Ricoh Aficio SP 5200S User manual

Simple Search
Guide to the Machine
Getting Started
Installing Options
1
2
3
4
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 "Manuals and Safety Information for This Machine" before using the machine.
Adding Paper
Replacing the Consumables
Entering Text
5
6
7
On-screen Operating Instructions
8
Remarks
9
Appendix
10
About This Machine
Operating Instructions

TABLE OF CONTENTS
Manuals for This Machine.................................................................................................................................7
Manuals List......................................................................................................................................................10
What You Can Do with This Machine............................................................................................................12
Using This Machine as a Copier................................................................................................................12
Using This Machine as a Printer..................................................................................................................13
Utilizing Stored Documents.........................................................................................................................13
Paperless Fax Transmission and Reception...............................................................................................14
Fax Transmission and Reception Over the Internet...................................................................................15
Using the Facsimile and the Scanner in a Network Environment.............................................................16
Administrating the Machine/Protecting Documents (Security Functions)...............................................17
Monitoring and Setting the Machine Via Computer.................................................................................18
Preventing an Unauthorized Copy.............................................................................................................19
Notice................................................................................................................................................................20
Important......................................................................................................................................................20
How to Read This Manual...............................................................................................................................21
Symbols........................................................................................................................................................21
Machine Types.............................................................................................................................................21
Notes............................................................................................................................................................22
Names of Major Items.................................................................................................................................22
List of Options...............................................................................................................................................22
Safety Information............................................................................................................................................24
Safety During Operation.............................................................................................................................24
Safety Precautions to Be Followed.............................................................................................................24
Safety Labels of This Machine.........................................................................................................................31
Positions of WARNING and CAUTION labels on Types 1 and 2..........................................................31
Positions of WARNING and CAUTION labels on Type 3......................................................................34
Power Switch Symbols.................................................................................................................................37
Laws and Regulations......................................................................................................................................38
Legal Prohibition..........................................................................................................................................38
Model-Specific Information.............................................................................................................................39
1. Simple Search
Searching by What You Want to Do.............................................................................................................41
I Want to Save my Paper Document!.........................................................................................................41
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I Want to Convert Documents to Electronic Formats Easily!.....................................................................42
I Want to Register Destinations!..................................................................................................................43
I Want to Operate the Machine More Effectively!...................................................................................43
Searching by Keyword....................................................................................................................................45
Paper.............................................................................................................................................................45
Register/Change/Delete............................................................................................................................45
Color Scanning............................................................................................................................................46
Check............................................................................................................................................................46
Install.............................................................................................................................................................47
Envelope.......................................................................................................................................................47
2. Guide to the Machine
Guide to Components......................................................................................................................................49
Exterior Components...................................................................................................................................49
Interior Components....................................................................................................................................52
Control Panel....................................................................................................................................................54
Adjusting the Angle of the Control Panel (Types 2 and 3 Only).............................................................57
Display Panel....................................................................................................................................................58
Simplified Display........................................................................................................................................58
Changing the Display Language................................................................................................................59
When the Authentication Screen is Displayed...............................................................................................61
User Code Authentication (Using the Control Panel)................................................................................61
User Code Authentication (Using a Printer Driver)....................................................................................62
Login (Using the Control Panel)..................................................................................................................62
Logout (Using the Control Panel)................................................................................................................63
Login (Using a Printer Driver)......................................................................................................................63
Login (Using Web Image Monitor)............................................................................................................64
Logout (Using Web Image Monitor)..........................................................................................................64
3. Getting Started
Installing the Machine......................................................................................................................................65
Where to Put Your Machine.......................................................................................................................65
Unpacking....................................................................................................................................................69
Turning On/Off the Power..........................................................................................................................74
Loading Paper into Tray 1...........................................................................................................................80
2

Changing Modes.........................................................................................................................................83
Multi-Accessing............................................................................................................................................84
Installing the SD Card Provided with the Machine...................................................................................86
Connecting the Machine.................................................................................................................................89
Connecting to the Ethernet Interface (mainly Europe and Asia).........................................89
Connecting to the Ethernet Interface (mainly North America)............................................90
Connecting to the USB (Type B) Interface.................................................................................................91
Connecting a Device to the Machine's USB Host Interface.....................................................................92
Connecting the Machine to a Telephone Line and Telephone................................................................93
Inserting and Removing a Removable Memory Device................................................................................95
Inserting an SD Card...................................................................................................................................95
Inserting a USB Memory.............................................................................................................................96
Removing an SD Card.................................................................................................................................96
Removing a USB Memory...........................................................................................................................97
Downloading Utility Software.........................................................................................................................98
SmartDeviceMonitor for Admin..................................................................................................................98
DeskTopBinder.............................................................................................................................................98
SmartDeviceMonitor for Client...................................................................................................................99
4. Installing Options
Options...........................................................................................................................................................101
External Options........................................................................................................................................101
Internal Options.........................................................................................................................................102
Order of Option Installation.....................................................................................................................103
Installing the Paper Feed Unit (Optional)....................................................................................................104
Installing the Board (Optional).....................................................................................................................108
Installing the Gigabit Ethernet Board (mainly Europe and Asia).....................................108
Installing the Gigabit Ethernet Board (mainly North America).........................................111
Installing the Wireless LAN Interface Board...........................................................................................113
Installing the File Format Converter..........................................................................................................116
Installing the SD Card (Optional).................................................................................................................118
5. Adding Paper
Loading Paper................................................................................................................................................121
Loading Paper into Trays 1 - 4.................................................................................................................121
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Loading Orientation-Fixed Paper or Two-Sided Paper.........................................................................123
Changing the Paper Size..............................................................................................................................125
Changing the Paper Size in Trays 1 - 4..................................................................................................125
Changing to a Size That Is Not Automatically Detected.......................................................................130
Changing Paper Thickness Settings..............................................................................................................134
Recommended Paper Sizes and Types........................................................................................................136
Envelopes.......................................................................................................................................................141
Thick Paper.....................................................................................................................................................143
Unusable Paper.............................................................................................................................................144
Paper Storage................................................................................................................................................146
6. Replacing the Consumables
Handling the Print Cartridge.........................................................................................................................147
Replacing the Print Cartridge...................................................................................................................148
Sending Faxes or Scanned Documents When Toner Has Run Out......................................................149
Used Print Cartridge..................................................................................................................................150
Adding Staples...............................................................................................................................................151
Replacing Machine Parts..............................................................................................................................153
7. Entering Text
Entering Text...................................................................................................................................................155
Available Characters................................................................................................................................155
Keys (mainly Europe and Asia)..........................................................................................155
Keys (mainly North America)..............................................................................................156
How to Enter Text......................................................................................................................................157
8. On-screen Operating Instructions
Formats of the Operating Instructions..........................................................................................................161
Reading the HTML Manuals on the CD-ROMs...........................................................................................162
Installing and Opening the HTML Manuals................................................................................................163
Reading the PDF Manuals on the CD-ROM................................................................................................165
9. Remarks
Dos and Don'ts...............................................................................................................................................167
Moving the Machine.....................................................................................................................................169
Moving the Machine.................................................................................................................................170
Cleaning the Machine...................................................................................................................................171
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Cleaning the Friction Pad and Paper Feed Roller...................................................................................171
Cleaning the Registration Roller...............................................................................................................173
Cleaning the Exposure Glass...................................................................................................................175
Cleaning the Auto Document Feeder.......................................................................................................176
Cleaning the Power Cord Plug.................................................................................................................177
Backing Up Hard Disk Data.........................................................................................................................179
Changing the Timing for Prompting Users to Prepare Replacement Supplies..........................................180
Counter...........................................................................................................................................................182
Enquiry............................................................................................................................................................183
Disposal..........................................................................................................................................................185
Consumables..................................................................................................................................................186
Print Cartridges..........................................................................................................................................186
Staple Cartridges......................................................................................................................................187
Maintenance Kit........................................................................................................................................187
10. Appendix
Software and Utilities Included on the CD-ROM........................................................................................189
Viewing the Contents of the CD-ROM.....................................................................................................189
Printer Drivers for This Machine................................................................................................................189
TWAIN Driver............................................................................................................................................190
LAN-Fax Driver..........................................................................................................................................191
Specifications for the Main Unit...................................................................................................................192
Auto Document Feeder.............................................................................................................................196
Document Server.......................................................................................................................................197
Internal Tray 2 (Type 2 Only)...................................................................................................................197
Finisher (Type 3 Only)...............................................................................................................................198
Specifications for Paper Feed Unit (Optional)............................................................................................199
Specifications for Paper Feed Unit with the Casters (Optional).................................................................200
Specifications for Wireless LAN Board (Optional).....................................................................................201
Specifications for Gigabit Ethernet (Optional)............................................................................................202
Specifications for Other Options..................................................................................................................203
Electromagnetic Interference........................................................................................................................204
ENERGY STAR Program................................................................................................................................205
Energy Saving Functions...........................................................................................................................205
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Trademarks.....................................................................................................................................................207
INDEX...........................................................................................................................................................209
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Manuals for This Machine
Read this manual carefully before you use this machine.
Refer to the manuals that are relevant to what you want to do with the machine.
• 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.
• A Web browser must be installed in order to view the html manuals.
Manuals and Safety Information for This Machine (mainly Europe and Asia)
Contains introductions of the manuals and information about safe usage of this machine.
Before using the machine, be sure to read the section of this manual entitled Safety Information to
avoid injury and prevent damage to the machine.
Manuals and Safety Information for This Machine (mainly North America)
Contains introductions of the manuals and information about safe usage of this machine.
Before using the machine, be sure to read the section of this manual entitled Safety Information to
avoid injury and prevent damage to the machine.
This manual is provided in English only.
Quick Installation Guide
Contains procedures for unpacking and installing the machine.
Initial Guide for Scanner and Fax
Explains how to set up the Scanner and Facsimile functions and use their basic features. Details
about these functions that are not included in this manual are provided in Scanner Reference,
Facsimile Reference, and Network and System Settings Reference.
About This Machine
This manual introduces the machine's various functions. It also explains preparation procedures for
using the machine, the control panel, how to install options, how to enter text, how to install the
CD-ROMs provided, and how to replace paper, print cartridge, staples, and other consumables.
Troubleshooting
Provides a guide for resolving common usage-related problems.
Copy and Document Server Reference
Explains Copier and Document Server functions and operations. Also refer to this manual for
explanations on how to place originals.
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Facsimile Reference
Explains Facsimile functions and operations.
Printer Reference
Explains Printer functions and operations.
Scanner Reference
Explains Scanner functions and operations.
Network and System Settings Reference
Explains how to connect the machine to a network and how to configure and operate the machine
in a network environment. It also explains how to change System Settings and how to register
information in the Address Book.
Security Reference
This manual is for administrators of the machine. It explains security functions that you can use to
prevent unauthorized use of the machine, data tampering, or information leakage. For enhanced
security, we recommend that you first make the following settings:
• Install the Device Certificate.
• Enable SSL (Secure Sockets Layer) Encryption.
• Change the user name and password of the administrator using Web Image 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.
VM Card Extended Feature Settings Device Reference
Explains how to set up the extended features settings with the machine.
VM Card Extended Feature Settings Web Reference
Explains how to set up the extended features settings using Web Image Monitor.
UNIX Supplement
Explains how to set up and use a network printer using UNIX.
To obtain the “UNIX Supplement”, visit our Web site or consult an authorized dealer.
This manual includes explanations of functions and settings that might not be available on this
machine.
This manual is provided in English only.
Other manuals
• Quick Reference Copy Guide
• Quick Reference Printer Guide
• Quick Reference Fax Guide
• Quick Reference Scanner Guide
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• App2Me Start Guide
• The following software products are referred to using general names:
Product name General name
DeskTopBinder Lite and DeskTopBinder
Professional *1
DeskTopBinder
ScanRouter EX Professional *1 and ScanRouter
EX Enterprise *1
the ScanRouter delivery software
SmartDeviceMonitor for Client SmartDeviceMonitor for Client
*1 Optional
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Manuals List
(mainly Europe and Asia)
Manual Name Printed Manuals
Provided
HTML Manuals
Provided
PDF Manuals
Provided
Manuals and Safety Information for
This Machine Yes No No
Quick Installation Guide Yes No No
Initial Guide for Scanner and Fax Yes No No
About This Machine No Yes No
Troubleshooting No Yes No
Copy and Document Server
Reference No Yes No
Facsimile Reference No Yes No
Printer Reference No Yes No
Scanner Reference No Yes No
Network and System Settings
Reference No Yes No
Security Reference No No Yes
VM Card Extended Feature Settings
Device Reference No Yes No
VM Card Extended Feature Settings
Web Reference No Yes No
UNIX Supplement No No Yes *1
*1 To obtain the “UNIX Supplement”, visit our Web site or consult an authorized dealer.
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(mainly North America)
Manual Name Printed Manuals
Provided
HTML Manuals
Provided
PDF Manuals
Provided
Manuals and Safety Information for
This Machine Yes *4 No Yes *2 *4
Quick Installation Guide Yes No Yes *2
Initial Guide for Scanner and Fax Yes *4 No Yes *2
About This Machine No Yes Yes *2
Troubleshooting No Yes Yes *2
Copy and Document Server
Reference No Yes Yes *2
Facsimile Reference No Yes Yes *2
Printer Reference No Yes Yes *2
Scanner Reference No Yes Yes *2
Network and System Settings
Reference No Yes Yes *2
Security Reference No No Yes *3
VM Card Extended Feature Settings
Device Reference No Yes Yes *2
VM Card Extended Feature Settings
Web Reference No Yes Yes *2
UNIX Supplement No No Yes *1 *4
*1 To obtain the “UNIX Supplement”, visit our Web site or consult an authorized dealer.
*2 To obtain the PDF manuals, visit our Web site or consult an authorized dealer.
*3 You can install the PDF manuals on your computer from the supplied CD-ROMs. However, depending
on the language, some PDF manuals may not be available on the CD-ROMs. To obtain these PDF
manuals, visit our Web site.
*4 This manual is provided in English only.
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What You Can Do with This Machine
This section introduces the features of this machine.
• For details about options, see “Options”.
• page 101 "Options"
Using This Machine as a Copier
You can make copies of originals.
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• You can print stamps on copies. Stamps can include background numbers, scanned images, dates,
and page numbers.
• You can reduce or enlarge the copy image. With the Auto Reduce/Enlarge function, the machine
automatically calculates the reproduction ratio based on the sizes of the originals and the paper
you have specified.
• Copier functions such as Duplex, Combine, Booklet, and Magazine allow you to save on paper by
copying multiple pages onto single sheets.
• You can copy onto various types of paper such as envelopes and OHP transparencies.
• The finisher allows you to sort and staple in your copies (type 3 only). For details about type 3, see
“Machine Types”.
• page 21 "Machine Types"
• See Copy and Document Server Reference.
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Using This Machine as a Printer
You can print documents created in applications.
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• This machine supports network and local connections.
• You can send PDF files directly to the machine for printing, without having to open a PDF
application.
• You can print or delete print jobs stored on the machine's hard disk, which have been previously
sent from computers using the printer driver. The following types of print jobs can be selected:
Sample Print, Locked Print, Hold Print, and Stored Print.
• The finisher allows you to collate and staple in your prints (type 3 only). For details about type 3,
see “Machine Types”.
• You can print files stored on a removable memory device and specify print conditions such as print
quality and print size.
• page 21 "Machine Types"
• See Printer Reference.
Utilizing Stored Documents
You can store files scanned in copier, printer, or scanner mode on the machine's hard disk. With Web
Image Monitor, you can use your computer to search for, view, print, delete, and send stored files via
the network. You can also change print settings and print multiple documents (Document Server).
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• You can retrieve stored documents scanned in scanner mode.
• Using the file format converter (optional), you can download documents stored in copier,
Document Server, or printer mode to your computer.
• For details about machine's settings, see “Network Settings Required to Use Document Server”,
Network and System Settings Reference.
• For details about Document Server in copier mode, see “Storing Data in the Document Server”,
Copy and Document Server Reference.
• For details about Document Server in printer mode, see “Saving and Printing Using the Document
Server”, Printer Reference.
• For details about Document Server in fax mode, see “Storing a Document”, Facsimile Reference.
• For details about Document Server in scanner mode, see “Storing Files Using the Scanner
Function”, Scanner Reference.
• For details about Document Server, see “Document Server”, Copy and Document Server
Reference.
Paperless Fax Transmission and Reception
You can send and receive fax messages without printing them.
Reception
You can store and save received fax documents as electronic formats in the machine's hard disk
without printing them.
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You can use Web Image Monitor to check, print, delete, retrieve, or download documents using
your computer (Storing received documents).
• See “Confirming/Printing/Deleting Received and Stored Documents”, Facsimile Reference.
Transmission
You can send a fax from your computer over the network (Ethernet or wireless LAN) to this
machine, which then forwards the fax via its telephone connection (LAN-Fax).
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• To send a fax, print from the Windows application you are working with, select LAN-Fax as
the printer, and then specify the destination.
• You can also check the sent image data.
• For details about the machine's settings, see “Network Settings Required to Use the Printer/
LAN-Fax”, Network and System Settings Reference.
• For details about how to use the function, see “Fax via Computer”, Facsimile Reference.
Fax Transmission and Reception Over the Internet
You can send and receive faxes over your LAN and the Internet.
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E-mail Transmission
This machine converts scanned document images to e-mail format, and transmits and receives this
data over the Internet.
• To send a document, specify an e-mail address instead of dialing the destination telephone
number (Internet Fax and e-mail transmission).
• This machine can receive e-mail messages via Internet Fax or from computers (Internet Fax
Reception and Mail to Print).
• Internet Fax compatible machines and computers that have e-mail addresses can receive e-
mail messages via Internet Fax.
IP-Fax
The IP-Fax function sends or receives documents between two facsimiles directly via a TCP/IP
network.
• To send a document, specify an IP address or host name instead of a fax number (IP-Fax
Transmission).
• This machine can receive documents sent via Internet Fax (IP-Fax Reception).
• Using a VoIP gateway, this machine can send to G3 facsimiles connected to the public
switched telephone network (PSTN).
• For details about settings, see “Network Settings Required to Use Internet Fax”, Network and
System Settings Reference.
• For details about how to transmit and receive documents over the Internet, see “Transmission” and
“Reception”, Facsimile Reference.
Using the Facsimile and the Scanner in a Network Environment
You can use a facsimile and a scanner over the network.
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• You can send scan files to a specified destination using e-mail (Sending scan files by e-mail).
• You can send scan files directly to folders (Sending scan files by Scan to Folder).
• You can use this machine as a delivery scanner for the ScanRouter delivery software*1 (Network
delivery scanner). You can save scan files in the delivery server or send them to a folder in a
computer on the same network.
• You can use Web Services on Devices (WSD) to send scan files to a client computer.
*1 For details to purchase ScanRouter delivery software, contact your local dealer.
• For details about sending scan files by e-mail, see “Specifying a Destination”, Facsimile Reference,
and “Sending Scan Files by E-mail”, Scanner Reference.
• For details about file storage, see Scanner Reference.
• For details about sending scan files by Scan to Folder, see “Specifying a Destination”, Facsimile
Reference, and “Sending Scan Files to Folders”, Scanner Reference.
• For details about the machine's settings for network delivery scanner, see “Network Settings
Required to Use the Network Delivery Scanner”, Network and System Settings Reference.
• For details about how to use the network delivery scanner function, see “Delivering Scan Files”,
Scanner Reference.
• For details about sending using WSD, see “Sending Scan Files Using WSD”, Scanner Reference.
Administrating the Machine/Protecting Documents (Security Functions)
You can prevent information leakage by managing the machine and protecting documents.
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• You can protect documents from unauthorized access and stop them from being copied without
permission.
• You can control the use of the machine, as well as prevent machine settings from being changed
without authorization.
• By setting passwords, you can prevent unauthorized access via the network.
• You can erase the data on the hard disk to prevent the information from leaking out.
• You can limit the volume of the usage of the machine for each user.
• See Security Reference.
Monitoring and Setting the Machine Via Computer
You can change the machine's settings and monitor its status from a connected computer.
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• Web Image Monitor lets you configure and operate the machine using a Web browser on a
computer.
• Using Web Image Monitor, you can register information in the Address Book, specify the
machine's settings, and check the machine's status with ease.
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