Ricoh M C251FW User manual

User's Guide
For safe and correct use, be sure to read Safety Information separately
provided before using the machine.

TABLE OF CONTENTS
How to Find Information about Operations and Troubleshooting...............................................................11
Operating Manual (Printed)....................................................................................................................... 11
Operating Manual (Digital Format)........................................................................................................... 11
How to Read This Manual...............................................................................................................................12
Introduction...................................................................................................................................................12
Symbols Used in This Manual.....................................................................................................................12
Model-Specific Information........................................................................................................................ 12
Disclaimer.....................................................................................................................................................13
Notes............................................................................................................................................................ 13
Note to Administrator.................................................................................................................................. 14
List of Option................................................................................................................................................ 15
About IP Address......................................................................................................................................... 15
Supplied Items.................................................................................................................................................. 16
1. Guide to the Machine
Guide to Components......................................................................................................................................17
Exterior: Front View......................................................................................................................................17
Exterior: Rear View...................................................................................................................................... 19
Interior...........................................................................................................................................................21
Control Panel................................................................................................................................................22
Installing Option...............................................................................................................................................25
Attaching Paper Feed Unit.......................................................................................................................... 25
How to Use the [Home] Screen...................................................................................................................... 28
Displaying the [Home] Screen....................................................................................................................28
How to Use the [Home] Screen..................................................................................................................28
Customizing the [Home] Screen..................................................................................................................... 31
How to Customize the [Home] Screen.......................................................................................................31
Adding to the [Home] Screen Shortcuts to Favorite Items........................................................................ 31
Changing the Order of Icons on the [Home] Screen................................................................................31
Deleting an Icon on the [Home] Screen.....................................................................................................32
Registering Frequently Used Functions........................................................................................................... 33
Registering Functions in a Favorite Item..................................................................................................... 33
Recalling a Favorite Item.............................................................................................................................34
Deleting a Favorite Item.............................................................................................................................. 35
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Displaying Frequently Used Modes Preferentially........................................................................................ 36
Multi-access......................................................................................................................................................37
About Operation Tools.................................................................................................................................... 40
Entering Characters..........................................................................................................................................41
Character Entry Display.............................................................................................................................. 41
Available Characters...................................................................................................................................42
Entering Text.................................................................................................................................................42
Using RICOH Smart Device Connector......................................................................................................... 44
Connecting a Smart Device to the Machine Using NFC.............................................................................. 45
Writing the Machine's Information to the NFC with a Smart Device.......................................................45
Using the Application on a Smart Device by Using NFC.........................................................................45
2. Paper Specifications and Adding Paper
Workflow for Loading Paper and Configuring Paper Sizes and Types...................................................... 47
Loading Paper.................................................................................................................................................. 48
Loading Paper into Tray1 and 2................................................................................................................ 48
Loading Paper into Bypass Tray................................................................................................................. 53
Loading Envelopes.......................................................................................................................................54
Specifying Paper Type and Paper Size Using the Control Panel.................................................................56
Specifying the Paper Type.......................................................................................................................... 56
Specifying the Standard Paper Size...........................................................................................................57
Specifying a Custom Paper Size................................................................................................................ 57
Specifying Paper Type and Paper Size Using Web Image Monitor...........................................................59
Specifying a Custom Paper Size................................................................................................................ 59
Specifying Paper Type and Paper Size Using the Printer Driver..................................................................60
When Using Windows................................................................................................................................ 60
When Using macOS....................................................................................................................................61
Supported Paper.............................................................................................................................................. 62
Specifications of Paper Types.....................................................................................................................65
Non-Recommended Paper Types.............................................................................................................. 72
Paper Storage.............................................................................................................................................. 72
Print Area......................................................................................................................................................73
Placing Originals..............................................................................................................................................76
Placing Originals on the Exposure Glass...................................................................................................76
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Placing Originals in the Auto Document Feeder....................................................................................... 76
About Originals............................................................................................................................................77
3. Printing Documents
What You Can Do with the Printer Function...................................................................................................81
Configuring Option Settings for the Printer.................................................................................................... 82
Conditions for Bidirectional Communication.............................................................................................82
If Bidirectional Communication is Disabled............................................................................................... 82
Displaying the Printing Preferences Dialog Box.............................................................................................85
Displaying the Printing Preferences Dialog Box from the [Start] Menu................................................... 85
Displaying the Printing Preferences Dialog Box in an Application.......................................................... 85
Basic Operation of Printing............................................................................................................................. 87
When Using Windows................................................................................................................................ 87
When Using macOS....................................................................................................................................88
If a Paper Mismatch Occurs....................................................................................................................... 88
Canceling a Print Job...................................................................................................................................89
Printing Confidential Documents..................................................................................................................... 91
Storing a Locked Print file............................................................................................................................91
Printing a Locked Print File...........................................................................................................................92
Deleting a Locked Print File......................................................................................................................... 93
Using Various Print Functions...........................................................................................................................95
Print Quality Functions................................................................................................................................. 95
Print Output Functions..................................................................................................................................96
4. Copying Originals
What You Can Do with the Copier Function..................................................................................................99
Copier Mode Screen.................................................................................................................................... 100
Basic Operation of Copying.........................................................................................................................102
Canceling a Copy.....................................................................................................................................103
Making Enlarged or Reduced Copies......................................................................................................... 105
Specifying Reduce/Enlarge.....................................................................................................................106
Copying Single-Sided Originals with 2-Sided and Combined Printing....................................................107
Specifying Combined and 2-sided Copies.............................................................................................110
Copying 2-Sided Originals with 2-Sided and Combined Printing............................................................112
Duplex Copying Using the ADF............................................................................................................... 113
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Duplex Copying Manually Using the Exposure Glass...........................................................................115
Copying an ID Card......................................................................................................................................117
Specifying Scan Settings for Copying..........................................................................................................120
Adjusting Image Density........................................................................................................................... 120
Selecting the Document Type According to Original.............................................................................120
5. Scanning Originals
What You Can Do with the Scanner Function.............................................................................................123
Scanner Mode Screen.................................................................................................................................. 125
Preparation for Registering Scan Destinations (Scan to Folder)................................................................ 127
Printing the Check Sheet.......................................................................................................................127
Checking the User Name and Computer Name................................................................................128
Creating a Shared Folder on a Computer..........................................................................................130
Specifying Access Privileges for the Created Shared Folder............................................................ 132
Preparation for Registering Scan Destinations (Scan to E-mail)................................................................ 133
Configuring SMTP and DNS Settings..................................................................................................133
Preparation for Registering Scan Destinations (Scan to FTP)..................................................................... 135
Checking the FTP Server Address........................................................................................................135
Registering Scan Destinations.......................................................................................................................136
Modifying Scan Destinations....................................................................................................................142
Deleting Scan Destinations....................................................................................................................... 142
Testing Transmission.................................................................................................................................. 143
Basic Procedures for Sending Scan Files.....................................................................................................145
Specifying the Scan Destination Using [Resend].........................................................................................147
Basic Procedures for Saving Scan Files on a USB Flash Memory Device................................................ 148
Basic Operation for RICOH Scan Utility V2................................................................................................151
Preparations for Using RICOH Scan Utility V2.......................................................................................151
Using RICOH Scan Utility V2 to Scan to a Computer............................................................................151
Basic Operation for TWAIN Scanning........................................................................................................156
Using TWAIN Scanner............................................................................................................................. 156
TWAIN Scanning...................................................................................................................................... 156
Settings You Can Configure in the TWAIN Dialog Box.........................................................................157
Basic Operation for WIA Scanning............................................................................................................. 159
Basic Operation for ICA Scanning...............................................................................................................160
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Installing the ICA Driver............................................................................................................................ 160
Using ICA Scanner....................................................................................................................................160
ICA Scanning.............................................................................................................................................160
Settings You Can Configure in the ICA Dialog Box............................................................................... 161
Using SANE Scanning.................................................................................................................................. 163
Specifying Scan Settings for Scanning........................................................................................................ 164
Specifying the Scanning Size According to the Size of the Original....................................................164
Adjusting Image Density........................................................................................................................... 165
Specifying Resolution................................................................................................................................166
6. Sending and Receiving a Fax
What You Can Do with the Fax Function.....................................................................................................169
Fax Setting Workflows.................................................................................................................................. 170
Fax Mode Screen.......................................................................................................................................... 171
Setting the Date and Time............................................................................................................................. 173
Registering Fax Destinations......................................................................................................................... 174
Registering Fax Destinations Using the Control Panel............................................................................174
Registering Fax Destinations Using Web Image Monitor...................................................................... 176
Preventing Transmission to the Wrong Destination.................................................................................178
Sending a Fax................................................................................................................................................180
Selecting Transmission Mode...................................................................................................................180
Internet Fax Transmission..........................................................................................................................181
Basic Operation for Sending a Fax......................................................................................................... 182
Canceling a Transmission......................................................................................................................... 184
Specifying the Fax Destination................................................................................................................. 186
Useful Sending Functions..........................................................................................................................189
Specifying Scan Settings for Faxing........................................................................................................ 191
Using the Fax Function from a Computer (LAN-Fax)..................................................................................194
Basic Operation for Sending Faxes from a Computer...........................................................................194
Configuring Transmission Settings............................................................................................................196
Configuring the LAN-Fax Address Book................................................................................................. 196
Editing a Fax Cover Sheet........................................................................................................................ 199
Receiving a Fax..............................................................................................................................................200
Selecting Reception Mode....................................................................................................................... 200
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Receiving an Internet Fax..........................................................................................................................204
Forwarding or Storing Faxes in Memory................................................................................................ 206
Receiving or Rejecting Faxes from Special Senders...............................................................................210
Lists/Reports Related to Fax......................................................................................................................... 213
7. Configuring the Machine Using the Control Panel
Basic Operation.............................................................................................................................................215
Menu Chart.................................................................................................................................................... 216
Copier Settings...............................................................................................................................................217
Scanner Settings............................................................................................................................................ 222
Fax Settings.................................................................................................................................................... 225
Address Book.................................................................................................................................................234
System Settings...............................................................................................................................................235
Printer Settings................................................................................................................................................242
Paper Settings................................................................................................................................................ 246
Administrator Tools Settings..........................................................................................................................251
Printing Lists/Reports..................................................................................................................................... 259
Printing the Configuration Page................................................................................................................259
Types of Lists/Reports............................................................................................................................... 259
Network Settings............................................................................................................................................261
@Remote.........................................................................................................................................................267
8. Configuring the Machine Using Utilities
Available Setting Functions Using Web Image Monitor............................................................................ 269
Using Web Image Monitor...........................................................................................................................270
Displaying Top Page..................................................................................................................................... 271
Changing the Interface Language........................................................................................................... 272
Checking the System Information................................................................................................................. 273
Status Tab...................................................................................................................................................273
Counter Tab............................................................................................................................................... 274
Machine Information Tab......................................................................................................................... 277
Configuring the System Settings................................................................................................................... 278
Sound Volume Adjustment Tab................................................................................................................ 278
Tray Paper Settings Tab............................................................................................................................ 278
Copier Tab.................................................................................................................................................282
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Fax Tab.......................................................................................................................................................282
Priority Tray Tab.........................................................................................................................................285
Toner Saving Tab...................................................................................................................................... 285
I/O Timeout Tab....................................................................................................................................... 286
Black-and-White Print Priority Tab...........................................................................................................286
Registering Destinations................................................................................................................................ 287
Registering Fax Special Senders.................................................................................................................. 288
Restricting Machine Functions According to User.......................................................................................289
Enabling the User Restriction Settings......................................................................................................289
When Machine Functions are Restricted..................................................................................................... 293
Configuring the Network Settings................................................................................................................ 295
Network Status Tab...................................................................................................................................295
IPv6 Configuration Tab.............................................................................................................................296
Network Application Tab......................................................................................................................... 297
TLS Security Tab........................................................................................................................................ 298
DNS Tab.................................................................................................................................................... 299
Auto E-mail Notification Tab.................................................................................................................... 300
SNMPv1/v2 Tab...................................................................................................................................... 300
SNMPv3 Tab.............................................................................................................................................301
SMTP Tab...................................................................................................................................................304
POP3 Tab...................................................................................................................................................305
Internet Fax Tab.........................................................................................................................................306
Wireless Tab.............................................................................................................................................. 306
Certificate Tab........................................................................................................................................... 308
Configuring the IPsec Settings.......................................................................................................................312
IPsec Global Settings Tab.........................................................................................................................312
IPsec Policy List Tab...................................................................................................................................312
Printing Lists/Reports..................................................................................................................................... 316
Configuring the Administrator Settings.........................................................................................................317
Administrator Tab...................................................................................................................................... 317
Reset Settings Tab......................................................................................................................................317
Backup Setting Tab................................................................................................................................... 318
Restore Setting Tab....................................................................................................................................319
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Set Date/Time Tab....................................................................................................................................319
Energy Saver Mode Tab.......................................................................................................................... 320
9. Maintaining the Machine
Replacing the Print Cartridge........................................................................................................................321
Replacing the Waste Toner Bottle................................................................................................................ 326
Replacing a Component............................................................................................................................... 332
Replacing the Intermediate Transfer Unit.................................................................................................332
Replacing the Fusing Unit and Transfer Roller........................................................................................ 332
Cautions When Cleaning..............................................................................................................................333
Cleaning the Toner Density Sensor.............................................................................................................. 334
Cleaning the Friction Pad and Paper Feed Roller....................................................................................... 336
Cleaning the Registration Roller and Paper Tray........................................................................................ 339
Cleaning the Exposure Glass........................................................................................................................342
Cleaning the Auto Document Feeder...........................................................................................................343
Moving and Transporting the Machine....................................................................................................... 345
Disposal......................................................................................................................................................346
Where to Inquire....................................................................................................................................... 346
10. Troubleshooting
Error and Status Messages on the Screen...................................................................................................347
Removing Paper Jams....................................................................................................................................357
Removing Printing Jams.............................................................................................................................357
Removing Scanning Jams......................................................................................................................... 365
When You Cannot Print Test Page............................................................................................................... 367
Paper Feed Problems.....................................................................................................................................368
Print Quality Problems................................................................................................................................... 371
Checking the Condition of the Machine..................................................................................................371
Checking the Printer Driver Settings.........................................................................................................372
Printer Problems............................................................................................................................................. 374
When You Cannot Print Properly............................................................................................................. 374
When You Cannot Print Clearly...............................................................................................................378
When Paper Is Not Fed or Ejected Properly...........................................................................................382
Other Printing Problems............................................................................................................................ 383
Copier Problems............................................................................................................................................ 384
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When You Cannot Make Clear Copies..................................................................................................384
When You Cannot Make Copies as Wanted.........................................................................................385
Scanner Problems.......................................................................................................................................... 386
When You Cannot Browse the Network to Send a Scan File............................................................... 386
When Scanning Is Not Done As Expected............................................................................................. 386
Fax Problems..................................................................................................................................................387
When You Cannot Send or Receive Fax Messages As Wanted.......................................................... 387
When an Error Is Notified via a Report or E-mail...................................................................................390
Error Code................................................................................................................................................. 392
Common Problems.........................................................................................................................................397
11. Configuring Network Settings
Connecting the Machine to a Wired Network........................................................................................... 399
Configuring the IPv4 Setting.....................................................................................................................399
Configuring the IPv6 setting......................................................................................................................399
Connecting the Machine to a Wireless Network........................................................................................401
Using the Wi-Fi Setup Wizard................................................................................................................. 401
Using the WPS Button............................................................................................................................... 402
Using a PIN Code..................................................................................................................................... 404
12. Appendix
Transmission Using IPsec...............................................................................................................................407
Encryption and Authentication by IPsec.................................................................................................. 407
Security Association.................................................................................................................................. 408
Encryption Key Exchange Settings Configuration Flow......................................................................... 409
Specifying Encryption Key Exchange Settings........................................................................................409
Specifying IPsec Settings on the Computer............................................................................................. 410
Enabling and Disabling IPsec Using the Control Panel..........................................................................412
Notes About the Toner.................................................................................................................................. 413
Specifications of the Machine...................................................................................................................... 414
General Function Specifications.............................................................................................................. 414
Printer Function Specifications..................................................................................................................416
Copier Function Specifications.................................................................................................................417
Scanner Function Specifications...............................................................................................................418
Fax Function Specifications...................................................................................................................... 419
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Paper Feed Unit TK1220..........................................................................................................................421
Consumables..................................................................................................................................................423
Print Cartridge............................................................................................................................................423
Waste Toner Bottle....................................................................................................................................424
Information for This Machine........................................................................................................................425
User Information on Electrical & Electronic Equipment (mainly Europe and Asia)..........425
Note for the Battery and/or Accumulator Symbol (For EU countries only)......................................... 426
Environmental Advice for Users (mainly Europe)............................................................... 426
Note to Users EU Countries......................................................................................................................427
NOTES TO USERS REGARDING FACSIMILE UNIT (NEW ZEALAND)............................................. 428
Notes to users in the state of California (Notes to Users in USA)..........................................................429
Notes to users in the United States of America.......................................................................................429
Notes to Canadian Users of Wireless Devices.......................................................................................431
Notes to Canadian Users regarding Facsimile Unit...............................................................................433
ENERGY STAR Program ....................................................................................................... 433
Saving Energy............................................................................................................................................434
Trademarks.....................................................................................................................................................436
INDEX...........................................................................................................................................................439
10

How to Find Information about Operations
and Troubleshooting
You can find support information about operating the machine and troubleshooting in the Operating
Manual (printed), Operating Manual (digital format), and Help (online).
Operating Manual (Printed)
The following manuals are provided with this machine.
Safety Information
This manual explains the safety precautions that should be followed when using the machine. Be
sure to read this manual before using the machine.
Setup Guide
This manual explains how to set up the machine. It also explains how to remove the machine from
the packaging and how to connect it to a computer.
Operating Manual (Digital Format)
Operating manuals can be viewed from Ricoh's website.
Viewing from a web browser
Access the Internet from a web browser.
Confirm that the computer or the machine is connected to the network.
Download the operating manuals from https://www.ricoh.com/.
11

How to Read This Manual
Introduction
This manual contains detailed instructions and notes on the operation and use of this machine. For your
safety and benefit, read this manual carefully before using the machine. Keep this manual in a handy
place for quick reference.
Symbols Used in This Manual
This manual uses the following symbols:
Indicates points to pay attention to when using functions. This symbol indicates points that may result in
the product or service becoming unusable or result in the loss of data if the instructions are not obeyed.
Be sure to read these explanations.
Indicates supplementary explanations of the product's functions and instructions on resolving user errors.
[ ]
Indicates the names of keys or buttons on the product or display.
Model-Specific Information
This section explains how you can identify the region your machine belongs to.
There is a label on the rear of the machine, located in the position shown below. The label contains
details that identify the region your machine belongs to. Read the label.
ECC101
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The following information is region-specific. Read the information under the symbol that corresponds to
the region of your machine.
(mainly Europe and Asia)
If the label contains the following, your machine is a region A model:
• CODE XXXX -25, -27
• 220–240 V
(mainly North America)
If the label contains the following, your machine is a region B model:
• CODE XXXX -17
• 120–127 V
• Dimensions in this manual are given in two units of measure: metric and inch. If your machine is a
Region A model, refer to the metric units. If your machine is a Region B model, refer to the inch
units.
Disclaimer
To the maximum extent permitted by applicable laws, in no event will the manufacturer be liable for any
damages whatsoever arising out of failures of this machine, losses of the registered data, or the use or
non-use of this product and operation manuals provided with it.
Make sure that you always copy or have backups of the data registered in this machine. Documents or
data might be erased due to your operational errors or malfunctions of the machine.
In no event will the manufacturer be responsible for any documents created by you using this machine or
any results from the data executed by you.
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 contact your local dealer.
Depending on which country you are in, certain units may be optional. For details, please contact your
local dealer.
For good output quality, the manufacturer recommends that you use genuine toner from the
manufacturer.
13

The manufacturer shall not be responsible for any damage or expense that might result from the use of
parts other than genuine parts from the manufacturer with your office products.
Note to Administrator
Password
Certain configurations of this machine can be password-protected to prevent unauthorized modifications
by others.
The following are the passwords that must be specified by the administrator during the Initial Setup,
which are required after turning on the machine for the first time. For details, see Setup Guide.
• Panel Admin. Tools Lock
This is the password for access to [Address Book], [Network Settings], and [Administrator Tools] on
the control panel menu.
This can be changed in [Admin. Tools Lock], located in [Administrator Tools]. See page 251
"Administrator Tools Settings".
• Web Page Administrator Password
This is the password to configure [System Settings], [Quick Dial Destination], [Scan Destination],
[Fax Speed Dial Destination], [Special Sender], [Restrict Available Functions], [Network Settings],
[IPsec Settings], and [Administrator Tools] on the Web Image Monitor.
This can be changed in [Administrator Settings] on the Web Image Monitor. See page 317
"Configuring the Administrator Settings".
• FTP Password
This is the password for access to the FTP server for operations such as printing via FTP and
firmware updates.
This can be changed in [Network Print Setting] on the Web Image Monitor. See page 295
"Configuring the Network Settings".
Note that these passwords will be cleared if the settings are reset. For the default password, see the
applicable settings.
User restriction
You can restrict the use of certain functions of this machine to users with proper authentication.
Using Web Image Monitor, you can select the functions you want to restrict, and register the users who
can use that function upon authentication.
14

• For details about creating passwords and configuring the user restriction settings, see page 289
"Restricting Machine Functions According to User".
List of Option
Option List Referred to as
Paper Feed Unit TK1220 Paper feed unit
• If Paper feed unit is attached, "Tray 2" appears on the machine's control panel.
About IP Address
In this manual, "IP address" covers both IPv4 and IPv6 environments. Read the instructions that are
relevant to the environment you are using.
15

Supplied Items
Open the box and take out all supplied items. Check that all the following items are present:
• Power Cord
• Modular cable (mainly North America)
• Starter cartridge - Cyan
• Starter cartridge - Magenta
• Starter cartridge - Yellow
• Starter cartridge - Black
• Setup Guide
• Safety Information
• About Open Source Software License
• Warranty (except for India)
• Customer registration form (mainly North America)
• Sheet - EULA (End User License Agreement)
16

1. Guide to the Machine
This chapter describes preparations for using the machine and its operating instructions.
Guide to Components
This section introduces the names of the various parts on the front and rear side of the machine and
outlines their functions.
Exterior: Front View
ECC102
15
14
13
12
11
10 9
8
7
6
5
4
3
21
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No. Name Description
1 Input Tray for the ADF (Auto
document feeder)
Place stacks of originals here. They will feed in
automatically.
This tray can hold up to 50 sheets of plain paper.
2 Auto Document Feeder
(Exposure Glass Cover)
The ADF is integrated with the exposure glass cover.
Open this cover to place originals on the exposure
glass.
3 Exposure Glass Place originals here sheet by sheet.
4 Extender for the ADF Tray Extend these when placing paper longer than A4 in the
input tray for ADF.
5 Standard Tray/Top Cover Printed paper is delivered to this tray. Up to 150 sheets
of plain paper can be stacked here.
Open this to replace the print cartridges.
6 Front Cover Open this cover to replace the waste toner bottle or
remove jammed paper.
7 Front Cover Open Lever To open the front cover, pull this lever on the right side
of the machine.
8 End Fence Adjust this fence to the paper size.
9 Tray 1 This tray can hold up to 250 sheets of plain paper.
10 Bypass Tray Load paper here sheet by sheet.
11 Side Fence Adjust this fence to the paper size.
12 Control Panel Contains a screen and keys for machine control.
13 USB Flash Disk Port Insert a USB flash disk for using the Scan to USB
function.
14 Output Tray for the ADF Originals scanned with the ADF are delivered from
here.
15 ADF Cover Open this cover to remove originals jammed in the ADF.
1. Guide to the Machine
18