Ricoh FAX1400L Owner's manual

FAX1400L
Operating Instructions
<Advanced Features>
Read this manual carefully before you use this product and keep it handy for future
reference.
For safety, please follow the instructions in this manual.
Cover1-1 Page 1 Friday, October 27, 2000 8:45 PM

Introduction
This manual contains detailed instructions on the operation and maintenance of this machine. To get
maximum versatility from this machine all operators should carefully read and follow the instructions in
this manual. Please keep this manual in a handy place near the machine.
Please read the Safety Information in the Advanced Features manual before using this machine. It con-
tains important information related to USER SAFETY and PREVENTING EQUIPMENT PROBLEMS.
Notes:
Some illustrations might be slightly different from your machine.
Certain options might not be available in some countries. For details, please contact your local dealer.
Laser Safety:
Direct (or indirect reflected) eye contact with the laser beam may cause serious eye damage. Safety
precautions and interlock mechanisms have been designed to prevent any possible laser beam expo-
sure to the operator.
Warning:
Use of controls or adjustment or performance of procedures other than those specified in this manual
might result in hazardous radiation exposure.
Two kinds of size notation are employed in this manual. With this machine refer to the metric version.
For good copy quality, Ricoh recommends that you use genuine Ricoh toner.
Ricoh shall not be responsible for any damage or expense that might result from the use of parts other
than genuine Ricoh parts in your Ricoh office product.
Important
Parts of this manual are subject to change without prior notice. In no event will the company be liable
for direct, indirect, special, incidental, or consequential damages as a result of handling or operating
the machine.
Power Source:
AC220–240V, 50/60Hz
Please be sure to connect the power cord to a power source as above. For details about power source,
see Chapter 10, “Connecting the Power and Switching On”in the Advanced Features manual.
Holsten1AE_Advanced_FM.book Page 1 Thursday, October 26, 2000 12:56 PM

i
Notice
RCAUTION:
Use of controls, adjustments or performance of procedures other than those
specified herein may result in hazardous radiation exposure.
Shielded interconnect cables must be employed with this equipment to ensure
compliance with the pertinent RF emission limits governing this device.
Although this equipment can use either loop disconnect or DTMF signalling,
only the performance of the DTMF signalling is subject to regulatory require-
ments for correct operation. It is therefore strongly recommended that the equip-
ment is set to use DTMF signalling for access to public or private emergency
services. DTMF signalling also provides faster call set up.
NOTICE TO USERS (NEW ZEALAND)
The grant of a Telepermit for any item of terminal equipment indicates only that
Telecom has accepted that the item complies with minimum conditions for con-
nection to its network. It indicates no endorsement of the product by Telecom,
nor does it provide any sort of warranty. Above all, it provides no assurance that
any item will work correctly in all respects with another item of Telepermitted
equipment of a different make or model, nor does it imply that any product is
compatible with all of Telecom's network services.
This equipment is not capable, under all operating conditions, of correct opera-
tion at the higher speeds for which it is designed. Telecom will accept no respon-
sibility should difficulties arise in such circumstances.
This equipment shall not be set up to make automatic calls to the Telecom "111"
Emergency Service"
If a charge for local calls is unacceptable, the "Dial" button should NOT be used
for local calls. Only the 7-digits of the local number should be dialled from your
telephone. DO NOT dial the area code digit or the "0" prefix.
This equipment may not provide for the effective hand-over of a call to another
device connected to the same line.
This device may be subject to ringing or bell tinkle when calls are made from an-
other device on the same line. If this occurs, the problem should not be referred
to the Telecom Faults Service.
This equipment should not be used under any circumstances, which may consti-
tute a nuisance to other Telecom customers. For example, repeated attempts to
make unsolicited sales offers to the same number or group of numbers, such as
when a block of numbers terminate on the same PABX.
"The call log incorporated in this equipment does not record all answered calls.
The call log, therefore may not agree with the Telecom account which may in-
clude calls not shown on the log."
Not all telephones will respond to incoming ringing when connected to the ex-
tension socket.
Direct (or indirect reflected) eye contact with the laser beam may cause serious eye damage.
Safety precautions and interlock mechanisms have been designed to prevent any possible laser
beam exposure to the operator.
Holsten1AE_Advanced_FM.book Page i Wednesday, November 8, 2000 11:24 AM

ii
Safety Information
When using your equipment, the following safety precautions should always be
followed.
Safety During Operation
In this manual, the following important symbols are used:
RWARNING:
R
WARNING:
Indicates a potentially hazardous situation which, if instructions
are not followed, could result in death or serious injury.
R
CAUTION:
Indicates a potentially hazardous situation which, if instructions are not
followed, may result in minor or moderate injury or damage to property.
•Connect the power cord directly into a wall outlet and never use an ex-
tension cord.
•Disconnect the power plug (by pulling the plug, not the cable) if the
power cable or plug becomes frayed or otherwise damaged.
•To avoid hazardous electric shock or laser radiation exposure, do not
remove any covers or screws other than those specified in this man-
ual.
•Turn off the power and disconnect the power plug (by pulling the plug,
not the cable) if any of the following conditions exists:
•You spill something into the equipment.
•You suspect that your equipment needs service or repair.
•Your equipment's cover has been damaged.
•Do not incinerate spilled toner or used toner. Toner dust might ignite
when exposed to an open flame.
•Disposal can take place at our authorized dealer or at appropriate col-
lection sites.
•Dispose of the used toner cartridge in accordance with the local reg-
ulation.
Holsten1AE_Advanced_FM.book Page ii Wednesday, November 8, 2000 11:24 AM

iii
RCAUTION:
•Protect the equipment from dampness or wet weather, such as rain, snow,
and so on.
•Unplug the power cord from the wall outlet before you move the equipment.
While moving the equipment, you should take care that the power cord will
not be damaged under the equipment.
•When you disconnect the power plug from the wall outlet, always pull the
plug (not the cable).
•Do not allow paper clips, staples, or other small metallic objects to fall inside
the equipment.
•Keep toner (used or unused) and toner cartridge out of the reach of chil-
dren.
•For environmental reasons, do not dispose of the equipment or expended
supply waste at household waste collection points. Disposal can take place
at an authorized dealer or at appropriate collection sites.
•The inside of the machine could be very hot. Do not touch the parts with a
label indicating the “hot surface”. Otherwise it could cause a personal burn.
•Do not insert any objects, or place fingers into spaces on the machine. Oth-
erwise, an injury or an electric shock might occur.
•Keep children away from the machine. Otherwise, an injury might occur.
•Our products are engineered to meet high standards of quality and function-
ality, and we recommend that you only use the expendable supplies avail-
able at an authorized dealer.
Holsten1AE_Advanced_FM.book Page iii Wednesday, November 8, 2000 11:24 AM

iv
Important Safety Instructions
Grounding
In order to prevent potentially hazardous electrical shock, provide means of
connecting to the protective grounding conductor in the building, wiring those
grounding conductors of power cable and 3 pins plug.
Power Supply
The soket-outlet shall be installed near the product and shall be easily accessible.
Ozone Safety (if applicable)
Some product (see P.56 “Machine Environment”) generates ozone during opera-
tion.
Normally, the ozone level is safe for operators. If ozone odor may appear, ven-
tilate the room.
Holsten1AE_Advanced_FM.book Page iv Wednesday, November 8, 2000 11:24 AM

v
ENERGY STAR Program
• Low-power Mode
This product automatically lowers its power consumption after the last hard
copy has been completed. (In this mode, printing a received fax and printing are
available.)
To exit Low-power Mode, press any keys.
The machine returns to the ready condition in about 30 seconds.
For how to change the default interval before entering Low-power mode, see
P.67 “Saving Energy”.
❖
❖❖
❖Specification
-
--
-Recycled Paper
Please contact your sales or service representative for recommended recycled
paper types that may be used in this machine.
As an ENERGY STAR Partner, we have determined
that this machine model meets the ENERGY STAR
Guidelines for energy efficiency.
The ENERGY STAR Guidelines intend to establish an international energy-saving system for
developing and introducing energy-efficient office equipment to deal with environmental is-
sues, such as global warming.
When a product meets the ENERGY STAR Guidelines for energy efficiency, the Partner shall
place the ENERGY STAR logo onto the machine model.
This product was designed to reduce the environmental impact associated with office equip-
ment by means of energy-saving features, such as Low-power mode.
Low-power
mode
Power consumption 10W
Default Time 5min. (When the number of last hard copy pages is
less than 10.)
15min. (When the number of last hard copy pages
is more than 10.)
Holsten1AE_Advanced_FM.book Page v Wednesday, November 8, 2000 11:24 AM

vi
How to Read This Manual
Symbols
In this manual, the following symbols are used:
R
WARNING:
This symbol indicates a potentially hazardous situation that might result in
death or serious injury when you misuse the machine without following the in-
structions under this symbol. Be sure to read the instructions, all of which are de-
scribed in the Safety Information section in the Advanced Features manual.
R
CAUTION:
This symbol indicates a potentially hazardous situation that might result in mi-
nor or moderate injury or property damage that does not involve personal injury
when you misuse the machine without following the instructions under this
symbol. Be sure to read the instructions, all of which are described in the Safety
Information section in the Advanced Features manual.
* The statements above are notes for your safety.
Important
If this instruction is not followed, paper might be misfed, originals might be
damaged, or data might be lost. Be sure to read this.
Preparation
This symbol indicates the prior knowledge or preparations required before op-
erating.
Note
This symbol indicates precautions for operation, or actions to take after misop-
eration.
Limitation
This symbol indicates numerical limits, functions that cannot be used together,
or conditions in which a particular function cannot be used.
Reference
This symbol indicates a reference.
{}
Keys built into the machine's operation panel.
Holsten1AE_Advanced_FM.book Page vi Wednesday, November 8, 2000 11:24 AM

vii
TABLE OF CONTENTS
Manuals for this machine ......................................................................... 1
Advanced Features (This Manual) ................................................................ 1
Basic Features .............................................................................................. 1
1.Advanced Transmission Features
Sending at a Specific Time (Send Later)................................................. 3
Sending messages with Identification (FAX HEADER).......................... 4
Calling to Request a Message (Polling) .................................................. 5
Picking up Messages Stored Elsewhere (Polling Reception) ....................... 5
Operating Procedure..................................................................................... 5
2.Communication Information
Erasing a Stored Message Before Sending (Functions 21 & 22) .......... 7
File List (Function 42) ............................................................................... 8
Printing a Stored Message (Function 51)................................................ 9
Journal (Function 41) .............................................................................. 10
3.Transmission Features
Handy Dialing Functions ........................................................................ 11
Chain Dial.................................................................................................... 11
Redial.......................................................................................................... 11
Dial Options................................................................................................. 12
Sending a Fax Using an External Telephone........................................ 14
Phoning and Faxing on the Same Call .................................................. 15
To Talk before Sending a Fax..................................................................... 15
Tone Signals ............................................................................................ 16
Using the Tone Key..................................................................................... 16
More Transmission Functions ............................................................... 17
Checking if a Transmission Was Successful .............................................. 17
Automatic Redialing .................................................................................... 17
Dual Access ................................................................................................ 18
Printed Reports........................................................................................ 19
File Reserve Report (Switch 03, Bit 2) ........................................................ 19
Communication Result Report (Memory Transmission) (Switch 03, Bit 0) ... 19
Communication Failure Report (On if Communication Result Report is Off) ... 19
Transmission Result Report (Switch 03, Bit 5)............................................ 19
Report Formats ........................................................................................... 20
Holsten1AE_Advanced_FM.book Page vii Wednesday, November 8, 2000 11:24 AM

viii
4.Reception Features
General ..................................................................................................... 21
Printing Messages that Have Been Received into Memory (Substitute Reception) ... 21
Receiving Message in Telephone Mode ..................................................... 22
Answering the Telephone ........................................................................... 22
Printing Options ...................................................................................... 23
Reverse Order Printing ............................................................................... 23
Page Length Reduction............................................................................... 23
5.Copying
Copying .................................................................................................... 25
6.Facsimile User Tool
Lists You Can Print Out Yourself........................................................... 27
Telephone Number List (Function 43)......................................................... 27
7.Key Operator Settings
Access Code for Functions 61 to 94...................................................... 29
Using Key Operator Settings.................................................................. 30
Setting the Date and Time (Function 91) .................................................... 30
Summer Time / Daylight Saving Time (Function 62) .................................. 30
Selecting the Display Language (Function 93) ........................................... 31
Counters (Function 94) ............................................................................... 31
Rejecting or Accepting Messages from Specified Senders (Authorized Reception) ... 31
Programming a List of Senders to Treat Differently (Function 81).............. 32
Switching Authorized Reception ON / OFF (Function 62)........................... 34
Saving Energy with the Power Saving Timer (Function 71)........................ 35
Switching the Power Saving timer ON / OFF (Function 62) ....................... 36
User Parameters......................................................................................... 37
Setting the Access Number (Function 61) .................................................. 40
Setting the Auto Ring Time (Function 61)................................................... 40
Setting the Country Code (Function 61)...................................................... 41
Setting the Phone Line Type (Function 62)................................................. 42
Calling the Service Station.......................................................................... 42
8.Troubleshooting
Help List ................................................................................................... 45
Reading Reports...................................................................................... 46
Error Report (Turned On/Off by a Service Representative) ........................ 46
Power Failure Report .................................................................................. 46
Holsten1AE_Advanced_FM.book Page viii Wednesday, November 8, 2000 11:24 AM

ix
9.Maintaining Your Machine
Changing the Paper Size Settings ......................................................... 47
Cleaning the Rollers and Scanner ......................................................... 48
Replacing the Toner Cartridge and Cleaning Pad................................ 49
Toner Cartridge........................................................................................ 53
10.Installation
Before Installation ................................................................................... 55
Machine Environment ............................................................................. 56
Location....................................................................................................... 56
Installing the Optional Memory Card..................................................... 57
Connecting The External Telephone ..................................................... 58
Connecting the Machine ......................................................................... 59
Connecting Up to the Telephone Line................................................... 60
Connecting the Power and Switching On ............................................. 61
11.Appendix
Option ....................................................................................................... 63
Specifications .......................................................................................... 64
Base Machine ............................................................................................. 64
Document and Paper Specifications ........................................................... 65
Saving Energy............................................................................................. 67
Storage Capacity......................................................................................... 68
Function List (11∼
∼∼
∼51)............................................................................... 69
Function List (61∼
∼∼
∼)................................................................................... 70
INDEX........................................................................................................ 72
Holsten1AE_Advanced_FM.book Page ix Wednesday, November 8, 2000 11:24 AM

x
Holsten1AE_Advanced_FM.book Page x Wednesday, November 8, 2000 11:24 AM

1
Manuals for this machine
There are the Basic Features manual and the Advanced Features manual for this
machine. Please consult the manual that suits your needs.
Advanced Features (This Manual)
The Advanced Features manual describes more advanced functions, and also
explains settings for key operators.
Basic Features
The Basic Features manual explains the most frequently used fax functions and
operations.
❖
❖❖
❖Chapter 1 Introduction
Describes Part Names of the machine and Operation Panel. Also contains
symbols and conventions used in this manual.
❖
❖❖
❖Chapter 2 Faxing
Explains basic transmission. You can also find out about other types of trans-
missions and how to switch the Reception Modes.
❖
❖❖
❖Chapter 3 Setup
Explains storing, editing and erasing Own Name and Fax Number. And also
explains Quick Dial, Speed Dial and Group key. These functions store num-
bers and save time when dialing. Also contains information on how to enter
letters and symbols.
❖
❖❖
❖Chapter 4 Troubleshooting
Explains clearing a document jam, loading paper and adjusting the volume
and sounds. When unusual messages appear on display or the indicator
lights, check the list and take the appropriate action.
Holsten1AE_Advanced_FM.book Page 1 Wednesday, November 8, 2000 11:24 AM

2
Holsten1AE_Advanced_FM.book Page 2 Wednesday, November 8, 2000 11:24 AM

3
1. Advanced Transmission
Features
Sending at a Specific Time (Send Later)
This feature is called Send Later.
Using this feature, you can delay
transmission of your fax message un-
til a specified time. This allows you to
take advantage of off-peak telephone
line charges without having to be by
the machine at the time.
Note
❒If the machine memory is full, your
document will remain in the Auto-
matic Document Feeder. As a re-
sult, anybody removing the
document will cancel the transmis-
sion.
ASet your document, dial the desti-
nation fax number and press the
{
{{
{Yes}
}}
}key. Do not press the {
{{
{Start}
}}
}
key.
BPress V
VV
V.
SET OPTION Y/i
SEND LATER?
Note
❒Vis also the {Option}key.
CPress the {
{{
{Yes}
}}
}key.
DEnter a sending time that falls
within the following 24 hours.
SET OPTION Y/N
TIME 23:30 10:00
Note
❒For example: To send at 23:30,
press {2}{3}{3}{0}from the
key pad.
❒If you enter the wrong time,
press the {No}key, and enter
again.
EPress the {
{{
{Yes}
}}
}key.
FPress the {
{{
{Start}
}}
}key.
Note
❒Use Function 21 to erase a
stored fax message before it is
sent (see P.7 “Erasing a Stored
Message Before Sending (Func-
tions 21 & 22)”).
Holsten1AE_Advanced_FM.book Page 3 Wednesday, November 8, 2000 11:24 AM

Advanced Transmission Features
4
1
Sending messages with Identification
(FAX HEADER)
Normally, the FAX HEADER pro-
grammed in your machine is printed
at the other party's top of each page
when you transmit. The top of the im-
age will be overprinted if there is no
margin at the top of the transmitted
page.
In some cases, you may wish the oth-
er party to receive an unmarked copy
of your original. In this case, you can
switch FAX HEADER off.
APress V
VV
Vtwice.
SET OPTION Y/i
PRINT FAX HEADER?
BPress the {
{{
{Yes}
}}
}key.
SET OPTION Y/hi
iON OFF
CPress W
WW
Wor V
VV
Vuntil the displayed
setting is correct.
SET OPTION Y/hi
ON iOFF
DPress the {
{{
{Yes}
}}
}key when you
have finished.
Holsten1AE_Advanced_FM.book Page 4 Wednesday, November 8, 2000 11:24 AM

Calling to Request a Message (Polling)
5
1
Calling to Request a Message (Polling)
Polling means “picking up”a docu-
ment that has been left for you at a re-
mote fax terminal.
Limitation
❒Polling can only be used when
both machines have the Polling
feature.
Note
❒With polling, telephone line costs
are charged to the person receiving
the message (the Message Receiv-
er).
Picking up Messages Stored
Elsewhere (Polling Reception)
Use this feature when you wish to
poll a message from another terminal.
Note
❒The number of terminals that you
can poll in one operation is 1.
Operating Procedure
APress {
{{
{Function}
}}
}{
{{
{1}
}}
}{
{{
{1}
}}
}, and then
the {
{{
{Yes}
}}
}key.
POLLING RECV DIAL
DIAL FAX NUMBER
BEnter the Dial number.
POLLING RECV Y/START
2125551234kkkkkkkkkk
CPress the {
{{
{Yes}
}}
}key.
POLLING RECV START
2125551234
DPress the {
{{
{Start}
}}
}key.
Holsten1AE_Advanced_FM.book Page 5 Wednesday, November 8, 2000 11:24 AM

Advanced Transmission Features
6
1
Holsten1AE_Advanced_FM.book Page 6 Wednesday, November 8, 2000 11:24 AM

7
2. Communication
Information
Erasing a Stored Message Before Sending
(Functions 21 & 22)
Every time you store a fax message in
your machine's memory, a new file is
created. A file is also created for stor-
ing instructions to pick up a fax mes-
sage left elsewhere (see P.5 “Calling to
Request a Message (Polling)”). Each file
is given a number. This number ap-
pears on the File Reserve Report,
Journal and Transmission Result Re-
port. To see which files are currently
in memory, you may print a file list.
AEither :
Erasing a fax message stored in
memory
APress {
{{
{Function}
}}
}{
{{
{2}
}}
}{
{{
{1}
}}
}, and
then the {
{{
{Yes}
}}
}key.
FILE NO.kkk KPAD/hi
PRINT LISTh/SEARCHi
Erasing instructions that pick up
messages (polling)
APress {
{{
{Function}
}}
}{
{{
{2}
}}
}{
{{
{2}
}}
}, and
then the {
{{
{Yes}
}}
}key.
BPress V
VV
Vto scroll through the mes-
sages.
You will see the display. A number
or a label will appear on the lower
line.
FILE NO.027 Y/hi
5551234
Note
❒Press Wto obtain a list of all the
files and their numbers. If you
already know the number of the
file to erase, enter it directly
from the ten key pad.
CPress the {
{{
{Yes}
}}
}key.
FILE NO.027 Y/N
CLEAR?
DPress the {
{{
{Yes}
}}
}key again to erase
the file.
EPress {
{{
{Function}
}}
}key.
Note
❒To erase another file, go to step
B.
Holsten1AE_Advanced_FM.book Page 7 Wednesday, November 8, 2000 11:24 AM

Communication Information
8
2
File List (Function 42)
This is a list of memory transmis-
sions, memory receptions, polling
files still in memory. It gives informa-
tion about each stored file, such as the
fax numbers, start time, and status.
APress {
{{
{Function}
}}
}{
{{
{4}
}}
}{
{{
{2}
}}
}, and then
the {
{{
{Yes}
}}
}key.
BPress the {
{{
{Start}
}}
}key to print out
the report.
Holsten1AE_Advanced_FM.book Page 8 Wednesday, November 8, 2000 11:24 AM