Olivetti d-COPIA 4004MF User manual

#ODE 584908en
GUIDA ALLE FUNZIONI FAX
FAX OPERATION GUIDE
NÁVOD K OBSLUZE FAXU
BETJENINGSVEJLEDNING VEDRØRENDE FAX
FAX BEDIENUNGSANLEITUNG
ΕΓΧΕΙΡΙΔΙΟ ΧΡHΣHΣ ΦAΞ
GUÍA DE USO DE FAX
MANUEL D'UTILISATION DU FAX
FAX HASZNÁLATI ÚTMUTATÓ
GEBRUIKERSHANDLEIDING VOOR DE FAX
PODRĘCZNIK OBSŁUGI FAKSU
GUIA DE USO DE FAX
GHID DE OPERARE A FAXULUI
FAKSIN KÄYTTÖOPAS
BRUKSANVISNING FÖR FAX
OPERATØRHÅNDBOK FOR FAKS
РУКОВОДСТВО ПО ЭКСПЛУАТАЦИИ ФАКСА
FAKS ÇALIŞTIRMA KILAVUZU
d-COPIA 4004MF

PUBLICATION ISSUED BY:
Olivetti S.p.A.
Gruppo Telecom Italia
Via Jervis, 77 - 10015 Ivrea (ITALY)
www.olivetti.com
Copyright © 2014, Olivetti
All rights reserved
The manufacturer reserves the right to carry out modifications to the product described in this manual at any time and
without any notice.
ENERGY STAR is a U.S. registered mark.
The ENERGY STAR program is an energy reduction plan introduced by theUnited States Environmental Protection Agency
in response to environmental issues and for the purpose of advancing the development and utilization of more energy
efficient office equipment.
Your attention is drawn to the following actions which could compromise the conformity attested to above, as well as
the characteristics of the product:
•incorrect electrical power supply;
•incorrect installation, incorrect or improper use or use not in compliance with the warnings provided in the
User’s Manual supplied with the product;
•replacement of original components or accessories with others of a type not approved by the manufacturer, or
performed by unauthorised personnel.
All rights reserved. No part of this material may be reproduced or transmitted in any form or by any means,
electronic or mechanical, including photocopying, recording or by any information storage and retrieval system,
without permission in writing from the Publisher.
The mark affixed to the product certifies that the
product satisfies the basic quality requirements.

i
Contents
Contents ....................................................................................................................................i
Preface .....................................................................................................................................v
About the FAX Operation Guide (this Guide) ...........................................................................v
Structure of the guide .....................................................................................................v
Conventions in This Guide ............................................................................................ vi
1 Legal and Safety Information .............................................. 1-1
Notice ................................................................................................................................... 1-2
Safety Conventions in This Guide .............................................................................. 1-2
About this Operation Guide ........................................................................................ 1-3
Legal Notice ............................................................................................................... 1-3
FCC PART 68 REQUIREMENTS .............................................................................. 1-3
IMPORTANT SAFETY INSTRUCTIONS ................................................................... 1-4
IMPORTANTES MESURES DE SECURITE ............................................................. 1-4
Declarations to European Directives .......................................................................... 1-5
Technical regulations for terminal equipment ............................................................ 1-5
Network Compatibility Declaration ............................................................................. 1-6
Trademark Information ............................................................................................... 1-6
2 Before Using the Fax Machine ............................................. 2-1
Part Names and Functions ................................................................................................... 2-2
Machine ...................................................................................................................... 2-2
Operation Panel ......................................................................................................... 2-4
Operation Method ...................................................................................................... 2-5
Setting Date and Time ..........................................................................................................2-6
Local FAX Information Entry ................................................................................................ 2-8
TTI (Transmit Terminal Identification) ........................................................................ 2-8
Local FAX Name ........................................................................................................ 2-8
Local FAX Number ..................................................................................................... 2-9
Local FAX ID ............................................................................................................ 2-10
FAX Dialing Mode .................................................................................................... 2-10
ECM TX .................................................................................................................... 2-11
TX Start Speed ......................................................................................................... 2-12
PBX Setting (Europe only) ....................................................................................... 2-13
Registering Destinations in the Address Book ................................................................... 2-14
Adding a Destination (Address Book) ...................................................................... 2-14
Adding a Destination on One Touch Key ................................................................. 2-24
3 Sending Faxes ...................................................................... 3-1
Basic transmission procedure .............................................................................................. 3-2
Checking and Editing Destinations ............................................................................ 3-5
Checking the Send Status .......................................................................................... 3-7
Priority Override Send ................................................................................................ 3-7
Cancelling the Transmission ...................................................................................... 3-9
Using redial .............................................................................................................. 3-11
Methods For Entering the Destination ................................................................................ 3-12
Entering the destination fax number with the numeric keys ..................................... 3-12
Choosing from the Address Book ............................................................................ 3-13
Choosing by One Touch Key ................................................................................... 3-15
Login/Logout ....................................................................................................................... 3-16
Logging in when User Accounting has been Enabled .............................................. 3-16
Logging in when Job Accounting has been Enabled ............................................... 3-18
Fax transmission functions ................................................................................................. 3-19
Quiet Mode ......................................................................................................................... 3-20
Original Size ....................................................................................................................... 3-20

ii
Original Image . ................................................................................................................... 3-20
FAX Resolution . ................................................................................................................. 3-21
Orig.Orientation . ................................................................................................................. 3-21
Continuous Scan . ................................................................................................................3-21
File Name Entry . ................................................................................................................. 3-21
JobFinish Notice . ................................................................................................................ 3-21
FAX Delayed Transmission . ............................................................................................... 3-22
Cancelling and Sending Delayed Transmissions (Queued) ..................................... 3-22
FAX Direct Transmission . ................................................................................................... 3-23
Cancelling Direct Transmission . ............................................................................... 3-24
FAX TX Report . .................................................................................................................. 3-24
Density . .............................................................................................................................. 3-24
Duplex . ............................................................................................................................... 3-24
Manual Send . ..................................................................................................................... 3-25
Using Chain Dial . ................................................................................................................ 3-26
Program . ............................................................................................................................. 3-28
Registering Programs . ............................................................................................. 3-28
Confirming the Registered Program . ........................................................................ 3-29
Recalling Program . ................................................................................................... 3-29
Overwriting Program . ............................................................................................... 3-29
Deleting Program . .................................................................................................... 3-30
4Receiving Faxes ................................................................... 4-1
FAX Automatic Reception . ................................................................................................... 4-2
Reception Method ................................................................................................................. 4-2
Checking and Changing the Reception Method . .................................................................. 4-2
Flow of reception ................................................................................................................... 4-3
Canceling reception (Disconnection of communication) . ..................................................... 4-4
Manual Reception . ............................................................................................................... 4-5
Flow of reception . ....................................................................................................... 4-5
Fax reception functions . ........................................................................................................4-6
Fax reception settings . ......................................................................................................... 4-7
FAX Media Type . ....................................................................................................... 4-7
RX Date/Time . ............................................................................................................ 4-8
2 in 1 Printing .............................................................................................................. 4-8
Batch Print ................................................................................................................... 4-8
Duplex Printing . .......................................................................................................... 4-9
5Using Convenient Fax Functions . ....................................... 5-1
Forward Settings . ................................................................................................................. 5-2
Type of Forwarding Destination ............................................................................................ 5-2
Setting Forwarding ................................................................................................................ 5-2
Registering Forwarding Destination . .................................................................................... 5-3
Changing and Deleting Registration Contents . .................................................................... 5-5
Forwarding Time Setting ....................................................................................................... 5-6
File Format Setting ................................................................................................................ 5-7
E-mail Subject Add. Info Setting . ......................................................................................... 5-8
FTP Encrypted TX Setting .................................................................................................... 5-9
File Name Entry .................................................................................................................... 5-9
Print Setting ......................................................................................................................... 5-10
Settings for Forwarding from Embedded Web Server RX (Forward Settings) . .................. 5-11
Sub Address Box Function . ................................................................................................ 5-12
Sub Address Box . .................................................................................................... 5-12
Sub Address Communication . .................................................................................. 5-12
Registering a Sub Address Box . .............................................................................. 5-13
Changing/Deleting Sub Address Box . ...................................................................... 5-14
Printing Originals from a Sub Address Box . ............................................................. 5-15
Checking Details . ..................................................................................................... 5-17

iii
Deleting Originals after Printing from a Sub Address Box ....................................... 5-17
Deleting Originals from a Sub Address Box ............................................................. 5-18
Printing a Sub Address Box List ............................................................................... 5-19
Sub Address Transmission ...................................................................................... 5-20
Polling Communication ....................................................................................................... 5-22
Polling Transmission ................................................................................................ 5-22
Polling Reception ..................................................................................................... 5-25
Printing from a Polling Box ....................................................................................... 5-27
Checking Details ...................................................................................................... 5-28
Deleting Originals in a Polling Box ........................................................................... 5-28
Encryption .......................................................................................................................... 5-30
Registering an Encryption Key ................................................................................. 5-31
Changing and Deleting Registration Contents of Encryption Key ............................ 5-31
Using the Encrypted Transmission .......................................................................... 5-32
Setting the Encrypted Reception .............................................................................. 5-34
Using a Connected Telephone ........................................................................................... 5-36
FAX/TEL Auto Switch Reception ............................................................................. 5-36
FAX/Answering Machine Auto Switch Reception ..................................................... 5-38
DRD Reception (Available for inch versions only) ................................................... 5-40
Manual Send ............................................................................................................ 5-41
Manual Reception .................................................................................................... 5-42
Remote Switch Function .......................................................................................... 5-43
6 Sending Faxes from PC ........................................................ 6-1
Flow of Sending Faxes from PC ........................................................................................... 6-2
Flow of Network FAX Receiving ........................................................................................... 6-2
Setup .................................................................................................................................... 6-3
Installing the FAX Driver ............................................................................................ 6-3
Uninstalling the FAX Driver ........................................................................................ 6-5
Basic Transmission .............................................................................................................. 6-6
Configuring the Driver Default Settings ...................................................................... 6-9
Default Settings Dialog Box ..................................................................................... 6-10
Changing Transmit Settings ..................................................................................... 6-13
Using Cover Pages .................................................................................................. 6-17
Cover Page Registration (Default Settings) ............................................................. 6-22
Transmission Control ............................................................................................... 6-27
7 Managing Jobs ..................................................................... 7-1
Various Reports for FAX ...................................................................................................... 7-2
Checking FAX Job History ................................................................................................... 7-3
Send Job Log and Print Job Log ................................................................................ 7-3
Outgoing FAX Log and Incoming FAX Log ................................................................ 7-4
Printing Administrative Reports (Result Rpt Set.) ................................................................ 7-5
Send Result Reports (Send Result) ........................................................................... 7-5
Report for Job Canceled before Sending ................................................................... 7-6
Recipient Format ........................................................................................................ 7-6
FAX RX Result Reports ............................................................................................. 7-7
Activity Report (Outgoing FAX Rpt and Incoming FAX Rpt) ................................................ 7-9
Printing Activity Reports ............................................................................................. 7-9
Automatic Printout ...................................................................................................... 7-9
Status Page ........................................................................................................................ 7-11
Reporting FAX Receipt Result by E-mail ........................................................................... 7-12
Confirmation Screen of Destinations .................................................................................. 7-14
8 Fax Settings ......................................................................... 8-1
Default fax settings ............................................................................................................... 8-2
System Menu Settings ............................................................................................... 8-2

iv
Report ........................................................................................................................ 8-3
Common Settings ....................................................................................................... 8-3
FAX ............................................................................................................................8-4
Adjust/Maint. .............................................................................................................. 8-8
Transmission Restriction ...................................................................................................... 8-9
Registering Permit FAX No. ..................................................................................... 8-10
Changing and Deleting Permit FAX No. ................................................................... 8-11
Registering Reject FAX No. ..................................................................................... 8-11
Changing and Deleting Reject FAX No. ................................................................... 8-12
Registering Permit ID No. ........................................................................................ 8-13
Changing and Deleting Permit ID No. ...................................................................... 8-14
Setting Send Restriction ........................................................................................... 8-15
Setting Reception Restriction ................................................................................... 8-16
Unknown Number Reception ................................................................................... 8-16
Unusable Time ................................................................................................................... 8-18
Account Management ........................................................................................................ 8-20
9 Troubleshooting ................................................................... 9-1
Indicators During Sending/Receiving Operation .................................................................. 9-2
Responding to an Attention Indicator Flashes ...................................................................... 9-2
Precautions When Turning Power OFF ............................................................................... 9-3
Messages ............................................................................................................................. 9-4
Error Code List ..................................................................................................................... 9-6
Troubleshooting .................................................................................................................... 9-9
10 Appendix ............................................................................. 10-1
Character Entry Method ..................................................................................................... 10-2
Using the Keys ......................................................................................................... 10-2
Selecting Type of Characters ................................................................................... 10-3
Characters That Can be Entered Using the Numeric Keys ...................................... 10-3
Entering Symbols ..................................................................................................... 10-4
Entering Characters ................................................................................................. 10-4
Specifications ..................................................................................................................... 10-6
Menu Map .......................................................................................................................... 10-8
Received FAX Sizes and Paper Priority (Metric Model) ................................................... 10-12
Received FAX Sizes and Paper Priority (Inch Model) ...................................................... 10-13
Index ...............................................................................................................................Index-1

v
Preface
This Operation Guide is intended to help you operate the machine correctly, perform routine maintenance and take a
simple troubleshooting action as necessary, so that you can always use the machine in good condition.
Please read the Operation Guide before using the facsimile. Keep it close to the facsimile for easy reference.
About the FAX Operation Guide (this Guide)
Structure of the guide
This Operation Guide contains the following chapters.
Chapter Contents
1Legal and Safety Information Provides precautions regarding use of the machine and
trademark information.
2Before Using the Fax Machine Explains the part names and the settings required before
using fax.
3Sending Faxes Explains the general methods for sending faxes and
transmission functions.
4Receiving Faxes Explains the general methods for receiving faxes and
reception functions.
5Using Convenient Fax Functions Explains convenient fax functions such as storing received
faxes in boxes in the memory, forwarding received faxes,
and polling communication (a function that allows the
receiving party to call and initiate fax reception).
6Sending Faxes from PC Explains how to send a FAX from a PC.
7Managing Jobs Explains how to check the status of recently performed
transmission and reception operations in the message
display. Also explains how to print administrative reports
showing communication results, machine settings, and
registered information.
8Fax Settings Explains various settings for controlling fax usage, such as
restricting transmission destinations, blocking fax
reception, and setting prohibited use times.
9Troubleshooting Explains what to do when errors are displayed or other
problems occur.
10 Appendix Explains how to enter characters, and lists the fax
specifications.

vi
Conventions in This Guide
Adobe Reader X is used as an example in the explanations below.
Certain items are indicated in this guide by the conventions described below.
NOTE
The items that appear in Adobe Reader vary depending on how it is used. If the Table of Contents or tools do not
appear, refer to Adobe Reader Help.
Convention Description Example
[Bold] Indicates keys on the operation panel and buttons on
your computer screen.
Press the [Start] key.
Click [OK].
[Regular] Indicates a message or setting displayed on the
message display.
[Ready to copy.] appears in the message display.
Press the [▲] or [▼] key to select [On].
"Regular" Indicates a message or setting displayed on the
computer screen.
You can select from the "Print size" menu.
Click to move from the current page to the previously
displayed page. This is convenient when you want to return
to the page from which you jumped to the current page.
Click an item in the Table of Contents
to jump to the corresponding page.
Indicates that personal injury or
mechanical damage may result
from insufficient attention to or
incorrect compliance with the
related points.
NOTE
Indicates supplemental
explanations and reference
information for operations.
IMPORTANT
Indicates operational requirements
and restrictions to operate the
machine correctly, and avoid
damage to the machine or property.
Refer to
Click the underlined text to jump to
the corresponding page.

vii
Conventions used in procedures for operating the machine
Operation panel keys that are pressed are outlined in red.
Procedures consisting of a sequence of operation panel or touch panel operations are numbered as shown below.
1
2

1-1
1 Legal and Safety
Information
Please read this information before using your machine. This chapter provides information on the following topics.
Notice ................................................................................................................................................................. 1-2
Safety Conventions in This Guide ........................................................................................................... 1-2
About this Operation Guide ..................................................................................................................... 1-3
Legal Notice ............................................................................................................................................. 1-3
FCC PART 68 REQUIREMENTS ............................................................................................................ 1-3
IMPORTANT SAFETY INSTRUCTIONS ................................................................................................. 1-4
IMPORTANTES MESURES DE SECURITE ........................................................................................... 1-4
Declarations to European Directives ....................................................................................................... 1-5
Technical regulations for terminal equipment .......................................................................................... 1-5
Network Compatibility Declaration ........................................................................................................... 1-6
Trademark Information ............................................................................................................................. 1-6

1-2
Legal and Safety Information > Notice
Notice
Safety Conventions in This Guide
The sections of this handbook and parts of the facsimile marked with symbols are safety warnings meant to protect the
user, other individuals and surrounding objects, and ensure correct and safe usage of the facsimile.
WARNING: Indicates that serious injury or even death may result from insufficient
attention to or incorrect compliance with the related points.
CAUTION: Indicates that personal injury or mechanical damage may result from
insufficient attention to or incorrect compliance with the related points.
Symbols
The symbol indicates that the related section includes safety warnings. Specific points of attention are indicated
inside the symbol.
... [General warning]
... [Warning of high temperature]
The symbol indicates that the related section includes information on prohibited actions. Specifics of the prohibited
action are indicated inside the symbol.
... [Warning of prohibited action]
... [Disassembly prohibited]
The symbol indicates that the related section includes information on actions which must be performed. Specifics of
the required action are indicated inside the symbol.
... [Alert of required action]
... [Remove the power plug from the outlet]
... [Always connect the machine to an outlet with a ground connection]
Please contact your service representative to order a replacement if the safety warnings in this Operation Guide are
illegible or if the guide itself is missing (fee required).
NOTE
Due to performance updating, information in this Operation Guide is subject to change without notice.

1-3
Legal and Safety Information > Notice
About this Operation Guide
This Operation Guide contains information on using the facsimile functions of this machine. Please read the Operation
Guide before you start using the machine.
During use, refer to the Operation Guide for your machine for information regarding the sections listed below.
Legal Notice
WE SHALL HAVE NO LIABILITY FOR LOSS, WHETHER OR PARTIAL, OF RECEIVED DOCUMENTS WHEN SUCH
LOSS IS CAUSED BY DAMAGES TO THE FAX SYSTEM, MALFUNCTIONS, MISUSE, OR EXTERNAL FACTORS
SUCH AS POWER OUTAGES; OR FOR PURELY ECONOMIC LOSSES OR LOST PROFITS RESULTING FROM
MISSED OPPORTUNITIES ATTRIBUTABLE TO MISSED CALLS OR RECORDED MESSAGES RESULTING
THEREFROM.
FCC PART 68 REQUIREMENTS
1 This equipment complies with Part 68 of the FCC rules and the requirements adopted by the ACTA. On the rear side
of the equipment to install Assembly Board is a label that contains, among other information, a product identifier in
the format US:AAAEQ##TXXXX. If requested, this number must be provided to the telephone company.
2 This equipment connects to the network via USOC RJ11C.
3 A plug and jack used to connect this equipment to the premises wiring and telephone network must comply with the
applicable FCC Part 68 rules and requirements adopted by the ACTA. A compliant telephone cord and modular plug
is provided with this product. It is designed to be connected to a compatible modular jack that is also compliant. See
installation instructions for details.
4 The REN is used to determine the number of devices that may be connected to a telephone line. Excessive RENs on
a telephone line may result in the devices not ringing in response to an incoming call. In most but not all areas, the
sum of RENs should not exceed five (5.0). To be certain of the number of devices that may be connected to a line, as
determined by the total RENs, contact the local telephone company. For products approved after July 23, 2001, the
REN for this product is part of the product identifier that has the format US:AAAEQ##TXXXX. The digits represented
by ## are the REN without a decimal point (e.g., 03 is a REN of 0.3). For earlier products, the REN is separately
shown on the label.
5 If this equipment causes harm to the telephone network, the telephone company will notify you in advance that
temporary discontinuance of service may be required. But if advance notice isn't practical, the telephone company
will notify the customer as soon as possible. Also, you will be advised of your right to file a complaint with the FCC if
you believe it is necessary.
6 The telephone company may make changes in its facilities, equipment, operations or procedures that could affect the
operation of the equipment. If this happens the telephone company will provide advance notice in order for you to
make necessary modifications to maintain uninterrupted service.
Environment
Precautions for Use
Loading Paper
Cleaning
Toner Container Replacement
Waste Toner Box Replacement
Solving Malfunctions
Responding to Messages
Clearing Paper Jams

1-4
Legal and Safety Information > Notice
7If the equipment is causing harm to the telephone network, the telephone company may request that you
disconnect the equipment until the problem is resolved.
8This equipment cannot be used on public coin service provided by the telephone company. Connection to Party line
service is subject to state tariffs. Contact the state public utility commission, public service commission or corporation
commission for information.
9If your home has specially wired alarm equipment connected to the telephone line, ensure the installation of this
equipment does not disable your alarm equipment. If you have questions about what will disable alarm equipment,
consult your telephone company or a qualified installer.
10 The Telephone Consumer Protection Act of 1991 makes it unlawful for any person to use a computer or other
electronic device, including FAX machines, to send any message unless such message clearly contains in a margin
at the top or bottom of each transmitted page or on the first page of the transmission, the date and time it is sent and
an identification of the business or other entity, or other individual sending the message and the telephone number of
the sending machine or such business, other entity, or individual. (The telephone number provided may not be a 900
number or any other number for which charges exceed local or long-distance transmission charges.)
In order to program this information into your FAX machine, you should complete the following steps: (Insure that it
will be transmitted, see Local FAX Name on page 2-8, Local FAX Number on page 2-9, TTI (Transmit Terminal
Identification) on page 2-8 and Setting Date and Time on page 2-6.)
IMPORTANT SAFETY INSTRUCTIONS
When using your telephone equipment, basic safety precautions should always be followed to reduce the risk of fire,
electric shock and injury to persons, including the following:
CAUTION: To reduce the risk of fire, use only No.26 AWG or larger UL listed or CSA certified telecommunication line cord.
1Do not use this product near water, for example, near a bath tub, wash bowl, kitchen sink or laundry tub, in a wet
basement or near a swimming pool.
2Avoid using a telephone (other than a cordless type) during an electrical storm. There may be a remote risk of
electric shock from lightning.
3Do not use the telephone to report a gas leak in the vicinity of the leak.
4Use only the power cord and batteries indicated in this manual. Do not dispose of batteries in a fire. They may
explode. Check with local codes for possible special disposal instructions.
SAVE THESE INSTRUCTIONS
IMPORTANTES MESURES DE SECURITE
Certaines mesures de sécurité doivent être prises pendant l'utilisation de matériel téléphonique afin de réduire les risques
d'incendie, de choc électrique et de blessures. En voici quelques unes:
1Ne pas utiliser l'appareil près de l'eau, p. ex., près d'une baignoire, d'un lavabo, d'un évier de cuisine, d'un bac à
laver, dans un sous-sol humide ou près d'une piscine.
2Eviter d'utiliser le téléphone (sauf s'il s'agit d'un appareil sans fil) pendant un orage électrique. Ceci peut présenter un
risque de choc électrique causé par la foudre.
3Ne pas utiliser l'appareil téléphonique pour signaler une fuite de gaz s'il est situé près de la fuite.

1-5
Legal and Safety Information > Notice
4 Utiliser seulement le cordon d'alimentation et le type de piles indiqués dans ce manuel. Ne pas jeter les piles dans le
feu: elles peuvent exploser. Se conformer aux règlements pertinents quant à l'élimination des piles.
CONSERVER CES INSTRUCTIONS
Declarations to European Directives
DECLARATION OF CONFORMITY TO 2004/108/EC, 2006/95/EEC, 93/68/EEC, 1999/5/EC and 2009/125/EC
We declare under our sole responsibility that the product to which this declaration relates is in conformity with the following
specifications.
Technical regulations for terminal equipment
This terminal equipment complies with:
Limits and methods of measurement for immunity
characteristics of information technology
equipment
EN55024
Limits and methods of measurement for radio
interference characteristics of information
technology equipment
EN55022 Class B
Limits for harmonic currents emissions for
equipment input current 16A per phase
EN61000-3-2
Limitation of voltage fluctuations and flicker in low-
voltage supply systems for equipment with rated
current 16A
EN61000-3-3
Safety of information technology equipment,
including electrical business equipment
EN60950-1
Terminal Equipment (TE);
Attachment requirements for pan-European
approval for connection to the analogue Public
Switched Telephone Networks (PSTNs) of TE
(excluding TE supporting the voice telephony
service) in which network addressing, if provided,
is by means of Dual Tone Multi Frequency (DTMF)
signalling
TBR 21
• TBR21 • DE 05R00 National AN for D
• AN 01R00 AN for P • DE 08R00 National AN for D
• AN 02R01 AN for CH and N • DE 09R00 National AN for D
• AN 05R01 AN for D, E, GR, P and N • DE 12R00 National AN for D
• AN 06R00 AN for D, GR and P • DE 14R00 National AN for D
• AN 07R01 AN for D, E, P and N • ES 01R01 National AN for E
• AN 09R00 AN for D • GR 01R00 National AN for GR
• AN 10R00 AN for D • GR 03R00 National AN for GR

1-6
Legal and Safety Information > Notice
Network Compatibility Declaration
The manufacturer declares that the equipment has been designed to operate in the public switched telephone networks
(PSTN) in the following countries:
Trademark Information
• Microsoft, Windows, Windows XP, Windows Server 2003, Windows Vista, Windows Server 2008, Windows 7,
Windows Server 2012, Windows 8 and Internet Explorer are registered trademarks or trademarks of Microsoft
Corporation in the U.S.A. and/or other countries.
• Adobe Acrobat, Adobe Reader and PostScript are trademarks of Adobe Systems, Incorporated.
• Ethernet is a registered trademark of Xerox Corporation.
• IBM and IBM PC/AT are trademarks of International Business Machines Corporation.
All other company and product names in this Operation Guide are trademarks or registered trademarks of their
respective companies. The designations™ and ® are omitted in this guide.
• AN 11R00 AN for P • GR 04R00 National AN for GR
• AN 12R00 AN for E • NO 01R00 National AN for N
• AN 16R00 General Advisory Note • NO 02R00 National AN for N
• DE 03R00 National AN for D • P 03R00 National AN for P
• DE 04R00 National AN for D • P 08R00 National AN for P
Austria France Liechtenstein Slovakia
Belgium Germany Lithuania Slovenia
Bulgaria Greece Luxembourg Spain
Cyprus Hungary Malta Sweden
Czech Iceland Norway Switzerland
Denmark Ireland Poland The Netherlands
Estonia Italy Portugal United Kingdom
Finland Latvia Romania

2-1
2 Before Using the Fax
Machine
This chapter explains the following topics:
Part Names and Functions ................................................................................................................................ 2-2
Machine ................................................................................................................................................... 2-2
Operation Method .................................................................................................................................... 2-5
Setting Date and Time ....................................................................................................................................... 2-6
Local FAX Information Entry .............................................................................................................................. 2-8
TTI (Transmit Terminal Identification) ...................................................................................................... 2-8
Local FAX Name ...................................................................................................................................... 2-8
Local FAX Number ................................................................................................................................... 2-9
FAX Dialing Mode .................................................................................................................................. 2-10
ECM TX .................................................................................................................................................. 2-11
TX Start Speed ....................................................................................................................................... 2-12
PBX Setting (Europe only) ..................................................................................................................... 2-13
Registering Destinations in the Address Book ................................................................................................. 2-14
Adding a Destination (Address Book) .................................................................................................... 2-14
Adding a Destination on One Touch Key ............................................................................................... 2-24

2-2
Before Using the Fax Machine > Part Names and Functions
Part Names and Functions
Machine
This chapter explains the names of parts when the machine is used as a fax machine. For the parts required when
functions other than FAX are used, refer to the machine’s Operation Guide.
1Operation panel Perform the fax operation with this panel.
2Power switch Set this switch to the ON side when performing the fax or copier operation.
3LINE connector Connect the modular cord for the telephone line to this connector.
4TEL connector When using a commercially available telephone set, connect the modular cord to this
connector.
IMPORTANT
You cannot automatically receive a fax when the power switch is turned off.
3
4
1
2

2-3
Before Using the Fax Machine > Part Names and Functions
Document Processor (DP)
5Top Cover Open this cover when the original jammed in the Document Processor.
6Original Width Guides Adjust these guides according to the original width.
7Original Table Stack the sheet originals on this table.
8Original Eject Table Read originals are ejected onto this table.
9Open/Close Handle Hold this handle when opening or closing the Document Processor.
65
7
8
9

2-4
Before Using the Fax Machine > Part Names and Functions
Operation Panel
Processing: Blinks while printing or
sending/receiving.
Memory: Blinks while the machine is
accessing the machine memory, fax
memory or USB memory (general purpose
item).
Attention:Lights or blinks when an error
occurs and a job is stopped.
Message display.
Displays the setting
menu, machine status,
and error messages.
Select Key: Selects
the menu displayed
at the bottom of the
message display.
Displays the Status/Job
Cancel screen.
Displays the Document
Box/USB screen.
Displays the System
Menu/Counter screen.
Displays the Copy screen.
Displays the screen for
sending. You can change it
to display the Address
Book screen.
Displays the FAX screen.
Numeric keys.
Enter numbers and
symbols.
Clears entered numbers
and characters.
Returns settings to their
default states.
Cancels or pauses the job
in progress.
Starts copying and
scanning operations and
processing for setting
operations.
Displays the function menu for copy,
print, transmission and document box.
Increments or decrements
numbers, or selects menu
in the message display. In
addition, moves the cursor
when entering the
characters.
Finalizes a function or
menu, and numbers that
have been entered.
Returns to the previous
display.
Used to register or recall
programs.
Puts the machine into
Sleep Mode. Recovers
from Sleep if in Sleep
Mode.
Authenticates user
switching, and exits the
operation for the current
user (i.e. log out).
Displaysthe Address Book
screen.
Calls the previous
destination. Also used to
enter a pause when
entering a FAX number.
Confirms the destination or
adds a destination.
Switchesbetweenon-hook
and off-hook when
manually sending a FAX.
Recalls the destination
registered for One Touch
Keys.

2-5
Before Using the Fax Machine > Part Names and Functions
Operation Method
This section explains how to operate the setting menus on the message display.
Displaying the Menus and Configuring Settings
Press the [System Menu/Counter] key, or [Function Menu] key to display the setting menus. Press the [▲] key, [▼]
key, [◄] key, [►] key, [OK] key, or [Back] key to select a menu, and perform settings.
Sys. Menu/Count.:
System/Network
Exit
03
Counter
02
01 Report
Language:
English
01
Deutsch
02
Francais
03
*
Language:
English
01
Deutsch
02
Francais
03
*
Sys. Menu/Count.:
User/Job Account
Exit
04
User Property
05
Common Settings
06
Ready to send.
2013/08/08 10:10
Quiet FAX Res.
200x100dpiOff
Press the [System Menu/Counter] key,
[Function Menu] key, or function keys to
display the setting menus.
The directions of usable arrow keys
are shown on the screen displayed.
When the [▲] or [▼] key is
pressed, the selection moves
line by line.
When the [◄] or [►] key is
pressed, the selection moves in
units of one page.
When [OK] is displayed, press the [OK]
key to confirm the selection.
Press the [OK] key to display
the selected menu.
The selected item is displayed with [*]
(asterisk) at the beginning.
Press the [OK] key to confirm
the selected setting.
When the [▲] or [▼] key is pressed,
the selection moves line by line.
Press the [Back] key to return to
the screen one level higher.
Setting menus
Normal screen
Canceling the menu operation
When [Exit] is displayed, press [Exit] to exit
the setting menu and return to the normal
screen.
When other function keys are pressed, the
menu operation is canceled and the screen
of the corresponding function appears.
Ready to send.
2013/08/08 10:10
Quiet FAX Res.
200x100dpiOff
Sys. Menu/Count.:
System/Network
Exit
03
Counter
02
01 Report
Common Settings:
Language
Exit
01
Default Screen
02
Sound
03