Ricoh Aficio SP 3400SF User manual

User 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 “Safety
Information” before using the machine.
Guide to the Machine
Getting Started
Using the Printer Function
Using the Copier Function
Using the Scanner Function
Using the Fax Function
Configuring the Machine Using the Control Panel
Configuring the Machine Using Web Image Monitor
Troubleshooting
Maintenance
Appendix
1
2
3
4
5
6
7
8
9
10
11

i
TABLE OF CONTENTS
1. Guide to the Machine
Introduction............................................................................................................1
Trademarks................................................................................................................1
Disclaimer ..................................................................................................................2
Manuals for This Machine.....................................................................................3
Machine Types.......................................................................................................4
How to Read This Manual .....................................................................................5
Symbols .....................................................................................................................5
Notes..........................................................................................................................5
Using Manuals........................................................................................................6
Installing Manuals on Your Computer........................................................................6
Opening Manuals.......................................................................................................7
Opening from the desktop icon................................................................................7
Opening from the [Start]menu.................................................................................7
Opening from the CD-ROM.....................................................................................7
Removing Manuals from Your Computer...................................................................8
Feature Highlights .................................................................................................9
Using the Machine as a Printer..................................................................................9
Connecting via USB ................................................................................................9
Connecting via a network......................................................................................10
Printing confidential documents.............................................................................10
Using the Machine as a Copier................................................................................11
Making enlarged or reduced copies ......................................................................11
Copying multiple pages onto a single sheet of paper............................................12
Copying both sides of an ID card onto one side of paper......................................12
Making 2-sided copies automatically.....................................................................13
Sorting the output paper........................................................................................14
Using the Machine as a Scanner.............................................................................14
Scanning from a computer ....................................................................................15
Sending scanned files via e-mail...........................................................................16
Sending scanned files to an FTP server................................................................16
Sending scanned files to a computer's shared folder............................................17
Sending scanned files to a USB flash disk............................................................18
Using the Machine as a Fax Machine......................................................................18
Using as a fax machine.........................................................................................18
Using the machine with an external telephone......................................................19
Sending faxes from a computer (LAN-Fax)...........................................................20
Guide to Components .........................................................................................21
Exterior: Front View..................................................................................................21
Exterior: Rear View..................................................................................................22
Interior......................................................................................................................23
Control Panel ...........................................................................................................24

ii
2. Getting Started
Installing the Machine .........................................................................................27
Where to Put the Machine........................................................................................27
Unpacking................................................................................................................30
Turning the Power on...............................................................................................35
Initial Setup ..............................................................................................................37
Changing Operation Modes.....................................................................................38
Saving Energy..........................................................................................................39
Multi-Access.............................................................................................................40
Connecting the Machine .....................................................................................42
Connecting with USB Cable.....................................................................................42
Connecting with Network Cable...............................................................................42
Reading the LED lamps.........................................................................................44
Connecting to a Telephone Line..............................................................................44
Configuring the Machine.....................................................................................46
Configuring the IP Address Settings........................................................................46
Setting the machine to receive an IP address automatically.................................46
Assigning the machine's IP address manually ......................................................47
Configuring Telephone Network Settings.................................................................50
Selecting the telephone line type...........................................................................50
Selecting the telephone network connection type.................................................51
Setting the outside line access number.................................................................52
Sharing the Printer on a Network.......................................................................53
Installing the Optional Paper Feed Unit.............................................................54
Installing the Paper Feed Unit TK1080 (Tray 2).......................................................54
Paper and Other Media........................................................................................56
Supported Paper for Each Tray ...............................................................................56
Specifications of Paper Types..................................................................................58
Unsupported Types of Paper...................................................................................62
Paper Storage Precautions......................................................................................63
Printable Area ..........................................................................................................63
Loading Paper......................................................................................................65
Loading Paper in Tray 1...........................................................................................65
Loading Legal size paper ......................................................................................69
Loading Paper in Tray 2...........................................................................................74
Loading Paper in the Bypass Tray...........................................................................77
Loading envelopes ................................................................................................79
Specifying Paper Type and Paper Size ...................................................................81
Specifying the paper type......................................................................................81
Specifying the standard paper size .......................................................................82
Specifying a custom paper size.............................................................................83
Placing Originals..................................................................................................84
About Originals.........................................................................................................84
Recommended size of originals ............................................................................84
Types of originals not supported by the Auto Document Feeder ..........................84
Unscannable image area.......................................................................................85
Placing Originals......................................................................................................86
Placing originals on the exposure glass................................................................86
Placing originals in the Auto Document Feeder ....................................................87

iii
Entering Characters.............................................................................................88
Value Input Mode.....................................................................................................88
Fax Number Input Mode ..........................................................................................88
Text Input Mode.......................................................................................................90
Restricting Machine Functions According to User ..........................................91
Enabling the User Restriction Settings.....................................................................91
Modifying user entries ...........................................................................................93
Deleting user entries..............................................................................................94
When a Message Requesting a User ID Appears .............................................95
3. Using the Printer Function
Configuring Option and Paper Settings ............................................................97
Windows...................................................................................................................98
Mac OS X 10.3.........................................................................................................98
Mac OS X 10.4.........................................................................................................99
Mac OS X 10.5.........................................................................................................99
Accessing the Printer Properties.....................................................................100
Accessing the Printer Properties from the [Printers and Faxes]Window..................100
Accessing the Printer Properties from an Application............................................101
Windows..............................................................................................................101
Mac OS X............................................................................................................101
Basic Operation in Printer Mode......................................................................102
If a Paper Mismatch Occurs...................................................................................102
Continuing printing using mismatched paper ......................................................103
Resetting the print job..........................................................................................103
Canceling a Print Job.............................................................................................104
Canceling a print job before printing has started.................................................104
Canceling a print job while printing......................................................................105
Printing Confidential Documents.....................................................................106
Storing a Locked Print file......................................................................................106
Printing a Locked Print file .....................................................................................107
Deleting a Locked Print file ....................................................................................108
Checking which Locked Print File Jobs Have Been Canceled...............................109
Manual Duplex....................................................................................................112
Using Various Print Functions .........................................................................113
Print Quality Functions...........................................................................................113
Print Output Functions ...........................................................................................113
4. Using the Copier Function
The Screen in Copier Mode...............................................................................115
Basic Operation in Copier Mode ......................................................................116
Canceling a Copy...................................................................................................118
Making Enlarged or Reduced Copies ..............................................................119
Combining Multiple Pages................................................................................121
Copying Two or Four Pages onto One Sheet........................................................121
Copying Both Sides of an ID Card onto One Side of Paper...................................124
Making 2-sided Copies......................................................................................126
Making 2-sided Copies Automatically (Type 2 model)...........................................126
Making 2-sided Copies Manually (Type 1 model)..................................................128

iv
Specifying Scan Settings..................................................................................130
Adjusting Image Density ........................................................................................130
Selecting the Document Type According to Original..............................................131
5. Using the Scanner Function
The Screen in Scanner Mode............................................................................133
Registering Scan Destinations.........................................................................134
Modifying Scan Destinations..................................................................................139
Deleting Scan Destinations....................................................................................140
Scanning Using the Control Panel...................................................................141
Basic Operation for Scan to E-mail/FTP/Folder.....................................................141
Specifying the scan destination...........................................................................143
Basic Operation for Scan to USB...........................................................................145
Specifying the Scan Settings .................................................................................147
Specifying the scanning size according to the size of the original.......................148
Adjusting image density.......................................................................................149
Specifying resolution ...........................................................................................150
Scanning from a Computer...............................................................................151
Basic Operation for TWAIN Scanning....................................................................151
Scanning from a computer (Windows) ................................................................152
Scanning from a computer (Mac OS X)...............................................................153
Settings you can configure in the TWAIN dialog box ..........................................154
6. Using the Fax Function
The Screen in Fax Mode....................................................................................157
Setting the Date and Time.................................................................................158
Registering Fax Destinations ...........................................................................160
Registering Fax Destinations Using the Control Panel ..........................................160
Modifying fax destinations...................................................................................162
Deleting fax destinations .....................................................................................163
Registering Fax Destinations Using Web Image Monitor.......................................164
Modifying fax destinations...................................................................................165
Deleting fax destinations .....................................................................................166
Sending a Fax.....................................................................................................167
Selecting Transmission Mode................................................................................167
Basic Operation for Sending a Fax........................................................................168
Canceling a fax....................................................................................................170
Specifying the Fax Destination...............................................................................171
Specifying the destination using the One Touch buttons ....................................171
Specifying the destination using Speed Dial .......................................................172
Specifying the destination using the broadcast function......................................175
Specifying the destination using the redial function.............................................176
Useful Sending Functions......................................................................................177
Specifying the Scan Settings .................................................................................179
Adjusting image density.......................................................................................179
Specifying the resolution .....................................................................................180

v
Using the Fax Function from a Computer (LAN-Fax).....................................181
Configuring the LAN-Fax Address Book................................................................181
Opening the LAN-Fax Address Book ..................................................................181
Registering destinations......................................................................................182
Modifying destinations.........................................................................................184
Registering groups ..............................................................................................184
Modifying groups.................................................................................................185
Deleting individual destinations or groups...........................................................186
Exporting/Importing LAN-Fax Address Book data...............................................186
Basic Operation for Sending Faxes from a Computer ...........................................188
Canceling a fax....................................................................................................189
Configuring Transmission Settings ........................................................................190
Settings you can configure in the LAN-Fax driver's properties............................191
Receiving a Fax..................................................................................................192
Selecting Reception Mode.....................................................................................192
Receiving a Fax in Manual Mode...........................................................................194
Receiving a Fax in Fax Only Mode........................................................................194
Receiving a Fax in FAX/TEL Mode........................................................................195
Receiving a Fax in FAX/TAD Mode .......................................................................196
7. Configuring the Machine Using the Control Panel
Basic Operation Using the Menu Screen.........................................................197
Menu Chart.........................................................................................................199
Copy Settings.....................................................................................................202
Changing Copy Settings ........................................................................................202
Copy Setting Parameters.......................................................................................203
Scanner Settings................................................................................................207
Changing Scanner Settings ...................................................................................207
Scanner Setting Parameters..................................................................................208
Fax Transmission Settings...............................................................................210
Changing Fax Transmission Settings ....................................................................210
Fax Transmission Setting Parameters...................................................................211
Fax System Settings..........................................................................................213
Changing Fax System Settings..............................................................................213
Fax System Setting Parameters ............................................................................214
Fax Directory Settings.......................................................................................217
Registering Fax Destinations in Fax Quick Dial/Speed Dial ..................................217
Fax Directory Parameters......................................................................................217
Machine Settings ...............................................................................................218
Changing Machine Settings...................................................................................218
Machine Setting Parameters..................................................................................219
Network Settings................................................................................................225
Changing Network Settings....................................................................................225
Network Setting Parameters..................................................................................226
Reports Print......................................................................................................228
Printing the Configuration Page.............................................................................228
Types of Report......................................................................................................228
Reading the Configuration Page............................................................................229
Reading the Activity Report....................................................................................230
Reading the Memory List.......................................................................................231
Reading the Scan Transmission Log.....................................................................232

vi
Administrator Settings......................................................................................233
Changing Administrator Settings............................................................................233
Administrator Setting Parameters..........................................................................234
PDL Settings.......................................................................................................238
Changing PDL Settings..........................................................................................238
PDL Setting Parameters ........................................................................................239
8. Configuring the Machine Using Web Image Monitor
Using Web Image Monitor.................................................................................243
Displaying the Main Page..................................................................................245
Changing the Interface Language..........................................................................245
Checking the System Information....................................................................246
Checking the Status Information............................................................................246
Checking the Counter Information .........................................................................247
Checking the Machine Information.........................................................................248
Configuring the Machine Settings....................................................................249
Configuring the Speaker Volume...........................................................................249
Configuring the Paper Settings..............................................................................250
Specifying the Size of Paper for Printing Copies ...................................................251
Specifying the Tray for Printing Faxes...................................................................252
Specifying the Tray Priority for the Printer Function...............................................253
Configuring Toner Saver Mode..............................................................................253
Registering Destinations...................................................................................254
Restricting Machine Functions According to User ........................................255
Configuring the Network Settings....................................................................256
Checking the Network Status.................................................................................256
Configuring the Network Application Settings........................................................257
Configuring the DNS Settings................................................................................258
Configuring the Alert Message Settings.................................................................259
Configuring the SNMP Settings .............................................................................260
Configuring the SMTP Settings..............................................................................261
Printing Reports.................................................................................................263
Configuring the Administrator Settings ..........................................................264
Configuring the Password......................................................................................264
Restoring the Default Settings ...............................................................................264
Backing Up the Machine's Settings........................................................................265
Restoring the Machine's Settings from a Backup File............................................266
Configuring the Date and Time Settings................................................................267
Configuring the Power Saver Mode Settings .........................................................268
9. Troubleshooting
Overview.............................................................................................................269
Common Problems............................................................................................270
Paper Feed Problems........................................................................................271
Removing Printing Jams........................................................................................272
Removing inner/lower/upper jam.........................................................................273
Removing bypass tray jam..................................................................................275
Removing outer/duplex jam ...................................................................................278
Removing Scanning Jams .....................................................................................283

vii
Print Quality Problems......................................................................................287
Checking the Condition of the Machine .................................................................287
Printer Problems................................................................................................288
Changing the Printer Driver Settings......................................................................289
Print Positions Do Not Match Display Positions.....................................................289
Adjusting Printing Position .....................................................................................290
Copier Problems................................................................................................293
Scanner Problems .............................................................................................295
Fax Problems .....................................................................................................296
Error and Status Messages on the Screen......................................................299
Replacing the Print Cartridge...........................................................................307
10.Maintenance
Cleaning..............................................................................................................313
Cautions to Take When Cleaning ..........................................................................313
Cleaning the Friction Pad and Paper Feed Roller..................................................314
Cleaning the Exposure Glass.................................................................................316
Cleaning the Auto Document Feeder.....................................................................316
Moving the Machine...........................................................................................317
Moving over a Short Distance................................................................................317
Moving over a Long Distance.................................................................................318
Disposal..............................................................................................................319
Where to Inquire.................................................................................................320
Consumables .....................................................................................................321
Print Cartridges......................................................................................................321
11.Appendix
Specifications of the Machine ..........................................................................323
General Function Specifications ............................................................................323
Printer Function Specifications...............................................................................325
Copier Function Specifications...............................................................................325
Scanner Function Specifications............................................................................326
Fax Function Specifications...................................................................................327
Specifications of Options..................................................................................328
Paper Feed Unit TK1080 .......................................................................................328
Electromagnetic Interference ...........................................................................329
Information about Installed Software...............................................................330
expat ......................................................................................................................330
JPEG LIBRARY .....................................................................................................330
INDEX....................................................................................................... 331

viii

1
1. Guide to the Machine
This chapter provides basic information about the product and this manual.
Introduction
Thank you very much for choosing this product.
This manual describes detailed instructions on the operation and notes about the
use of this machine. To get maximum versatility from this machine, all operators
are requested to read this manual carefully and follow the instructions. Please
keep this manual in a handy place near the machine. 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” before using the machine.
Trademarks
Microsoft®, Windows®, Windows Server®, and Windows Vista®are either reg-
istered trademarks or trademarks of Microsoft Corporation in the United States
and/or other countries.
Adobe®, PostScript®, Acrobat®, PageMaker®and Adobe Type Manager are reg-
istered trademarks of Adobe Systems Incorporated.
PCL®is a registered trademark of Hewlett-Packard Company.
Apple, AppleTalk, EtherTalk, Macintosh, Mac OS, and True Type are trade-
marks of Apple Computer, Inc., registered in the U.S. and other countries.
“PageManager” and “NewSoft” are trademarks and/or registered trademarks
of NewSoft Technology Corporation subject to trademark protection of domes-
tic trademark laws and international trademark conventions.
Other product names used herein are for identification purposes only and might
be trademarks of their respective companies. We disclaim any and all rights to
those marks.
The proper names of the Windows operating systems are as follows:
• The product names of Windows 2000 are as follows:
Microsoft®Windows®2000 Professional
Microsoft®Windows®2000 Server
Microsoft®Windows®2000 Advanced Server
• The product names of Windows XP are as follows:
Microsoft®Windows®XP Professional
Microsoft®Windows®XP Home Edition
• The product names of Windows Vista are as follows:
Microsoft®Windows Vista®Ultimate
Microsoft®Windows Vista®Business
Microsoft®Windows Vista®Home Premium
Microsoft®Windows Vista®Home Basic
Microsoft®Windows Vista®Enterprise

Guide to the Machine
2
1
• The product names of Windows Server 2003 are as follows:
Microsoft®Windows Server®2003 Standard Edition
Microsoft®Windows Server®2003 Enterprise Edition
Microsoft®Windows Server®2003 Web Edition
Microsoft®Windows Server®2003 Datacenter Edition
• The product names of Windows Server 2003 R2 are as follows:
Microsoft®Windows Server®2003 R2 Standard Edition
Microsoft®Windows Server®2003 R2 Enterprise Edition
Microsoft®Windows Server®2003 R2 Datacenter Edition
• The product names of Windows Server 2008 are as follows:
Microsoft®Windows Server®2008 Standard
Microsoft®Windows Server®2008 Enterprise
Microsoft®Windows Server®2008 Datacenter
Microsoft®Windows Server®2008 for Itanium-based Systems
Microsoft®Windows®Web Server 2008
Microsoft®Windows®HPC Server 2008
Microsoft®Windows Server®2008 Standard without Hyper-VTM
Microsoft®Windows Server®2008 Enterprise without Hyper-VTM
Microsoft®Windows Server®2008 Datacenter without Hyper-VTM
Note
❒PostScript 3 in this manual stands for “Adobe PostScript 3 Emulation”.
Disclaimer
AIn no event will the company be liable for direct, indirect, special, incidental,
or consequential damages as a result of handling or operating the machine.
BThis manual may not be reproduced in whole or in part, modified, quoted, or
reprinted without permission.

Manuals for This Machine
3
1
Manuals for This Machine
Several manuals are provided with this machine. Select the manual that contains
the information you require.
❖Safety Information
Provides information on safe usage of this machine.
To avoid injury and prevent damage to the machine, be sure to read this.
❖Quick Installation Guide
Contains procedures for removing the machine from its box and connecting
it to a computer.
❖Scanning and Faxing Guide
Provides installation and operation procedures for the machine's scanner and
fax functions. Details about these functions that are not included in this man-
ual are provided in User Guide.
❖User Guide
Provides information about general operation and covers the topics listed be-
low.
• Installing options
• Suitable paper types
• Procedures to use the printer, copier, scanner, and fax functions
•Configuringthemachine
• Troubleshooting problems and fixing paper jams
• Replacing consumables
• Checking the status of the machine using Web Image Monitor
• Information about maintenance
This manual is stored in the manual CD-ROM supplied with the machine.
❖Quick Guide
Provides information about troubleshooting and basic operations for making
photocopies, scanning, and sending faxes.
This manual is stored in the manual CD-ROM supplied with the machine.

Guide to the Machine
4
1
Machine Types
This machine comes in two models that have different duplex functions.
When describing procedures that are model-specific, this manual refers to the
different machine models as Type 1 or Type 2. The following table describes the
model types.
❖Model types
Furthermore, the symbol is used for information that is relevant
only to the 120 V model machine, and the symbol is used for in-
formation that is relevant only to the 220 to 240 V model machine.
❖Checking the voltage rating of your machine
• Check the label on the left side of your machine for the voltage rating.
Model type Model name Duplex Printing/Copying
Type 1 SP 3400SF Manual
Type 2 SP 3410SF Automatic
!BSP001S

How to Read This Manual
5
1
How to Read This Manual
Symbols
This manual uses the following symbols:
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.
Notes
Contents of this manual are subject to change without prior notice.
Two kinds of size notation are employed in this manual.
Some illustrations in this manual might be slightly different from the machine.
Certain options might not be available in some countries. For details, please con-
tact your local dealer.

Guide to the Machine
6
1
Using Manuals
Be sure to read this section before any other part of this manual.
• This manual uses procedures based on Windows XP as an example, unless
otherwise specified. Procedures and screens might vary depending on the op-
erating system you are using.
Installing Manuals on Your Computer
The “Manuals” CD-ROM provided with the machine contains manuals in
HTML format and PDF. Follow the instructions below to install it.
Important
❒System requirements for viewing the HTML manual:
• 800 ×600 pixel display resolution or greater
❒Applications for viewing the HTML manual:
•Microsoft
®Internet Explorer 4.01 Service Pack 2 or higher
• Netscape 6.2 or higher
❒Applications for viewing the PDF manuals:
• Adobe Acrobat Reader or Adobe Reader
AQuit all applications currently running.
BInsert the “Manuals” CD-ROM into the CD-ROM drive.
If you are using a computer running a Macintosh operating system, open
“Manuals.htm” from the CD-ROM root directory.
CSelect a language for the interface and a product, and then click [OK].
DClick [Install manuals].
EFollow the instructions on the screen to complete the installation.
FClick [Finish]when the installation is completed.
GClick [Exit].
Note
❒If you are using a computer running a Windows operating system, the CD-
ROM opens automatically. However, AutoRun may not work under cer-
tain operating system settings. If this is the case, launch “setup.exe” from
the CD-ROM root directory.

Using Manuals
7
1
Opening Manuals
This section describes how to open the manuals. There are three ways to view
the manuals.
Opening from the desktop icon
Follow the procedure below to open the manuals from the desktop icon.
ADouble-click the manual icon on your desktop.
The manual opens.
Opening from the [Start]menu
Follow the procedure below to open the manual from the [Start]menu.
AOn the [Start]menu, point to [All Programs], point to [Product Name], and then
click [Manual Name].
The manual opens.
Note
❒The menu options may appear differently, depending on the options cho-
sen during installation.
Opening from the CD-ROM
Follow the procedure below to open the manual from the CD-ROM.
AInsert the “Manuals” CD-ROM into the CD-ROM drive.
If you are using a computer running a Macintosh operating system, open
“Manuals.htm” from the CD-ROM root directory.
BSelect a language for the interface and a product, and then click [OK].
CClick [Read HTML manuals]or [Read PDF manuals], and then select the manual
you want to read.
The manual opens.
Note
❒If you are using a computer running a Windows operating system, the CD-
ROM opens automatically. However, AutoRun may not work under cer-
tain operating system settings. If this is the case, launch “setup.exe” from
the CD-ROM root directory.

Guide to the Machine
8
1
Removing Manuals from Your Computer
Follow the procedure below to remove manuals from your computer.
AOn the [Start]menu, point to [All Programs], point to [Product Name], and then
click [Uninstall].
BFollow the instructions to remove the manual.
CClick [Finish].
Note
❒The menu options may appear differently, depending on the options cho-
sen during installation.

Feature Highlights
9
1
Feature Highlights
This section provides information about basic usage and some useful functions
of the machine.
Important
❒Certain functions require special machine configuration.
❒This machine is compatible with certain other network environments and op-
erating systems in addition to Windows and Mac OS X. For details, contact
your sales or service representative, or visit the product Web site.
Using the Machine as a Printer
To use this machine as a printer, two types of connection methods are available:
• USB connection
• Network connection
Connecting via USB
You can connect this machine directly to a computer using a USB cable.
❖Preparation for printing via USB
To use this machine as a printer via USB connection:
AConnect the machine to a computer using a USB cable, and install the
printer driver on the computer.
For details, see p.42 “Connecting with USB Cable” and the instructions
provided on the driver CD-ROM.
BSP002S

Guide to the Machine
10
1
Connecting via a network
You can connect this machine to a network and use it as a network printer.
❖Preparation for printing via a network
To use this machine as a printer via network connection:
AConnect the machine to a network.
For details, see p.42 “Connecting with Network Cable”.
BConfigure the machine for network connection.
For details, see p.46 “Configuring the IP Address Settings”.
CInstall the printer driver on a computer.
For details, see the instructions provided on the driver CD-ROM.
Printing confidential documents
If you use the Locked Print function, you can password protect your print job.
This means that your job is printed only after you enter the password using the
machine's control panel.
This function prevents unauthorized users seeing sensitive documents at the
printer.
Important
❒This function is only available when printing from a computer running a
Windows operating system using the PCL6 printer driver.
BSP003S
BSP004S