Ricoh Aficio MP 2500SPF User manual

FAX Option Type 2500
Operating Instructions
Facsimile Reference
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.
Transmission
Send Settings
Reception
Changing/Confirming Communication Information
Fax via Computer
Appendix
1
2
3
4
5
6

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.
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 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 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.
❖Printer Reference
Explains Printer functions and operations.

ii
❖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
•AutoDocumentLinkGuide
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.
❒The following software products are referred to using general names:
*1 Optional
Product name General name
DeskTopBinder Lite and DeskTopBinder Professional *1 DeskTopBinder

iii
TABLE OF CONTENTS
Manuals for This Machine ......................................................................................i
NOTICE ...................................................................................................................1
Important Safety Instructions ...............................................................................4
Caution.......................................................................................................................4
How to Read This Manual .....................................................................................5
Symbols .....................................................................................................................5
Name of Major Option ................................................................................................5
Names of Major Functions .........................................................................................5
Reading the Display...............................................................................................6
Reading the Display Panel and Using Keys...............................................................7
Function List ..........................................................................................................9
1. Transmission
Transmission Modes ...........................................................................................13
Selecting Type of Transmission ...............................................................................14
Memory Transmission..............................................................................................15
Sending multiple originals using the exposure glass (Memory Transmission) ......17
Parallel Memory Transmission ..............................................................................18
Automatic Redial ...................................................................................................18
Dual Access...........................................................................................................19
Simultaneous Broadcast........................................................................................19
If memory runs out while storing an original ..........................................................20
ECM (Error Correction Mode)................................................................................20
Immediate Transmission ..........................................................................................20
Sending multiple originals using the exposure glass (Immediate Transmission) ...22
IP-Fax Functions ..................................................................................................23
Terminology .............................................................................................................25
Notes on Using IP-Fax .............................................................................................26
Functions Not Available for IP-Fax Transmission ....................................................26
Internet Fax Functions ........................................................................................27
Notes on Using Internet Fax ....................................................................................29
Functions Not Available for E-mail Transmission.....................................................30
Functions Not Available for E-mail Reception..........................................................30
E-mail Subject ..........................................................................................................30
T.37 Full Mode .........................................................................................................31
Placing Originals..................................................................................................32
Acceptable Original Sizes ........................................................................................34
Paper Size and Scanned Area.................................................................................35
If the Machine Cannot Detect the Size of Your Original...........................................37
Original Sizes Difficult to Detect...............................................................................38
Transmission with Image Rotation ...........................................................................39
Stamp.......................................................................................................................39
Detecting Blank Sheet..............................................................................................41
Scan Settings .......................................................................................................42
Original Type............................................................................................................42
JBIG Transmission ................................................................................................43
Resolution ................................................................................................................43
Image Density (Contrast) .........................................................................................44
Mixing Scan Settings for a Multiple Page Original ...................................................45

iv
Specifying a Destination .....................................................................................46
Sending Over a Fax Line .........................................................................................46
Entering a pause ...................................................................................................47
Entering a tone ......................................................................................................47
Sending by IP-Fax....................................................................................................48
Regarding IP-Fax destinations ..............................................................................51
Sending to an E-mail Address..................................................................................52
Bypassing the SMTP server..................................................................................55
Using the Quick Dial Keys........................................................................................57
Specifying a destination using the Quick Dial key.................................................58
Specifying a group of destinations using the Quick Dial key .................................59
Checking the Specified Destination .........................................................................61
Redial .......................................................................................................................62
Programming Destinations in the Address Book .............................................64
Programming Destinations from Check Destination Screen ....................................65
Programming Destinations from Redial Screen .......................................................66
Searching for a Destination in the Address Book ............................................67
Search by Name ......................................................................................................67
Search by Destination List .......................................................................................69
Search by Registration Number ...............................................................................71
Search by Fax Number ............................................................................................73
Search by E-mail Address........................................................................................75
Search by IP-Fax Destination ..................................................................................77
Search by LDAP Server ...........................................................................................79
On Hook Dial ........................................................................................................83
Manual Dial ...........................................................................................................85
Memory Storage Report ......................................................................................86
Canceling a Transmission ..................................................................................87
Before the Original Is Scanned ................................................................................87
While the Original Is Being Scanned........................................................................87
While the Original Is Being Transmitted...................................................................88
Before the Transmission Is Started..........................................................................89
2. Send Settings
Sending at a Specific Time (Send Later) ...........................................................91
Sender Settings....................................................................................................93
PIN Code Transmission ...........................................................................................96
E-mail Options......................................................................................................98
Entering the Subject.................................................................................................98
Requesting a Reception Notice..............................................................................100
Fax Header Print ................................................................................................102
Label Insertion ...................................................................................................104
Setting SUB Codes for Transmission ..............................................................106
Setting a Password ................................................................................................108
Setting SEP Codes for Reception ....................................................................109
Entering a Password ..............................................................................................111
SEP Code RX Reserve Report ..............................................................................111
SEP Code RX Result Report .................................................................................112
Two-Sided Transmission (Double-Sided Transmission) ...............................113

v
3. Reception
Types of Reception............................................................................................117
Immediate Reception .............................................................................................117
Memory Reception .................................................................................................118
Substitute Reception ..............................................................................................119
Receiving documents unconditionally .................................................................119
Receiving documents according to parameter-specified settings .......................120
Reception Modes ...............................................................................................121
Manual Reception ..................................................................................................121
Auto Reception.......................................................................................................121
Switching the Reception Mode...............................................................................122
Receiving Internet Fax Documents ..................................................................123
Auto E-mail Reception ...........................................................................................123
Manual E-mail Reception .......................................................................................124
Received Images ...................................................................................................125
Reception Functions .........................................................................................127
Forwarding Received Documents ..........................................................................127
SMTP Reception Using Internet Fax......................................................................128
Routing e-mail received via SMTP ......................................................................129
JBIG Reception ......................................................................................................130
Auto Fax Reception Power-Up...............................................................................131
Printing Options.................................................................................................132
Print Completion Beep ...........................................................................................132
Checkered Mark.....................................................................................................132
Center Mark ...........................................................................................................133
Reception Time ......................................................................................................133
Image Rotation.......................................................................................................134
Page Separation and Length Reduction ................................................................134
Page Reduction......................................................................................................135
TSI Print (Transmitting Subscriber Identification Print) ..........................................136
If There Is No Paper of the Correct Size ................................................................136
Setting priority trays.............................................................................................137
Just size printing..................................................................................................137
4. Changing/Confirming Communication Information
Printing a List of Files in Memory (Print TX Standby File List) .....................139
Printing a File from Memory .............................................................................141
Checking the Transmission Result (TX File Status).......................................143
Confirming on Display ............................................................................................143
Confirming by Report .............................................................................................144
Confirming by E-mail..............................................................................................145
Confirming by Report and E-mail ...........................................................................145
Communication Result Report (Memory Transmission) ........................................146
Immediate TX Result Report (Immediate Transmission) .......................................146
Communication Failure Report ..............................................................................147
Checking the Reception Result (RX File Status) ............................................148
Confirming on Display ............................................................................................148
Confirming by Report .............................................................................................149
Journal.................................................................................................................149

vi
Printing the Journal ...........................................................................................150
Journal ...................................................................................................................151
Transmitting Journal by E-mail...............................................................................153
Journal by e-mail .................................................................................................153
Printing a File Received with Memory Lock....................................................154
5. Fax via Computer
Sending Fax Documents from Computers ......................................................157
Before Use .............................................................................................................158
Using the Software.................................................................................................158
LAN-Fax Driver....................................................................................................159
Address Book ......................................................................................................159
LAN-Fax Cover Sheet Editor ...............................................................................160
Auto Run program ...............................................................................................160
Installing Individual Applications ............................................................................161
When installing on Windows Vista.......................................................................162
Setting LAN-Fax Driver Properties.........................................................................162
Setting print properties ........................................................................................163
Making settings for option configuration..............................................................164
Basic Transmission ................................................................................................165
Specifying a destination using a destination list ..................................................166
Specifying a destination using Address Book......................................................167
Specifying a destination by directly entering a fax number,
Internet Fax destination, or IP-Fax destination..................................................168
Specifying Options .................................................................................................169
To send a fax document at a specific time ..........................................................169
To print a sender stamp.......................................................................................169
To attach a cover sheet .......................................................................................169
To display preview...............................................................................................170
Saving as files .....................................................................................................170
Checking Transmission Using LAN-Fax Driver......................................................171
Confirming Transmission Results by E-mail ..........................................................171
LAN-Fax Result Report ..........................................................................................172
Printing and Saving ................................................................................................173
Editing Address Book.............................................................................................173
Programming new destinations ...........................................................................174
Editing programmed destinations........................................................................175
Deleting programmed destinations......................................................................175
Using the Machine's Address Book Data in the Destination List of the LAN-Fax ....176
Editing Fax Cover Sheets ......................................................................................176
Creating a cover sheet ........................................................................................176
Attaching a created cover sheet..........................................................................177
Managing Facsimile Functions Using SmartDeviceMonitor for Admin ..................178
LAN-Fax Operation Messages...............................................................................178
Programming Destination Information from Web Browser ...........................179
To Edit Machine Properties Already Programmed.................................................179
To Add New Receiver ............................................................................................180

vii
6. Appendix
Programming Frequently Used Functions to User Function Keys ...............181
Optional Equipment...........................................................................................182
Handset..................................................................................................................182
Specifications.....................................................................................................183
Specifications Required for the Internet Fax Destination Machines.......................185
Maximum Values................................................................................................186
INDEX....................................................................................................... 187

viii

1
NOTICE
❖USA
❖FCC Requirements
AThis equipment complies with Part 68 of the FCC rules and require-
ments adopted by the ACTA. On the cover of this equipment is a label
that contains, among other information, a product identifier in the for-
mat US:AAAEQ##TXXXXX. If requested, this number must be provid-
ed to the telephone company.
BThis equipment uses the RJ11C USOC jack.
CA plug and jack used to connect this equipment to the premises wiring
and telephone network must comply with the applicable FCC Part 68
rules and requirements adopted by the ACTA. A compliant telephone
cord and modular plug is provided with this product. It is designed to
be connected to a compatible modular jack that is also compliant. See in-
stallation instructions for detail.
DThe REN is used to determine the number of devices that may be con-
nected to a telephone line. Excessive RENs on a telephone line may re-
sult in the devices not ringing in response to an incoming call. In most
but not all areas, the sum of RENs should not exceed five (5.0). To be cer-
tain of the number of devices that may be connected to a line, as deter-
mined by the total RENs, contact the local telephone company. The REN
for this product is part of the product identifier that has the format
US:AAAEQ##TXXXXX. The digits represented by ## are the REN with-
out a decimal point (e.g., 03 is a REN of 0.3).
EIf this equipment causes harm to the telephone network, the telephone
company will notify you in advance that temporary discontinuance of
service may be required. But if advance notice is not practical, the tele-
phone company will notify the customer as soon as possible. Also, you
will be advised of your right to file a complaint with the FCC if you be-
lieve it is necessary.
FThe telephone company may make changes in its facilities, equipment,
operations or procedures that could affect the operation of the equip-
ment. If this happens the telephone company will provide advance no-
tice in order for you to make necessary modifications to maintain
uninterrupted service.
GIf trouble is experienced with this equipment, for repair or warranty in-
formation, please contact Ricoh Americas Corporation Customer Sup-
port Department at 1-800-FASTFIX. If this device is causing problems
with your telephone network, the telephone company may request that
you disconnect it until the problems are resolved.
HIn the event of operation problems (document jam, copy jam, commu-
nication error indication), refer to the solving problems section in this
manual.

2
IConnection to party line service is subject to state tariffs. Contact the
state public utility commission, public service commission or corpora-
tion commission for information.
JIf your home has specially wired alarm equipment connected to the
telephone line, ensure the installation of this equipment does not dis-
able your alarm equipment. If you have questions about what will dis-
able alarm equipment, consult your telephone company or a qualified
installer.
❖WHEN PROGRAMMING EMERGENCY NUMBERS AND/OR MAKING TEST CALLS
TO EMERGENCY NUMBERS:
ARemain on the line and briefly explain to the dispatcher the reason for
the call before hanging up.
BPerform such activities in the off-peak hours, such as early morning
hours or late evenings.
❖CANADA
This product meets the applicable Industry Canada technical specifications.
The Ringer Equivalence Number is an indication of the maximum number of
devices allowed to be connected to a telephone interface. The termination on
an interface may consist of any combination of devices subject only to the re-
quirement that the sum of the RENs of all the devices does not exceed five.
❖Note to users in the United States of America
❖Note:
This equipment has been tested and found to comply with the limits for a
Class B digital device, pursuant to Part 15 of the FCC Rules. These limits
are designed to provide reasonable protection against harmful interfer-
ence in a residential installation. This equipment generates, uses and can
radiate radio frequency energy and, if not installed and used in accordance
with the instructions, may cause harmful interference to radio communi-
cations. However, there is no guarantee that interference will not occur in
a particular installation. If this equipment does cause harmful interference
to radio or television reception, which can be determined by turning the
equipment off and on, the user is encouraged to try to correct the interfer-
ence by one more of the following measures:
• Reorient or relocate the receiving antenna.
• Increase the separation between the equipment and receiver.
• Connect the equipment into an outlet on a circuit different from that to
which the receiver is connected.
• Consult the dealer or an experienced radio/TV technician for help.
❖Caution:
Changes or modifications not expressly approved by the party responsible
for compliance could void the user's authority to operate the equipment.

3
❖Notice about the Telephone Consumer Protection Act (Valid in USA only)
The Telephone Consumer Protection Act of 1991 makes it unlawful for any
person to use a computer or other electronic device, including FAX ma-
chines, to send any message unless such message clearly contains in a mar-
gin at the top or bottom of each transmitted page or on the first page of the
transmission, the date and time it is sent and an identification of the busi-
ness or other entity, or other individual sending the message and the tele-
phone number of the sending machine or such business, other entity, or
individual. (The telephone number provided may not be a 900 number or
any other number for which charges exceed local or long-distance trans-
mission charges.)
In order to program this information into your FAX machine, you should
complete the following steps: Follow the FAX HEADER programming
procedure in the Programming chapter of the operating instructions to en-
ter the business identification and telephone number of the terminal or
business. This information is transmitted with your document by the FAX
HEADER feature. In addition to the information, be sure to program the
date and time into your machine.
❖Note to users in Canada
❖Note:
This Class B digital apparatus complies with Canadian ICES-003.
❖Remarque concernant les utilisateurs au Canada
❖Avertissement:
Cet appareil numérique de la classe B est conforme à la norme NMB-003
du Canada.

4
Important Safety Instructions
Caution
When using your telephone equipment, basic safety precautions should always
be followed to reduce the risk of fire, electric shock and injury to persons, includ-
ing the following:
• Do not use this product near water, for example, near a bath tub, wash bowl,
kitchen sink or laundry tub, in a wet basement or near a swimming pool.
• Avoid using a telephone during an electrical storm. There may be a remote
risk of electric shock from lightning.
• Do not use a telephone in the vicinity of a gas leak to report the leak.
• Use only the power cord and batteries indicated in this manual. Do not dis-
pose of batteries in a fire. They may explode. Check with local codes for pos-
sible special disposal instructions.
Save these instructions.
IMPORTANTES MESURES DE SÉCURITÉ
Certaines mesures de sécurité doivent être prises pendant l’utilisation de matéri-
al téléphonique afin de réduire les risques d’incendle, de choc électrique et de
blessures. En voici quelquesunes:
• Ne pas utiliser l’appareil près de l’eau, p.ex., près d’une balgnoire, d’un lava-
bo, d’un évier de cuisine, d’un bac à laver, dans un sous-sol humide ou près
d’une piscine.
• Éviter d’utiliser le téléphone (sauf s’il s’agit d’un apparell sans fil) pendant un
orage électrique. Ceci peut présenter un risque de choc électrique causé par la
foudre.
• Ne pas utiliser l’appareil téléphonique pour signaler une fulte de gaz s’il est
situé près de la fuite.
• Utiliser seulement le cordon d’alimentation et le type de piles indiqués dans
ce manual. Ne pas jeter les piles dans le feu: elles peuvent exploser. Se con-
former aux règlements pertinents quant à l’élimination des piles.
Conserver ces instructions.

5
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 Option
Major option of this machine is referred to as follows in this manual:
• Auto Document Feeder capable of scanning both side of a sheet →ARDF
Names of Major Functions
This machine's major functions are referred to in this manual as follows:
• Internet Fax (by specifying an e-mail address) →Internet Fax
• Internet Fax (by specifying an IPv4 address) →IP-Fax

6
Reading the Display
This section explains how to use the keys on the control panel and screen items.
The display guides you through operations, shows messages, machine status,
and destinations registered in the destination lists.
If you press the {Facsimile}or {Clear Modes}key during operation, the standby
screen appears.
Press the {OK}key to complete the settings.
Press the {Escape}key to return to the previous screen.
Note
❒This machine automatically returns to standby mode if you do not use the
machine for a certain period of time. You can select the period using the Fac-
simile Auto Reset Timer in System Settings.
❒To return to the standby screen manually, do one of the following:
• If you have placed the original in the optional ARDF and have not pressed
the {Start}key, remove the original.
• If you have not placed an original, press the {Clear Modes}key.
• If you are in User Tools mode, press the {User Tools/Counter}key.
Reference
“System Settings”, General Settings Guide
“Fax Features”, General Settings Guide
“Registering Addresses and Users for Facsimile/Scanner Functions”, Gener-
al Settings Guide

7
Reading the Display Panel and Using Keys
This section explains screen items and their corresponding keys.
1. Selection keys
Correspond to items at the bottom line on
the display.
Example: The standby display
• When the instruction “Press []”
appears in this manual, press the left
selection key.
• When the instruction “Press [Tone]”
appears in this manual, press the mid-
dle selection key.
• When the instruction “Press [TX Mode]”
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 this to set numeric values, make
settings, or select an entered item.
4. Scroll keys
Press to move the cursor to each direction
one by one.
When {U}, {T}, {V} or {W} appears in
this manual, press the scroll key of the
same direction.
BAM009S

8
1. Machine status and message
2. Destination entry
3. Selection keys
4. Switches the destination type be-
tween and .
To specify fax numbers or IP-Fax destina-
tions, select .
To specify e-mail addresses, select .
5. Selectable items
Note
❒The display will differ depending on installed optional units.
❒You can change Internet Fax setting under E-mail Settings in the Fax Features
menu.
❒You can change IP-Fax settings under IP-Fax Settings in the Fax Features menu.
Reference
p.13 “Transmission Modes”
p.58 “Specifying a destination using the Quick Dial key”
p.67 “Searching for a Destination in the Address Book”
“Fax Features”, General Settings Guide
“Registering Addresses and Users for Facsimile/Scanner Functions”, Gener-
al Settings Guide
BAM005S

9
Function List
This section explains various items that can be specified in the Fax Features menu.
Click the {User Tools/Counter}key to display the Fax Features menu. For details
about the settings, see “Fax Features”, General Settings Guide.
❖General Settings/Adjust
❖Reception Settings
Function name Description
Adjust Sound Volume Adjust the sound volume during On Hook
Mode and Immediate Transmission.
Program Fax Information Register the sender details that appear on the
recipient's fax machine and faxed document.
On Hook Release Time Use this function to specify a time to cancel
On Hook mode after you transmit using On
Hook dialing.
Set User Function Key Frequently used functions programmed as
User Function keys are shown on the menu
immediately after the power is turned on.
Function name Description
Switch Reception Mode
Specify the method for receiving fax messages.
Authorized Reception Specify whether or not unwanted fax mes-
sages are to be screened out.
Checkered Mark Specify whether or not a checkered mark is
to be printed on the first page of received fax
documents.
Center Mark Specify whether or not a center mark is to be
printed halfway down the left side and at the
top center of each page received.
Print Reception Time Specify whether or not received date and
time are to be printed at the bottom of re-
ceived fax messages.

10
❖E-mail Settings
❖IP-Fax Settings
Function name Description
Internet Fax Settings You can select to display or not.
When you want to send an Internet Fax, set
On to display the icon.
Maximum E-mail Size Use this setting to limit the size of sent e-
mail, so that destinations that refuse e-mail
over a certain size can still receive your e-
mail. When this function is set to on, you
cannot send e-mail that is larger than the
specified limit.
SMTP RX File Delivery This function is available on systems that al-
low routing of e-mail received via SMTP.
Function name Description
Enable H.323 Specify whether or not H.323 is used for IP-
Fax transmission.
Enable SIP Specify whether or not SIP is used for IP-Fax
transmission.
H.323 Settings Set the IPv4 address and alias telephone
number of the gatekeeper.
SIP Settings Set the SIP server's IPv4 address and SIP user
name.
Gateway Settings Register, change, or delete the gateway used
for transmission to IP-Fax. Register to use the
gateway without using the gatekeeper/SIP
server.