Ricoh MP C3504 series User manual

For safe and correct use, be sure to read the Safety Information in
Read This FIrst before using the machine.
Information for This Machine
Troubleshooting
Adding Paper and Toner
Web Image Monitor
Document Server
Scan
Print
Fax
Copy
Getting Started
What You Can Do with This Machine
User Guide

TABLE OF CONTENTS
How to Read the Manuals.................................................................................................................................7
Symbols Used in the Manuals.......................................................................................................................7
Model-Specific Information...............................................................................................................................8
Names of Major Features..................................................................................................................................9
1. What You Can Do with This Machine
Searching by What You Want to Do............................................................................................................. 11
Reducing my Costs.......................................................................................................................................11
Using Scanned Files on the Computer....................................................................................................... 12
Registering Destinations...............................................................................................................................13
Operating the Machine More Effectively.................................................................................................. 14
What You Can Do with This Machine............................................................................................................15
Customizing the [Home] Screen.................................................................................................................15
Making Copies Using Various Functions................................................................................................... 16
Printing Data Using Various Functions........................................................................................................17
Utilizing Stored Document.......................................................................................................................... 18
Sending and Receiving Faxes without Paper............................................................................................ 18
Sending and Receiving Faxes via the Internet...........................................................................................20
Sending and Receiving Faxes by Using the Machine without Fax Unit Installed...................................21
Using the Facsimile and the Scanner in a Network Environment.............................................................22
Embedding Text Information in Scanned Files...........................................................................................22
Preventing Information Leakage (Security Functions)............................................................................... 23
Centrally Controlling Scan Conditions and Distribution...........................................................................24
Monitoring and Setting the Machine Using a Computer......................................................................... 24
Preventing Unauthorized Copying.............................................................................................................25
2. Getting Started
Guide to Names and Functions of Components............................................................................................27
Guide to Components (mainly Europe).................................................................................. 27
Guide to Components (mainly Asia).......................................................................................30
Guide to Components (mainly North America)..................................................................... 34
Guide to Functions of the Machine's Options................................................................................................38
Guide to Functions of the Machine's External Options.............................................................................38
Guide to the Names and Functions of the Machine's Control Panel...........................................................57
Changing the Display Language.................................................................................................................... 58
1

How to Use the [Home] Screen...................................................................................................................... 59
Possible Operations on the Standard Application Screen.......................................................................61
Adding Icons to the [Home] Screen...........................................................................................................62
How to Use Each Application.........................................................................................................................65
[Copy] Screen..............................................................................................................................................66
[Fax] Screen................................................................................................................................................. 68
[Scanner] Screen......................................................................................................................................... 73
Registering Functions in a Program.................................................................................................................78
Turning On/Off the Power..............................................................................................................................81
Turning On the Main Power........................................................................................................................81
Turning Off the Main Power........................................................................................................................81
Logging In the Machine...................................................................................................................................83
When the Authentication Screen is Displayed.......................................................................................... 83
User Code Authentication Using the Control Panel.................................................................................. 83
Logging In Using the Control Panel............................................................................................................83
Logging Out Using the Control Panel.........................................................................................................84
Placing Originals..............................................................................................................................................85
Placing Originals on the Exposure Glass (mainly Europe).................................................. 85
Placing Originals on the Exposure Glass (mainly Asia)....................................................... 85
Placing Originals on the Exposure Glass (mainly North America)......................................86
Placing Originals in the Auto Document Feeder (mainly Europe and Asia).......................87
Placing Originals in the Auto Document Feeder (mainly North America).......................... 88
3. Copy
Basic Procedure................................................................................................................................................91
Auto Reduce / Enlarge....................................................................................................................................92
Duplex Copying............................................................................................................................................... 94
Specifying the Original and Copy Orientation.........................................................................................95
Combined Copying......................................................................................................................................... 97
One-Sided Combine................................................................................................................................... 98
Two-Sided Combine....................................................................................................................................99
Copying onto Custom Size Paper................................................................................................................ 101
Copying onto Envelopes...............................................................................................................................102
Sort..................................................................................................................................................................104
2

Changing the Number of Sets..................................................................................................................105
Storing Data in the Document Server...........................................................................................................107
4. Fax
Basic Procedure for Transmissions (Memory Transmission).......................................................................109
Registering a Fax Destination...................................................................................................................109
Deleting a Fax Destination........................................................................................................................111
Transmitting while Checking Connection to Destination (Immediate Transmission).................................112
Canceling a Transmission............................................................................................................................. 113
Canceling a Transmission Before the Original Is Scanned....................................................................113
Canceling a Transmission While the Original Is Being Scanned..........................................................113
Canceling a Transmission After the Original Is Scanned.......................................................................113
Storing a Document.......................................................................................................................................115
Sending Stored Documents...................................................................................................................... 116
Printing the Journal Manually....................................................................................................................... 118
5. Print
Quick Install....................................................................................................................................................119
Displaying the Printer Driver Properties........................................................................................................120
Standard Printing........................................................................................................................................... 121
When Using the PCL 6 Printer Driver....................................................................................................... 121
Printing on Both Sides of Sheets................................................................................................................... 122
When Using the PCL 6 Printer Driver....................................................................................................... 122
Types of Two-sided Printing......................................................................................................................122
Combining Multiple Pages into Single Page...............................................................................................123
When Using the PCL 6 Printer Driver....................................................................................................... 123
Types of Combine Printing........................................................................................................................123
Printing on Envelopes.................................................................................................................................... 125
Configuring Envelope Settings Using the Control Panel........................................................................ 125
Printing on Envelopes Using the Printer Driver........................................................................................ 125
Saving and Printing Using the Document Server.........................................................................................126
Storing Documents in Document Server.................................................................................................. 126
Managing Documents Stored in Document Server................................................................................127
Using the Quick Print Release Function........................................................................................................128
Using the Print/Scan(Memory Storage Device) Function..........................................................................129
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6. Scan
Basic Procedure When Using Scan to Folder............................................................................................. 133
Creating a Shared Folder on a Computer Running Windows/Confirming a Computer's Information.....
.................................................................................................................................................................... 133
Registering an SMB Folder.......................................................................................................................135
Deleting an SMB Registered Folder.........................................................................................................138
Entering the Path to the Destination Manually........................................................................................ 139
Basic Procedure for Sending Scan Files by E-mail......................................................................................140
Registering an E-mail Destination.............................................................................................................140
Deleting an E-mail Destination................................................................................................................. 142
Entering an E-mail Address Manually..................................................................................................... 142
Basic Procedure for Storing Scan Files........................................................................................................ 143
Checking a Stored File Selected from the List......................................................................................... 144
Specifying the File Type................................................................................................................................ 145
Specifying Scan Settings...............................................................................................................................146
7. Document Server
Storing Data................................................................................................................................................... 147
Printing Stored Documents............................................................................................................................ 149
8. Web Image Monitor
Displaying Top Page..................................................................................................................................... 151
9. Adding Paper and Toner
Loading Paper................................................................................................................................................153
Precautions for Loading Paper................................................................................................................. 153
Loading Paper into Paper Trays...............................................................................................................153
Loading Paper into the Bypass Tray........................................................................................................ 154
Printing from the Bypass Tray Using the Printer Function........................................................................160
Loading Paper into Tray 3 (LCT).............................................................................................................. 162
Loading Paper into the Large Capacity Tray (LCT)................................................................................ 164
Loading Orientation-fixed Paper or Two-sided Paper...........................................................................165
Recommended Paper....................................................................................................................................168
Recommended Paper Sizes and Types................................................................................................... 168
Adding Toner................................................................................................................................................. 182
Sending Faxes or Scanned Documents When Toner Has Run Out...................................................... 184
4

Disposing of Used Toner...........................................................................................................................184
10. Troubleshooting
When a Status Icon Is Displayed..................................................................................................................185
When the Indicator Lamp for [Check Status] Is Lit or Flashing...................................................................187
When the Machine Makes a Beeping Sound.............................................................................................189
When You Have Problems Operating the Machine...................................................................................190
When Multiple Functions Cannot Be Executed Simultaneously............................................................ 194
Messages Displayed When You Use the Copy/Document Server Function...........................................195
Messages Displayed When You Use the Facsimile Function.....................................................................199
When Network Setting Problems Occur................................................................................................. 200
When the Remote Fax Function Cannot Be Used...................................................................................206
Messages Displayed When You Use the Printer Function..........................................................................209
Messages Displayed on the Control Panel When You Use the Printer Function..................................209
Messages Printed on the Error Logs or Reports When You Use the Printer Function...........................212
Messages Displayed When You Use the Scanner Function...................................................................... 223
Messages Displayed on the Control Panel When You Use the Scanner Function.............................. 223
Messages Displayed on the Client Computer.........................................................................................233
When Other Messages Appear...................................................................................................................240
When There Is a Problem Scanning or Storing Originals......................................................................242
When the Address Book Is Updated....................................................................................................... 243
When Data Cannot Be Sent Due to a Problem with the Destination.....................................................244
When the Machine Cannot Be Operated Due to a Problem with the User Certificate.......................244
When Problems Occur While Logging In............................................................................................... 246
When the User Lacks Privileges to Perform an Operation..................................................................... 246
When the LDAP Server Cannot Be Used.................................................................................................246
11. Information for This Machine
Information on Environmental Regulations.................................................................................................. 249
ENERGY STAR Program........................................................................................................................... 249
Energy Saving Functions...........................................................................................................................249
User Information on Electrical and Electronic Equipment (mainly Europe)...................... 251
Note for the Battery and/or Accumulator Symbol (For EU countries only) (mainly Europe)
.................................................................................................................................................................... 252
Environmental Advice for Users (mainly Europe)............................................................... 253
5

Notes to users in the state of California (Notes to Users in USA) (mainly North America)....
.................................................................................................................................................................... 254
INDEX...........................................................................................................................................................255
6

How to Read the Manuals
Symbols Used in the Manuals
This manual uses the following symbols:
Indicates points to pay attention to when using the machine, and explanations of likely causes of paper
misfeeds, damage to originals, or loss of data. Be sure to read these explanations.
Indicates supplementary explanations of the machine's functions, and instructions on resolving user
errors.
This symbol is located at the end of sections. It indicates where you can find further relevant information.
[ ]
Indicates the names of keys on the machine's display or control panels.
(mainly Europe and Asia), (mainly Europe), or (mainly Asia)
(mainly North America)
Differences in the functions of Region A and Region B models are indicated by two symbols. Read the
information indicated by the symbol that corresponds to the region of the model you are using. For
details about which symbol corresponds to the model you are using, see page 8 "Model-Specific
Information".
7

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.
DLV001
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 -27, -29, -65
• 220–240 V
(mainly North America)
If the label contains the following, your machine is a region B model:
• CODE XXXX -17, -18
• 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.
• If your machine is a region A model and "CODE XXXX -27, -65" is printed on the label, see
" (mainly Europe)" also.
• If your machine is a region A model and "CODE XXXX -29" is printed on the label, see
" (mainly Asia)" also.
8

Names of Major Features
In this manual, major features of the machine are referred to as follows:
• Auto Reverse Document Feeder ARDF
• Auto Document Feeder ADF (in this manual, "ADF" refers to the ARDF and the one-pass duplex
scanning ADF)
• Large Capacity Tray LCT
9

10

1. What You Can Do with This Machine
You can search for a description by what you want to do.
Searching by What You Want to Do
You can search for a procedure by what you want to do.
Reducing my Costs
BRL059S
Printing multi-page documents on both sides of sheets (Duplex Copy)
See "Duplex Copying", Copy/ Document Server.
Printing multi-page documents and received faxes on a single sheet (Combine (Copier/Fax)
See "Combined Copying", Copy/ Document Server.
See "Combine Two Originals", Fax.
Printing received faxes on both sides of sheets (2 Sided Print)
See "Two-Sided Printing", Fax.
Converting received faxes to electronic formats (Paperless Fax)
See "Confirming/Printing/Deleting Received and Stored Documents", Fax.
Sending files from the computer without printing them (LAN-Fax)
See "Sending Fax Documents from Computers", Fax.
11

Checking how much paper is saved ([Information] screen)
See "How to Use the [Information] Screen", Getting Started.
Reducing electricity consumption
See "Saving Energy", Getting Started.
See "Timer Settings", Connecting the Machine/ System Settings.
Using Scanned Files on the Computer
BQX138S
Sending scan files
See "Basic Procedure for Sending Scan Files by E-mail", Scan.
Sending the URL of the folder in which scan files are stored
See "Sending the URL by E-mail", Scan.
Storing scan files in a shared folder
See "Basic Procedure When Using Scan to Folder", Scan.
Storing scan files on media
See "Basic Procedure for Saving Scan Files on a Memory Storage Device", Scan.
Embedding text information in scanned files
See "Embedding Text Information in Scanned Data", Scan.
Converting transmitted faxes to electronic formats and sending them to a computer
See "Overview of Folder Transmission Function", Fax.
1. What You Can Do with This Machine
12

Managing and using documents converted to electronic formats (Document Server)
See "Relationship between Document Server and Other Functions", Copy/ Document Server.
Registering Destinations
BRL060S
Using the control panel to register destinations in the Address Book
See "Registering Entered Destinations to the Address Book", Fax.
See "Registering a destination in the address book manually", Scan.
Using Web Image Monitor to register destinations from a computer
See "Registering Internet Fax Destination Information Using Web Image Monitor", Fax.
Downloading destinations registered in the machine to the LAN-Fax driver destination list
See "Using the machine's Address Book as the LAN-Fax destination list", Fax.
Searching by What You Want to Do
13

Operating the Machine More Effectively
BQX139S
Registering and using frequently-used settings (Program)
See "Registering Functions in a Program", Convenient Functions.
Registering frequently-used settings as initial settings (Program as Defaults)
See "Changing the Default Functions of the Initial Screen", Convenient Functions.
Registering frequently-used printing settings to the printer driver
See "Using One Click Presets", Print.
Changing the initial settings of the printer driver to frequently-used printing settings
See "Displaying the [Printing Preferences] Dialog Box", Print.
Adding shortcuts to frequently used programs or Web pages
See "Adding Icons to the [Home] Screen", Convenient Functions.
Changing the order of the function and shortcut icons
See "Changing the Order of Icons on the [Home] Screen", Convenient Functions.
1. What You Can Do with This Machine
14

What You Can Do with This Machine
This section describes the features of this machine.
Customizing the [Home] Screen
The icons of each function are displayed on the [Home] screen.
DLV122
• You can add shortcuts to often used programs or Web pages to the [Home] screen. The programs
or Web pages can be recalled easily by pressing the shortcut icons.
• You can display only the icons of functions and shortcuts that you use.
• You can change the order of the function and shortcut icons.
• For details about the features on the [Home] screen, see "How to Use the [Home] Screen", Getting
Started.
• For details about how to customize the [Home] screen, see "How to Customize the [Home]
Screen", Convenient Functions.
What You Can Do with This Machine
15

Making Copies Using Various Functions
CJQ601
• You can make copies in full color. You can switch the color copy mode depending on the type of
originals used and the desired finish.
See "Copying in Color", Copy/ Document Server.
• You can print stamps on copies. Stamps can include background numbers, scanned images, dates,
and page numbers.
See "Stamps", Copy/ Document Server.
• You can adjust the color tones and image quality of your copies.
For details about a color adjustment, see "Adjusting Color", Copy/ Document Server.
For details about an image adjustment, see "Image Adjustment", Copy/ Document Server.
• You can reduce or enlarge the copy image. Auto Reduce / Enlarge function enables the machine
to detect the original size automatically. Also, it enables the machine to select an appropriate
reproduction ratio based on the paper size you specify. If the orientation of the original is different
from that of the paper you are copying onto, the machine rotates the original image by 90 degrees
to match it with the copy paper.
See "Reducing or Enlarging Originals", Copy/ Document Server.
• Copier functions such as Duplex, Combine, Booklet, and Magazine allow you to save on paper by
copying multiple pages onto single sheets.
For details about duplex copying, see "Duplex Copying", Copy/ Document Server.
For details about combined copying, see "Combined Copying", Copy/ Document Server.
For details about the booklet and magazine functions, see "Booklet/Magazine", Copy/
Document Server.
• You can copy onto various types of paper such as envelopes and OHP transparencies.
1. What You Can Do with This Machine
16

See "Copying onto Various Types of Paper", Copy/ Document Server.
• The finisher allows you to sort, staple, and punch holes in your copies.
See "Finishing", Copy/ Document Server.
Printing Data Using Various Functions
CJQ602
• This machine supports network and local connections.
• 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.
See "Storing Documents in the Hard Disk Drive and Printing Them", Print.
• The finisher allows you to collate, staple, and punch holes in your prints.
For details about stapling, see "Staple", Print.
For details about punching, see "Punch", Print.
• If the PictBridge card is installed, you can connect a PictBridge-compatible digital camera to this
machine using a USB cable. This allows you to print the photographs stored on the camera using
the camera's own interface.
See "Direct Printing from a Digital Camera (PictBridge)", Print.
• You can print files stored on a removable memory device and specify print conditions such as print
quality and print size.
See "Direct Printing from a Memory Storage Device", Print.
What You Can Do with This Machine
17

Utilizing Stored Document
You can store files scanned in copier, facsimile, printer, or scanner mode on the machine's hard disk.
Web Image Monitor allows you to 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).
CJQ603
• You can retrieve stored documents scanned in scanner mode to your computer.
• Using the file format converter, you can download documents stored in copier, Document Server,
or printer mode to your computer.
• For details about how to use the Document Server, see "Storing Data in the Document Server",
Copy/ Document Server.
• For details about the Document Server in copier mode, see "Document Server", Copy/ Document
Server.
• For details about the Document Server in printer mode, see "Saving and Printing Using the
Document Server", Print.
• For details about the Document Server in fax mode, see "Storing a Document", Fax.
• For details about the Document Server in scanner mode, see "Storing and Saving the Scanned
Documents", Scan.
Sending and Receiving Faxes without Paper
Reception
You can store and save received fax documents as electronic formats in the machine's hard disk
without printing them.
1. What You Can Do with This Machine
18