Ricoh Aficio MP 161 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
Troubleshooting When Using the DDST Unit
Adding Paper and Replacing Toner
Clearing Misfeeds
Remarks
1
2
3
4
5
6
7
8
9

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.
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.
Certain options might not be available in some countries. For details, please contact your local dealer.
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, 8A or more
Please be sure to connect the power cord to a power source as shown above. For details about power
source, see p.97 “Power Connection”.

i
Manuals for This Machine
Refer to the manuals that are relevant to what you want to do with the machine.
Manuals for machines with copier function only or with the DDST Unit are dif-
ferent. See “Manuals for Machines with Copier Function Only or with the DDST
Unit”.
Important
❒Media differ according to manual.
❒The printed and electronic versions of a manual have the same contents.
❒Adobe Acrobat Reader/Adobe Reader must be installed in order to view the
manuals as PDF files.
❒Depending on which country you are in, there may also be html manuals. To
view these manuals, a Web browser must be installed.
❖About This Machine
Be sure to read the Safety Information in this manual before using the machine.
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, 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
with, 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 Reference
Explains Copier functions and operations. Also refer to this manual for expla-
nations 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.

ii
❖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.
❖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.
❒For “UNIX Supplement”, please visit our Web site or consult an authorized
dealer.
❒“PostScript3 Supplement” and “UNIX Supplement” include descriptions of
functions and settings that might not be available on this machine.
Reference
p.iii “Manuals for Machines with Copier Function Only or with the DDST
Unit”

iii
Manuals for Machines with Copier Function Only or with the
DDST Unit
This section describes the manuals for machines with copier function only or
with the DDST Unit.
❖About This Machine
Be sure to read the Safety Information in this manual before using the machine.
This manual provides an introduction to the functions of the machine. It also
explains the control panel, preparation procedures for using the machine, and
how to install the CD-ROMs provided.
❖General Settings Guide
Explains User Tools settings. Also refer to this manual for explanations on
how to register user codes.
❖Troubleshooting
Provides a guide to solving common problems, and explains how to replace
paper, toner, and other consumables.
❖Copy Reference
Explains Copier functions and operations. Also refer to this manual for expla-
nations on how to place originals.
❖Printer/Scanner Reference
Explains system settings, functions and operations for the machine's print-
er/scanner unit. Also refer to this manual for explanations on how to connect
the machine.
❖Network Guide
Explains how to configure and operate the machine in a network environ-
ment, and use the software provided.
Note
❒Some manuals include descriptions of functions and settings that are not
available on machines with copier function only or with the DDST Unit.

iv
TABLE OF CONTENTS
Manuals for This Machine ......................................................................................i
Manuals for Machines with Copier Function Only or with the DDST Unit ................. iii
How to Read This Manual .....................................................................................1
Symbols .....................................................................................................................1
Name of Major Item....................................................................................................1
1. When the Machine Does Not Operate As Wanted
Indicators................................................................................................................3
Panel Tone..............................................................................................................4
When the Function Status Indicator Lights Up in Red.......................................5
When You Have Problems Operating the Machine.............................................6
When a Job Is Not Performed...............................................................................9
2. Troubleshooting When Using the Copy Function
When a Message Is Displayed............................................................................11
When You Cannot Make Clear Copies ...............................................................13
When You Cannot Make Copies As Wanted .....................................................15
When Memory Is Full ...............................................................................................17
3. Troubleshooting When Using the Facsimile Function
Adjusting the Volume ..........................................................................................19
When a Message Is Displayed............................................................................22
When You Cannot Send or Receive Fax Messages As Wanted ......................28
When Memory Is Full ...............................................................................................32
When an Error Report Is Printed ........................................................................33
Turning Off the Main Power / In the Event of Power Failure............................34
When an Error Occurs Using Internet Fax ........................................................35
Error Mail Notification...............................................................................................35
Error Report (E-Mail)................................................................................................35
Server-Generated Error E-mail ................................................................................35
4. Troubleshooting When Using the Printer Function
When a Message Is Displayed during Installation of the Printer Driver .........37
Windows 95/98/Me, Windows 2000 or Windows NT 4.0 .........................................37
Windows XP Professional or Windows Server 2003................................................37
Windows XP Home Edition ......................................................................................38
When a Message Is Displayed............................................................................39
Status Messages......................................................................................................39
Alert Messages ........................................................................................................40
Printing the Error Log ...............................................................................................42
When You Cannot Print.......................................................................................43
Other Printing Problems .....................................................................................46

v
5. Troubleshooting When Using the Scanner Function
When Scanning Is Not Done As Expected ........................................................53
When You Cannot Send Scanned Files.............................................................54
When You Cannot Browse the Network to Send a Scanned File ............................54
When the TWAIN Driver Cannot Be Started ............................................................54
The Network Delivery Function Cannot Be Used.....................................................54
Operations Are Not Possible When Messages Appear ...........................................55
When a Message Is Displayed............................................................................56
When a Message Is Displayed on the Display Panel...............................................56
When a Message Is Displayed on the Client Computer...........................................60
6. Troubleshooting When Using the DDST Unit
The Printer Function............................................................................................65
When a Message Is Displayed.................................................................................65
When You Cannot Print ...........................................................................................68
Other Printing Problems...........................................................................................70
The Scanner Function .........................................................................................73
When Scanning Is Not Done As Expected...............................................................73
When a Message Is Displayed on the Client Computer...........................................74
7. Adding Paper and Replacing Toner
Loading Paper ......................................................................................................75
Loading Paper into the Paper Trays ........................................................................76
Orientation-Fixed Paper or Two-Sided Paper ..........................................................77
Changing the Paper Size.....................................................................................80
Changing the Paper Size in the Paper Tray (Tray 1) ...............................................80
Changing a Paper Size in the Optional Paper Tray Unit (Tray 2) ............................83
Adding Toner........................................................................................................87
Replacing Toner.......................................................................................................88
Sending Fax Messages When Toner Has Run Out .................................................89
Waste Toner.............................................................................................................89
8. Clearing Misfeeds
Removing Jammed Paper ...................................................................................91
9. Remarks
Where to Put Your Machine ................................................................................95
Machine Environment ..............................................................................................95
Moving......................................................................................................................96
Power Connection....................................................................................................97
Access to the Machine .............................................................................................98
When Not Used for a Long Time..............................................................................98
Maintaining Your Machine ..................................................................................99
Cleaning the Exposure Glass...................................................................................99
Cleaning the Exposure Glass Cover ......................................................................100
Cleaning the ARDF ................................................................................................100
INDEX....................................................................................................... 101

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 Machine.
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.
Name of Major Item
Major item of this machine is referred to as follows in this manual:
• Auto Document Feeder capable of scanning both sides of a sheet →ARDF

2

3
1. When the Machine Does
Not Operate As Wanted
This section describes basic troubleshooting procedures that are applicable to all
functions of this machine.
Indicators
This section explains the indicators that light up when the machine requires the
user to remove misfed paper, add paper, or perform other procedures.
h: Error indicator Appears when there is a misfeed, a cover is left open, or
another problem occurs. See p.91 “Clearing Misfeeds”.
B: Load Paper indicator Appears when paper-out condition occurs. See p.75
“Loading Paper”.
D: Add Toner indicator Appears when toner runs out. See p.87 “Adding Toner”.

When the Machine Does Not Operate As Wanted
4
1
Panel Tone
The following table explains the various beep patterns that the machine produc-
es to alert users about machine conditions.
Note
❒Users cannot mute the machine's beep alerts. When the machine beeps to alert
users of a paper jam or toner request, if the machine's covers are opened and
closed repeatedly within a short space of time, the beep alert might continue,
even after normal status has resumed.
Reference
For details about enabling or disabling beep alerts, see “General Features”,
General Settings Guide.
Beep pattern Meaning Cause
Two long beeps. Machine has warmed
up.
After cooling or being switched on, the
machine has fully warmed up and is
ready for use.
Single short beep. A valid operation is ac-
cepted.
A control panel key was pressed, the
machine was switched on, or a docu-
ment was placed on the ARDF.
Five short beeps repeated
five times.
Strong alert. Machine requires user attention. Paper
might have jammed or toner might need
replenishing.

When the Function Status Indicator Lights Up in Red
5
1
When the Function Status Indicator Lights
Up in Red
If a function key is lit in red, press the key to switch to the screen for the corre-
sponding function, and then follow the message that appears.
Note
❒If an error occurs in the function you are using, check the message that ap-
pears on the display panel, and then refer to “When a Message Is Displayed”
for the relevant function.
Reference
p.11 “Troubleshooting When Using the Copy Function”
p.19 “Troubleshooting When Using the Facsimile Function”
p.37 “Troubleshooting When Using the Printer Function”
p.53 “Troubleshooting When Using the Scanner Function”
p.65 “Troubleshooting When Using the DDST Unit”
Problem Cause Solution
Documents and reports
are not printed out.
There is no copy paper left. Add more paper. See p.75 “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 Is Displayed”
of each chapter. You can use other
functions normally.
The machine is unable to
connect to the network.
A network error has occurred. • Check the displayed message
and take an appropriate ac-
tion. See “When a Message Is
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 in red, even if you take the
measures above, contact your
service representative.

When the Machine Does Not Operate As Wanted
6
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...”
appears.
This message appears when you
turn on the operation switch or
change the toner bottle.
Wait for the machine to get ready.
“Please wait...”
appears.
If the machine has not been in use
for a long time, it may take longer
than normal to print or start up
when switched on.
Wait for the machine to get ready.
Although the copier
screen appears when
the machine is turned
on using the main
power switch, it cannot
be switched to another
screen by pressing the
{Facsimile}or {Scan-
ner}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
displayed, 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 difficult
to see.
Screen contrast is not adjusted. Adjust the screen's contrast so
that you can see the display panel
properly. See “General Features”,
General Settings Guide.
The display is off. The machine is in Energy Saver
mode.
Turn on the operation switch.
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.
The operation switch
indicator continues
blinking and does not
turn off when pressed.
The machine is communicating
with external equipment.
Check if the machine is communi-
cating with a computer.

When You Have Problems Operating the Machine
7
1
Original images are
printed on the reverse
side of the paper.
You may have loaded the paper
incorrectly.
Load paper correctly. Load paper
into Tray 1-2 with the print side
up, and into the bypass tray with
the print side down. See p.77
“Orientation-Fixed Paper or
Two-Sided Paper”.
Misfeeds occur frequently. Copy paper size setting is not correct. Set the proper paper size. See
“Tray Paper Settings”, General
Settings Guide and “Copy Pa-
per”, About This Machine.
Misfeeds occur frequently. The tray's end fence may not be
set properly.
Check the end fence is set proper-
ly. See p.80 “Changing the Paper
Size”.
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 required.
Paper is still jammed in the tray.
Clear misfed paper, and then
open and close the cover. See p.91
“Removing Jammed Paper”.
Cannot print in duplex
mode.
You cannot use paper in the by-
pass tray for duplex printing.
For duplex printing, select Tray 1-
2 in the copier mode or with the
printer driver.
Cannot print in duplex
mode.
You have selected a tray that is set
to [Off]for duplex printing in [Tray
Paper Settings]under [System Set-
tings].
Select a paper tray in [Tray Paper
Settings]under [System Settings],
and then press [OK]. Then, select
[No Display (Plain Paper)]or [Recy-
cled Paper]for Paper Type, press
[Duplex], and then select [On]. See
“Tray Paper Settings”, 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 the {OK}or
{q}key.
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.
“Temperature
Alert. Turn
main power off,
adjust room
temp. and wait a
while before
restarting.” ap-
pears, and printing is
disabled.
The temperature inside the ma-
chine is too high or too low.
Locate the machine in an environ-
ment where the temperature re-
mains between 10 and 32 °C. See
p.95 “Where to Put Your Ma-
chine”.
“You do not have
privileges to
use this func-
tion.” appears.
The use of the function is restrict-
ed to authenticated users only.
Contact the administrator.
Problem Cause Solution

When the Machine Does Not Operate As Wanted
8
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.
Authentication failed. The entered login user name or
password is not correct.
Ask the administrator for the cor-
rect login user name and password.
Authentication failed. Cannot access the authentication
server when using Windows Au-
thentication, LDAP Authentica-
tion, or Integration Server
Authentication.
Contact the administrator.
Problem Cause Solution

When a Job Is Not Performed
9
1
When a Job Is Not Performed
If you cannot execute a function, it may be that the machine is being held up by
another function.
If you cannot execute a function, terminate any other functions currently active, and
then try executing the function again. In some cases, you can carry out another job (copi-
er, facsimile, printer, or scanner) without canceling the current job being performed.
Performing multiple functions simultaneously like this is called “Multi-accessing”.
❖Combination Chart
…means that these functions can be used together.
…means that you can interrupt the current job with the function keys to pro-
ceed to a subsequent job.
…means that another job will automatically start after the current job is finished.
×…means that you must manually start another job after the current job is fin-
ished (i.e., these functions cannot be used together).
*1 You can scan a document once the preceding job documents are all scanned.
*2 During parallel reception, any subsequent job is suspended until reception is completed.
Mode after you select Copy Facsimile Printer Scanner
TWAIN
Transmission Operation
Transmission Reception
Receive Data
Print
Mode before you
select
Using the control panel Copying Scanning an Original for Memory Transmission Memory Transmission Immediate Transmission Memory Reception Printing Received Data Printing Using the control panel Scanning Scanning
Copy
Using the control panel ×× ×
Copying ×× *1 *1 *1 ×
Facsimile
Transmission Operation ×× × ×
Transmission
Scanning an Original for
Memory Transmission
×××× × ×××
Memory Transmission
××× ×
Immediate
Transmission ××××××× ×××
Reception
Memory Reception ××× ×
Printing Received
Data
*2 *2 *2 ××
Printer
Receive Data
Print
Printing
Scanner
Using the control
panel ×××
Scanning *1 *1 *1 ×××
TWAIN
Scanning
×××××××× ×××

When the Machine Does Not Operate As Wanted
10
1
Note
❒If the machine is capable of executing multiple functions simultaneously,
specify which function should have priority in “Print Priority”. This setting is
factory-preset to “Display mode”. For setting of Printing Priority Function,
see “General Features”, General Settings Guide.
❒While printing is in progress, scanning a document using another function
may take more time.

11
2. Troubleshooting When
Using the Copy Function
This chapter describes likely causes of and possible solutions for copier function
problems.
When a Message Is Displayed
This section describes the machine's main messages. If other messages appear,
follow the instructions they contain.
Important
❒For messages that are not listed here, see “When You Have Problems Operat-
ing the Machine”.
Message Cause Solution
Cannot dup. copy
this size.
Duplex mode does not support
the selected paper size.
Duplex mode supports the fol-
lowing paper sizes: A4L, B5
JISL, 81/2"×14"L, 81/4"×14"L,
81/2"×11"L, 81/2"×13"L,
81/4"×13"L, 16KL. Select one of
these sizes.
Cannot sort this
size.
The specified paper size is not
available with the Sort function.
This message appears when the
bypass tray is selected.
Use copy paper that is not longer
than 356 mm.
Size error in
Combine mode.
The specified paper size is not avail-
able with the Combine function.
This message appears when the
bypass tray is selected.
Use copy paper that is not longer
than 356 mm.
Cannot select
Bypass Tray in
current set-
ting.
The specified function is not
available with the bypass tray.
Select a paper tray other than the
bypass tray.
Original with
this length can-
not be duplex
scanned.
The specified custom length is not
available for duplex printing
from the ARDF (eg. 2 Sided →2
Sided, 2 Sided →1 Sided, 2 Sided
→Combine).
Do not place originals that are
longer than 356 mm.
Max. number of
sets is nn.
The number of copies exceeds the
maximum copy quantity.
You can change the maximum
copy quantity. See “Copier Fea-
tures”, General Settings Guide.
Cannot copy.
Original is be-
ing scanned by
another func-
tion.
The scanner function is in use. Cancel the current scan job. To do
this, press the {Clear/ Stop}key on
the scanner screen to display the
message “Clear/Stop key
was pressed. Stop scan-
ning?”, and then press [Stop].

Troubleshooting When Using the Copy Function
12
2
Reference
p.6 “When You Have Problems Operating the Machine”
You do not have
privileges to
use this func-
tion.
The use of this function is restrict-
ed to authentified users only.
Contact the administrator.
Authentication
failed.
The entered login user name or
password is not correct.
Ask the administrator for the cor-
rect login user name and password.
Authentication
failed.
Cannot access the authentication
server when using Windows Au-
thentication , LDAP Authentica-
tion, or Integration Server
Authentication.
Contact the administrator.
Message Cause Solution