Ricoh AC204 User manual

For safe and correct use of this machine,
please be sure to read the Safety Information
in this manual before you use it.

About the Operating Instructions
Your machine comes with the two References:
opy/Printer/Scanner Reference provides information you need for setting up your
machine and installing the supplied software. It also provides all of the detailed instructions for
using your machine as a printer, a scanner and a copier and information for maintaining and
troubleshooting the machine.
Facsimile Reference provides information for using your machine as a fax machine. You can
find how to send and receive a fax, and how to set fax-related options.
Contents of this manual are subject to change without prior notice. In no event will the
company be liable for direct, indirect, incidental or consequential damages as a result of
handling or operating the machine.
Copyright 2004
• Centronics is a trademark of Centronics Data Computer Corporation.
• IBM and IBM PC are trademarks of International Business Machines Corporation.
• Microsoft, Windows, Windows 9x, Window Me, Windows 2000, Windows NT 4.0
and Windows XP are registered trademarks of Microsoft Corporation.
• All other brand or product names are trademarks of their respective companies or
organizations.

vi
Safety Information
When using this machine, the following safety precautions should always be followed.
Safety During Operation
In this manual, the following important symbols are used:
WARNING:
WARNING:
Indicates a potentially hazardous situation which, if instructions are
not followed, could result in death or serious injury.
CAU ION:
Indicates a potentially hazardous situation which, if instructions are not
followed, may result in minor or moderate injury or damage to property.
• Connect the power cord directly into a wall outlet and never use an
extension cord.
• Disconnect the power plug (by pulling the plug, not the cable) if the power
cable or plug becomes frayed or otherwise damaged.
• o avoid hazardous electric shock or laser radiation exposure, do not
remove any covers or screws other than those specified in this manual.
• urn off the power and disconnect the power plug (by pulling the plug, not
the cable) if any of the following occurs:
•You spill something into the machine.
•You suspect that your machine needs service or repair.
• he external housing of your machine has been damaged.
• Do not incinerate spilled toner or used toner. oner dust might ignite when
exposed to an open flame.
• Disposal can take place at our authorized dealer.
•Dispose of the used toner bottle in accordance with the local
regulations.
•Keep the machine away from flammable liquids, gases, and
aerosols. A fire or an electric shock might occur.

vii
CAU ION:
Power Supply
The socket-outlet shall be in stalled near the product and shall be easily accessible.
Ozone Safety (if applicable)
Some product (see specification in the Operating Instructions) generates ozone during
operation.
Normally, the ozone level is safe for operators. If ozone odor may appear, ventilate the room.
For Fax or Telephone
Do not use this product near water, for example, near a bathtub, wash bowl, kitchen sink or
laundry tub, in a wet basement or near a swimming pool. Avoid using a telephone during an
electrical storm. There may be a remote risk of electric shock from lightning. Do not use a
telephone in the vicinity of a gas leak to report the leak.
For North America
CDRH Regulations
This equipment complies with requirements of 21 CFR subchapter J for class 1 laser products.
This equipment contains a 5 milliwatt, 760–800 nanometer wavelength, AlGaAs laser diode.
This equipment does not emit hazardous radiation, since the beam is totally enclosed during
all customer modes of operation and maintenance.
Caution:
Use of controls or adjustment or performance of procedures other than those specified in this
manual might result in hazardous radiation exposure.
• Protect the machine from dampness or wet weather, such as rain and snow.
• Unplug the power cord from the wall outlet before you move the machine. While
moving the machine, you should ta e care that the power cord will not be damaged
under the machine.
• When you disconnect the power plug from the wall outlet, always pull the plug (not
the cable).
• Do not allow paper clips, staples, or other small metallic objects to fall inside the
machine.
• Keep toner (used or unused) and toner bottle out of the reach of children.
• Be careful not to cut yourself on any sharp edges when you reach inside the product
to remove misfed sheets of paper or masters.
• For environmental reasons, do not dispose of the machine or expended supply
waste at household waste collection points. Disposal can ta e place at an authorized
dealer.
• The inside of the machine could be very hot. Do not touch the parts with a label
indicating the “hot surface”. Otherwise, an injury might occur.

viii
Positions of Labels and Hallmarks for
WARNING and AUTION Labels
This machine has labels for WARNING and CAUTION at the positions shown below. For
safety, please follow the instructions and handle the machine as indicated.
In accordance with IEC 60417, this machine uses the following symbols for the main power
switch:
means POWER ON.
means POWER OFF.
The inside of the machine could be very hot.
Do not touch the parts with a label indicating the "hot surface".
Otherwise it could cause a personal burn.

ix
NOTI E
Note to users in the United States of America
Notice:
This equipment has been tested and found to comply with the limits for a Class A digital device,
pursuant to Part 15 of the FCC Rules. These limits are designed to provide reasonable
protection against harmful interference when the equipment is operated in a commereial
environment. This equipment generates, uses and can radiate radio frequency energy and, if
not installed and used in accordance with the instruction manual, may cause harmful
interference to radio communications. Operation of this equipment in a residential area is likely
to cause harmful interference in which case the user will be required to correct the interference
at his own expence.
Warning
Changes or modifications not expressly approved by the party responsible for
compliance could void the user's authority to operate the equipment.
Notice about the Telephone onsumer Protection Act (Valid in USA
only).
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: Follow the FAX HEADER programming procedure in the Programming
chapter of the operating instructions to enter the business identification and telephone
number of the terminal or business. This information is transmitted with your document
by the FAX HEADER feature. In addition to the information, be sure to program the date
and time into your machine.

x
USA
F Requirements
1. This equipment complies with Part 68 of the FCC rules and requirements adopted
by the ACTA. On the cover of this equipment is a label that contains, among other
information, a product identifier in the format US:AAAEQ##TXXXXX. If requested,
this number must be provided to the telephone company.
2. This equipment uses the RJ11C USOC jack.
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 detail.
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. The REN for this product is part of the product identifier that has the
format US:AAAEQ##TXXXXX. The digits represented by ## are the REN without a
decimal point (e.g., 03 is a REN of 0.3).
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 is not 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.
7. If trouble is experienced with this equipment, for repair or warranty information,
please contact RICOH CORP. CUSTOMER SUPPORT DEPT. at 1-800-FASTFIX. If the
equipment is causing harm to the telephone network, the telephone company may
request that you disconnect the equipment until the problem is resolved.
8. In the event of operation problems (document jam, copy jam, communication error
indication), refer to the solving problems section in this manual.
9. Connection to party line service is subject to state tariffs. Contact the state public
utility commission, public service commission or corporation commission for
information.
WHEN PROGRAMMING EMERGEN Y NUMBERS AND/OR MAKING TEST ALLS TO
EMERGEN Y NUMBERS:
1. Remain on the line and briefly explain to the dispatcher the reason for the call before
hanging up.
2. Perform such activities in the off-peak hours, such as early morning hours or late
evenings.

xi
ANADA
The Ringer Equivalence Number is an indication of the maximum number of devices allowed to
be connected to a telephone interface. The termination on an interface may consist of any
combination of devices subject only to the requirement that the sum of the RENs of all the
devices does not exceed five.
This product meets the applicable Industry Canada technical specifications.
Note:
This Class A digital apparatus complies with Canadian ICES-003.

CONTENTS
1
ONTENTS
Chapter 1: GETTING STARTED
Unpacking .......................................................... 1.2
Component Location ............................................ 1.4
Front View ..................................................... 1.4
Rear View ...................................................... 1.5
Control Panel Functions ........................................ 1.6
Making Connections ............................................. 1.9
Installing the Drum and Toner Cartridges ............... 1.12
Turning the Machine On ....................................... 1.15
Loading Paper .................................................... 1.15
Tray Setting the Paper Size .................................. 1.19
Changing the Display Language ............................ 1.19
Using Save Modes .............................................. 1.20
Paper Save ................................................... 1.20
Power Save ................................................... 1.20
Chapter 2:
INSTALLING SOFTWARE
About the Software .............................................. 2.2
System Requirements .......................................... 2.3
Installing the Software ......................................... 2.4
Removing Software .............................................. 2.6
Chapter 3:
PAPER HANDLING
Selecting Print Media ............................................ 3.2
Paper Guidelines .................................................. 3.3
TrayLoading Paper in the Tray ............................... 3.4
Using the Bypass Tray .......................................... 3.6
Setting the Paper Size for Copying ......................... 3.9

CONTENTS
2
Chapter 4: OPYING
Loading Paper for Copy Output .............................. 4.2
Selecting a Paper Tray ......................................... 4.2
Making Copies from the Automatic Document Feeder 4.3
Making Copies using the Document Glass ................ 4.4
Setting Copy Options ........................................... 4.6
Image ........................................................... 4.6
Contrast ........................................................ 4.7
Set ............................................................... 4.7
Zoom ............................................................ 4.8
Auto Fit Copying .................................................. 4.9
Clone Copying .................................................... 4.10
Duplex Copying .................................................. 4.11
Collation Copying ................................................ 4.12
Chapter 5:
PRINTING
Printing a Document ............................................ 5.2
Printer Settings ................................................... 5.3
Accessing Printer Settings ................................ 5.3
Printer Properties Tabs .................................... 5.4
Printing Multiple Pages on One Sheet of Paper
(N-Up Printing) .................................................... 5.6
Printing a Reduced or Enlarged Document ............... 5.7
Fitting Your Document to a Selected Paper Size ....... 5.8
Printing Posters ................................................... 5.9
Using Watermarks .............................................. 5.10
Using an Existing Watermark ........................... 5.10
Creating a Watermark .................................... 5.11
Editing a Watermark ...................................... 5.12
Deleting a Watermark .................................... 5.12
Using Overlays ................................................... 5.13
What is an Overlay? ....................................... 5.13
Creating a New Page Overlay .......................... 5.13
Using a Page Overlay ..................................... 5.15
Deleting a Page Overlay ................................. 5.16
Setting Graphic Properties ................................... 5.17
Printer Properties Buttons & Icons .................... 5.20
Setting Up the Locally Shared Printer .................... 5.20
In Windows 9x/Me ......................................... 5.20
In Windows NT 4.0/2000/XP ........................... 5.21

CONTENTS
3
Chapter 6: S ANNING
Scanning Process with TWAIN-enabled Software ...... 6.2
Chapter 7:
MAINTENAN E
Cleaning the Scan Unit ......................................... 7.2
Expected Cartridge Life ........................................ 7.3
Replacing the Toner Cartridge ............................... 7.3
Setting to Notify Toner Low ................................... 7.7
Cleaning the Drum ............................................... 7.8
Replacing the Drum Cartridge ............................... 7.8
Setting the machine to be Checked by Phone ......... 7.11
Chapter 8:
TROUBLESHOOTING
Document Jams ................................................... 8.2
Input Misfeed ................................................. 8.2
Exit Misfeed ................................................... 8.3
Roller Misfeed ................................................ 8.3
Paper Jams ......................................................... 8.4
Paper Feed Area ............................................. 8.4
Fuser Area ..................................................... 8.6
Paper Exit Area .............................................. 8.7
Duplex Jam .................................................... 8.9
Bypass Tray Jam ........................................... 8.10
LCD Error Messages ............................................ 8.11
Solving Problems ................................................ 8.13
Copier Problem Solution Chart ......................... 8.13
Printing Problem Solution Chart ....................... 8.15
Fax Problem Solution Chart ............................. 8.18
Chapter A:
SPE IFI ATIONS
General Specifications .......................................... A.2
Scanner and Copy Specifications ............................ A.3
Printer Specifications ............................................ A.3
Facsimile Specifications ........................................ A.4

1GETTING STARTED
Thank you for purchasing multifunctional product. This
machine provides printing, copying, scanning, and
faxing functions!
This chapter provides step-by-step instructions on
setting up the machine, and installing the software.
This chapter includes:
• Unpacking
• omponent Location
• ontrol Panel Functions
• Making onnections
• Installing the Drum and Toner artridges
• Turning the Machine On
• Loading Paper
• Tray Setting the Paper Size
• hanging the Display Language
• Using Save Modes

G ETTING STARTED
1.2
Unpacking
1 Remove the shipping tape from the front, back, and sides of
the machine.
2 Remove the label completely from the scanner module by
pulling it straight out, away from the unit. The scan unlock
switch automatically moves to the unlock position
() .
NOTE: To scan or copy a document, the
switch must be on that position. When you
are moving the machine or do not intend to
use it for a long time, push the switch to the
lock position ( ).
3 Pull open the paper Tray and remove the packing material
from the paper Tray.
Tape
Scanner
module

G ETTING STARTED
1.3
1
4 Ensure that you have the following:
USB able A Power ord
Telephone Line ord Quick install Guide
Quick Guide D-ROM
*
*. The CD-ROM contains the Type 102 driver, Operating Instructions and the
Adobe Acrobat Reader program.
Toner artridge
Brand plaque
**
Key layout sheet
***
**. May already be affixed to the machine in some regions.
***. May already be affixed to the machine .
Drum artridge
One-Touch sheet
***

G ETTING STARTED
1.4
omponent Location
Take a moment to familiarise yourself with the main components
of your machine.
Front View
Automatic
Document Feeder
Document
Guides
Document
Input Tray
Document
Output Tray
ontrol Panel
Paper Tray
Front over
Release lever
Side over
Paper Guides
Scanner Module
Bypass Tray

G ETTING STARTED
1.5
1
Rear View
Paper Exit Extension
ADF (Automatic Document
Feeder)
onnector
Document over
Paper Tray
Document
Glass
A Power ord
onnector
Parallel onnector
USB
onnector
Power Switch
Telephone
onnections

G ETTING STARTED
1.6
ontrol Panel Functions
System Data System ID Date & Time System Setup Memory Clear
Facsimile
Resolution
Receive Mode
Search/Delete
Speed/Status
Redial/Pause
Flash/Recall/R
Copy
Facimile Copy
Contrast
On Hook Dial
Clear/Stop
Start
Image
Symbols
Paper Tray
Special Copy
Duplex Copy
Paper Save
Menu/Exit Increase
Zoom Set
Decrease
Mode/Enter
Delay TX Memory TX Priority TX Polling Add/Cancel
Group Dial Maintenance Tx Confirm Scgedule Job
Phone Book System List Rx JournalTx Jornal Help List
4
811
10
12
2 71
9
3 5 6
1
Used to store frequently dialled fax numbers
and dial them with the touch of one button. Also
use in conjunction with the
Menu/Exit button
to access the corresponding menu function.
Allows you to one-touch buttons to the
locations 21 through 40.
2
F
a
c
s
i
m
i
l
e
Adjusts the resolution of the current fax job
documents.
Used to choose the receive mode. The selected
mode is displayed in Standby mode.
Used to search for a number in the memory.
Also used to delete digits in editing mode.
Used to store frequently dialed fax numbers and
dial them using the associated 2-digit speed dial
number. Also used to alternately display
alternately the currently active job and any
pending jobs.
Redials the last number in Standby mode or
inserts a pause into a fax number in the edit
mode.
Used to perform a hook-switch operation, such
as call waiting.
System Data SystemID Date & Time System Setup Memory Clear
Delay TX Memory TX Priority TX Polling
Group Dial
Add/Cancel
Maintenance Schedule JobTx Confirm
System ListPhone Book TxJournal Rx Journal Help List
Resolution
Receive Mode
Search/Delete
Speed/Status
Redial/Pause
Flash/Recall/R

G ETTING STARTED
1.7
1
3
(status map)
When an error occurs, the lamp on the
corresponding location on the Status map turns
on, as well as the error indicator, and the error
message appears on the display so that you can
locate the error. For details on the meaning of
the error messages, see page 8.11.
(Error
indicators)
Turns on when a paper jam occurs. To clear
the jam, see page 8.4.
Turns on when the toner or drum has
almost run out. To replace the toner or
drum cartridge, see page 7.3 and page 7.8.
Turns on when the input tray you are using
is empty. To load paper, see page 1.15.
Turns on when an error occurs on the
system.
4Displays the current status and prompts during
operation.
5
C
o
p
y
Used to adjust the contrast of the current copy
or fax job.
Used to select the text type for the current copy
job or fax job.
Used to specify the paper tray you want to use
in Fax or Copy mode.
Used to set up special copy features, such as
AutoFit, Clone, and Collation.
The current copy job will use both sides of the
paper when printed.
Allows you to save paper by printing 2 pages on
a single sheet of paper (available in the Copy
mode only).
ex) The paper is jammed in the exit area.
Contrast
Image
Paper Tray
Special Copy
Duplex Copy
Paper Save

G ETTING STARTED
1.8
* Navigation buttons
6Used to dial a number or enter alphanumeric
characters.
7Engages the telephone line.
8Enters the menu functions in conjunction with
the one-touch buttons. Also backs you up to the
previous menu level or exits the menu.
9
*
Scrolls though the menu items. When you set
the copy size or the copy page number, they can
be used to change the number.
Scrolls though the options available for the
selected menu item. In the Copy mode,
allows you to change the zoom rate and to
change the number of copies.
10 Selects the mode to activate: FAX or COPY. Also,
confirms the selection on the display.
11 Used to start a job.
12
Used to stop an operation at any time.
Also, used to clear/cancel the copy options such
as the zoom rate and multi copy pages in Copy
mode.
On Hook Dial
Menu/Exit
Increase
Decrease
Facimile Copy
Mode/Enter
Start
Clear/Stop

G ETTING STARTED
1.9
1
Making onnections
1 Connect the ADF (Automatic Document Feeder) cord to this
port and fasten the side screws.
NOTE: Without connecting the cord to the port, you cannot use
the ADF.
2 Connect the telephone line to the LINE jack and the other
end to the wall jack.
If you want to use your machine for receiving both faxes
and voice calls, you will need to connect a telephone and/or
answering machine to your machine.