Ricoh Pro 8100S User manual

For safe and correct use, be sure to read the Safety Information in
Read This First before using the machine.
For information not in this manual, refer to
the HTML/PDF files on the supplied
CD-ROM.
Troubleshooting
Adding Paper and Toner
Web Image Monitor
Document Server
Scan
Print
Copy
Getting Started
Easy Search
User Guide

Guide to the Names and Functions
of the Machine's Control Panel
22
2 3 41
21
6
5
7
8
9
10
11
12
131415161718
1920
23 24
25
Display panel1.
Displays keys for each function, operation status,
or messages. See "How to Use the Screens on
the Control Panel", Getting Started .
[Reset] key2.
Press to clear the current settings.
[Program] key (copier, Document Server,3.
and scanner mode)
Press to register frequently used settings, or•
to recall registered settings. See "Registering
Frequently Used Functions", Convenient
Functions .
Press to program defaults for the initial•
display when modes are cleared or reset,
or immediately after the main power switch
is turned on.
See "Changing the Default Functions of the
Initial Screen", Convenient Functions .
[Interrupt] key4.
Press to make interrupt copies. See "Interrupt
Copy", Copy/ Document Server .
Main power indicator5.
The main power indicator goes on when you turn
on the main power switch.
[Energy Saver] key6.
Press to switch to and from Low Power mode or Sleep
mode. See "Saving Energy", Getting Started .
When the machine is in Low Power mode, the
[Energy Saver] key is lit. In Sleep mode, the
[Energy Saver] key flashes slowly.
[Login/Logout] key7.
Press to log in or log out.
[User Tools] key8.
Press to change the default settings to meet
your requirements. See "Accessing User Tools",
Connecting the Machine/ System Settings .
You can find out where to order expendable
supplies and where to call when a malfunction
occurs. You can also print these details. See
"Checking Inquiry Using the User Tools",
Maintenance and Specifications .
[Paper Setting] key9.
Specify settings for the paper tray. See Paper
Settings .
[Counter] key10.
Press to check or print the counter value. See
"Counter", Maintenance and Specifications .
You can use the copy function, scanner function, and programs on Type 1, 2, or 3 machines only.
You can use the following keys on a Type 1, 2, or 3 machine: The [Program] key, [Interrupt] key, [Sample Copy]
key, and [Stop] key.

Simple Screen
When you press the {Simple Screen}key, the screen changes
to the simple screen. Letters and keys are displayed at a larger
size, making operations easier.
Certain keys do not appear on the simple screen.
[Language] key11.
Press to change the language of the display.
See "Changing the Display Language", Getting
Started .
[Simple Screen] key12.
Press to switch to the simple screen. See
"Switching Screen Patterns", Getting Started .
[ # ] key (Enter key)13.
Press to confirm values entered or items specified.
[Start] key14.
Press to start copying, printing, scanning, or
sending.
[Sample Copy] key15.
Press to make a single set of copies or prints to
check print quality before making multiple sets.
See "Sample Copy", Copy/ Document Server
.
[Stop] key16.
Press to stop a job in progress, such as copying,
scanning or printing.
[Clear] key17.
Press to delete a number entered.
Number keys18.
Use to enter the numbers for copies and data for
the selected function.
Data In indicator (printer mode)19.
Flashes when the machine is receiving print jobs
from a computer. See Print .
[Check Status] key20.
Press to check the machine's system status,
operational status of each function, and current
jobs. You can also display the job history and the
machine's maintenance information.
Function keys21.
No functions are registered to the function keys
as a factory default. You can register often used
functions, programs, and Web pages. For details,
see "Configuring function keys", Getting Started
.
[Home] key22.
Press to display the [Home] screen. For details,
see "How to Use the [Home] Screen".
Screen brightness slider23.
Adjusts display panel brightness.
Media access lamp24.
Lights up when a memory storage device is
inserted in the media slot.
Media slots25.
Use to insert an SD card or a USB flash memory
device.

A See if original is 1-sided or
2-sided (duplex).
BPress [Dup./ Combine/
Series].
CSelect the original and copy types and/or
the orientation.
D
Place the originals, and then press the {Start}key.
Duplex
1-Sided 2-Sided
Copies two 1-sided pages
on one 2-sided page.
2-Sided 2-Sided
Copies one 2-sided page on
one 2-sided page.
Combine
1-sided Combine
Copies multiple 1-sided or 2-sided
originals on one side of copy paper.
2-sided Combine
Copies multiple 1-sided originals
on two sides of copy paper.
Copies multiple 2-sided originals
on two sides of copy paper.
For more functions on Combine, see "Basic
Copying", Copy/ Document Server .
APress the {Home}key on the bottom
left of the control panel, and press the
[Copier] icon on the [Home] screen.
BPress the {Reset}key.
CPlace the originals.
• Exposure Glass
(Face down)
• Auto Document
Feeder (Face up)
D Make desired settings.
EEnter the number of copies.
FPress the {Start}key.
Paper Size
You can check the paper
size using the scale on the exposure glass.
Auto Image Density
Dark texture originals will be copied so that
background will not be reproduced.
Auto Paper Select
Selects a suitable size of paper automatically.
Paper Size
Tips
Auto Reduce/Enlarge
APress [Auto Reduce /
Enlarge].
BSelect the paper size.
C
Place the originals, and then press the {Start}key.
Preset Reduce/Enlarge
APress [Reduce/ Enlarge].
BSelect a ratio, and then
press [OK].
C
Place the originals, and then press the {Start}
key. (Paper size is selected automatically.)
How to Reduce/Enlarge...
(Basic Copying)
(Basic Copying)
How to save paper...
Quick Reference Copy Guide
You can use this function on Type 1, 2, or 3 machines only.
How to make Copies...
(Placing Originals, Paper Specifications and Adding Paper , Basic Copying)

Reduce/Enlarge
Zoom: You can specify the reproduction•
ratio in increments of 1%.
Magnification: You can specify the horizontal•
and vertical reproduction ratios, individually.
Series Copies
Separately copies the front and back of a•
2-sided original onto two sheets.
Booklet/Magazine
Copies two or more originals in page order.•
Edit/Stamp
Image Repeat/Double Copies: The original•
image is copied repeatedly.
Centering: Moves image to center.•
Erase: Erases the center and/or all four•
sides of the original image.
Stamps: Copies with the date, page numbers, etc.•
Cover/Slip Sheet
Front Cover / Back Cover: Creates cover sheets.•
Designate: Copies certain pages of the•
original onto designation sheets.
Advanced features
(Basic Copying)
How to finish your document...
Staple
ASelect one of the stapling positions
(Copies will be sorted automatically).
BEnter the number of copy sets.
CPlace the originals, and then
press the {Start}key.
Punch
ASelect one of the punch hole positions
(Copies will be hole punched).
BEnter the number of copy sets.
CPlace the originals, and then press the
{Start}key.
Staple and Punch can be done at the
same time.
Availability of finishing depends on your
configuration.
Why use it...
• To store often used documents centrally
and print on demand.
• To reduce network load.
How to use in copy mode...
APress [Store File].
BEnter a file name,
user name, or
password if necessary.
CSpecify a folder in which to store the
document if necessary.
DPress [OK].
EPlace the originals.
F
Make the scanning settings for the original.
GPress the {Start}key.
The machine stores scanned originals in
memory and makes one set of copies.
To find your document, press the {Home}
key on the bottom left of the control panel,
and press the [Document Server] icon on the
[Home] screen.
For more functions on Document Server,
see "Document Server", Copy/ Document
Server .
(Basic Copying)
Document Server
Chapter references in this guide refer to the bundled OI CD; Copy/ Document Server .
(Basic Copying, Advanced Copying)

To use the scanner functions, several
settings must be made beforehand.
For details about these settings,
see "Accessing User Tools", Connecting
the Machine/ System Settings
and
Scan
on the supplied CD-ROM.
How to scan...
APress the {Home}key on the lower
left of the control panel, and press the
[Scanner] icon on the [Home] screen.
BMake sure that no previous settings
remain. If a previous setting remains,
press the {Reset}key.
CPress the [E-mail] or [Folder] tab.
DPlace originals.
EIf necessary, specify the scan settings
according to the original to be scanned.
FIf necessary, press [Send File Type /
Name] to specify settings such as file
name and file format.
How to use Scan to E-mail/Scan to Folder...
(Basic Procedure for Sending Scan Files by Email.
Basic Procedure When Using Scan to Folder)
GSpecify the destination(s). You can specify
multiple destinations.
For scan to e-mail:
Before you select destination(s), make
sure you have selected [To]. If necessary,
press [Cc] or [Bcc], and then select
destination(s).
HFor scan to e-mail only
Specify the e-mail sender.
Depending on the security settings,
the logged-in user may be specified as
[Sender Name].
• To specify the e-mail sender, press
[Sender Name].
• Select a sender.
• Press [OK].
• For reception confirmation e-mail, press
[Recept. Notice].
IFor scan to e-mail only
Enter a subject line if necessary.
• Press [Subject].
• Enter the subject.
• Press [OK].
JPress the {Start}key.
Available scan functions:
AScan to E-mail
BScan to Folder (SMB/FTP/NCP)
CScan Using WSD (Web Services on
Devices)
DStore to Hard Disk
ESave to Memory Storage Device
FScan to Delivery Server
GScan via TWAIN Driver
For details about C, E, F, and G, see Scan
on the supplied CD-ROM.
Quick Reference Scanner Guide
You can use this function on Type 1, 2, or 3 machines only.

APress the {User Tools}key.
BPress [Address Book Mangmnt].
CCheck that [Program / Change] is
selected.
DSelect the name whose e-mail address
you want to register. Press the name key,
or enter the registered number using the
number keys.
EPress [E-mail].
FPress [Change] under "E-mail Address".
GEnter the e-mail address.
HPress [OK].
IPress [OK].
JPress [Exit].
KPress the {User Tools}key.
For details about registering folders, see
"Registering Addresses and Users",
Connecting the Machine/ System Settings
.
Registering an E-mail destination...
(Registering Addresses and Users, Connecting the
Machine/ System Settings )
How to save to the machine’s hard
disk...
(Storing and Saving the Scanned Documents)
APress the {Home}key on the lower
left of the control panel, and press the
[Scanner] icon on the [Home] screen.
BMake sure that no previous settings
remain. If a previous setting remains,
press the {Reset}key.
CPlace originals.
DPress [Store File].
EPress [Store to HDD].
FIf necessary, specify the stored file's
information, such as [User Name], [File
Name], [Password], and [Select Folder].
GPress [OK].
HIf necessary, press [Scan Settings]
to specify scanner settings such as
resolution and scan size.
IPress the {Start}key.
For details about saving to a memory
storage device, see "Storing the Scanned
Documents to a USB Flash Memory
Device or SD Card", Scan on the
supplied CD-ROM.
Why use it?
To store scanned files in the hard disk of the
machine for later (shared) use. (See Scan .)
Displaying a list of files stored on the machine's hard disk
(Storing and Saving the Scanned Documents)
APress the {Home}key on the lower left of
the control panel, and press the [Scanner]
icon on the [Home] screen.
BPress [Select Stored File].
CSpecify the folder in which to save the
stored files.
The list of stored files is displayed.
Chapter references in this guide refer to the bundled OI CD; Scan and Connecting the Machine/ System Settings .
How to save to the machine's hard disk...

TABLE OF CONTENTS
How to Read the Manuals.................................................................................................................................6
Symbols Used in the Manuals.......................................................................................................................6
Model-Specific Information............................................................................................................................... 7
Names of Major Features..................................................................................................................................8
1. Easy Search
Searching by What You Want to Do................................................................................................................9
Reducing my Costs......................................................................................................................................... 9
Converting Documents to Electronic Formats Easily................................................................................. 10
Registering Destinations...............................................................................................................................11
Operating the Machine More Effectively.................................................................................................. 11
What You Can Do with This Machine............................................................................................................13
Customizing the [Home] Screen.................................................................................................................13
Making Copies Using Various Functions................................................................................................... 14
Printing Data Using Various Functions........................................................................................................15
Utilizing Stored Document.......................................................................................................................... 16
Connecting Two Machines for Copying....................................................................................................17
Using the Scanner in a Network Environment...........................................................................................18
Embedding Text Information in Scanned Files...........................................................................................18
Preventing Information Leakage (Security Functions)............................................................................... 19
Centrally Controlling Scan Conditions and Distribution...........................................................................20
Monitoring and Setting the Machine Using a Computer......................................................................... 20
Preventing Unauthorized Copying............................................................................................................. 21
2. Getting Started
Guide to Names and Functions of Components............................................................................................23
Guide to Functions of the Attention Light....................................................................................................26
Guide to Functions of the Machine's Options................................................................................................29
Guide to Functions of the Machine's External Options.............................................................................29
Changing the Display Language.................................................................................................................... 32
How to Use the [Home] Screen...................................................................................................................... 33
Adding Icons to the [Home] Screen........................................................................................................... 34
Registering Frequently Used Functions........................................................................................................... 38
Registering Functions in a Program............................................................................................................ 38
Turning On/Off the Power..............................................................................................................................44
1

Turning On the Main Power........................................................................................................................44
Turning Off the Main Power........................................................................................................................44
Logging In the Machine...................................................................................................................................46
When the Authentication Screen is Displayed.......................................................................................... 46
User Code Authentication Using the Control Panel.................................................................................. 46
Logging In Using the Control Panel............................................................................................................46
Logging Out Using the Control Panel.........................................................................................................47
Placing Originals..............................................................................................................................................48
Placing Originals on the Exposure Glass...................................................................................................48
Placing Originals in the Auto Document Feeder....................................................................................... 48
3. Copy
Basic Procedure................................................................................................................................................51
Auto Reduce / Enlarge....................................................................................................................................53
Duplex Copying............................................................................................................................................... 55
Specifying the Original and Copy Orientation.........................................................................................57
Combined Copying......................................................................................................................................... 59
One-Sided Combine................................................................................................................................... 60
Two-Sided Combine....................................................................................................................................61
Copying onto Custom Size Paper from the Multi Bypass Tray (Tray 7)......................................................64
Copying onto Envelopes................................................................................................................................. 65
Copying onto Envelopes from the Multi Bypass Tray (Tray 7)................................................................ 65
Copying onto Envelopes from the Wide Large Capacity Tray................................................................66
Sort.................................................................................................................................................................... 67
Changing the Number of Sets.................................................................................................................... 67
Storing Data in the Document Server............................................................................................................. 69
4. Print
Quick Install...................................................................................................................................................... 71
Displaying the Printer Driver Properties.......................................................................................................... 72
Standard Printing..............................................................................................................................................73
When Using the PCL 6 Printer Driver..........................................................................................................73
Printing on Both Sides of Sheets......................................................................................................................74
When Using the PCL 6 Printer Driver..........................................................................................................74
Types of 2 sided Printing............................................................................................................................. 74
2

Combining Multiple Pages into Single Page..................................................................................................75
When Using the PCL 6 Printer Driver..........................................................................................................75
Types of Combine Printing.......................................................................................................................... 75
Printing on Envelopes.......................................................................................................................................77
Configuring Envelope Settings Using the Control Panel...........................................................................77
Printing on Envelopes Using the Printer Driver...........................................................................................77
Saving and Printing Using the Document Server........................................................................................... 79
Storing Documents in Document Server.....................................................................................................79
Managing Documents Stored in Document Server...................................................................................80
5. Scan
Basic Procedure When Using Scan to Folder................................................................................................81
Creating a Shared Folder on a Computer Running Windows/Confirming a Computer's Information.....
.......................................................................................................................................................................82
Registering an SMB Folder......................................................................................................................... 84
Deleting an SMB Registered Folder........................................................................................................... 87
Entering the Path to the Destination Manually...........................................................................................88
Basic Procedure for Sending Scan Files by E-mail........................................................................................89
Registering an E-mail Destination............................................................................................................... 90
Deleting an E-mail Destination....................................................................................................................91
Entering an E-mail Address Manually........................................................................................................92
Basic Procedure for Storing Scan Files...........................................................................................................93
Checking a Stored File Selected from the List............................................................................................94
Specifying the File Type...................................................................................................................................95
Specifying Scan Settings................................................................................................................................. 96
6. Document Server
Storing Data......................................................................................................................................................97
Printing Stored Documents...............................................................................................................................99
7. Web Image Monitor
Displaying Top Page..................................................................................................................................... 101
8. Adding Paper and Toner
Loading Paper................................................................................................................................................103
Precautions for Loading Paper................................................................................................................. 103
Loading Paper into Tray 1........................................................................................................................ 105
3

Loading Paper into the A3/11 × 17 Tray Unit.......................................................................................106
Loading Paper into Trays 2 and 3........................................................................................................... 107
Loading Paper into the Multi Bypass Tray (Tray 7)................................................................................ 108
Loading Paper into the Large Capacity Tray.......................................................................................... 111
Loading Paper into the Three-tray Wide Large Capacity Tray............................................................. 112
Loading Paper into the Two-tray Wide Large Capacity Tray................................................................113
Loading Paper into the Interposer............................................................................................................115
Loading Cover Sheets into the Interposer of the Perfect Binder.............................................................116
Loading Orientation-fixed Paper or Two-sided Paper...........................................................................118
Recommended Paper.................................................................................................................................... 122
Recommended Paper Sizes and Types................................................................................................... 122
Paper Storage............................................................................................................................................145
Registering a Custom Paper..........................................................................................................................146
Selecting the Paper's Name from the Paper Library...............................................................................147
Registering a Paper Whose Paper Name is Not Displayed in the Paper Library................................148
Registering a New Custom Paper by Modifying an Existing Paper......................................................151
Adding Toner................................................................................................................................................. 153
Sending Scanned Documents When Toner Has Run Out......................................................................155
Disposing of Used Toner...........................................................................................................................155
Menu Items and Functions............................................................................................................................ 157
9. Troubleshooting
When a Status Icon Is Displayed..................................................................................................................161
When the Indicator Lamp for the [Check Status] Key Is Lit or Flashing..................................................... 163
When the Machine Makes a Beeping Sound.............................................................................................165
When You Have Problems Operating the Machine...................................................................................166
When Multiple Functions Cannot Be Executed Simultaneously............................................................ 174
Messages Displayed When Using the Copy/Document Server Function................................................175
When Using the Connect Copy Function................................................................................................ 179
Messages Displayed When Using the Printer Function..............................................................................182
Messages Displayed on the Control Panel When Using the Printer Function...................................... 182
Messages Printed on the Error Logs or Reports When Using the Printer Function............................... 186
Messages Displayed When Using the Scanner Function...........................................................................199
Messages Displayed on the Control Panel When Using the Scanner Function...................................199
4

Messages Displayed on the Client Computer.........................................................................................209
When Other Messages Appear...................................................................................................................216
When There Is a Problem Scanning or Storing Originals......................................................................218
When the Home Screen Cannot Be Edited.............................................................................................218
When the Address Book Is Updated....................................................................................................... 219
When Data Cannot Be Sent Due to a Problem with the Destination.....................................................220
When the Machine Cannot Be Operated Due to a Problem with the User Certificate.......................221
When Problems Occur While Logging In............................................................................................... 222
When the User Lacks Privileges to Perform an Operation..................................................................... 223
When the LDAP Server Cannot Be Used.................................................................................................223
INDEX...........................................................................................................................................................225
5

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.
Indicates instructions stored in a file on a provided CD-ROM.
(mainly Europe)
(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 7 "Model-Specific
Information".
6

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.
CWW201
The following information is region-specific. Read the information under the symbol that corresponds to
the region of your machine.
(mainly Europe)
If the label contains the following, your machine is a region A model:
• CODE XXXX -67 *1
• CODE XXXX -27 *2
• 220–240 V
(mainly North America)
If the label contains the following, your machine is a region B model:
• CODE XXXX -17, -57 *1
• CODE XXXX -17 *2
• 208–240 V
*1 Types 1 to 3
*2 Types 4 to 5
• 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.
7

Names of Major Features
In this manual, major features of the machine are referred to as follows:
• Auto Document Feeder ADF
• LCIT RT5070 Large Capacity Tray (LCT)
• Wide Large Capacity Tray Wide LCT (in this manual, "wide LCT" refers to the three-tray wide
LCT and the two-tray wide LCT)
• LCIT RT5080 Three-tray wide Large Capacity Tray (Three-tray wide LCT)
• Vacuum Feed LCIT RT5100 Two-tray wide Large Capacity Tray (Two-tray wide LCT)
• Multi-Folding Unit FD5020 Multi-folding unit
• Decurl Unit DU5030 Decurl unit
• Ring Binder RB5020 Ring binder
• Perfect Binder GB5010 Perfect binder
• Trimmer Unit TR5040 Trimmer
• High Capacity Stacker SK5030 High capacity stacker
• RPIP Interface Box Type S3 Interface box
8

1. Easy Search
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.
You can use the copy function, Document Server function, scanner function, and programs on Type 1,
2, or 3 machines only.
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 on a single sheet (Combine)
See "Combined Copying", Copy/ Document Server .
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 .
9

Converting Documents to Electronic Formats Easily
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 .
Managing and using documents converted to electronic formats (Document Server)
See "Relationship between Document Server and Other Functions", Copy/ Document Server .
1. Easy Search
10

Registering Destinations
CAY062
Using the control panel to register destinations in the Address Book
See "Registering a destination in the address book manually", Scan .
Operating the Machine More Effectively
BQX139S
Registering and using frequently-used settings (Program)
See "Registering Functions in a Program", Convenient Functions .
Searching by What You Want to Do
11

Registering frequently-used settings as initial settings (Program as Defaults (Copier/Document
Server/Scanner))
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. Easy Search
12