Philips FAXJET 325 User manual

FINE f /PHOTO Findicates whether you are send-
ing or copying with a higher picture quality or with
grey tones. If neither of the two symbols is visible, the
standard resolution is selected. To change the resolu-
tion press FINE/PHOTO.
happears when faxes are stored in memory.
Edisplays the ink level of the cartridge.
Iappears when you receive another call while using
the device or you receive a call in your absence (not
available in all countries).
S/M/UThree symbols on the display indicate the
current settings. You can choose the mode desired with
the Ukey.
mains cable with plug
handset
operation panel
document guides
paper feed flap
paper tray
wire holder
Overview
Display symbols
card for speed-dial numbers

PP press briefly: to repeat the last
five numbers you have dialled;
press and hold (two seconds): to
browse the list of callers
Rpress briefly: for special func-
tions, e.g. for the use with a pri-
vate branch exchange and for us-
ing various functions provided by
your service provider (call waiting
etc.); press and hold (two seconds):
to insert a dialling pause between
two figures
lfor dialling without lifting the
handset
COPY press briefly: copy a docu-
ment; press and hold (two sec-
onds): multiple copies
START press briefly: to start the fax
transmission; press and hold (two sec-
onds): polling
FINE f/ PHOTO Fto select a
higher resolution when copying or
sending (for text and graphics –
f, for photographs – F)
STOP to stop procedures / to eject
documents
Cto delete
wpress twice briefly: to print operating instructions for the
most important functions with references to additional help
pages; press and hold (for two seconds): to start the automatic
installation of your fax machine / printout of Easy Install
uto select options / to adjust the volume / to move the
cursor on the display
MENU/OK to call up functions / to confirm entries
Uto select different operation modes. Press briefly: choose
between Sand M; press and hold (two seconds): operating
mode Uon/off
mpress briefly: to call up a name
entry; press and hold (two sec-
onds): to store a telephone number
SPEED DIAL keys A–G: press
briefly: to select a phone number
quickly; press and hold (two sec-
onds): to store a telephone number
display lamp
Controls

4
Safety instructions
Please read all warning notices and instructions and follow
them precisely.
The fax machine must stand securely on a smooth, flat, hori-
zontal surface (no soft surface such as carpets etc.). Make
sure that your fax machine is stable and rests squarely on the
supporting surface. Any fall can cause severe damage to the
fax machine and/or injury to people, especially small children.
Because the document exit is at the front of the machine, this
area should be kept unobstructed.
Avoid exposure to direct sunlight (the cartridge is heat-sensi-
tive) and close proximity with heaters, radios and TV sets, air
conditioning vents, dust, water and chemicals—is not advised.
Make sure that air circulates freely around the fax machine.
Do not operate the fax machine in closed boxes, cupboards,
cabinets etc. Never cover the fax machine (tablecloths, paper,
folders etc.). Do not place the fax machine on beds, table-
cloths, cushions, sofas, carpets or other soft underlays due to
the danger of overheating and subsequent fire.
Never touch uninsulated or telephone or power cables with
damaged insulation, unless the telephone cable is disconnected
from the telephone line and/or the power cable is discon-
nected from the power line.
Never connect the telephone in damp rooms unless the wall
sockets are specially designed for humid conditions. Never
touch the power plug, connection to the mains or telephone
socket with wet hands.
Place the fax machine on a flat surface and ensure a minimum
clearance of 10 cm between the fax machine and other ma-
chines and objects.
If you would like to use a cordless phone, there should be a
distance of at least 15 cm in between the fax machine and the
base station, otherwise you may hear acoustic interference in
your handset.
Ensure safe cable laying (danger of stumbling, damage to the
cable or the fax machine).
Disconnect the fax machine from the mains and telephone
line before cleaning the surface of the machine.
Never use liquid or gaseous cleaning agents (sprays, scouring
agents, polishes etc.).
Do not allow any liquid to enter the fax machine. Otherwise
there is a risk of electric shock or other injury to people and
severe damage to the fax machine. If any liquid does enter the
fax machine, immediately remove the power plug and have
the fax machine professionally inspected.
If the display breaks, a mildly corrosive liquid may leak out.
Avoid contact with skin and eyes.
In case of any damage caused to the housing of your fax
machine in particular to power cables please remove the mains
plug and call your service repair centre. The housing of your
fax machine may only be opened by authorised service per-
sonnel.
Your fax machine has been tested in conformity with stand-
ards EN 60950 and IEC 60950 respectively, and may only be
operated with telephone systems and power equipment which
meet these standards.
Never expose your fax machine to rain or any other form of
moisture, in order to prevent the risk of electric shock or fire.
In a thunderstorm, disconnect the fax machine from both the
mains and the telephone line. If you are unable to disconnect
the fax machine, do not use it and do not telephone due to the
danger of lightning strike and/or damage to the device.
Neither telephone nor fax will operate during power failure.
Your fax machine was built for exclusive use in the country of
purchase. It complies with the local network specifications.

5
Contents
*only for machines with a PC interface
Installation ......................... 6
Packaging .................................................................................... 6
Connection ................................................................................. 6
Insert cartridge ........................................................................... 7
Load paper .................................................................................. 8
Removing paper ......................................................................... 8
Additional devices...................................................................... 8
Easy Install.................................................................................. 9
ISDN connection ...................................................................... 9
Private branch exchange ........................................................... 9
Computer connection * .......................................................... 10
Basic settings ................... 11
Help function ........................................................................... 11
Time and date ........................................................................... 11
Your number ............................................................................ 11
Your name ................................................................................. 11
Correction ................................................................................. 11
Display language ...................................................................... 11
Ring signal type ........................................................................ 11
Volume ...................................................................................... 12
Contrast ..................................................................................... 12
Fax switch ................................................................................. 12
Answering machine ................................................................. 13
Telephone ........................ 14
Making a call ............................................................................. 14
Redial ......................................................................................... 14
Speed dial A–G ........................................................................ 14
Telephone book m................................................................ 14
Group ........................................................................................ 15
Calling line identification ........................................................ 15
Fax .................................... 16
Feeding documents in ............................................................. 16
Sending faxes ............................................................................ 16
Fax reception ............................................................................ 16
Broadcast................................................................................... 16
Image quality ............................................................................ 17
Transmission and error reports ............................................. 17
Transmission speed ................................................................. 17
Size compression ..................................................................... 17
Fax journal ................................................................................ 17
Polled reception ....................................................................... 17
Polling send............................................................................... 18
Send later ................................................................................... 18
Copy—scan—print .......... 19
Copy........................................................................................... 19
Scan * ......................................................................................... 19
Colour printing *...................................................................... 20
Hints and Tips .................. 21
Delivery service ........................................................................ 21
Paper jam .................................................................................. 21
Document jam.......................................................................... 21
Changing the cartridge ............................................................ 21
Easylink ..................................................................................... 22
Service code .............................................................................. 22
Care and maintainance ............................................................ 22
New cartridge ........................................................................... 23
Troubleshooting ....................................................................... 24
Appendix.......................... 27
Functions .................................................................................. 27
Technical data ........................................................................... 27
Glossary .................................................................................... 28
Guarantee.................................................................................. 29
Declaration of conformity ..................................................... 30
Index................................. 31

6
Installation
Packaging
The following items are included in the packaging:
Connection
Please read all warning notices and instructions and follow
them precisely.
Telephone socket
Connect the telephone cable to the fax machine by inserting it
in the socket on the bottom of the machine identified with
LINE. Insert the cable in the groove provided.
In the UK
For all other countries
telephone cable with plugmains cable with plug
ink cartridge
(black)
handset
spiral cable
for handset
paper tray
fax machine
installation guide
user manual
CD-ROM for connection to the PC
(only for machines with a PC interface)
card for names and numbers

7
Handset
Insert one end of the spiral cable into the socket of the hand-
set and the other end of the spiral cable into the socket iden-
tified with a handset symbol, on the bottom of the machine,
and press it into the specially provided cable groove.
Power supply
Insert cartridge
Before you can receive or copy documents, there has to be an
ink cartridge in your fax machine. For this reason a free car-
tridge for a number of test pages has been included with your
mache.
If the cartridge is empty or if there is no cartridge in the fax
machine, the red indicator light vflashes and the display
shows: CARTRIDGE EMPTY
Follow the instructions on the cartridge box.
1Open the operation panel by lifting it in the middle. When
you hear a soft click, the panel is engaged.
2Fold back the wire holder.
3Open the cartridge compartment by pressing the upper
right corner of the document holder (symbol) and care-
fully tilt back.
4Take the ink cartridge out of its packaging and pull off
the protective strip.
vBe careful not to touch the nozzle and the con-
tacts.
5Insert the cartridge with the coloured end forwards and
the contacts downwards in the holder. If it has been in-
serted correctly, you will hear a click and the rod in the
centre snaps home.
6Close the machine by bringing the document holder for-
ward. Then close the operation panel.
7The display will show CARTR. NEW: YES.
Confirm with OK.
DPlease use only original PHILIPS cartridges. You can or-
der cartridges from PHILIPS directly (see chapter Hints
and tips / Delivery service).

8
Load paper
Please use only paper which is specifically intended for use
with ink cartridge printers (standard format: A4 210×297 mm,
80 g/m²). Follow the instructions of the manufacturer.
vNever load paper while the fax machine is print-
ing! Do not use paper that has already been
printed on one side! This could lead to a paper
jam.
1Insert the paper tray in the slots provided behind
the paper feed mechanism.
2To prevent several sheets being drawn into the
machine at once, first fan out the paper to separate
the sheets and then straighten the stack on a flat
surface before inserting it into the paper feed.
3Pull the paper feed flap fully forward until it stops.
Insert several sheets of A4 paper up to the end-stop
in the paper feed mechanism (max. 100 sheets).
Close the paper feed flap.
Removing paper
To remove the paper (e.g. in case of a paper jam), open the
paper feed flap and carefully pull out the paper. Close the flap
again.
Additional devices
In addition to your fax machine, you can also connect other
devices, such as additional telephones, call-fee indicators, an-
swering machines or modems to a single telephone line. For
UK: As long as the Ringer Equivalent Number (REN value)
on the line doesn’t exceed 4. The REN value of this fax is 1.
If you intend using special auxiliary devices with your fax ma-
chine, please contact your dealer.
If you wish to receive faxes via modem, you must set your fax
machine to MANUAl RECEPTION.
Same socket
(not in all countries)
You can connect additional devices to the same telephone
socket. Make sure the fax machine is the first device connected
to the line.
Connecting additional devices to the same socket ensures you
the optimal functionality of your active fax switch (e.g. call
transfer). Your fax machine can control the additional devices.

9
Separate sockets
(not in all countries)
You can connect additional devices to separate sockets on the
same line even if they are in different rooms.
Please note: If you connect additional devices to separate sock-
ets (e.g. in separate rooms) your intelligent fax switch cannot
control them (which means that your fax machine behaves
like any ordinary fax machine). For this reason e.g. call trans-
fer is not possible. Therefore we recommend you to connect
your additional devices to the same socket.
Easy Install
Using EASY INSTALL your fax machine will be configured
according to your local conditions.
1Press wfor at least two seconds. Your fax machine will
print one page. Pull out the page firmly and follow the
instructions.
2Your fax machine will then guide you on the display through
the first settings such as your fax number and your name.
3Afterwards you need to enter the current time and date.
Use the dial pad to enter the correct time and date. Con-
firm with OK.
ISDN connection
Your fax machine is not an ISDN fax (group 4), but an ana-
logue fax machine (group 3). Therefore it cannot be used di-
rectly on an ISDN connection. You will need an (analogue)
adapter or an ISDN connection for analogue devices. For fur-
ther information please refer to your ISDN instructions.
Private branch
exchange
Private branch exchange systems are very common in large
companies. ISDN connections are private branch exchanges
and are used very often in private households. To get a con-
nection from a private branch exchange to the public network
you have to dial a key to obtain the outside line.
1Select function 15 by pressing MENU and then entering
the digits 15. Press OK.
2You can switch on the PABX operation using u.
PABX:YES
PABX: NO
3Then press OK.
4Now enter the key that has to be pressed to obtain an
outside line.
This outside line access code must be obtained from the manu-
facturer. This is either 0, RR
RR
R (in some systems also described
as FLASH) or a number key.
5Press OK.
6Use uto select check: yes and press OK.
Your machine will then check that the outside line can be ob-
tained. If the check is successful, briefly appears: TEST OK
If the check is successful, briefly appears: TEST NOT OK
You will be asked to repeat the entry. Change the outside line
access code. If you have entered the correct code but the dis-
play nevertheless reads TEST NOT OK then delete the code
by pressing C.
DIn case your PABX requires RR
RR
Rto obtain an outside line
but it is still not possible to get through to the line, your
system might not be according to the most recent regula-
tions. Therefore some technical settings have to be changed
on your fax machine. Please refer to your Fax Call Centre
(you will find the telephone number on the back cover).

10
Computer
connection
(only for fax machines with a PC interface)
In order to be able to use your fax machine as a printer and
scanner in conjunction with your computer, you must con-
nect it to the computer and install the software provided with
the fax machine. This includes comprehensive on-line docu-
mentation.
Requirements
ForWindows® 98:
Pentium® 133 MHz or higher, at least 32 MB RAM
For Windows® ME:
Pentium® 166 MHz or higher, at least 32 MB RAM
For Windows® NT, 2000 or XP:
Pentium® II or higher, at least 64 MB RAM
VGA screen
parallel port: IEEE 1284 ECP
DPlease use only printer cables which are complying to the
norm IEEE 1284 and must not be longer than 2 m.
DFor installation, you will need about 20 MB free memory
on the hard disk.
Connection
1Make sure that the fax machine and the computer are both
unplugged from the power supply.
2Remove the socket cover for the printer cable.
3Insert the printer cable provided with the fax machine to
the corresponding sockets of the computer and of the fax
machine.
4Reconnect the fax machine to the mains and switch on the
computer.
Software installation
1Close down all programs on the computer.
2Insert the installation CD provided with the fax machine.
3Start the program “setup.exe” on the installation CD. Fol-
low the instructions on the screen.
4Once this is complete, re-start the computer.

11
Key character
0space . – 0 + ? / : * % ! ( ) [ ] „
11
2A B C 2 a b c Ä Å Æ Ç ä å æ ç
3D E F 3 d e f
4G H I 4 g h i
5J K L 5 j k l
6M N O 6 m n o Ñ Ö ñ ö
7P Q R S 7 p q r s
8T U V 8 t u v Ü ü
9W X Y Z 9 w x y z
3Press OK.
D“Your name” and “your telephone number” are transmit-
ted at the top of each page together with the date, time
and page number, if you store this data with function 13
and 14.
Correction
If you have entered a wrong letter or number in function 13
or 14 you can correct the mistake during the entering as well
as later. If you want to make your corrections later you have
to select the functions for entering numbers or names once
again.
Position the cursor on the right side of the character you want
to change with u. Press Cto delete the character. A long
press on C(two seconds) will delete the whole line. Press
OK.
Display language
1Select function 11 by pressing MENU, 11 and OK.
2Select the desired language with u.
3Press OK.
Ring signal type
You can choose from ten different types of signals.
1Select function 44 by pressing MENU, 44 and OK.
2Select the desired ring signal with 0to 9.
3Press OK.
If you want to keep a note of the factory settings on your
machine for later, we recommend printing out a function list
before you change any of the settings (press MENU three
times).
If you press a wrong key by mistake, press the STOP key as
often as necessary to return to the original position. If you
have entered a wrong digit or character, you can correct it
with uand C.
If you want to delete your individual settings, you can do so in
function 45 Service code (see Hints and Tips / Service code).
Help function
Press wtwice. You will receive a printout explaining how to
use the most important functions. It also specifies how to
obtain further HELP pages concerning other features of your
fax machine.
Time and date
1Select function 12 by pressing MENU, 12 and OK.
2Enter the correct time using the number keys (e.g. 09
15 for 9:15 a.m.). Your fax machine will now ask you
for the correct date (e.g. 15 05 03 for May 15th,
2003).
3Press OK.
Your number
1Select function 13 by pressing MENU, 13 and OK.
2Enter your telephone or fax number.
(e.g. #49>6151... for +49 6151... – use #or *
to enter the “+”, that is often used in international fax num-
bers in front of the country code, and >to enter a space.
You can enter a maximum of 20 characters).
3Press OK. Your number is now stored.
Your name
1Select function 14 by pressing MENU, 14 and OK.
2Enter your name by using the dial pad (a maximum of 32
characters). Press a number key as often as necessary to
enter the desired letter, e.g. for C press 2three times.
After pressing >the cursor moves one place to the right.
The following letters and special characters are available:
Basic settings

12
Timer U
You can switch between day Sand night M(the factory
setting is set to S). Press Ufor at least two seconds. Uwill
appear in the display. To turn off the timer, press Uagain for
another two seconds. Uwill disappear from the display. You
can change the times when the fax machine should switch
between day Sand night M:
1Select function 33 by pressing MENU, 33 and OK.
2Enter the time at which you want your fax machine to
switch automatically to S(e.g. 08 00 for 8:00 a.m.)
and confirm with OK.
3Enter the time at which you want your fax machine to
switch automatically to M(e.g. 22 30 for 10:30 p.m.)
and confirm with OK.
Set SMSM
SMSM
SM mode
Display possible settings
TOTAL RINGS: 0, 1, 2, 3, 4, 5, 6, 7
FAX RINGS: 0, 1, 2, 3, 4, 5,
MANUAL RECEPTION
RINGER VOL.: LOW, MEDIUM, HIGH
1Select function 31 (day) by pressing MENU, 31 and
OK.
2Select number of rings with ubefore your answering
device will be activated.
TOTAL RINGS: 5
3Confirm with OK.
4Now enter the number of ringing signals after which the
fax-switch should accept the call and separate faxes from
voice messages. Although the caller will continue to hear
slightly different ringing tones after this time, charges will
already accrue.
FAX RINGS: 5
5Confirm with OK.
6Using u, determine the ringer volume when receiving
a call.
RINGER VOL.: HIGH
7Confirm with OK.
8To activate mode Mselect MENU 32 (Night) OK
and repeat steps 2to 7.
DIf you cannot receive any faxes, you may have set
both ringing signal numbers too high (see points 2
and 4). Set both ringing signal numbers to values
lower than five.
DIf you are using other devices apart from the fax machine
(telephones, answering machines), which are not connected
by serial links (see Glossary), the ringing pattern may
change as follows: Other devices ring as often as set under
FAX RINGS. Your fax will ring as often as set under
TOTAL RINGS.
Volume
Ringer
You can adjust the volume of the ring signal if the fax ma-
chine is in stand-by mode or if it is just ringing. Please note
that different volumes can be sett for the modus Sand M
(see Fax switch).
1By pressing uthe display shows the current setting
for about three seconds.
2Change the volume by pressing uuntil the desired
volume is achieved.
Speaker
1Press l.
2Change the volume by pressing uuntil the desired
volume is achieved.
3Finish your entry by pressing STOP.
Contrast
With function 47 you can adjust the contrast quality (bright-
ness) for documents you want to copy or send as a fax mes-
sage, e.g. dark photos or forms with coloured background.
1Press MENU, 47 and OK.
2With uyou can choose between three different op-
tions:
CONTRAST: LOW
CONTRAST: MIDDLE
CONTRAST: HIGH
3Confirm your choice with OK.
Fax switch
The intelligent fax switch enables you to phone and fax from
the same telephone connection and use additional devices.
The fax comes with a built-in timer (U) which enables the fax
switch to distinguish between day (S) and night (M). Fol-
lowing the default values, the fax machine will ring for faxes
as well as telephone calls during the day. At night (10:00 p.m.
- 6:00 a.m.), faxes will be received without ringing and tele-
phone calls will be announced with a quieter ring. You can
also change these settings as desired.

13
Special settings
Silent fax reception
To receive faxes without any ring signals, set the amount of
ring signals in FAX RINGS to 0(zero).
Completely silent behaviour
If, for example, you do not wish to be disturbed by calls or
faxes arriving at night, you may set the number of both ring-
ing signals (TOTAL RINGS and FAX RINGS) to 0. Your
device then immediately switches over to fax reception and
will not ring when calls are received (the caller hears a whis-
tling tone).
vv
vv
vFor this reason calls cannot be recorded by any
external answering machine which may be con-
nected.
Manual fax reception
If you select MANUAL RECEPTION then faxes are only
printed out by your fax machine, if you activate the fax recep-
tion by pressing START. This may be sensible for example,
if you wish to receive your faxes by modem at your computer.
Answering machine
Connect your answering machine as described in In-
stallation / Additional devices.
To provide for the optimum performance of an exter-
nal answering machine, set this device to ring once or
twice. To avoid the automatic acceptance of calls by
the fax-switch, you must set FAX RINGS and TOTAL
RINGS to a value at least two ringing signals higher
than the setting of the external answering machine.
If you switch off the external answering machine, calls
are accepted by the fax-switch (see chapter Set SMSM
SMSM
SM mode).
Settings example:
Answering machine rings 2
FAX RINGS 4
TOTAL RINGS 4
Tips:
The answering message of your answering machine should
be shorter than ten seconds.
Please avoid music in your outgoing message.
If your fax machine is unable to recognise older fax machine
models, which do not transmit those signals that are com-
monly used in today’s technology, you should advise your call-
ers in your answering message to press *and 5followed
by START to commence the fax reception.
If the automatic fax reception is impossible, press START to
manually begin receiving the fax.
If your answering machine provides an “economy function”
(e.g. a function which changes the number of ringing signals
as soon as a message was recorded), you should preferably
switch this function off.
It is possible that the answering machine not only counts the
messages received, but also the number of fax calls.
Please ensure that the code for starting the fax reception from
other telephones (factory setting *and 5) is not the same
as for remote access to recorded messages. Where necessary
the code for function 34 may be changed (see Hints and
Tips / Easylink).
If your answering machine accepts the call but your fax ma-
chine does not stop ringing, try and install your answering
machine by serial connection, for example by connecting it to
the same telephone socket or to the EXT.TEL. socket of
your fax machine (see chapter Installation / Additional de-
vices).
If your answering machine cannot accept calls, your fax ma-
chine will automatically start to receive faxes after the number
of ringing signals set in TOTAL RINGS has been received.
If your external answering machine records fax signals, but
your fax machine cannot receive any faxes, check the connec-
tion of your external answering machine. Connect the exter-
nal answering machine to the same telephone socket or to the
EXT.TEL. socket of your fax machine (see chapter Installa-
tion / Additional devices).

14
Making a call
1Dial the desired number.
2Lift the handset.
DIf you want to dial with the handset replaced press l.
DIf you enter a wrong digit, delete it by using C.
DThe RR
RR
Rkey allows you to use various services offered by
the telephone service provider (call waiting, toggling calls,
etc.). Contact your telephone service provider for more
information.
Redial
With PP you can redial the last five numbers you have di-
alled previously.
1Press PP.
2Press u, until the desired number appears on the dis-
play. If you want to edit the number press OK and make
the desired changes.
3Lift the handset.
DWith PP, u and Cyou can delete the numbers you
do not need any more from the redial memory. Confirm
with OK.
Speed dial A–G
There are seven speed dial keys available, which you can use
to store numbers you dial frequently.
Storing numbers
1Press one of the speed dial keys for two seconds.
2Use the dial pad to enter a name. After pressing >the
cursor moves one place to the right. Press OK.
3Enter the telephone number and confirm with OK.
DYou can also store numbers during a telephone conversa-
tion.
Using speed dial
1Press the desired speed dial key. The stored name or tele-
phone number appears on the display. In order to edit the
number press OK and make the desired changes.
2Lift the handset. In case you want to send a fax message,
press START.
DNote the saved speed dial numbers on the included card,
and place the card and plastic cover in the appropriate
location next to the speed dial keys.
Correcting entries
Call up the desired entry and then press the associated speed
dial key for two seconds. Select a character with uand
press Cto delete it. Confirm with OK.
Deleting entries
Call up the desired entry and then press C. Confirm with OK.
List of numbers
To print a list of your stored speed dial and telephone book
numbers, press MENU, 42 and OK.
Telephone book m
Your fax machine memory has space for approx. 50 numbers
and names for machines without a PC interface, and approx.
200 numbers and names for machines with a PC interface.
The exact figure depends on the length of the entries.
Storing numbers
1Press mfor two seconds.
2Use the dial pad to enter a name. After pressing >the
cursor moves one place to the right. Press OK.
3Enter the telephone number and confirm with OK.
DYou can also store numbers during a telephone conversa-
tion.
Using the telephone book
1Press m. The stored name or telephone number appears
on the display. Press u, until the desired number ap-
pears. If you want to edit the number press OK and make
the desired changes.
2Lift the handset. In case you want to send a fax message,
press START.
Telephone

15
Correcting entries
Press mand select the entry you want to correct with u
then press mfor two seconds. Select a character with u
and press Cto delete it. Confirm with OK.
Deleting entries
Press mand select the entry you want to delete with u
and press C. Choose with uwhether you really want to
delete the entry. Confirm with OK.
List of numbers
To print a list of your stored speed dial and telephone book
numbers, press MENU, 42 and OK.
Group
You can organise several entries in your telephone book into
groups, e.g., to send one fax to several persons.
Creating groups
1Select Function 26 by pressing MENU, 26 and OK.
2Select a group from 1 to 5 using uand then press
OK.
3Use uto select
ADD MEMBER?
and confirm with OK.
4All numbers assigned to speed dial keys and all numbers
saved in the telephone book will be displayed. Select the
entry you want to save using uand confirm with OK.
5The saved entry will appear on the screen. Continue as
described above until all desired numbers are saved to the
group. When finished press STOP again.
Searching groups
1To browse all entries in a group, call up Function 26 and
select the desired group from 1 to 5 using u. Press
OK.
2Select
VIEW MEMBERS?
using u and confirm with OK.
3You can use uto look through all entries. You can
exit the group by pressing STOP.
Deleting entries or entire
groups
1Call up Function 26 and select the desired group from 1
to 5 using u. Press OK.
2Using uselect
DELETE MEMBER?
and confirm with OK.
3Using uselect an entry that you want to delete and
press C. Select whether or not you actually want to delete
the entry or the entire group using u. Confirm with
OK.
Calling line
identification
(not available in all countries)
Your fax machine is capable of showing the caller’s telephone
number before you lift the handset. To have this feature at
your disposal you must subscribe to it via your telephone serv-
ice provider. The use of this feature is subject to network
selection.
If a call had been received during your absence or while you
made a phone call, the symbol Iwill appear on the display.
The telephone numbers of the last ten received calls are stored.
1Press PP for two seconds.
2Using uyou can now step through the entries. The
new entries are marked with an “*”.
3To call back the displayed number just lift the handset.
DTo delete an entry press C. Choose with uand con-
firm deletion by pressing OK.
DIf you set FAX RINGS with MENU 31 or 32 to
0, then the telephone number cannot be displayed on your
external telephones.

16
Write clearly and legibly. Only use pens with dark ink (black/
dark-blue, not yellow/orange/light green).
The following points are the most common causes of errors
when sending faxes!
vv
vv
vDon’t send ...
... wet pages or pages with corrections made with
correction fluid;dirty pages or pages with a glossy
or laminated surface
... pages written in faint pencil,crayon,chalk or art-
ist’s charcoal
... pages from newspapers (printer’s ink)
... stapled pages or pages held together with paper-
clips. Remove all staples and clips before send-
ing.
... creased or torn pages
... pages joined with sticky tape or glue, with adhe-
sive stickers such as “post-it®” notes, or pages
which are too thin or too thick
Documents smaller than A5 risk getting stuck in the
machine.
Feeding documents
in
1To avoid more than one page being fed at the same
time, first fan out the stack and then straighten it on
a smooth surface.
2Insert your documents (max. 20 sheets) loosely with
the printed side to the front into the document
feed slot.
3In case a document jam occurs, open the operation panel
and remove the document.
Sending faxes
1Dial the number you require.
2If you want to select a higher resolution, press FINE/
PHOTO.
3Press START.
Transmission now begins. In case the connection is
not successful your fax machine will redial later.
If you want to interrupt transmission, press STOP.
Fax reception
If you do not change the fax switch settings, faxes will
be received automatically. (If you have inserted a colour car-
tridge, you will have to confirm the print by pressing START
or change the cartridge beforehand).
When you answer a call on the fax machine and recognise that
it is a fax (you hear a beep or no sound), press START and
hang up.
On an extension phone
When you answer using an extension phone and it turns out
to be a fax, you can start the fax reception by pressing *5
and then hang up. The fax machine will receive the fax.
Fax reception without paper
If there is no paper in the feeder or if the cartridge is empty,
an incoming fax will be stored in the memory (capacity for
fax machines without PC interface is ca. 20 pages, for fax
machines with PC interface ca. 100 pages). When documents
are stored in the memory, the symbol happears on the dis-
play. When paper or a cartridge is replaced, the fax machine
will print all stored documents automatically.
When a fax message was completely printed out, it will be
deleted from the memory. If the printing process was inter-
rupted, all fax messages that have not been completely printed
out will remain stored. If the memory is full, further pages
can not be stored. The red display lamp will flash and the
display will show MEMORY FULL.
Broadcast
This feature is very useful, in case you want to send the same
document to more than one party (Circular send).
1Insert the document face to the front into the docu-
ment feed slot. If you want to select a higher reso-
lution, press FINE/PHOTO.
2Select MENU, 25. Press OK. The inserted docu-
ment will be stored into the memory.
Fax

17
3You now have the following options to enter numbers into
the receiver list: either enter the numbers using the number
keypad or select a number/group from the telephone book
by pressing mand u.
4When you have entered the desired numbers, press OK.
The numbers are then entered in the receiver list. Repeat
the procedure until you have entered data for max. 25 re-
cipients.
5To send the document press START.
The document will be sent successively to every party entered.
Broadcasting to a group
Along with Function 25 (see chapter Telephone / Group),
you can also use Function 26 to send faxes to a group. How-
ever, the receiver list in Function 26 can no longer be changed!
1Hold the document with the print side face up and in-
sert it into the document feeder (max. 20 pages).
2Press MENU, 26, OK and select the desired group
from 1 to 5 using u. Press OK.
3Use uto select SEND FAX? and press START. The
document will be sent to all persons in the group.
DIf the fax can’t be sent to one of the recipients, the fax
machine will continue with the list and retry sending the
fax again. After sending a transmission report will be
printed automatically.
Image quality
If you want to improve the image quality you can choose be-
tween the options FINE f(for small print or fine drawings)
and PHOTO F(for photographs and pictures). Press
FINE/PHOTO as often as needed until the pointer for the
desired resolution lights up. Document transmission will take
longer in the FINE/PHOTO operating mode. After trans-
mitting or, if there is no document in the feed slot, after 40
seconds the fax machine will automatically return to standard
resolution.
Transmission and
error reports
Your fax machine can print a transmission report every time
you have sent a document. This way you are given confirma-
tion that your document has been received. If an error occurs
during transmission you will be informed on the error report.
The printing of a transmission report can be switched on and
off while the error report is always printed.
1Press MENU, 43 and OK.
2Select with uand confirm with OK.
Transmission speed
Your fax machine automatically adjusts its transmission speed
to the quality of the telephone line. Especially in case of over-
seas transmissions this process can take more time. If the poor
line quality is already known it is useful to set the machine at a
slower speed from the very beginning. This will save time and
charges the automatic adjustment would require.
1Press MENU, 21 and OK.
2Select a lower speed with u.
3Confirm with OK.
Size compression
To make sure that received faxes that are slightly longer than
A4 size are printed on one page, these pages are slightly re-
duced vertically. If you do not wish to use this facility, you can
switch off reduction using function 46:
1Press MENU, 46 and OK.
2Select with uand confirm with OK.
Fax journal
The fax journal is a list of the last ten received and transmit-
ted faxes.
1Press MENU, 41 and OK.
2Select with uif, and when the fax journal will be
printed out (immediately or after ten transmissions).
3Confirm your choice with OK.
Polled reception
By means of this function documents which have been pre-
pared for collection from another fax machine can be retrieved.
Quick polling
1Dial the desired number with the handset replaced.
2Press and hold START.
In case you want to enter a sub address or a code as well
(check polling with code) enter the telephone number first
and close with RR
RR
R.
Attach desired sub address or code, press and hold START
(e.g. 12345 RR
RR
R 17 RR
RR
R code or 12345 RRRR
RRRR
RR
code).

18
Polling with code
If your correspondent has entered a code to protect the docu-
ment to be retrieved please follow this procedure:
1Press MENU, 22 and OK.
2Enter the code and confirm with OK.
3Enter the telephone number and press START. In case it
does not work try to poll manually: Lift the handset or
press l, dial the required number and then press START.
Polling send
You can allow a document to be polled from your fax ma-
chine.
1Insert the document in the document feed slot.
2If you wish to protect the document from unauthorised
access, enter a code with function 23.
Press MENU, 23 and OK. Enter a code and confirm with
OK. The document can now be polled by a person in posses-
sion of this code. You can still make telephone calls while this
function is activated.
3The operation is interrupted as soon as you remove the
document.
DPolling codes work in accordance with the ITU interna-
tional standard. However, there are manufacturers who
use other processes and whose machines are therefore not
compatible.
DIf you want to send faxes to fax databases or if you want
to poll from these, some databases have a sub-address
which you can add to the telephone number. This will save
you money in telephone charges. First enter the telephone
number of the database and then press RR
RR
R. Then enter the
required sub-address. If you are not sure whether your fax
polling service supports sub-addresses, please contact your
polling service operator.
Send later
If you wish to make use of cheaper telephone rates, or if your
fax correspondent is only available at particular times, you can
program automatic transmission of a fax at a later time (within
24 hours).
1Press MENU, 24 and OK. Enter the time when you
wish the document to be sent.
2Press OK and insert the document.
3Dial the desired telephone number and then press START.
4The fax machine is now ready to send the inserted docu-
ment. You can still make telephone calls while this func-
tion is activated.
5If you remove the inserted document the stand-by mode
is cancelled.

19
Write clearly and legibly. Only use pens with dark ink (black/
dark-blue, not yellow/orange/light green).
The following points are the most common causes of errors
when copying!
vv
vv
vDon’t copy ...
... wet pages or pages with corrections made with
correction fluid;dirty pages or pages with a glossy
or laminated surface
... pages written in faint pencil,crayon,chalk or art-
ist’s charcoal
... pages from newspapers (printer’s ink)
... stapled pages or pages held together with paper-
clips. Remove all staples and clips before send-
ing.
... creased or torn pages
... pages joined with sticky tape or glue, with adhe-
sive stickers such as “post-it®” notes, or pages
which are too thin or too thick
Documents smaller than A5 risk getting stuck in the
machine.
Copy
You can use your fax machine to make copies of an original.
Resolution fis set by default. In addition, you can also select
resolution F(see chapter Fax / Image quality).
1Place your documents face to the front in the document
feeder. You can load up to twenty pages at once.
2Select the desired resolution with FINE/PHOTO.
aTo make only one copy of the original, briefly press
COPY. The copying process starts immediately.
bIn order to make more than one copy press COPY
(for at least two seconds).
The display will show the actual number of copies. If you
want to change this figure enter the desired number with the
number keys (max. 99). Press COPY.
3Choose whether to reduce or enlarge the document in size
when copying.
Your machine provides the following options:
ZOOM ENLARGE:150
ZOOM NORMAL:1:1
ZOOM REDUCE: 75
ZOOM REDUCE: 50
4Select the desired option with uand confirm with
OK.
DThe machine stores the first page of the document into
memory and starts copying. Automatic sorting is there-
fore not an option!
DTo interrupt the copying process press STOP.
DIn case of a paper jam, if the cartridge is empty or the
memory is full, the copying process will be interrupted
automatically.
DIn case of a document jam, open the panel and carefully
remove the paper.
Scan
(only for fax machines with a PC interface)
1Place your documents in the document feeder.
2There are two ways you can call up the scan function:
aClick on the LinkFax-Pro symbol on the right lower edge
of your screen. Select in the menu the command “scan”.
bOpen the graphics program into which you wish to scan.
Select as source the LinkFax-Pro scanner driver.
3The LinkFax-Pro scan window will open.
4You can create a preview by using “page view”. On this
preview, a section of the document can be selected which
is to be scanned. With preview, you can also try out the
effects of various adjustments (e.g. filter, etc.).
Copy—scan—print

20
5Select the desired scan settings.
6If the document consists of several pages, click on “auto-
matic document feed” an.
7Press the “Scan” command.
8Once the scanning procedure is completed, the image of
the document can be stored.
DIf you click on the “Help” command, on-line help will
open.
Colour printing
(only for fax machines with a PC interface)
Insert a colour cartridge
You can also print documents which you have stored in your
computer in colour. To do this, you need to exchange the black
cartridge for a colour cartridge.
1Follow points 1–6as described in Changing the cartridge.
2The fax machine automatically distinguishes between a
colour and a black cartridge. When you insert a colour
cartridge for the first time, the display shows
CARTR. NEW: YES.
Confirm with OK.
3If you have already used the cartridge, your fax machine
automatically recognises the fill level of the cartridge again.
DIf a colour cartridge has been inserted, faxes will not be
printed out but will be read into memory.
DThe display shows:
BLACK CARTRIDGE
Change the cartridge or press START if you wish to print
out the fax regardless.
Printing out from the PC
If the software installation has been performed successfully,
your fax machine is now set up as a standard printer. You can
now print out on the fax machine from any program you like.
1You can modify the printer settings for each respective
application. If you give a print command or select printer
installation, a dialogue box opens. Select the command
which will take you to printer setting and make the desired
modifications.
2In “Control Panel”, you can modify the printer settings
for all applications. Highlight the LinkFax Pro printer and
under “File / Properties” make the desired modifications.
3Under “File / set as default” you can determine whether
you wish to use the fax machine as a standard printer or
not.
DIf the mouse cursor remains on an option in the printer
dialogue window for longer than 3 seconds, a short de-
scription will appear.
DIf you click with the right mouse button on a modifica-
tion box in the printer dialogue window, the on-line help
for this topic will appear.
DYou may also click on the “Help” command. The over-
view of on-line help will open.
DIt is not possible to print footnotes in colour.