Olympus DS-4000 User manual

Thank you for purchasing an Olympus
Digital Voice Recorder.
Please read these instructions for information
about using the product correctly and safely.
Keep the instructions handy for future reference.
To ensure successful recordings, we recommend that
you test the record function and volume before use.
ONLINE
INSTRUCTIONS
EN
DIGITAL VOICE
RECORDER
DS-4000

2
Table of Contents
Table of Contents ....................................... 2
Safe and Proper Usage ............................. 4
General Precautions .................................. 5
1 Getting Started
Main Features ............................................ 9
xD-Picture Card ....................................... 10
Identification of Parts ............................... 11
Installing Batteries ................................... 13
Charging Battery ..................................... 15
Information Regarding Rechargeable
Batteries ............................................ 16
Turning ON the Recorder ........................ 17
Power Save Mode .................................... 17
Dealer Option Items ................................ 18
A, B Programmable Buttons .................... 18
Setting Time/Date (TIME&DATE) ............ 19
Inserting and Ejecting a Card ................. 21
2 Basic operations
Recording ................................................ 23
Using the Variable Control
Voice Actuator (VCVA) ...................... 27
Hands-free Recording ............................. 28
Recording Monitor ................................... 28
Playing ..................................................... 29
Erasing ..................................................... 31
3 Other functions
Menu List ................................................. 35
Learning to Use the Menu ....................... 36
Locking Files (LOCK) .............................. 37
Index Marks ............................................. 38
LCD Display Information ......................... 39
Setting Priority Levels .............................. 42
Setting Job Data ...................................... 43
Setting Option Item .................................. 45
Formatting the Card (FORMAT) .............. 46
4 Managing Files on Your PC
DSS Player Software ............................... 48
Installing DSS Player Software ............... 50
Uninstalling DSS Player Software ........... 51
Using Online Help ................................... 52
Connecting Recorder to PC .................... 53
Running DSS Player ................................ 55

3
Window Names........................................ 57
Downloading from Recorder to PC .............. 58
Playing a Dictation File ............................ 60
Uploading from PC to Recorder .............. 61
Direct Recording/Editing on PC ............... 62
Changing User ID (Author ID) ................. 63
Changing a Folder Name ........................ 64
Editing File Comments ............................ 64
Using Voice Recognition
Software (Optional) ............................. 65
USB Microphone/USB
Speaker (USB AUDIO) ........................ 69
Sending Dictation Files/Receiving
Document Files ................................. 70
Setting E-mail/FTP Service ..................... 75
5 Using the Recorder as a
Reader / Writer
Using the Recorder as a
Reader/Writer ...................................... 82
6 Other Information
Alarm Message List ................................. 83
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2
3
4
5
6
7
Troubleshooting ....................................... 84
Accessories (Optional) ............................ 85
Specifications .......................................... 86
Technical Assistance and Support .......... 87

4
Convention Used In this Manual
• The word “card” is used to refer to the xD-
picture Card.
• The word “DSS Player” is used to refer to
the DSS Player Pro Dictation Module in
Windows environment and DSS Player for
Mac in Apple Macintosh environment.
• The Notes at the bottom of a page are used
for additional information, exceptions, or
related events.
• Words in uppercase form such as PLAY or
REC are used to describe a function, button,
or switch position on the recorder.
• The icon indicates that feature or setting
can be modified by Professional Olympus
Authorized Dealer only.
Safe and Proper Usage
Before using your new recorder, read this
manual carefully to ensure that you know
how to operate it safely and correctly. Keep
this manual in an easily accessible
location for future reference.
Important Safety Precautions
Certain symbols are used in the user’s
manual and on this product to help protect
users, their surroundings, and their
property from possible injury or damage.
Please familiarize yourself with the
following definitions and meanings for
each symbol before reading the
precautions.
Symbols prohibiting a specific action
Prohibited Do not
disassemble
Symbols requiring a specific action
Mandatory Unplug from
power outlet
Danger
Signifies danger which
may result in serious
injury or death.
Warning
Indicates items or actions
which may cause serious
injury or death.
Caution
Indicates items or actions
which may result in damage
or personal injury.

5
General Precautions
●Do not leave the recorder in hot, humid
locations such as inside a closed
automobile under direct sunlight or on
the beach in the summer.
●Do not store the recorder in places
exposed to excessive moisture or dust.
●Do not use organic solvents such as
alcohol and lacquer thinner to clean the
unit.
●Do not place the recorder on top of or
near electric appliances such as TVs or
refrigerators.
●Avoid recording or playing back near
cellular phones or other wireless
equipment, as they may cause
interference and noise. If you
experience noise, move to another
place, or move the recorder further away
from such equipment.
●Avoid sand or dirt. These can cause
irreparable damage.
●Avoid strong vibrations or shocks.
●Do not disassemble, repair or modify the
unit yourself.
●Do not operate the unit while operating
a vehicle (such as a bicycle, motorcycle,
or go-cart).
●Keep the unit out of the reach of
children.
<Warning regarding data loss>
Recorded content in memory may be
destroyed or erased by operating
mistakes, unit malfunction, or during
repair work.
It is recommended to back up and save
important content to other media such as
a computer hard disk.
Batteries/Rechargeable
Battery Pack (BR402)
Danger
•Do not solder lead wires or terminals
directly onto a battery or modify it.
•Do not connect the and terminals
together. This may cause fire,
overheating or electric shock.
•When carrying or storing the battery
(BR402), be sure to put it in the provided
case to protect its terminals. Do not carry
or store the battery with any metal
objects (such as key rings). If this
warning is not followed, fire, overheating
or electric shock may occur.
•Do not connect the batteries directly to
a power outlet or a cigarette lighter of
an automobile.
•Do not insert the batteries with their
and terminals reversed.
•If any liquid from a battery gets into your
eyes, promptly wash it off with clean
water and consult your doctor at once.
•There is a hole from which gas escapes on
the terminal. Do not cover or block it
(BR402).
Warning
•Batteries should never be exposed to
flame, heated, short-circuited or
disassembled.
•Do not attempt to recharge alkaline,
lithium or any other non-rechargeable
batteries.
•Never use any battery with a torn or
cracked outer cover.

6
Battery Charger (Cradle)
Danger
•Do not attempt to use this charger
with anything other than Olympus
Ni-MH batteries. Using it in
combination with other batteries
may cause fire, explosion, leakage
or overheating.
• Do not put the charger in water.
Using it when wet or in a humid area
(such as a bathroom) may cause
fire, overheating or electric shock.
•Do not use the charger with
batteries that have been
inserted with their and
terminals reversed. This may
cause fire, explosion, leakage,
overheating or damage to
batteries.
•Never modify or disassemble
the charger. This may cause
fire, overheating, electric
shock or injury.
•Keep batteries out of the reach of
children.
•If you notice anything unusual when
using this product such as abnormal
noise, heat, smoke, or a burning odor:
1remove the batteries immediately while
being careful not to burn yourself, and;
2call your dealer or local Olympus
representative for service.
•Do not expose the rechargeable batteries
to water. Do not allow water to contact
the terminals.
•Do not remove or damage the battery
insulating sheet.
•Do not use the batteries if you find
something wrong with them such as
leakage, color change or deformity.
•Unplug the charger if the charging is still
incomplete after the specified time it
should take.
•Should any battery liquid get on skin or
clothing, promptly wash it off with clean
water.
•Keep batteries away from fire.
General Precautions
Caution
•BR402 rechargeable batteries are
exclusively for use with Olympus digital
voice recorder DS-4000. Do not use them
in combination with other equipment.
•Do not subject batteries to strong
shocks.
•Do not use with other types of batteries,
or with batteries that have different
voltages or brand names.
•When using more than two batteries,
charge them at the same time.
•When using new batteries, or batteries which
have not been used for a long time, be sure
to recharge them even if they were only used
for a short period of time.
Warning
•Do not use the batteries if you
find something wrong with
them such as deformity or
leakage. This may cause
explosion or overheating.
Do not
disassemble

7
AC Adapter
Danger
•Be sure to use the charger with
the proper voltage (AC 100 - 240
V). Using it with other voltage
levels may cause fire, explosion,
overheating, electric shock or
injury.
• For safety, be sure to unplug the
charger from the outlet before
performing maintenance or
cleaning. Also, never plug in or
disconnect the power plug with a
wet hand. This may cause electric
shock or injury.
Warning
•Do not attempt to disassemble, repair or
modify the AC adapter in any way.
•Keep foreign objects including water,
metal, or flammable substances from
getting inside the product.
•Do not moisten the AC adapter or touch
it with a wet hand.
•Do not use the AC adapter in the vicinity
of flammable gas (including gasoline,
benzine and lacquer thinner).
In case
•... the internal parts of the AC adapter
are exposed because it has been
dropped or otherwise damaged:
•... the AC adapter is dropped in water, or
if water, metal flammable substances or
other foreign objects get inside it:
•... you notice anything unusual when
using the AC adapter such as abnormal
noise, heat, smoke, or a burning odor:
•Do not insert metal wires or
similar objects. This may cause
fire, overheating or electric
shock.
•Keep out of the reach of
children. Do not let children
use this product without adult
supervision.
Caution
•Do not charge continuously for
more than 3 hours. This may
cause explosion, fire, leakage or
overheating of batteries.
• Be sure to charge batteries within the
temperature range of 0°C - 40°C/32°F
- 104°F. If not, there may be explosion,
fire, leakage or damage to batteries.
• Do not put anything heavy on the
charger or leave it in an unstable
position or in a humid place. This
may cause explosion, fire, leakage,
overheating, electric shock or injury.
• Do not touch the charger for too
long when using it. This may cause
a serious low-temperature burn.
• If charging does not finish (or if the
charge indicator light does not go
off) after three hours, the charger
may break. If this occurs,
disconnect the power plug and
consult your nearest Olympus
dealer or customer support center.
• Do not use or store the charger in/
on an unstable place, such as a
television set, etc. If it falls, it may
cause injury or break.
Unplug from
power outlet

1
8
General Precautions
Caution
•Do not use the charger if the
power plug is damaged or the
plug is not completely
connected to the outlet. This
may cause fire, overheating,
electric shock, short circuit or
damage.
• Unplug the AC Adapter from AC
outlet when not using. If this
precaution is not followed, fire,
overheating or electric shock may
occur.
• Make sure to hold the plug when
removing the power plug from
the outlet. Do not bend the cord
excessively or put a heavy
object on it. This may cause fire,
overheating, electric shock or
damage.
1do not touch any of the exposed parts;
2immediately disconnect the power
supply plug from the power outlet, and;
3call your dealer or local Olympus
representative for servicing. Continued
use of the AC adapter under these
circumstances could result in electric
shock, fire or injury.
• If something appears to be
wrong with the charger, unplug
the charger from the outlet and
consult your nearest service
center. Using the charger may
cause fire, overheating, electric
shock or injury.
• Do not use or keep the charger
in very hot places, such as in
direct sunlight, in a closed car
on a sunny day, near a heater,
on an electric carpet, etc. Do not
use the charger if something is
covering it (such as a blanket).
This may cause fire, explosion,
leakage or overheating.
Unplug from
power outlet

1
9
Main Features
Main Features
IBM and PC/AT are the trademarks or registered
trademarks of International Business Machines
Corporation.
Microsoft and Windows are registered trademarks
of Microsoft Corporation.
Apple, Macintosh, iMac, eMac, Mac, and PowerMac
are trademarks or registered trademarks of Apple
Computer, Inc.
Intel and Pentium are registered trademarks of Intel
Corporation.
Adobe and Acrobat Reader are registered
trademarks of Adobe Systems Incorporated.
Other product and brand names mentioned herein
may be the trademarks or registered trademarks of
their respective owners.
●Slide switch operation for ease of use and
fast response.
●Dual function cradle, docking station, for
recharging of Ni-MH Rechargeable Battery
Pack (BR402) (☞P.13)*1 and for downloading
data from the recorder to a PC (☞P.58).
●Two Programmable buttons A and B
( ☞P.18).
●Recording and storing voice in DSS format.
●Two recording modes, SP (Standard
Playback) mode or LP (Long Playback)
mode (☞P.35).
●Five folders and up to 199 files/folder, for a
maximum of 995 recordings (☞P.23).
●Built-in Variable Control Voice Actuator
(VCVA) function (☞P.27).
●USB Audio Device, recorder can be used
as a USB microphone or USB speaker
when connected to a PC (☞P.69).*2
●Large LCD screen with backlight.
●Multi-level priority setting (☞P.42).
●DSS Player software included (☞P.48).
●Hands-free recording function when used with
the optional foot switch (RS25/26) (☞P.28).
*1Available only with the supplied Ni-MH Rechargeable
Battery Pack (BR402).
*2Do not use with Windows 98 as computer operation may
become unstable.

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10
xD-Picture Card
The xD-Picture Card is a removable recording media.
Memory Size SP Mode LP Mode
16MB 2 hr. 35 min. 5 hr. 30 min.
32MB 5 hr. 10 min. 11 hr. 05 min.
64MB 10 hr. 25 min. 22 hr. 20 min.
128MB 20 hr. 55 min. 44 hr. 45 min.
256MB 42 hr. 00 min. 89 hr. 40 min.
512MB 84 hr. 05 min. 179 hr. 30 min.*2
Memory Sizes of Cards and Approximate Recording Times*1
1
2
1Index area
You can write
down the card’s
contents.
Compatible Cards
The removable card can be used to store different
kind of data. Since the card has larger memory
capacity than a diskette, it can be used to transfer
data between different PCs. The recorder supports
cards with memory capacity between 16 to 512 MB. 2Contact area
Comes into contact
with the recorder’s
signal read contacts.
*1: Available recording time for one continuous file.
Available recording time may be shorter if many
short recordings are made.
*2: Total recording time of two files. The maximum
recording time per file is 99 hours.
xD-Picture Card
.................................................................................................................................................................
Notes
•When initializing (formatting) a card, confirm that no necessary data is stored on the card beforehand.
Initialization completely erases the existing data on the card.
•Cards used in a recorder must be formatted in the same recorder first unless formatted with a
CAMEDIA series Olympus digital camera. Card may not perform as expected when formatted by a
different device.
•The card has a service life. When reaching the end of its life, writing or erasing data on the card will be
disabled. In this case, replace the card.
•If you use a PC card adapter compatible with the card to save or delete some data on the card, the maximum
recording time on the card may be decreased. To recover the original recording time, initialize/format the
card in the recorder.
•Olympus will not be held liable for any data corruption or loss due to misuse of the media card.