 155
Using Your Machine as a Relay Key Station (Hub) ........ 156
Program the Destination Numbers .................................. 157
Create the Destination Group(s) ..................................... 157
Create the Relay Broadcast Mailbox (includes Relay
Password) ........................................................................ 158
Relay Entry Report ....................................................... 159
Status of Relay Broadcast Report ................................... 160
Printing the Relay Fax at the Hub .................................. 161
Sending Documents Requested by Another Fax Machine
(Polling Transmission) ...................................................... 162
Explanation of Polling Transmission Types .................. 163
Feeder (Document Tray) Polling .................................... 165
Memory Polling .............................................................. 166
Setting Memory Polling ............................................... 166
Memory Polling (Bulletin) ............................................. 167
Create a Polling Mailbox ............................................. 168
Set Bulletin Polling ...................................................... 169
Printing Polling Documents in Memory ...................... 170
Dialing Another Fax Machine to Request Documents
(Polling Reception) ........................................................... 171
Printing Faxes Polled into Memory ................................ 172
Cancelling Polled Faxes in Memory .............................. 172
Customizing Features and Operations ...........173
Identifying Current Settings ............................................. 173
Printing a Configuration Report ..................................... 173
Changing Operation Functions ......................................... 174
List of Operation Functions .............................................. 175
Remote Diagnosis ........................................................... 175
Transmission (TX) Mode Default ................................... 175
Memory Full Save ........................................................... 176
Instant Dial ...................................................................... 176

|OKIFAX 5780/59808
Department Code ............................................................ 177
ECM Function ................................................................ 177
Sender ID ......................................................................... 177
Pulse Dial Rate ................................................................ 178
Pulse Make Ratio ............................................................ 178
Pulse Dial Type ............................................................... 178
T/F Timer Prg. ................................................................. 179
CNG Count ..................................................................... 179
Ring Response ................................................................ 179
Distinctive Ring .............................................................. 180
Memory Password ........................................................... 181
Department Code ............................................................ 182
Service Function Settings ................................................. 184
Long Document Scanning/Transmission ....................... 184
MDY/DMY ...................................................................... 184
Time/Date Print ............................................................... 184
TSI Print .......................................................................... 184
Reports..............................................................185
Understanding Reports ...................................................... 185
Printing Reports ................................................................ 185
Printing a Message Confirmation Report..................... 185
Printing Other Reports .................................................. 185
List of Reports ................................................................... 186
Printed from the Menu .................................................... 186
Automatically Generated ................................................ 186
Activity Report .................................................................. 187
Printing the Activity Report ........................................... 187
Active Memory Files Report ............................................. 188
Printing the Active Memory Files Report ....................... 188
Broadcast Confirmation Report ........................................ 189
Printing the Broadcast Confirmation Report................. 189
Telephone Directory .......................................................... 190
Printing the Telephone Directory ................................... 190
Group Directory Report ..................................................... 191
Printing the Group Directory .......................................... 191
Configuration Report ........................................................ 192
Printing the Configuration Report ................................. 192
Function List ..................................................................... 193
Printing the Function List ............................................... 193
Box Information ................................................................ 194
Personal Box List ............................................................ 195
Printing the Personal Box List ..................................... 195
Relay Entry Report ......................................................... 196
Printing the Relay Entry Report ................................... 196
Message Confirmation Report .......................................... 197
Printing the Message Confirmation Report .................... 197
Message Confirmation Report Options .......................... 198
MCF (Single-Loc)......................................................... 198
MCF (Multi-Loc) .......................................................... 198
Image in MCF ............................................................... 198
Err. Report (MCF) ......................................................... 198
Power Outage Report......................................................... 199

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User’s Guide: English 9
Broadcast Entry Report ..................................................... 199
Confidential Reception Report ......................................... 199
Codes Used in Reports ...................................................... 200
Result Codes ................................................................... 200
Communication Codes ................................................... 201
Maintenance .....................................................202
Cleaning the Scanner Path ................................................ 202
Replacing the Toner Cartridge .......................................... 203
Toner Yield ...................................................................... 203
Replacing the Image Drum................................................ 207
Image Drum Yield............................................................ 207
Image Drum Replacement Procedure.............................. 208
Resetting the Drum Counter ........................................... 210
Options andAccessories ..................................211
Obtaining........................................................................... 211
Part Numbers ................................................................... 212
Consumables ................................................................ 212
Options ......................................................................... 212
Problem Solving ...............................................213
General Information .......................................................... 213
Internet Support .............................................................. 213
Printing a Cleaning Page................................................... 214
Clearing a Document Jam ................................................. 215
Clearing a Printing Paper Jam ........................................... 216
Display Panel Messages .................................................... 219
Normal Display in Standby Mode .................................. 219
Error Messages ................................................................ 219
Counters ............................................................................ 222
Accessing the Print/Scan Counters .............................. 222
Resetting the Image Drum Counter .............................. 222
List of Problems ................................................................. 223
Problem 1:
The display is blank. .................................................... 225
Problem 2:
Nothing happens when you press the control
panel keys. .................................................................... 225
Problem 3:
The display tells you to replace paper even though
there is paper in the paper tray. ..................................... 225
Problem 4:
Your documents jam. .................................................... 226
Problem 5:
Your machine won’t dial. ............................................. 226
Problem 6:
The display shows a communication error. .................. 227
Problem 7:
You sent a fax but the image the remote fax machine
received was very poor. ................................................ 228
Problem 8:
You keep getting reports you do not want. .................. 228

|OKIFAX 5780/598010
Problem 9:
You sent a fax but it was received completely blank. .. 228
Problem 10:
The image received on your machine was very poor ... 229
Problem 11:
You tried dialing using One-Touch, 2-or 3-digit Speed
Dial but nothing happened........................................... 229
Problem 12:
Your machine does not answer the phone or
receive faxes. ................................................................ 230
Problem 13:
Your received documents are light or have vertical streaks
on them and you are not out of toner............................ 230
Problem 14:
You set your machine for delayed transmission but it did
not send. ........................................................................ 231
Problem 15:
Your machine will not poll a remote fax machine. ...... 231
Problem 16:
Your machine is connected to a PBX and you can’t dial
out. ................................................................................ 231
Problem 17:
You want to answer an external telephone but your
machine always answers first. ....................................... 231
Problem 18:
Your received faxes sometimes look distorted. ............ 232
Problem 19:
You are constantly receiving unsolicited
advertising on your machine. ....................................... 232
Problem 20:
Your machine does not immediately switch to TEL mode
when you make or receive a voice call......................... 232
Problem 21:
Your machine receives faxes, but doesn’t print them. .. 233
Problem 22:
Your machine doesn’t print the Message Confirmation
Report or the Message Confirmation Report doesn’t print
the way you want it to. ................................................. 233
Shipping Your Machine .................................................... 234
United States and Canada ............................................... 234
Latin America .................................................................. 234
Specifications ....................................................235
Dialing ............................................................................... 235
General .............................................................................. 236
Memory ............................................................................. 236
Scanning ............................................................................ 237
Consumables ..................................................................... 237
Paper Handling .................................................................. 238
Physical Dimensions ......................................................... 238
Electrical ........................................................................... 239
Environmental ................................................................... 239
Index .................................................................240

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User’s Guide: English 11
Help and Helpful Hints
The Help button provides valuable information to help you
operate the machine.
This section summarizes the features and capabilities directly
connected to saving money and time.
Details for these features and capabilities are provided in
other sections of this document.
You may want to use some of our Helpful Hints when
working with your machine.
Your fax machine has many features and capabilities that will
help you
·operate the machine
·save money
·save time

|OKIFAX 5780/598012
Help Key
Where is the Help Key?
The Help key (1) is a control panel key.
Fig1_08a.eps
What Does Help Do?
When you press the Help key, a Help List and Function List
print.
The Help List is a guide for using key features of the
machine. It provides step-by-step instructions for using the
control panel to access or program various machine settings
and features.
The Function List is a printout of the menu structure. The
menu is set up in a multilevel structure of functions, options,
and settings. For more information, refer to “Selecting
Functions and Settings.”
1

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User’s Guide: English 13
Help List
The Help List covers the items listed below.
1 Program Speed Dial Numbers
2 Program Groups
3 Sending a Fax to Multiple Locations (Broadcast)
4 Sending a Fax to a Single Location
5 Copying
6 Delayed Faxing
7 Function Settings
8 Report Printing
9 Message Confirmation Report
Function List
The Function List is a report of the product’s menu
programming structure.
Use it as a reference while moving through the levels of the
menu.
It is NOT a report of the current menu settings.
The Configuration Report provides a list of the current menu
settings.
See “Reports, Configuration Report.”

|OKIFAX 5780/598014
Saving Money
Most phone services offer lower phone rates during off-peak
times and for local phone connections.
Your fax machine allows you to take advantage of lower
phone rates. Some savings depend on the options you have
purchased and the type of fax machines you communicate
with.
You can specify the time your outgoing faxes will be sent.
Delayed Transmission
This feature allows you to send documents at a specified time
and date.
You do not have to manually start the transmission.
For more information, refer to “Advanced Operations,
Delayed Fax Transmissions.”
Relay Faxing
This feature allows you to send documents to one distant fax
machine, which then forwards the documents to other fax
machines. This reduces the total number of long distance
calls.
Here is a typical relay fax situation.
The head office of a company sends a fax to the regional
head offices. The regional office forwards the fax to the local
branch offices.
For more information, refer to “Advanced Operations, Relay
Faxing.”

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User’s Guide: English 15
Control Access to Your Machine
You can control access to your machine. The method you
use determines the amount of access control.
·A password (Department Code) must be entered or the
machine cannot be used.
The machine can only be used by people who have the
password (Department Code). Up to 99 passwords
(Department Codes) can be programmed.
How could you use this?
If different departments share the machine, each
department could have its own password (Department
Code).
For more information, see “Customizing Features and
Operations, Changing Operation Functions, Department
Code.”
!Be sure to record all passwords (Department Codes) . Keep the record in a safe place. If you forget a
password, you will need to contact a Service Dealer for
assistance.
·The machine can only receive or send transmissions to
specified locations.
The fax numbers you program as Speed Dials will be the
only numbers your machine communicates with.
For more information, see “Basic Faxing, Rejecting
Unsolicited Fax Messages.”
·You can monitor the use of the machine by having a
copy of every fax it sends or receives to a predetermined
number.
For more information, see “Advanced Operation, Backup
File TX.”

|OKIFAX 5780/598016
Saving Time
Help Button
Press the Help Button to print a Help List and Function Lists.
These are great references to use while working with your
machine.
See “Help and Helpful Hints.”
Speed Dial Numbers
Speed Dial Numbers (One Touch, 2-Digit, 3-Digit) can be
programmed with frequently dialed numbers.
This greatly reduces the number of keystrokes and time
required when using these numbers.
For more information, refer to “Programming Speed Dial
Numbers.”
Dual Access
Your machine can multi-task.
You can load and prepare a document for sending while the
machine is receiving or sending another fax.
You do not have to wait for one operation to finish before
beginning another.
For more information, refer to “Basic Faxing, Dual Access.”
www.okidata.com
Oki Data’s web site, www.okidata.com, provides the most
current information available for your fax machine.
You can find information at your convenience, at any time.

|
User’s Guide: English 17
Helpful Hints
Send a Fax and Save the Number
If you enter a number to send a fax, and want to save it as a
Speed Dial number, you can
1Enter the number.
2Place the document on the feeder.
3Press Speed Dial/Search.
The machine goes to the next available (not yet
programmed) Speed Dial number.
LOC # displays.
4Press Enter.
5You are prompted to enter the information for this Speed
Dial (Name, Alternate Telephone Number,
Communications Speed, and Echo Protection State.
6You may enter all of the requested information or press
Menu/Exit to return to sending your fax.
7Either wait or press Start.
Wait, and the transmission begins in a few seconds.
Press Start and the transmission immediately begins.
!Be sure to write the name for any Speed Dial numbers you program on the One Touch Sheet(s).
The One Touch Sheet(s) provide space for Speed Dial
numbers 1 through xx
where xx =
40 (Model 5780)
or
80 (Model 5980)
For for higher Speed Dial numbers, program the
number(s) and print the Telephone Directory. For more
information, see “Reports, Telephone Directory.”

|OKIFAX 5780/598018
Quick Message Confirmation Report
To quickly print the Message Confirmation Report for the
most recent transmission performed by the machine, press
ENTER twice.
Recording Addresses and Passwords
!Be sure to record any addresses and passwords you program. Keep the record in a safe place. If you forget
a password, you will need to contact a Service Dealer
for assistance.
Some of the features that use addresses and passwords are:
·Confidential Faxes
See “Advanced Operations, Confidential Faxes.”
·Relay Faxes
See “Advanced Operations, Relay Faxing.”
·Deparment Codes
See “Customizing Features and Operations, Changing
Operation Functions, Department Codes.”

|
User’s Guide: English 19
References
There are four very useful reference documents that you
should print and keep near your fax.
These documents are very helpful when programming your
machine.
1 Help and Function Lists
Press Help and these lists print.
The Help List provides instructions for using the control
panel to access or program various machine settings and
functions.
The Function List is a printout of the menu structure. It
IS NOT a report of current menu settings.
See “Help and Helpful Hints.”
2 Configuration Report
The Configuration Report is a list of the current
operational settings of your machine.
See “Reports, Configuration Report.”
3 Telephone Directory
This report provides a complete listing of all of the
telephone numbers programmed into your machine’s
Speed Dial numbers.
See “Reports, Telephone Directory.”
4 Group Directory
This report provides a complete listing of all of the
numbers programmed into a specific group. Each group
has an individual report.
See “Reports, Group Directory Report.”

|OKIFAX 5780/598020
Introduction
Oki Data Web Site
The Oki Data Web Site provides the most current information
available on your product.
An on-line version of this document is available for viewing
via Oki Data’s Web Site.
You may reach the Oki Data Web Site at: www.okidata.com
Thank you for purchasing this fax machine. This desktop,
plain-paper facsimile machine utilizes advanced light-
emitting diode (LED) technology for quick and trouble-free
transmission/reception of data and images. In addition to the
many standard features, options can expand the machine’s
capabilities.
For information on the options, see “Options and
Accessories.”