Ricoh Aficio SP 3400SF User manual

Quick Guide
Read this manual carefully before you use the product and keep it handy for future
reference. For safe and correct use, please be sure to read "Safety Information"
before using the machine.
SP 3400SF/SP 3410SF
Names and Locations
Using the Copier Function
Using the Scanner Function
Using the Fax Function
Troubleshooting
Removing Paper Jams
Print Cartridge

2
Table of Contents
Names and Locations
Exterior 3
Interior 4
Control Panel 5
Using the Copier Function
Using the Scanner Function
Using the Fax Function
Troubleshooting
Removing Paper Jams
Print Cartridge
Initial Screen and Basic Operation 7
Advanced Photocopy Settings 9
I
nitial Screen and Basic Operation 12
Advanced Scan Settings 18
Initial Screen and Basic Operation for Sending a Fax 19
Advanced Scan Settings 22
Error and Status Messages on the Screen 23
Printing or Scanning Problems 28
Fax Transmission Problems 29
Removing Inner/Lower/Upper Jam 30
Removing Bypass Tray Jam 32
Removing Outer/Duplex Jam 34
Removing from the ADF 38
Before Replacing the Print Cartridge 41
Replacing the Print Cartridge 42

Names and Locations
3
Exposure Glass Cover
Open this cover to place originals on theexpo-
sure glass.
Tray 2 (option)
Exposure Glass
Place originals here sheet by sheet.
Output Tray/Stop
Fences
Printed paper is output here.
Raise this fence to prevent paper
from falling off.
Tray 1
Front Cover/Bypass
Tray
Open this cover to replace the
print cartridge or remove jammed
paper. Pull open the bypass tray
to load paper.
Control Panel
USB Flash Disk Port
Insert a USB flash disk to store scanned files
using the Scan to USB function.
Output Tray for the
ADF
Originals scanned with the ADF
are output here.
Input Tray for the ADF
Place stacks of originals here. They will feed in
automatically.
ADF (Auto document feeder)
Cover
Open this cover to remove originals jammed in
the ADF.
Exterior

Names and Locations
4
BSP253SBSP409S
Print Cartridge
Messages appear on the
screen when the print
cartridge needs to be
replaced, or a new cartridge
needs to be prepared.
Interior

Names and Locations
5
Screen
Displays current status and messages.
Menu keys
Press any of these four keys to display the menu for configuring the settings of the
machine's current operation mode (copier, scanner, or fax).
• [ ] key
Press to exit to the previous level of the menu tree.
• [ ] [ ] keys
Press to scroll through the current level of the menu tree. When entering characters,
press the [ ] or [ ] key to move the cursor left or right, respectively.
• [OK] key
Press to confirm settings or enter the next level of the menu tree.
Number keys
Use to enter numerical values when specifying settings such as fax numbers and copy
quantities, or enter letters when specifying names.
[Start] key
Press to scan or copy, or start sending a fax.
[Clear/Stop] key
• While the machine is processing a job: press to cancel the current job.
• While configuring the machine: press to cancel the current setting and return to
standby mode.
• While in standby mode: press to cancel temporary settings such as the image
density or resolution.
Control Panel

Names and Locations
6
[Pause/Redial] key
• Pause: (fax mode)
• Redial: (scanner mode/fax mode)
[On Hook Dial] key
(fax mode)
[Address Book] key
(scanner mode/fax mode)
[User Tools] key
Press to display the menu for configuring the
machine's system settings.
[Image Quality] key
(copier mode/scanner mode/fax mode)
[Density] key
(copier mode/scanner mode/fax mode)
[Scanner]/[Facsimile]/
[Copy] key
Press to switch the machine's
operation mode.
[Reduce/Enlarge] key
(copier mode/scanner mode)
[Shift] key
(scanner mode/fax mode)
One Touch buttons
(scanner mode/fax mode)
Control Panel

7
Using the Copier Function
The following is the initial screen in copier mode.
1. Reproduction ratio
2. Status of the machine
3. Copy quality
4. Paper size
5. Copy quantity
• The original in the ADF takes precedence over the original on the exposure glass if you place
originals both in the ADF and on the exposure glass.
Press the [Copy] key.
Place the original face down on the exposure glass or face up
in the ADF.
Lift the ADF carefully without holding the input tray. Otherwise, the ADF
might be damaged.
Exposure Glass ADF
BSP086S
BSP412S
• If necessary, configure advanced photocopy settings. For more details, see "Advanced Photo-
copy Settings" on page 9.
BAA350S
BSP043S
Initial Screen and Basic Operation

8
Using the Copier Function
To make multiple copies, enter the number of copies using the
number keys.
• The maximum number of copies is 99.
Press the [Start] key.
• To cancel photocopying, press the [Copy] key, and then press the [Clear/Stop] key.
• If a paper jam occurs, printing stops after the current page has been printed out. After the
jammed paper is removed, printing restarts from the jammed page automatically.
• If a scanning jam occurs in the ADF, copying is canceled immediately. In this case, copy the
originals again starting from the jammed page.
• For information about originals, see "Getting Started", User Guide.
BSP089S
Initial Screen and Basic Operation

9
Using the Copier Function
vMaking Enlarged or Reduced Copies
You can specify the reduction or enlargement ratio for the current job. There are two ways to set
the scaling ratio: using a preset ratio or manually specifying a custom ratio.
1. Press the [Reduce/Enlarge] key.
2. Press the [Reduce/Enlarge] key or [ ][ ] keys to select the desired ratio, and then press the
[OK] key.
3. If [Custom 25-400%] has been selected, specify the desired ratio using the number keys, and then
press the [OK] key.
vCopying Multiple Pages onto One Sheet
• This function is only available when the original is set in the ADF, not when it is set on the
exposure glass.
• To use this function, the paper size used for printing copies must be set to A4, Letter, or Legal.
You can set 2-in-1/4-in-1 copy mode for the current job.
1. Press the [Reduce/Enlarge] key.
2. Press the [Reduce/Enlarge] key or [ ][ ] keys to select [2in1] or [4in1], and then press the [OK]
key.
3. Press the [ ][ ] keys to select the desired printout format, and then press the [OK] key.
The following types of printout format can be selected depending on your preference.
Printout formats for 2-in-1 copying
[Portrait] [Landscape]
Printout formats for 4-in-1 copying
[Portrait Row] [Landscape Row]
[Portrait Column] [Landscape Column]
BPC225S
BPC226S
BPC227S
BPC229S
BPC228S
BPC230S
Advanced Photocopy Settings

Using the Copier Function
10
vMaking 2-sided Copies Automatically (SP 3410SF)
• This function is available with the SP 3410SF model only.
• This function is only available when the original is set in the ADF, not when it is set on the
exposure glass.
• Paper size must be A4, Letter, or Legal, and paper type must be thin, plain, recycled, color,
preprinted or prepunched.
You can set the machine to copy in duplex copy mode.
1. Press the [Copy] key.
2. Press any menu key.
3. Press the [ ][ ] keys to select [Duplex Copy], and then press the [OK] key.
4. Press the [ ][ ] keys to select copy orientation from [Top to Top] or [Top to Bottom], and then
press the [OK] key.
5. Press the [ ][ ] keys to select original orientation from [Portrait] or [Landscape], and then press
the [OK] key.
6. Confirm the setting, and then press the [ ] key.
7. Press the [Clear/Stop] key to return to the initial screen.
"Duplex" appears on the display, indicating that the machine is now in duplex copy mode.
The following types of printout format can be selected depending on your preference.
Printout formats for Top-to-Top copying
[Portrait] [Landscape]
BPC232S
BPC233S
Printout formats for Top-to-Bottom copying
[Portrait] [Landscape]
BPC234S
BPC235S
• After this function is set, all subsequent copies will be 2-sided, unless you cancel the setting
by selecting [Off] for [Duplex Copy].
• You can make 2-sided copies manually with the SP 3400SF model. For details, see "Making
2-sided Copies", User Guide.
Advanced Photocopy Settings

11
vAdjusting Image Density
You can adjust the image density for the current job.
1. Press the [Density] key.
2. Press the [Density] key or [ ][ ] keys to select the desired density level, and thenpress the
[OK] key.
(Lightest) (Darkest)
vSelecting the Document Type
You can select the best document type for the original that you are scanning.
1. Press the [Image Quality] key.
2. Press the [Image Quality] key or [ ][ ] keys to select the desired document type, and then
press the [OK] key.
Text Photo
for originals with both
text and photographs
for originals with
text only
for originals with
photographs only
Mixed
• For more details about the copier function, see "Using the Copier Function", User Guide.
• If you would like to change the default settings of the machine, see "Configuring the Machine
Using the Control Panel", User Guide.

Using the Scanner Function
12
Initial Screen and Basic Operation
The following are the initial screens in scanner mode.
vScreen when a USB flash disk is not inserted in the
machine
BPC236S
You can send scanned files via e-mail (Scan to E-mail), to an FTP server (Scan to FTP), or to
the shared folder of a computer on a network (Scan to Folder).
vScreen when a USB flash disk is inserted in the machine
1. Indicates that the machine is in Scan to USB mode
2. Status of the machine
3. Color mode
You can send scanned files to a USB flash disk (Scan to USB).
• If a USB flash disk is inserted in the machine, scanning functions other than Scan to USB are
not possible from the control panel.
• Scan to E-mail, Scan to FTP, and Scan to Folder destinations must be registered using
Web Image Monitor in advance (the Scan to USB function does not require destinations
registered). For details, see "Using the Scanner Function", User Guide.
• To send files via e-mail, SMTP and DNS settings must be configured properly in advance. For
details, see "Configuring the Machine Using Web Image Monitor", User Guide.
• It is recommended that you call the receiver and confirm with them when sending important
documents.
• Certain types of USB flash disks cannot be used for the Scan to USB function.
• The original in the ADF takes precedence over the original on the exposure glass if you place
originals both in the ADF and on the exposure glass.
BSP401S

13
vBasic Operation for Scan to E-mail/FTP/Folder
Press the [Scanner] key.
Confirm that the screen on the right
appears on the display.
Place the original face down on the exposure glass or face up
in the ADF.
Lift the ADF carefully without holding the input tray. Otherwise, the ADF
might be damaged.
Exposure Glass ADF
BSP086S
BSP412S
• If necessary, configure advanced scan settings. For more details, see "Advanced Scan
Settings" on page 18.
BSP044S
BPC236S

Using the Scanner Function
14
Initial Screen and Basic Operation
Press the [Address Book] key.
You can press the [ ][ ] keys to scroll the
address book.
Search for the desired destination by entering the destination
name using the number keys, and then press the [OK] key.
The screen changes to show the names that match the characters you enter.
Press the [Start] key.
Depending on the machine’s settings, you
may see the screen on the right on the
display when scanning from the exposure
glass. If you see this screen, proceed to the
next step.
If you have more originals to scan, place the next original on
the exposure glass, and then press [1]. Repeat this step until
all originals are scanned.
When all originals have been scanned, press [2] to start
sending the scanned file.
BSP108S
BSP089S
BSP402S

15
vBasic Operation for Scan to USB
Insert your USB flash disk into the
USB flash disk port.
• This machine does not support the use of USB flash
disks connected to external USB hubs. Insert your USB
flash disk directly into the USB flash disk port located at
the top left corner of the machine.
Press the [Scanner] key.
"Loading..." appears on the display. Wait
until the display changes to show the
screen on the right (the duration depends
on your USB flash disk).
"Color" or "GrayScale" may appear instead
of "Mono", depending on the machine’s
scanning mode.
BSP194S
BSP044S
BSP403S

Using the Scanner Function
16
Initial Screen and Basic Operation
Place the original face down on the exposure glass or face up
in the ADF.
Lift the ADF carefully without holding the inpu t tray. Otherwise, the ADF
might be damaged.
Exposure Glass ADF
BSP086S
BSP412S
• If necessary, configure advanced scan settings. For more details, see "Advanced Scan
Settings" on page 18.
Press the [Start] key.
Depending on the machine’s setting, the
following screen appears on the display.
Black-and-white scanning mode Color or Grayscale scanning mode
BSP404S BSP405S
Press [1] or [2] according to the desired file format.
Depending on the machine’s settings, you
may see the screen on the right on the
display when scanning from the exposure
glass. If you see this screen, proceed to
step 6. If not, proceed to step 8.
BSP089S
BSP402S

17
If you have more originals to scan, place the next original on
the exposure glass, and then press [1]. Repeat this step until
all originals are scanned.
When all originals have been scanned, press [2] to start
sending the scanned file.
Confirm that "Ready" appears on the display.
The scanned file is created in the root directory of the USB flash disk.
Remove the USB flash disk from the machine.
• To cancel scanning, press the [Scanner] key, and then press the [Clear/Stop] key. The scan
files are discarded.
• You can set the machine to create scanned files in black and white, color, or grayscale by
changing the machine’s default settings. For details, see "Configuring the Machine Using the
Control Panel", User Guide.
• If paper is jammed in the ADF, the scan file is discarded. In this case, scan the entire originals
again. To remove paper jams in the ADF, see "Removing from the ADF" page 38.
• You can also specify a destination using the One Touch buttons or [Pause/Redial] key. For
details, see "Using the Scanner Function", User Guide.
• For information about originals, see "Getting Started", User Guide.

Using the Scanner Function
18
Advanced Scan Settings
vSpecifying the Scanning Size
You can specify the scanning size according to the size of the current original.
1. Press the [Reduce/Enlarge] key.
2. Press the [Reduce/Enlarge] or [ ][ ] keys to select the size of the original, and then press the
[OK] key.
If you would like to specify a custom scanning size, see "Specifying the scanning size according to
the size of the original", User Guide.
vAdjusting Image Density
You can adjust the image density for the current job.
1. Press the [Density] key.
2. Press the [Density] key or [ ][ ] keys to select the desired density level, and then press the
[OK] key.
(Lightest) (Darkest)
vSpecifying Resolution
You can specify the scan resolution for the current job.
1. Press the [Image Quality] key.
2. Press the [Image Quality] key or [ ][ ] keys to select the desired resolution, and then press the
[OK] key.
• For more details about the scanner function, including how to scan originals from a computer
(TWAIN scanning), see "Using the Scanner Function", User Guide.
• If you would like to change the default settings of the machine, see "Configuring the Machine
Using the Control Panel", User Guide.

19
Using the Fax Function
The following is the initial screen in fax mode.
1. Resolution setting
2. Status of the machine
3. Current month and date
4. Current time
• Make sure to establish a telephone line connection, and configure the settings for fax
transmission in advance.
• The original in the ADF takes precedence over the original on the exposure glass if you place
originals both in the ADF and on the exposure glass.
• It is recommended that you call the receiver and confirm with them when sending important
documents.
Press the [Facsimile] key.
BAA352S
BSP045S
Initial Screen and Basic Operation for Sending a Fax

Using the Fax Function
20
Place the original face down on the exposure glass or face up
inthe ADF.
Lift the ADF carefully without holding the input tray. Otherwise, the ADF
might be damaged.
Exposure Glass ADF
BSP086S BSP412S
• If necessary, configure the advanced scan settings. For details, see "Advanced Scan Settings"
on page 22.
Enter the fax number (up to 40 characters) using the number
keys.
Press the [Start] key.
Depending on the machine’s settings, you
will be prompted to place another original
on the exposure glass. In this case, proceed
to the next step.
BSP089S
Initial Screen and Basic Operation for Sending a Fax