Ricoh Aficio C2500 User manual

Operating Instructions
Troubleshooting
Read this manual carefully before you use this machine and keep it handy for future reference. For safe and correct use, be sure to read the
Safety Information in "About This Machine" before using the machine.
When the Machine Does Not Operate as Wanted
Troubleshooting When Using the Copy Function
Troubleshooting When Using the Facsimile Function
Troubleshooting When Using the Printer Function
Troubleshooting When Using the Scanner Function
Adding Paper, Toner and Staples
Clearing Misfeeds
Remarks
1
2
3
4
5
6
7
8

Introduction
This manual contains detailed instructions and notes on the operation and use of this machine. For your
safety and benefit, read this manual carefully before using the machine. Keep this manual in a handy
place for quick reference.
Do not copy or print any item for which reproduction is prohibited by law.
Copying or printing the following items is generally prohibited by local law:
bank notes, revenue stamps, bonds, stock certificates, bank drafts, checks, passports, driver's licenses.
The preceding list is meant as a guide only and is not inclusive. We assume no responsibility for its
completeness or accuracy. If you have any questions concerning the legality of copying or printing cer-
tain items, consult with your legal advisor.
Important
Contents of this manual are subject to change without prior notice. In no event will the company be li-
able for direct, indirect, special, incidental, or consequential damages as a result of handling or oper-
ating the machine.
Notes
Some illustrations in this manual might be slightly different from the machine.
Depending on which country you are in, certain units may be optional. For details, please contact your
local dealer.
Caution:
Use of controls or adjustments or performance of procedures other than those specified in this manual
might result in hazardous radiation exposure.
Two kinds of size notation are employed in this manual. With this machine refer to the inch version.
For good copy quality, the supplier recommends that you use genuine toner from the supplier.
The supplier shall not be responsible for any damage or expense that might result from the use of parts
other than genuine parts from the supplier with your office products.
Power Source
120V, 60Hz, 12A or more.
Please be sure to connect the power cord to a power source as shown above. For details about power
source, see p.119 “Power Connection”.
Trademarks
Microsoft®, Windows®and Windows NT®are registered trademarks of Microsoft Corporation in the
United States and/or other countries.
TrueType is registered trademarks of Apple Computer, Inc.
PostScript®and Acrobat®are registered trademarks of Adobe Systems, Incorporated.
PCL is a registered trademark of Hewlett-Packard Company.
Bluetooth is a Trademark of the Bluetooth SIG, Inc. (Special Interest Group) and licensed to Ricoh
Company Limited.
PictBridge is a trademark.
Other product names used herein are for identification purposes only and might be trademarks of their
respective companies. We disclaim any and all rights to those marks.
The proper names of the Windows operating systems are as follows:
• The product name of Windows®95 is Microsoft®Windows®95
• The product name of Windows®98 is Microsoft®Windows®98
• The product name of Windows®Me is Microsoft® Windows® Millennium Edition (Windows Me)
• The product names of Windows®2000 are as follows:
Microsoft®Windows®2000 Advanced Server
Microsoft®Windows®2000 Server
Microsoft®Windows®2000 Professional
• The product names of Windows®XP are as follows:
Microsoft®Windows®XP Professional
Microsoft®Windows®XP Home Edition
• The product names of Windows ServerTM 2003 are as follows:
Microsoft®Windows ServerTM 2003 Standard Edition
Microsoft®Windows ServerTM 2003 Enterprise Edition
Microsoft®Windows ServerTM 2003 Web Edition
• The product names of Windows®NT are as follows:
Microsoft®Windows NT®Server 4.0
Microsoft®Windows NT®Workstation 4.0

i
Manuals for This Machine
Refer to the manuals that are relevant to what you want to do with the machine.
❖About This Machine
Be sure to read the Safety Information in this manual before using the ma-
chine.
This manual provides an introduction to the functions of the machine. It also
explains the control panel, preparation procedures for using the machine,
how to enter text, and how to install the CD-ROMs provided.
❖General Settings Guide
Explains User Tools settings, and Address Book procedures such as register-
ing fax numbers, e-mail addresses, and user codes. Also refer to this manual
for explanations on how to connect the machine.
❖Troubleshooting
Provides a guide to solving common problems, and explains how to replace
paper, toner, staples, and other consumables.
❖Security Reference
This manual is for administrators of the machine. It explains security func-
tions that the administrators can use to protect data from being tampered, or
prevent the machine from unauthorized use.
Also refer to this manual for the procedures for registering administrators, as
well as setting user and administrator authentication.
❖Copy/ Document Server Reference
Explains Copier and Document Server functions and operations. Also refer to
this manual for explanations on how to place originals.
❖Facsimile Reference
Explains Facsimile functions and operations.
❖Printer Reference
Explains Printer functions and operations.
❖Scanner Reference
Explains Scanner functions and operations.
❖Network Guide
Explains how to configure and operate the machine in a network environ-
ment, and use the software provided.
This manual covers all models, and includes descriptions of functions and
settings that might not be available on this machine. Images, illustrations, and
information about operating systems that are supported might also differ
slightly from those of this machine.

ii
❖Other manuals
• PostScript3 Supplement
•UNIXSupplement
• Manuals for DeskTopBinder Lite
• DeskTopBinder Lite Setup Guide
• DeskTopBinder Introduction Guide
•AutoDocumentLinkGuide
Note
❒Manuals provided are specific to machine types.
❒Adobe Acrobat Reader/Adobe Reader must be installed in order to view the
manuals as PDF files.

iii
TABLE OF CONTENTS
Manuals for This Machine ......................................................................................i
How to Read This Manual .....................................................................................1
Symbols .....................................................................................................................1
1. When the Machine Does Not Operate as Wanted
Indicators................................................................................................................3
Checking Machine Status and Settings...............................................................4
When an Indicator to the Right of a Function Key is Lit ....................................7
When You Have Problems Operating the Machine.............................................8
When a Job is Not Performed.............................................................................13
2. Troubleshooting When Using the Copy Function
When a Message Appears...................................................................................17
When You Cannot Make Clear Copies ...............................................................20
When You Cannot Make Copies as Wanted ......................................................22
When Memory is Full ...............................................................................................25
3. Troubleshooting When Using the Facsimile Function
Adjusting the Volume ..........................................................................................27
When a Message Appears...................................................................................30
When You Cannot Send or Receive Fax Messages as Wanted.......................37
When Memory is Full ...............................................................................................41
If an Error Report is Printed................................................................................42
Turning Off the Main Power / In the Event of Power Failure............................43
When an Error Occurs Using Internet Fax ........................................................44
Error Mail Notification...............................................................................................44
Error Report (E-Mail)................................................................................................44
Server-Generated Error E-mail ................................................................................44
4. Troubleshooting When Using the Printer Function
When a Message Appears during Installation of the Printer Driver................45
Windows 95/98/Me...................................................................................................45
Windows 2000..........................................................................................................46
Windows XP, Windows Server 2003........................................................................46
Windows NT 4.0.......................................................................................................47
If USB Connection Fails ......................................................................................48
When a Message appears ...................................................................................49
Status Messages......................................................................................................49
Alert Messages ........................................................................................................50
Checking the Error Log ............................................................................................51
When You Cannot Print.......................................................................................52
Other Printing Problems .....................................................................................55
When PictBridge Printing Does Not Work.........................................................63

iv
5. Troubleshooting When Using the Scanner Function
When Scanning is Not Done as Expected .........................................................65
When You Cannot Send Scanned Files.............................................................66
When Stored Files Cannot be Accessed .................................................................66
When You Cannot Browse the Network to Send a Scanned File ............................66
When the TWAIN Driver Cannot be Started ............................................................66
When Stored Files Cannot be Edited.......................................................................67
When the Network Delivery Function Cannot be Used............................................67
Operations are Not Possible When Messages Appear............................................67
When a Message is Displayed............................................................................68
When a Message is Displayed on the Control Panel...............................................68
When a Message is Displayed on the Client Computer...........................................75
6. Adding Paper, Toner and Staples
Loading Paper ......................................................................................................79
Loading Paper into the Paper Trays ........................................................................79
Loading Paper into the Large Capacity Tray............................................................81
Changing the Paper Size.....................................................................................83
Changing the Paper Size in the Paper Tray.............................................................83
Adding Toner........................................................................................................89
Inserting Toner .........................................................................................................90
Sending Fax Messages When Toner Has Run Out .................................................91
Used Toner ..............................................................................................................91
Maintenance .........................................................................................................92
Adjusting the Color Registration...............................................................................92
Auto Color Calibration ..............................................................................................94
Adding Staples.....................................................................................................96
Booklet Finisher .......................................................................................................97
500-sheet Finisher ...................................................................................................98
1000-sheet Finisher .................................................................................................99
Replacing the Stamp Cartridge ........................................................................100
7. Clearing Misfeeds
Removing Jammed Paper .................................................................................103
Locating Jammed Paper ........................................................................................104
Removing Jammed Paper......................................................................................105
Removing Jammed Staples ..............................................................................111
Booklet Finisher .....................................................................................................111
500-sheet Finisher .................................................................................................112
1000-sheet Finisher ...............................................................................................113
Removing Punch Waste ....................................................................................114
Booklet Finisher .....................................................................................................114

v
8. Remarks
Where to Put Your Machine ..............................................................................117
Machine Environment ............................................................................................117
Moving....................................................................................................................118
Power Connection..................................................................................................119
Access to the Machine...........................................................................................120
Maintaining Your Machine ................................................................................121
Cleaning the Exposure Glass.................................................................................121
Cleaning the Exposure Glass Cover ......................................................................122
Cleaning the Auto Document Feeder.....................................................................122
Cleaning the Dustproof Glass ................................................................................123
INDEX....................................................................................................... 125

vi

1
How to Read This Manual
Symbols
This manual uses the following symbols:
Indicates important safety notes.
Ignoring these notes could result in serious injury or death. Be sure to read these
notes. They can be found in the “Safety Information” section of About This Ma-
chine.
Indicates important safety notes.
Ignoring these notes could result in moderate or minor injury, or damage to the
machine or to property. Be sure to read these notes. They can be found in the
“Safety Information” section of About This Machine.
Indicates points to pay attention to when using the machine, and explanations
of likely causes of paper misfeeds, damage to originals, or loss of data. Be sure
to read these explanations.
Indicates supplementary explanations of the machine’s functions, and instruc-
tions on resolving user errors.
This symbol is located at the end of sections. It indicates where you can find fur-
ther relevant information.
[]
Indicates the names of keys that appear on the machine’s display panel.
{}
Indicates the names of keys on the machine’s control panel.

2

3
1. When the Machine Does
Not Operate as Wanted
This section explains basic troubleshooting procedures that are applicable to all
functions of this machine.
Indicators
This section explains Indicators displayed when the machine requires the user
to remove misfed paper, add paper, or other perform other procedures.
x: Misfeed indicator Appears when a misfeed occurs. See p.103 “Removing
Jammed Paper”.
B: Add Paper indicator Appears when paper-out condition occurrs. See p.79
“Loading Paper”.
D: Add Toner indicator Appears when toner runs out. See p.89 “Adding Toner”.
d: Add Staple indicator Appears when staples run out. See p.111 “Removing
Jammed Staples”.
y: Empty Hole Punch Receptacle
indicator
Appears when punch Receptacle Full. See p.114 “Re-
moving Punch Waste”.

When the Machine Does Not Operate as Wanted
4
1
Checking Machine Status and Settings
You can check the machine's system status.
❖Maintenance Info
You can check the following items under [Maintenance Info]:
•[Remaining Toner]
Displays the amount of remaining toner.
•[No Staples]
Displays the amount of remaining staples.
•[Punch Receptacle Full]
Displays whether the hole punch receptacle is full.
•[Paper Tray]
Displays the paper type and size loaded in the paper tray.
•[Output Tray Full]
Displays whether the output tray is overloaded.
•[Original Misfeed]
Displays state of and solutions for original misfeeds.
•[Paper Misfeed]
Displays state of and solutions for paper jams.
•[Cover Open]
Indicates whether the front cover, duplex unit, etc, is open.
❖Data Storage
You can check the following items under [Data Storage]:
•[HDD Remaining Memory]
Displays the amount of available hard disk drive memory.
•[HDD File(s)]
Displays the total number of jobs stored in the hard disk drive.
•[Print Job(s)]
Displays the number of jobs for Hold print/Saved print/Locked
print/Sample print.
•[Fax TX / RX File(s)]
Displays the number of TX standby files, Print memory lock files, and Re-
ception print files stored in the hard disk drive.
•[Memory Erase Status]
Displays the status of memory data.

Checking Machine Status and Settings
5
1
❖Machine Address Info
You can check the following items under [Machine Address Info]:
•[Fax No.]
Displays the machine's fax number.
•[H.323 Own Fax No.]
Displays the machine's alias telephone number.
•[SIP User Name]
Displays the machine's SIP user name.
•[Fax E-mail Account]
Displays the machine's fax e-mail account.
•[Machine IPv4 Address]
Displays the machine's IPv4 address.
•[Machine IPv6 Address]
Displays the machine's IPv6 address.
❖Inquiry
You can check the following items under [Inquiry]:
•[Machine Repairs]
Displays the machine number and contact number that are required for
service.
•[Sales Representative]
Displays your sales representative's telephone number.
•[Supply Order]
Displays the contact number for placing supply orders.
•[Supply Details]
Displays the name of toner, staples, transmission stamps, etc, used by the
machine.
AOn the control panel, press [System Status]on the control panel.

When the Machine Does Not Operate as Wanted
6
1
BPress each tab and check its contents.
CAfter checking the information, press[Exit].
The previous screen returns.
Note
❒[Output Tray Full], [Original Misfeed], [Paper Misfeed], and [Cover Open]appear
only when these errors occur.
❒For details about how to locate and remove misfeeds, see “Checking
Jammed Paper” or “Removing Jammed Paper”.
Reference
p.104 “Locating Jammed Paper”.
p.103 “Removing Jammed Paper”.

When an Indicator to the Right of a Function Key is Lit
7
1
When an Indicator to the Right of a
Function Key is Lit
When an indicator to the right of a function key lights up, press the correspond-
ing function key. Then, follow the instructions displayed on the control panel.
Note
❒If an error occurs in the function you are using, check the message that ap-
pears on the control panel, and then refer to “When a Message is Displayed”
for the relevant function.
Reference
p.17 “Troubleshooting When Using the Copy Function”.
p.27 “Troubleshooting When Using the Facsimile Function”.
p.45 “Troubleshooting When Using the Printer Function”.
p.65 “Troubleshooting When Using the Scanner Function”.
Problem Cause Solution
Documents and reports
do not print out.
The paper output tray is full. Remove the paper from the tray.
Documents and reports
do not print out.
There is no copy paper left. Add more paper. See p.79 “Load-
ing Paper”.
An error has occurred. The function whose indicator is
lit is defective.
Record the code number shown
in the display and contact your
service representative. See
“When a Message displayed” of
each chapter.
You can use other functions nor-
mally.
The machine is unable
to connect to the net-
work.
A network error has occurred. • Check the displayed message
and take an appropriate ac-
tion. See “When a Message
displayed” of each chapter.
• Check that the machine is cor-
rectly connected to the net-
work, and that the machine is
correctly set. See “Network
Settings”, General Settings
Guide.
• Contact the administrator.
• When the function key is still
lit, even if you take the meas-
ures above, contact your serv-
ice representative.

When the Machine Does Not Operate as Wanted
8
1
When You Have Problems Operating the
Machine
The following chart gives explanations of common problems and messages.
If other messages appear, follow the instructions displayed.
Problem Cause Solution
“Please wait.” ap-
pears.
This message appears when you
turn on the operation switch.
Wait for the machine to get ready.
“Please wait.” ap-
pears.
This message appears when you
change the toner cartridge.
Wait for the machine to get ready.
Although the copier
screen appears when
the machine is turned
on using the main pow-
er switch, it cannot be
switched to another
screen by pressing the
{Facsimile}or {Scanner}
key.
Functions other than the copier
function are not yet ready.
Wait a little longer.
The machine has just
been turned on and the
User Tools screen is dis-
played,but the User
Tools menu has items
missing.
Functions other than the copier
function are not yet ready. Time
required varies by function.
Functions appear in the User
Tools menu when they become
ready for use.
Wait a little longer.
The display is off. The screen contrast knob is
turned to the dark position.
Set the screen contrast knob to the
light position to see the display
panel properly. See “Control
Panel”,About This Machine.
The display is off. The machine is in Energy Saver
mode.
Press the {Energy Saver}key to
cancel Energy Saver Mode.
mode.
The display is off. The operation switch is turned
off.
Turn on the operation switch.
Nothing happens when
the operation switch is
turned on.
The main power switch is turned
off.
Turn on the main power switch.
“Memory is full.
Do you want to
store scanned
file?” appears.
The scanned originals exceed the
number of sheets/pages that can
be stored in the hard disk.
• Press [Store File]to store pages
that have been scanned. De-
lete unnecessary files with
[Delete File].
• Press [No]if you are not stor-
ing pages that have been
scanned. Delete unnecessary
files with [Delete File].

When You Have Problems Operating the Machine
9
1
The main power indica-
tor continues blinking
and does not turn off
when pressed.
This occurs in the following cases:
• The exposure glass cover or
ADF is open.
• The machine is communicat-
ing with external equipment.
• The hard disk is active.
• The dial-in function is being
used when the facsimile unit
is installed.
Close the exposure glass cover or
ADF, and check if the machine is
communicating with a computer.
“Self check-
ing...” appears.
The machine is performing image
adjustment operations.
The machine may perform period-
ic maintenance during operations.
The frequency and duration of
maintenance depends on the hu-
midity, temperature, and printing
factors such as number of prints,
paper size, and paper type. Wait
for the machine to get ready.
Original images are
printed on the reverse
side of the paper.
You may have loaded the paper
incorrectly.
Load paper correctly. Place paper
in the paper tray with the print
side up. Load paper into the by-
pass tray with the print side
down. See p.82 “Orientation-
Fixed Paper or Two-Sided Pa-
per”.
Misfeeds occur frequently. The tray's side fences may not be
locked.
• Remove the paper. See p.103
“Removing Jammed Paper”.
• Check the side fences are
locked. See p.83 “Changing
the Paper Size”.
Misfeeds occur frequently. The tray's end fence may not be
set properly.
• Remove the paper. See p.103
“Removing Jammed Paper”.
• Check the end fence is set
properly. See p.83 “Changing
the Paper Size”.
Misfeeds occur frequently. Paper of undetectable size has
been loaded.
• Remove the paper. See p.103
“Removing Jammed Paper”.
• When loading the paper of
undetectable size, specify the
paper size in “Tray Paper
Size”. See “Paper Size: Tray1-
4”,General Settings Guide
and “Copy Paper”,About This
Machine.
Misfeeds occur frequently. There is a foreign object on the
finisher tray.
• Remove the paper. See p.103
“Removing Jammed Paper”.
• Do not place anything on the
finisher tray. It may cause a
paper jam.
Problem Cause Solution

When the Machine Does Not Operate as Wanted
10
1
An error message re-
mains, even if misfed
paper is removed.
• When a misfeed message ap-
pears, it remains until you
open and close the cover as re-
quired.
•
Paper is still jammed in the tray.
Clear misfed paper, and then
open and close the front cover.
see p.103 “Clearing Misfeeds”.
Cannot print in duplex
mode.
You cannot use paper in the by-
pass tray for duplex printing.
For duplex printing, select Tray
1-4 in copier mode or with the
printer driver.
Cannot print in duplex
mode.
[1 Sided Copy]is selected for Paper
Type: Tray 1-4.
Select [2 Sided Copy]for Paper
Type: Tray 1-4. See “Paper Size:
Tray1-4”, General Settings Guide.
Cannot print in duplex
mode.
You cannot select duplex print-
ing if the paper type is set to
[OHP], [Thin Paper], [Thick Paper 2]
or [Thick Paper 3].
Select a paper type that allows
duplex printing. See “Paper Size:
Tray 1-4”, General Settings
Guide.
The user code entry
screen is displayed.
Users are restricted by user man-
agement.
Enter the user code (up to eight
digits), and then press {q}.
The Authentication
screen appears.
Basic Authentication, Windows
Authentication, LDAP Authenti-
cation or Integration Server Au-
thentication is set.
Enter your login user name and
user password. See “When the
Authentication Screen is Dis-
played”, About This Machine.
“You do not have
the privileges
to use this
function.” is dis-
played.
The use of the function is restrict-
ed to authenticated users only.
Contact the administrator.
“You do not have
the privileges
to use this
function.” contin-
ues to be displayed
even though you have
entered a valid user
code.
This user code is not allowed to
use the function selected.
Press the {Energy Saver}key. Con-
firm that the display goes off, and
then press the {Energy Saver}key
again. The display will return to
the user code entry display.
When printing under the copier
or printer function, press {Energy
Saver}only after printing has fin-
ished.
Authentication failed. The entered login user name or
login password is not correct.
Inquire the user administrator for
the correct login user name and
login password.
Authentication failed. The machine cannot perform au-
thentication.
Contact the administrator.
The selected file(s) con-
tained file(s) without
access privileges. Only
file(s) with access privi-
leges will be deleted.
You have tried to delete files
without the authority to do so.
Files can be deleted by the person
who created the file. To delete a
file which you are not authorized
to delete, contact the person who
created the file.
Problem Cause Solution

When You Have Problems Operating the Machine
11
1
❖Document Server
Problem Cause Solution
“Exceeded max.
number of pages
per file. Do you
want to store
the scanned pag-
es as 1 file?” ap-
pears.
The number of scanned pages ex-
ceeds the capacity per file of the
Document Server.
To store scanned pages as a file,
press [Store File]. Scanned data is
stored as a file in the Document
Server. If you do not want to store
scanned pages, press [No].
Scanned data is deleted.
You forgot your pass-
word.
You cannot access a protected file
without entering the password.
Contact the administrator.
To delete the files stored in the
document server, select [Delete All
Files in Document Server]. As this
will permanently delete every
single file, make sure the docu-
ment server does not contain any
files you want to keep. See “De-
lete All Files in Document Serv-
er”, General Settings Guide.
You cannot find out
what is stored in a file.
You may not be able to ascertain
the contents of a file simply from
the file name.
You can switch the Select File
screen between [List]and [Thumb-
nail]display to check the contents
of the file. In list display, the file
name, date and time of storage,
and user name are shown. In
thumbnail display, an image of
the stored file appears. You can
enlarge the image by pressing
[Preview]. Use the Select File
screen to check information other
than the file name. See “Checking
the Details of a Stored Docu-
ment”, Copy/Document Server
Reference.
Memory frequently be-
comes full.
The document server memory is
full.
Delete unnecessary files. On the
file selection display, select un-
necessary files, and then press
[Delete File]. If this does not in-
crease available memory, do the
following.
• Switch to the scanner screen,
and then delete unnecessary
files stored under the scanner
function.
• Switch to the printer screen,
and then delete unnecessary
files stored under Sample
Print, Locked Print, Hold
Print, or Stored Print.

When the Machine Does Not Operate as Wanted
12
1
Note
❒If you cannot make copies as you want because of paper type, paper size, or
paper capacity problems, use recommended paper. See “Copy Paper”, About
This Machine.
You want to check print
quality before making a
large print run.
You can print a single copy with-
out specifying the setting again.
Check print quality by printing
out only the first set using the
{Sample Copy}key.
“Original is be-
ing scanned by
another func-
tion. Please
wait.” appears.
Copier or Scanner function is in
use.
To cancel a job in progress, first
press [Exit], and then press the
{Copy}key or {Scanner}key.
Next, press the {Clear/Stop}key.
When the message “[Stop]key
was pressed. Stop printing?” ap-
pears, press [Stop].
“Cannot display
preview of this
page.” appears, and
you can not check the
thumb nail image.
The image data may have been
corrupted.
Pressing [Exit]displays the pre-
view screen without a thumbnail.
Problem Cause Solution