Oki OKIFAX 5900 Instruction Manual

User’s Handbook

ii |Handbook
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 beyond its
control. Oki Data 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 Oki Data.
Copyright 1999 by Oki Data Americas, Inc. All rights
reserved.
Second edition August, 1999.
Written and produced by the Oki Data Training &
Publications Department. Please address any comments on
this publication
by mail to: or by e-mail to:
Training & Publications Dept. [email protected]
Oki Data Americas, Inc.
2000 Bishops Gate Blvd.
Mt. Laurel, NJ 08054-4620
For the latest product information, printer drivers, manuals,
special offers, etc., we welcome you to visit our multilingual
web site:
http://www.okidata.com

Handbook |iii
Year 2000 Compliance
All products currently sold by Oki Data are Year 2000
compliant. Each product contains information technology that
accurately processes date and time data between the years
1999 and 2000, and carries no issue for the September 9,
1999 (9999) programming concern. These products, when
used in combination with products purchased from other
manufacturers, whose products properly exchange data and
time information, will accurately process the date and time.
All future products are committed to meeting the same Year
2000 compliance.
Energy Star®
As an ENERGY STAR partner, Oki Data
has determined that this product meets the
ENERGY STAR guidelines for energy
efficiency.
OKI, Oki Data and OKIOFFICE are registered trademarks/marques
déposées/marcas registradas, and OKIFAX and OkiLAN are
trademarks of Oki Electric Industry Company, Ltd.
ENERGY STAR is a registered trademark of the United States
Environmental ProtectionAgency
Windows is either a registered trademark or a trademark of Microsoft
Corporation in the United States and other countries.
JetSuite is a trademark of eFAX.com.

iv |Handbook

Table of Contents |v
Contents
Introduction....................................................... 1
Features............................................................................... 1
Product Options.................................................................. 3
A Look at the Components and
Control Panel .................................................... 4
Components ....................................................................... 4
Control Panel Keys and Indicators..................................... 9
One-Touch Keypad ........................................................ 12
Signal Tones................................................................... 13
Installation ....................................................... 14
Safety ................................................................................ 14
Installation Hints ......................................................... 14
Operation and Maintenance ........................................ 15
Toner Cartridge and Image Drum Handling ................ 15
Emergency FirstAid .................................................... 15
Getting Started ................................................................. 16
Where to Install Your Fax Machine ............................... 16
Unpacking...................................................................... 16
Setting Up Your Fax Machine .......................................... 17
Installing the Toner Cartridge........................................ 19
Attaching the Document Stacker ................................... 20
Connecting to the Telephone Line ................................ 21
Installing the External Optional Handset ...................... 21
Connecting an External Telephone or
Answering Machine ....................................................... 22
Connecting Power.......................................................... 22
Loading Paper ................................................................ 23
SelectingFunctions andSettings.................... 24
Navigating the Function Menu ................................... 24
Primary Menu Functions ............................................. 25
Using the Help Key ..................................................... 25
Setting Features ................................................................ 25
Using StepAccess .......................................................... 26
Using Speed Access........................................................ 26
SpeedAccess Numbers ................................................ 27
SettingBasic Features..................................... 29
Setting the Date and Time................................................ 29
Setting Your Fax Machine’s ID......................................... 29
TSI/CSI ........................................................................ 29
Sender ID ..................................................................... 29
Setting the Language ....................................................... 30
Setting the Answering Mode ............................................ 30
Auto Receive Mode [FAX] ............................................ 30
Manual Receive Mode [TEL] ........................................ 30
Telephone/Fax Mode [T/F] ............................................ 30

vi |Table of Contents
TelephoneAnswering Device Mode [TAD] ................... 31
Memory Reception Mode [MEM]................................. 31
Forwarding Mode........................................................... 31
PC Fax Mode ................................................................. 31
Dial and Incoming Call Parameter Settings ..................... 32
Dial Parameter Settings .................................................. 32
Redial Tries ................................................................. 32
Redial Interval ............................................................. 32
Auto Start ..................................................................... 32
Dial Tone Detect .......................................................... 32
Busy Tone Detect ........................................................ 32
Tone/Pulse (MF/DP) .................................................... 33
Tone (MF) Duration ..................................................... 33
PBXLINE .................................................................... 33
FLASH/EARTH/NORMAL ......................................... 33
DIALPREFIX .............................................................. 33
Incoming Call Parameters .............................................. 34
Other Basic Parameters .................................................. 35
Connecting to a PBX........................................................ 36
Programming Speed Dial Numbers .............. 38
One-Touch Key Faxing ............................................... 38
2 or 3 Digit Faxing ...................................................... 38
Group Faxing............................................................... 38
Programming One-Touch and 2 or 3 Digit
Speed Dial Numbers....................................................... 39
Programming a Speed Dial .......................................... 41
Chain Dialing................................................................. 42
Programming a Group Directory.................................... 42
Basic Faxing .................................................... 43
Preparing Documents ....................................................... 43
Guidelines ...................................................................... 43
Document Size ............................................................ 43
Multiple Page Documents ............................................. 43
Loading Documents ......................................................... 44
Sending a Fax to a Single Location ................................. 45
Using a One Touch Speed Dial Key ............................ 45
Using 2 or 3-digit Speed Dial ...................................... 45
Using the Search Function .......................................... 46
Using the Numeric Keypad ......................................... 46
Using An External Telephone...................................... 46
Sending a Fax to Multiple Locations (Broadcasting) ..... 47
Sending a Fax to a Group ................................................. 47
Display Messages........................................................... 48
Real-Time Dialing ......................................................... 48
Redialing ....................................................................... 48
Confirming Results ........................................................ 48
Stopping a Transmission ............................................... 48
Receiving Faxes Manually ............................................ 49
Receiving Faxes to Memory.......................................... 49
No Paper Reception ....................................................... 49
No Toner Reception ....................................................... 50
Canceling Messages Stored in Memory ........................ 50

Table of Contents |vii
Rejecting Unsolicited Fax Messages ............................... 51
Power Failures and Memory............................................. 51
DualAccess....................................................................... 52
What You Can Do While Sending a Fax........................ 52
What You Can Do While Receiving a Fax .................... 52
What You Can Do While Making Copies...................... 52
Making Copies ................................................................. 53
Manual Paper Feeder ..................................................... 53
Face Up Stacking/Face Down Stacking......................... 54
Advanced Operations ..................................... 55
Delaying Fax Transmissions ............................................ 55
Delayed Transmission ................................................. 55
Delayed Batch Transmission....................................... 55
Priority Transmission ....................................................... 56
Confidential Faxes ........................................................... 57
Sending Confidential Faxes .......................................... 57
Receiving Confidential Faxes ....................................... 58
Programming Personal (Confidential) Mailboxes......... 58
Changing a Password .................................................. 58
Closing a Mailbox....................................................... 59
Printing Confidential Faxes ........................................ 59
Relay Faxing .................................................................. 60
Relay Broadcast Report............................................... 60
Sending Documents Requested by Another Fax Machine
(Polling Transmission) ................................................... 61
Memory Polling........................................................... 61
Memory Polling (Bulletin).......................................... 62
Fax on Demand (Bulletin Polling [Box]) .................... 62
Document Tray Polling ............................................... 63
Dialing Another Fax Machine to Request Documents
(Polling Reception)........................................................ 64
Call Forwarding................................................................ 64
CustomizingFeatures and Operations .......... 66
Viewing Current Settings ............................................ 66
Operation Functions ......................................................... 66
Service Function Settings ................................................ 70
Options ............................................................................. 71
Reports............................................................. 73
Understanding Reports..................................................... 73
Active Memory Files Report ......................................... 73
Activity Report .............................................................. 73
Confidential Reception Report ..................................... 74
Broadcast Confirmation Report..................................... 74
Broadcast Entry Report.................................................. 74
Message Confirmation Report....................................... 74
Configuration Report..................................................... 75
Telephone Directory ...................................................... 75
Power Outage Report ..................................................... 75
Printing Reports ............................................................. 75
Codes Used in Reports................................................... 76

viii |Table of Contents
Maintenance .................................................... 78
Replacing the Toner Cartridge ......................................... 78
Replacing the Image Drum............................................... 81
Resetting the Drum Counter .......................................... 83
Cleaning the Scanner Path............................................. 83
Obtaining Consumables and Replacement Parts........... 84
Consumables ............................................................... 84
Options........................................................................... 84
ProblemSolving .............................................. 85
Clearing a Document Jam ................................................ 85
Clearing a Printing Paper Jam .......................................... 85
Printing a Cleaning Page.................................................. 88
Display Panel Messages ................................................... 88
Error Messages ............................................................... 88
Reading the Print Counters .............................................. 91
Problem Checklist ............................................................ 91
Shipping Your Machine ................................................... 95
Service and Support ....................................... 96
Your Sales and Service Dealer.......................................... 96
Customer Support Professionals ...................................... 96
The Okidata Customer Information System..................... 97
Okidata on the Internet..................................................... 97
Index ................................................................ 98

Handbook |1
Overview
Introduction
Thank you for purchasing this OKIFAX 5700 or OKIFAX
5900 fax machine. The OKIFAX 5700/5900 desktop,
plain-paper facsimile machines utilize advanced light-
emitting diode (LED) technology for quick and trouble-
free transmission/reception of data and images. In addition
to the many standard features, we offer optional devices
that expand you machine’s capabilities, including
additional memory backed up by internal battery, a
multifunction PC Interface Kit, and a Network Print Kit.
Features
The OKIFAX 5700/5900 machine includes the following fax
features:
••
••
•Newly designed control panel. Special programming
keys, a 40-key plate for pre-programmed telephone
number, and a 10-key pad for standard dialing and
programming.
••
••
•New 80-character LCD (4 rows ( 20 characters). Easy
to read display for operation guidance, clock display,
function information, etc.
••
••
•Automatic Document Feeder (A.D.F.). Capacity of up
to 50 sheets of recommended letter/A4 paper.
••
••
•Speed dialing. Set up to 40 (Model 5700) or 80 (Model
5900) pre-programmed telephone numbers for automatic
one-touch faxing, as well as an additional 100 (model
5700) and 150 (model 5900) numbers for 2 or 3-digit
entry faxing.
•Group dialing. Create as many as 20 groups of
telephone numbers and send documents to multiple
locations with a single selection (broadcast faxing).
••
••
•Automatic alternate call. Dials a second (alternative)
telephone number if the number originally dialed is busy.
••
••
•Alphanumeric telephone directory. Search for
programmed telephone numbers by name.
••
••
•72-hour battery backup. If power is lost, incoming
messages will be stored in memory.
••
••
•33.6K bps transmission rate. Fast, efficient
communications.
••
••
•Large-capacity memory. 2.5 and 4.5 Mbyte for models
5700 and 5900, respectively. This provides storage
capacity of up to 200 pages (5700) and 360 pages
(5900).
••
••
•Half-tone. Half-tone area of the document is processed
with 64-scale gradation.

2|Handbook
•••••Advanced transmission and reception functions.
Includes delayed transmission, broadcasting (multi-
location transmission), confidential message
transmission/reception, relay broadcasting, polling, etc.
•••••Automatic redial and page re-transmission. Ensures
document transmission when a telephone number is busy
or a problem occurs in the communications process.
•••••Advanced memory transmission/reception features. A
number of convenient features including automatic
reception into memory without printing (e.g., ideal for
reception of confidential communications).
•Dual-access operations. Allows two tasks to be
conducted at once (e.g., scan and prepare a document for
transmission while another document is being received).
•••••Automatic answering mode detection. Distinguishes
between incoming fax and voice communications thus
allowing the use of an answering machine on the same
telephone line.
•Closed network. Prevents the reception of unsolicited
communications.
•Large PaperCapacity.250 sheet paper cassette
(universal size: legal, letter, A4). An optional second
paper tray is available to increase paper holding capacity
to 500 sheets.
•••••Fax forwarding. Document can be forwarded to a
designated location after being stored in memory (setting
can also be used to forward a document when the local
machine is out of toner or paper).
•••••No paperreception. Allows continued reception of
documents when toner or paper run out by storing data
not yet printed in the built-in memory.
•Polling. Allows the transmission/reception of documents
from remote facsimile machines with polling capabilities.
•••••Copier function. Make up to 99 copies of a document at
one time.
•••••Progress reports. Enable tracking of transmission status,
and machine operations, settings and maintenance
requirements.

Handbook |3
Product Options
The following are optional devices that can be purchased to
expand the functions of OKIFAX 5700/5900 facsimile
machines:
•Second Paper Tray. Increases paper holding capacity to
500 sheets (universal size: legal, letter, A4).
•Expanded Memory. Adds more memory to increase
storage capacity. Available in either 2.0 or 4.0-Mbyte
boards.
••
••
•Telephone Handset. Connects directly to the machine
and operates like a standard telephone.
•MFP PC Interface Kit. Installation of MFP software
(hardware provided as standard feature) enables a
machine to operate as a multi-function peripheral (MFP)
providing printer, scanner and Fax Modem capabilities
when connected to a personal computer.
•Network Print Kit. Gives the option of utilizing the
Network Print Service via Local Area Network (LAN).

4|Handbook
A Look at the Components and Control Panel
Components
Control Panel
(Programming) Keys
Main keys used for
programming machine settings
and operations and navigating
through the function menu.
LCD Panel
Displays status of machine
and operation in progress.
Power Switch
Press 1 to turn on and 0 to turn off.
Copy Stacker Release Buttons
Press these two buttons, one on each side,
to gain entry to toner/image drum area.
One-Touch Keypad
Use for one-touch dialing of preprogrammed
telephone numbers, as well as inputting
alphabetic, numeric and special characters,
etc. for programming and ID entries.
Numeric Keypad
Use to enter telephone numbers,
program information, manual
dialing, etc.
Manual Paper Feeder Tray
Fold out for manual paper feed
(bypass paper tray) use this to
feed different types of paper
directly into the machine.

Handbook |5
Document Stacker
Holds original documents after being
faxed or copied.
Copy Output Lever
Up position: copies exit the
machine facedown.
Down position: copies exit
face up. Available only when
copying or when using
Network Print or PC Print.
Paper Indicator
Shows level of paper remaining
in paper tray.
Paper Tray
Holds 250 sheets of paper (universal
type: legal, letter, A4).
Document Guides
Adjust guides to the width of
documents to be faxed/copied.
Document Tray
Holds documents to be faxed/copied.
Document Tray Extension
Pullout extension for supporting
long documents.
Copy Stacker
Holds document copies after
copying process.
Copy Stacker Extension
Pullout extension for supporting long
documents.

6|Handbook
Line Jack
Jack for connection to
main outside telephone
line.
TEL Jack 1
TEL Jack 2
Jacks for connecting optional telephone
handset, external telephone or answering
machine.
Back Cover
Remove this cover to expose the expansion
slots for optional memory, and NIC board.
IEEE-1284 Parallel Port
Standard hardware for connection to
personal computer and operation of MFP
features.
AC Power Cord Inlet
Plug the AC power cord supplied
with the unit into this inlet.

Handbook |7
LED Print Head
This black bar is the transfer mechanism
that writes received/copied information to
the image drum. This bar should be
cleaned each time the toner cartridge is
changed.
Image Drum Unit
The image drum unit contains a green photosensitive
drum which receives information from the LED print
head and transfers it to the printing paper.
Toner Cartridge
This black cylinder, installed inside the image
drum unit, contains the black powder used as the
machine’s ink for printing data. Install a new
toner cartridge* when the Replace Toner Cart
message appears on the display panel.
*Only toner cartridges specified for use in this
machine by Oki should be installed.

8|Handbook

Handbook |9
Control Panel Keys and Indicators
1 LCD Display Panel: Refer to this display for instructions
and information while the machine is performing
operations, or when entering information or changing
settings.
2 Shift Up ¶ Key: Use this key to:
- Move to the previously selected option in the same
operational layer when programming the machine.
- Move to the upper row from the lower row when
data such as telephone numbers is listed in two rows.
3 Shift Left § Key: Use this key to:
- Return to the previous operational layers in the
programming of the machine.
- Move the cursor to the left during normal operation
4 Shift Down Ä Key:
Use this key to:
- Move to the next option in the same operational layer
when programming the machine.
- Move to the lower row from the upper row when data
such as telephone numbers is listed in two rows.
5Shift Right © Key:
Use this key to:
- Move to the next operational layer in the
programming of the machine.
- Determine/register a menu option or setting.
- Move the cursor to the right during normal operation.
6 Alarm Indicator: This indicator light will flash and an
alarm will sound to notify of problems that occur. To turn
off the alarm indicator, press the Stop key and correct the
problem.
7 Enter Key:
Use this key to:
- Determine/register a menu option or setting.
- Determine the location of a broadcast operation.
- Display the results of a transmission or printout a
Message Confirmation Report when the machine is in
the standby mode with no document set in the
document tray.
8 Help Key: Press this key to print out a function list.
9 Resolution Key (Photo, Ex.fine, Fine, STD indicator
lights): Use this key to set the desired resolution of the

10 |Handbook
fax/copy after loading the document. Use the Photo setting
when the original document includes half-tone images.
10 Type of Original Key (Dark, Normal, Light indicator
lights): Use this key to set the contrast after loading the
document. Use Light for originals that are too light,
Normal for originals with good contrast, and Dark for
originals that are too dark.
11Clear Key: Use this key to cancel ID, telephone number
and programming entries.
12 Menu/Exit: Use this key:
- To activate the Menu modewhen the machine is in
standby state.
- To Exit the mode and return to standby state.
13 */Tone Key: If the machine is set for pulse dialing,
pressing this key will switch from pulse to tone dialing
during the current call. This key can also be used during
programming to create numbers with mixed pulse-tone
operation.
14 0/Unique Key: Use this key as “0” when dialing telephone
numbers. When programming the Sender ID, Location
ID, etc., use this key to enter unique characters: Symbols
(! # & ‘ ( ) * + , - . / : ; = ? · , Umlaut characters (ÄßÑÖÜ),
and Norwegian characters (ÆÅØæåø).
15 Numeric Keypad: These 12 keys work like the keypad on
a standard telephone when dialing a telephone number.
They are also used to move to another operation mode,
enter numbers, letters and other characters when
programming the machine, and input speed dial numbers
after pressing the Speed Dial key. The “#” key is used for
the creation of groups of telephone numbers for batch
transmission. After a document is loaded, this key can
also be used to select previously programmed groups of
telephone numbers for faxing.
16 Redial Key: Press this key to automatically redial the last
telephone number dialed on the machine.
17 Hook Key: Use this key to open the telephone line for
manual dialing with the numeric keypad or external
telephone handset. After pressing the key, it will be
possible to hear the dial tone and dialing code through the
machine’s speaker.
18 Speed Dial/Search Key:After loading a document for
faxing, press this key and then enter the programmed

Handbook |11
Speed Dial (One-Touch or 2 or 3-digit) number for the
location. The speed dialing function will automatically
dial the telephone number and transmit the fax. After
pressing the Search key, it is possible to search
corresponding location IDs when alphanumeric characters
are entered.
19 Hyphen Key: Use this key as the “-” character when
programming ID and PBX, public line, international
telephone or Earthing/Flashing switches. It is also used to
type the “+” when entering TSI/CSI numbers.
20 Start/Copy Key:
Use this key to:
- Start transmission of a document after loading the
document and selecting the location.
- Start manual fax transmission or reception.
- Return the machine to normal operation from the
Power Save mode.
- Start the copying function.
21 Stop Key:
Use this key to:
- Cancel the operation shown on the display.
- Cancel the transmission of a fax (press twice within
3 sec).
- Cancel an alarm (Alarm indicator light will illuminate).
- Return to higher operational layers when
programming the machine.
22 One-Touch Keypad Latch to Second Panel (model
5900): Lifting on this latch, the primary label plate for the
One-Touch keypad rotates on hinges to reveal a second
panel.
23 One-Touch Keypad: For a detailed description of the
One-Touch Keypad functions, please refer to the next
section, One-Touch Keypad.
24 One-Touch Labels: After programming a telephone
number into a One-Touch key, write the name of the
location on the label for the One-Touch key. (Remove the
plastic covering the label, write the name using a pencil,
and then replace the cover.)

12 |Handbook
One-Touch Keypad
Use these keys for quick, one-touch dialing and the
programming of other machine operations. In addition to the
ability to assign telephone numbers (up to 40 digits each) to a
One-Touch key, alphanumeric names of up to 15 characters in
length can be registered (Telephone Directory).
Using One-Touch Keys for Dialing
To use One-Touch keys for dialing, after the telephone
number(s) for the key have been programmed, simply load
the document to be faxed and press the key of the location
where the fax is to be sent. Two telephone numbers can be
programmed for each One-Touch key, a primary number that
is always dialed first, and an alternate number that is
automatically dialed if the first number is busy or the call is
not answered.
Using One-Touch Keys for Search
After pressing the Search key, use these keys to make an
alphabetical search for names of telephone numbers
previously programmed.
Using One-Touch Keys for Programming
The One-Touch keys are also useful in the programming of
names in the machine memory. In addition to the
alphanumeric keys, a number of special keys are provided for
programming convenience:
Alphabet Keys (One-Touch keys#1-27, except #20): When
programming the Sender ID and Location ID, use these keys
to enter alphabet characters.
Unique Key (One-Touch key#20): Use the same as the “0”
of a 10-keypad, and for entering symbols (! # & ‘ ( ) * +, - . /
: ; = ? · , Umlaut characters (ÄßÑÖÜ), and Norwegian
characters (ÆÅØæåø).
Del Key (One-Touch key #30): Use this key to delete
characters at the position of the cursor in the display panel
when entering ID, telephone numbers or programming
functions.
Caps Key (One-Touch key #31): Use this key to switch
between uppercase and lowercase when entering
alphanumeric characters.
Space Key (One-Touch key #36): Use this key to enter
spaces when programming the machine. Unlike the Pause
key, spaces provide easier reading only and have no effect on
dialing characteristics.
Plus Key (One-Touch key #39): Each fax number entered or
programmed into the machine can be up to 40 digits long. If
you need to dial a number longer than 40 digits, you can dial
the number using any combination of Speed Dial numbers or
the numeric keypad. To enter a chain dial number into a