Ricoh Aficio MP 2500 User instructions

Operating Instructions
General Settings Guide
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.
Connecting the Machine
System Settings
Copier Features
Fax Features
Printer Features
Scanner Features
Registering Addresses and Users for Facsimile/Scanner Functions
Other User Tools
Appendix
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.

i
Manuals for This Machine
Refer to the manuals that are relevant to what you want to do with the machine.
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 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, and other consumables.
❖Security Reference
This manual is for administrators of the machine. It explains security func-
tions that you can use to prevent unauthorized use of the machine, data tam-
pering, or information leakage.
For enhanced security, we recommend the following settings.
• Install the Server Certificate.
• Enable SSL (Secure Sockets Layer) Encryption.
• Change the user name and password of the administrator using Web Im-
age Monitor.
For details, see "Setting Up the Machine", Security Reference.
Be sure to read this manual when setting the enhanced security functions, or
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.

ii
❖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.
❖Other manuals
• PostScript 3 Supplement
•UNIXSupplement
• Manuals for DeskTopBinder Lite:
DeskTopBinder Lite Setup Guide
DeskTopBinder Introduction Guide
Auto Document Link Guide
Note
❒Manuals provided are specific to machine types.
❒For "UNIX Supplement", please visit our Web site or consult an authorized
dealer.
❒"PostScript 3 Supplement" and "UNIX Supplement" include descriptions of
functions and settings that might not be available on this machine.
*1Optional
Product name General name
DeskTopBinder Lite and DeskTopBinder
Professional*1
DeskTopBinder
ScanRouter EX Professional*1 and ScanRouter
EX Enterprise*1
the ScanRouter delivery software

iii
TABLE OF CONTENTS
Manuals for This Machine ......................................................................................i
How to Read This Manual .....................................................................................1
Symbols .....................................................................................................................1
Display Panel..........................................................................................................2
Reading the Display and Using Keys.........................................................................3
Accessing User Tools ...........................................................................................4
Changing Default Settings .........................................................................................4
Exiting User Tools ......................................................................................................5
Menu Protect..............................................................................................................5
Changing Default Settings Using Web Image Monitor...............................................6
1. Connecting the Machine
Connecting to the Interfaces ................................................................................7
Connecting to the Ethernet Interface .........................................................................8
Connecting to the USB Interface..............................................................................10
Connecting to the IEEE 1284 Interface....................................................................11
Connecting to the IEEE 802.11b (Wireless LAN) Interface......................................12
Network Settings..................................................................................................15
Settings Required to Use the Printer/LAN-Fax ........................................................15
Settings Required to Use Internet Fax .....................................................................17
Settings Required to Use E-mail Function ...............................................................21
Settings Required to Use Scan to Folder Function ..................................................23
Settings Required to Use the Network Delivery Scanner.........................................25
Settings Required to Use Network TWAIN Scanner ................................................27
Using Utilities to Make Network Settings .................................................................29
Connecting the Machine to a Telephone Line and Telephone ........................36
Connecting the Telephone Line ...............................................................................36
Selecting the Line Type............................................................................................37
Connecting the Optional Handset or an External Telephone...................................37
2. System Settings
General Features..................................................................................................39
Output tray settings ..................................................................................................42
Tray Paper Settings .............................................................................................43
Timer Settings ......................................................................................................45
Interface Settings.................................................................................................47
Network ....................................................................................................................47
Parallel Interface ......................................................................................................50
IEEE 802.11b ...........................................................................................................51
Print I/F Settings List ................................................................................................52
File Transfer .........................................................................................................53
Administrator Tools.............................................................................................57
Program/Change/Delete LDAP Server ....................................................................62
Programming the LDAP Server................................................................................64
3. Copier Features
Copier Features....................................................................................................71

iv
4. Fax Features
General Settings/Adjust ......................................................................................75
Reception Settings ..............................................................................................77
E-mail Settings .....................................................................................................78
IP-Fax Settings .....................................................................................................80
Administrator Tools.............................................................................................83
Registering Fax Information ...............................................................................87
Registering Fax Information .....................................................................................88
Deleting Fax Information ..........................................................................................90
Forwarding ...........................................................................................................92
Programming an End Receiver ................................................................................93
Canceling Receiver Settings ....................................................................................94
Printing a Forwarding Mark ......................................................................................95
Parameter Setting ................................................................................................96
Changing the User Parameters................................................................................99
Printing the Parameter Settings List.......................................................................101
Home Position....................................................................................................102
Changing the Home Position .................................................................................104
Program Special Sender ...................................................................................106
Authorized Reception.............................................................................................107
Forwarding .............................................................................................................108
Memory Lock..........................................................................................................108
Programming/Changing Special Senders ..............................................................109
Authorized RX (Authorized Reception) ..................................................................111
Forwarding .............................................................................................................111
Memory Lock..........................................................................................................113
Programming Initial Set Up of a Special Sender....................................................113
Deleting a Special Sender......................................................................................114
Printing Special Sender List ...................................................................................116
5. Printer Features
List/Test Print ..................................................................................................... 117
Printing the List/Test page .....................................................................................118
Maintenance .......................................................................................................119
System ................................................................................................................120
Host Interface ..................................................................................................... 123
PCL Menu ...........................................................................................................124
PS Menu..............................................................................................................126
PDF Menu ...........................................................................................................127
6. Scanner Features
Scan Settings .....................................................................................................129
Destination List Settings...................................................................................131
Send Settings .....................................................................................................132

v
7. Registering Addresses and Users for Facsimile/Scanner Functions
Address Book.....................................................................................................135
Managing names in the Address Book ..................................................................137
Sending fax by Quick Dial ......................................................................................137
Sending e-mail by Quick Dial .................................................................................138
Sending scanned files to a shared folder directly...................................................138
Preventing unauthorized user access to shared folders from the machine ...........138
Managing users and machine usage .....................................................................139
Registering Names ............................................................................................140
Registering Names.................................................................................................140
Changing a Registered Name................................................................................142
Deleting a Registered Name ..................................................................................144
Authentication Information ...............................................................................146
Registering a User Code........................................................................................147
Changing a User Code...........................................................................................150
Deleting a User Code.............................................................................................153
Displaying the Counter for Each User....................................................................155
Printing the Counter for Each User ........................................................................157
Printing the Counter for All User ............................................................................159
Clearing the Number of Prints................................................................................160
Fax Destination ..................................................................................................163
Fax Destination ......................................................................................................164
IP-Fax Destination..................................................................................................176
E-mail Destination..............................................................................................185
Registering E-mail Destination...............................................................................185
Changing a Registered E-mail Destination ............................................................188
Deleting a Registered E-mail Destination ..............................................................191
Registering Folders ...........................................................................................194
Using SMB to Connect...........................................................................................194
Using FTP to Connect............................................................................................208
Using NCP to Connect ...........................................................................................219
Registering Names to a Group .........................................................................234
Registering a New Group.......................................................................................234
Registering Names to a Group...............................................................................236
Adding a Group to Another Group .........................................................................238
Displaying Names Registered in Groups ...............................................................240
Removing a Name from a Group ...........................................................................242
Deleting a Group within Another Group .................................................................244
Changing a Group Name .......................................................................................246
Deleting a Group ....................................................................................................248
Registering a Protection Code .........................................................................250
Registering a Protection Code to a Single User.....................................................250
Registering a Protection Code to a Group User.....................................................254
Registering SMTP and LDAP Authentication..................................................257
SMTP Authentication .............................................................................................257
LDAP authentication ..............................................................................................261

vi
Searching............................................................................................................265
Searching by Name................................................................................................265
Searching from the List ..........................................................................................266
Searching by Registration Number ........................................................................267
Searching by User Code ........................................................................................268
Searching by Fax Number .....................................................................................269
Searching by E-mail Address.................................................................................270
Searching by Destination Folder Name .................................................................271
Using Web Image Monitor.................................................................................272
8. Other User Tools
Changing the Display Language ......................................................................273
Counter ...............................................................................................................274
Displaying the Total Counter..................................................................................274
9. Appendix
Copyright Information about Installed Software.............................................275
expat ......................................................................................................................275
NetBSD ..................................................................................................................276
Sablotron................................................................................................................278
JPEG LIBRARY .....................................................................................................279
SASL ......................................................................................................................279
MD4........................................................................................................................280
MD5........................................................................................................................280
Samba(Ver 3.0.4)...................................................................................................281
RSA BSAFE®.........................................................................................................281
Open SSL...............................................................................................................282
Open SSH ..............................................................................................................284
Open LDAP ............................................................................................................289
IPSTM print language emulations ...........................................................................290
INDEX....................................................................................................... 291

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.
This symbol indicates information or preparations required prior to operating.
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
Display Panel
The display panel shows machine status, error messages, and function menus.
Important
❒A force or impact of more than 30 N (about 3 kgf) will damage the display
panel.
If you press the {User Tools/Counter}key, the User Tools Menu screen appears.
Using the System Settings menu screen as an example, this section explains how
to use the machine's display panel.
1. The settings menu appears. Press
the {U} or {T} key to scroll to the
setting you want to specify or
change, and then press the {OK}key
to display the screen for specifying
that setting.
2. The number of pages in the dis-
played settings menu appears. If you
cannot see the entire menu, press the
{U} or {T} key to scroll the screen.
ARG001S

3
Reading the Display and Using Keys
This section explains how to read the display and use the Selection keys.
If you press the {Copy}key, the initial copy screen appears.
Using the initial copy screen menu as an example, this section explains how to
use the machine's control panel.
1. Selection keys
Correspond to items at the bottom line on
the display.
• When the instruction "press [100%]"
appears in this manual, press the left
selection key.
• When the instruction "press [R/E]" ap-
pears in this manual, press the center
selection key.
• When the instruction "press [Auto R/E]"
appears in this manual, press the right
selection key.
2. {Escape}key
Press to cancel an operation or return to
the previous display.
3. {OK}key
Press to set a selected item or an entered
numeric value.
4. Scroll keys
Press to move the cursor in each direc-
tion, step by step.
When the {U}, {T}, {V} or {W} key ap-
pears in this manual, press the scroll key
of the same direction.
BAD002S

4
Accessing User Tools
User Tools allow you to change or set defaults.
Note
❒Operations for system settings differ from normal operations. Always quit
User Tools when you have finished.
❒Any changes you make with User Tools remain in effect even if the main
power switch or operation switch is turned off, or the {Clear Modes}key is
pressed.
Reference
p.4 “Changing Default Settings”
Changing Default Settings
This section describes how to change the settings of User Tools.
Important
❒If Administrator Authentication Management is specified, contact your ad-
ministrator.
APress the {User Tools/Counter}key.
BSelect the menu using {U} or {T}, and then press the {OK}key.
To change the System Settings, select [System Settings].
To change the Copier Features, select [Copier Features].
To change the Fax Features, select [Fax Features].
To change the Printer Features, select [Printer Features].
To change the Scanner Features, select [Scanner Features].
To change the language used on the display, select [Language].
To check the counter, select [Counter].
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5
CSelect the item using {U} or {T}, and then press the {OK}key.
DChange settings by following instructions on the display, and then press
the {OK}key.
Note
❒Press the {Escape}key to return to the previous display.
❒To discontinue the operation and return to the initial display, press the
{User Tools/Counter}key.
Exiting User Tools
This section describes how to end User Tools.
APress the {User Tools/Counter}key.
Menu Protect
Using Menu Protect, you can prevent unauthenticated users from changing the
User Tools. Menu Protect can be specified for each of the following User Tools
menus.
•CopierFeatures
• Fax Features
•PrinterFeatures
• Scanner Features
For details, consult your administrator.
ARG011S

6
Changing Default Settings Using Web Image Monitor
This section describes how to access the Web Image Monitor.
You can also change the settings of this machine using Web Image Monitor.
AStart your Web browser.
BEnter “http://(machine's address)/” in the address bar of a Web browser.
Top page of Web Image Monitor appears.
If the machine's host name has been registered on the DNS or WINS server,
you can enter it.
When setting SSL, a protocol for encrypted communication, under environment
which server authentication is issued, enter "https://(machine's address)/".
CClick [Login].
DEnter a login user name and password, and then click [Login].
For details about the login user name and password, consult your network
administrator.
EClick [Configuration].
FClick the menu.
GChange settings.
For details about how to use Web Image Monitor, see "Using Web Image
Monitor", Network Guide and Web Image Monitor Help.

7
1. Connecting the Machine
This chapter describes how to connect the machine to the network and specify
the network settings.
Connecting to the Interfaces
This section explains how to identify the machine's interface and connect the
machine according to the network environment.
R
CAUTION:
1. USB port
Port for connecting the USB 2.0 cable
2. 10BASE-T/100BASE-TX port
Port for connecting the 10BASE-T or
100BASE-TX cable
3. IEEE 1284 port (optional)
Port for connecting the IEEE 1284 inter-
face cable
4. IEEE 802.11b (wireless LAN) port
(optional)
Port for using the wireless LAN
Note
❒You cannot install these two options at the same time: IEEE 802.11b wireless
LAN board, IEEE 1284 interface board.
•A Network interface cable with a ferrite core must be used for RF interfer-
ence suppression.
ARG003S

Connecting the Machine
8
1
Connecting to the Ethernet Interface
Connect 10BASE-T or 100BASE-TX cable to the Ethernet interface.
Important
❒If the main power switch is on, turn it off.
AAttach the supplied ferrite core at the machine end of the Ethernet cable.
BMake sure the main power switch of the machine is off.
CConnect the Ethernet interface cable to the 10BASE-T/100BASE-TX port.
DConnect the other end of the Ethernet cable to a network connection device
such as a hub.
BAD003S
ARG005S

Connecting to the Interfaces
9
1
ETurn on the main power switch of the machine.
AIndicator (green)
Lights up green when the machine is connected correctly to the network.
BIndicator (yellow)
Lights up yellow when 100 BASE-TX is in operation. Goes off when 10
BASE-T is in operation.
Note
❒For details about installing the printer driver, see "Preparing the Machine",
Printer Reference.
Reference
"Turning On the Power" About This Machine
"Preparing the Machine", Printer Reference
AME005S

Connecting the Machine
10
1
Connecting to the USB Interface
Connect the USB 2.0 interface cable to the USB 2.0 port.
AConnect the USB 2.0 interface cable to the USB 2.0 port.
BConnect the other end to the USB port on the host computer.
Note
❒This machine does not come with a USB interface cable. Make sure you
purchase the appropriate cable for the machine and your computer.
❒The USB 2.0 interface board is supported by Windows Me / 2000 / XP, Win-
dows Server 2003, Mac OS X10.3.3 or higher.
• For Windows Me:
Make sure to install "USB Printing Support". When used with Windows
Me, only a speed equal to that of USB 1.1 is possible.
•ForMacOS:
To use Macintosh, the machine must be equipped with the optional
PostScript 3 unit. When used with Mac OS X10.3.3 or higher, a transfer
speed of USB 2.0 is supported.
❒For details about installing the printer driver, see "Preparing the Machine",
Printer Reference.
Reference
"Preparing the Machine", Printer Reference
ARG006S

Connecting to the Interfaces
11
1
Connecting to the IEEE 1284 Interface
Connect the IEEE 1284 interface cable to the IEEE 1284 interface board.
AMake sure the main power switch of the machine is off.
If the main power switch is on, turn it off.
BTurn off the main power switch of the host computer.
CConnect the IEEE 1284 interface cable to the IEEE 1284 port.
Use the conversion connector (1) supplied with the IEEE 1284 interface board.
DConnect the other end of the cable into the interface connector on the host
computer.
Check the shape of the connector to the computer. Connect the cable firmly.
ETurn on the main power switch of the machine.
FTurn on the host computer.
When using Windows 95/98/Me/2000/XP and Windows Server 2003, a
printer driver installation screen might appear when the computer is turned
on. If this happens, click [Cancel]on the screen.
Note
❒For details about installing the printer driver, see "Preparing the Machine",
Printer Reference.
Reference
"Turning On the Power", About This Machine
"Preparing the Machine", Printer Reference
ARG007S

Connecting the Machine
12
1
Connecting to the IEEE 802.11b (Wireless LAN) Interface
Connect to the IEEE 802.11b (wireless LAN) interface.
Note
❒Check the settings of the IPv4 address and subnet mask of this machine.
❒For details about how to set the IPv4 address and subnet mask from the con-
trol panel of the machine, see "Interface Settings".
Reference
p.47 “Network”
Setup Procedure
Set up IEEE 802.11b (wireless LAN) according to the following procedure:
ARH007S