Ricoh SP 200SF Instruction Manual

Operating Instructions
User Guide
For safe and correct use, be sure to read "Safety Information" before using the machine.

TABLE OF CONTENTS
1. Guide to the Machine
How to Read This Manual.................................................................................................................................7
Introduction.....................................................................................................................................................7
Legal Prohibition.............................................................................................................................................7
Disclaimer........................................................................................................................................................7
About IP Address............................................................................................................................................8
Differences in Performance/Functions between Different Models.............................................................8
Guide to Components........................................................................................................................................9
Exterior............................................................................................................................................................9
Interior...........................................................................................................................................................11
Control Panel................................................................................................................................................11
Installing the Driver and Software...................................................................................................................13
Quick Install for USB....................................................................................................................................13
Upgrading or Deleting the Printer Driver...................................................................................................13
Installing the Smart Organizing Monitor...................................................................................................15
What is Smart Organizing Monitor?..............................................................................................................16
Configuring Network Settings.........................................................................................................................17
Configuring the IP Address Settings Using the Control Panel...................................................................17
2. Loading Paper
Supported Paper..............................................................................................................................................21
Non-Recommended Paper Types...................................................................................................................23
Print Area..........................................................................................................................................................24
Loading Paper..................................................................................................................................................27
Loading Paper into Tray 1...........................................................................................................................27
Loading Paper into Bypass Tray.................................................................................................................30
Specifying Paper Type and Paper Size Using Control Panel...................................................................31
Specifying Paper Type and Paper Size Using Smart Organizing Monitor.............................................33
Placing Originals..............................................................................................................................................35
About Originals............................................................................................................................................35
Placing Originals on the Exposure Glass...................................................................................................37
Placing Originals in the Auto Document Feeder.......................................................................................37
3. Printing Documents
Basic Operation...............................................................................................................................................39
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Printing on Both Sides of Sheets..................................................................................................................40
Canceling a Print Job...................................................................................................................................41
If a Paper Mismatch Occurs............................................................................................................................43
Continuing Printing Using Mismatched Paper...........................................................................................43
Resetting the Print Job..................................................................................................................................43
4. Copying Originals
Copier Mode Screen.......................................................................................................................................45
Basic Operation...............................................................................................................................................46
Canceling a Copy.......................................................................................................................................47
Making Enlarged or Reduced Copies............................................................................................................48
Specifying Reduce/Enlarge.......................................................................................................................48
Combining Multiple Pages..............................................................................................................................50
Specifying Combine for Copying...............................................................................................................51
Copying Both Sides of an ID Card onto One Side of Paper........................................................................53
Copying an ID Card....................................................................................................................................53
Making 2-sided Copies...................................................................................................................................56
Specifying 2 Sided Copying.......................................................................................................................57
Specifying the Scan Settings...........................................................................................................................59
Adjusting Image Density..............................................................................................................................59
Selecting the Document Type According to Original...............................................................................59
5. Scanning Originals
Scanner Mode Screen.....................................................................................................................................61
Registering the Scan Destination.....................................................................................................................62
Registering the Scan Destination................................................................................................................62
Basic Operation...............................................................................................................................................65
Scan to E-mail/FTP/Folder.........................................................................................................................65
Specifying the Scan Settings...........................................................................................................................67
Specifying the Scanning Size According to the Size of the Original......................................................67
Adjusting Image Density..............................................................................................................................67
Specifying Resolution..................................................................................................................................68
Scanning from a Computer.............................................................................................................................69
Using TWAIN scanner................................................................................................................................69
TWAIN Scanning.........................................................................................................................................69
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Basic Operation for WIA Scanning...........................................................................................................71
6. Sending and Receiving a Fax
Fax Mode Screen.............................................................................................................................................73
Setting the Date and Time................................................................................................................................74
Entering Characters..........................................................................................................................................75
Registering Fax Destinations............................................................................................................................76
Registering Fax Destinations.......................................................................................................................76
Modifying or Deleting Fax Destinations.....................................................................................................77
Configuring Fax Destinations Using Smart Organizing Monitor.............................................................77
Sending a Fax..................................................................................................................................................79
Selecting Transmission Mode.....................................................................................................................79
Basic Operation for Sending a Fax............................................................................................................80
Specifying the Fax Destination....................................................................................................................82
Useful Sending Functions............................................................................................................................85
Specifying the Scan Settings.......................................................................................................................88
Using the Fax Function from a Computer (PC FAX).......................................................................................90
Basic Operation for Sending Faxes from a Computer..............................................................................90
Configuring Transmission Settings..............................................................................................................91
Configuring the PC FAX Address Book......................................................................................................92
Editing a Fax Cover Sheet...........................................................................................................................93
Receiving a Fax................................................................................................................................................94
Selecting Reception Mode..........................................................................................................................94
Lists/Reports Related to Fax............................................................................................................................97
7. Configuring the Machine Using the Control Panel
Basic Operation...............................................................................................................................................99
Copier Features Settings...............................................................................................................................100
Fax Features Settings.....................................................................................................................................103
Scanner Features Settings.............................................................................................................................109
Address Book Settings...................................................................................................................................110
System Settings...............................................................................................................................................111
Printing Lists/Reports.....................................................................................................................................117
Printing the Configuration Page................................................................................................................117
Types of Report..........................................................................................................................................117
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Printer Features Settings.................................................................................................................................119
Network Settings............................................................................................................................................120
8. Configuring the Machine Using Utilities
Using Web Image Monitor...........................................................................................................................123
Displaying Top Page.................................................................................................................................123
Changing the Interface Language...........................................................................................................124
Menu..........................................................................................................................................................124
Changing the Machine Settings...............................................................................................................126
Settings List.................................................................................................................................................127
Using Smart Organizing Monitor.................................................................................................................136
Checking the Status Information...............................................................................................................136
Configuring the Machine Settings............................................................................................................137
Printing the Configuration Page or Test Page..........................................................................................138
Updating the Firmware.............................................................................................................................138
9. Maintaining the Machine
Replacing the Print Cartridge........................................................................................................................141
Cautions When Cleaning..............................................................................................................................143
Cleaning the Inside of the Machine.............................................................................................................144
Cleaning the Exposure Glass........................................................................................................................145
Cleaning the Auto Document Feeder...........................................................................................................146
10. Troubleshooting
Common Problems.........................................................................................................................................147
Paper Feed Problems.....................................................................................................................................148
Removing Printing Jams.............................................................................................................................149
Removing Scanning Jams.........................................................................................................................154
Print Quality Problems...................................................................................................................................156
Checking the Condition of the Machine..................................................................................................156
Printer Problems.............................................................................................................................................157
Print Positions Do Not Match Display Positions......................................................................................158
Copier Problems............................................................................................................................................159
Scanner Problems..........................................................................................................................................160
Fax Problems..................................................................................................................................................161
Error and Status Indicate on the Control Panel...........................................................................................164
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Messages on the Screen...........................................................................................................................164
Error and Status Messages Appear on the Smart Organizing Monitor...................................................171
Error and Status Messages Appear in the PC FAX Window......................................................................173
11. Appendix
Notes About the Toner..................................................................................................................................175
Moving and Transporting the Machine.......................................................................................................176
Disposal......................................................................................................................................................176
Where to Inquire.......................................................................................................................................176
Consumables..................................................................................................................................................177
Print Cartridge............................................................................................................................................177
Specifications of the Machine......................................................................................................................178
General Function Specifications..............................................................................................................178
Printer Function Specifications..................................................................................................................179
Copier Function Specifications.................................................................................................................180
Scanner Function Specifications...............................................................................................................180
Fax Function Specifications......................................................................................................................181
Trademarks.....................................................................................................................................................183
INDEX...........................................................................................................................................................185
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1. Guide to the Machine
How to Read This Manual
Introduction
This manual contains detailed instructions and notes on the operation and use of this machine. For your
safety and benefit, read this manual carefully before using the machine. Keep this manual in a handy
place for quick reference.
Legal Prohibition
Do not copy or print any item for which reproduction is prohibited by law.
Copying or printing the following items is generally prohibited by local law:
bank notes, revenue stamps, bonds, stock certificates, bank drafts, checks, passports, driver's licenses.
The preceding list is meant as a guide only and is not inclusive. We assume no responsibility for its
completeness or accuracy. If you have any questions concerning the legality of copying or printing
certain items, consult with your legal advisor.
Disclaimer
Contents of this manual are subject to change without prior notice.
To the maximum extent permitted by applicable laws, in no event will the manufacturer be liable for any
damages whatsoever arising out of failures of this machine, losses of the registered data, or the use or
non-use of this product and operation manuals provided with it.
Make sure that you always copy or have backups of the data registered in this machine. Documents or
data might be erased due to your operational errors or malfunctions of the machine.
In no event will the manufacturer be responsible for any documents created by you using this machine or
any results from the data executed by you.
For good output quality, the manufacturer recommends that you use genuine toner from the
manufacturer.
Two kinds of size notation are employed in this manual.
Some illustrations or explanations in this guide may differ from your product due to improvement or
change in the product.
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About IP Address
In this manual, "IP address" covers both IPv4 and IPv6 environments. Read the instructions that are
relevant to the environment you are using.
Differences in Performance/Functions between Different Models
The differences in main performance/functions between different models are as follows:
Type 1 Type 2 Type 3 Type 4
Model SP 200SF SP 201SF SP 202SF SP 202S
ADF (Auto Document Feeder) Not Available Available
(Standard)
Available
(Standard)
Available
(Standard)
Ethernet Port (Network) Not Available Not Available Available
(Standard)
Not Available
Scanner Functions Accessible
Using the Control Panel and
Smart Organizing Monitor
Not Available Not Available Available Not Available
Scan to E-mail/FTP/Folder Not Available Not Available Available Not Available
Web Image Monitor Not Available Not Available Available Not Available
FAX Available
(Standard)
Available
(Standard)
Available
(Standard)
Not Available
1. Guide to the Machine
8

Guide to Components
This section introduces the names of the various parts on the front and rear side of the machine and
outlines their functions.
Exterior
• Type 1 models are not equipped with an Auto Document Feeder (ADF).
• Type 1, 2, and 4 models do not come with an Ethernet port.
• Type 4 models do not come with a handset, line port, or TEL port.
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1. Exposure Glass
Place originals here sheet by sheet.
2. Control Panel
Contains a screen and keys for machine control.
3. Front Cover
Open this cover to replace consumables or clear a paper jam.
4. Stop Fences
Raise this fence to prevent paper from falling off.
Guide to Components
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5. Bypass Tray
This tray can hold one sheet of plain paper.
6. Tray 1
This tray can hold up to 150 sheets of plain paper.
7. Handset
Enables you to use the machine as a telephone.
8. Power Switch
Use this switch to turn the power on or off.
9. Power Connector
Connect the power cord to the machine here. Insert the other end of the cable into a nearby wall outlet.
10. Auto Document Feeder (Exposure Glass Cover)
The ADF is integrated with the exposure glass cover. Open this cover to place documents on the exposure
glass.
11. Input Tray for the ADF
Place stacks of originals here. They will feed in automatically. This tray can hold up to 15 sheets of plain
paper.
12. ADF Cover
Open this cover to remove originals jammed in the ADF.
13. Rear Cover
Open this cover to deliver sheets face up or remove jammed paper.
14. Line and TEL Port
• Upper port: Port for handset connection.
• Middle port: Port for external telephone connection.
• Lower port: G3 (analog) line Interface port for telephone line connection.
15. USB Port
Use this port to connect the machine to a computer using a USB cable.
16. Ethernet Port
Use this port to connect the machine a network using an Ethernet cable.
17. Tray Cover
Attach this cover when you extend the tray.
1. Guide to the Machine
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Interior
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1. Print Cartridge
A replacement consumable that is required to make prints on paper. For details about replacing the cartridge,
see page 141 "Replacing the Print Cartridge".
Control Panel
• Type 1 and 2 models do not have the [ ] key.
• Type 4 models have the [ ] key instead of the [ ] key.
• Type 4 models do not have the [ ], [ ], [ ], or [ ] key.
123 4 5 6 7 8
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1. [ ] Key
Use this key to switch the machine to fax mode.
2. [ ] Key
Use this key to switch the machine to copier mode.
3. [ ] Key
Use this key to send a fax using a registered speed dial number.
Guide to Components
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4. [ ] Key
When the machine is in copier mode, use this key to perform an ID copy or modify ID copy settings.
When the machine is in fax mode, use this key to perform on-hook dialing.
The [ ] key of the Type 4 model is for switching between normal copier mode and ID card
copy mode.
5. [ ] Key
Press to display the menu for configuring the machine's system settings.
6. [OK] Key
Use this key to confirm settings and specified values, or move to the next menu level.
7. [ ] Key
Use this key to cancel or stop a print job, document copying, scanning, fax transmission/reception, and other
actions in progress.
8. [ ] Key
Use this key to start fax transmission/reception, scan, or copy.
9. [ ] Key
Use this key to switch the machine to scanner mode.
10. Power Indicator
This indicator lights up blue when the machine is turned on. It flashes when a print job is received and while
printing, scanning, or fax transmission/reception is in progress.
11. Screen
Displays current status and messages.
12. Alert Indicator
This indicator lights up red when the machine runs out of paper or consumables, when the paper settings do
not match the settings specified by the driver, or when other errors occur. It flashes slowly when the machine is
running out of toner.
13. Scroll Keys
Press these keys to move the cursor in each direction.
14. Number Keys
Use to enter numerical values when specifying settings such as fax numbers and copy quantities, or enter
letters when specifying names.
1. Guide to the Machine
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Installing the Driver and Software
You can install the necessary driver for this machine using the included CD-ROM.
The operating systems compatible with the drivers and software for this machine are: Windows XP/
Vista/7/8 and Windows Server 2003/2003 R2/2008/2008 R2/2012.
The procedure in this section is an example based on Windows 7. The actual procedure may vary
depending on the operating system you are using.
• Be sure to disconnect the USB cable from the machine and turn the machine off before beginning
the installation.
• For details about Quick Install for networks, see the Software Installation Guide.
Quick Install for USB
1. Close all applications except this manual.
2. Insert the CD-ROM into the CD-ROM drive.
3. Select a language for the interface, and then click [OK].
4. From the CD-ROM menu, click [USB Quick Install].
5. Follow the instructions in the installation wizard.
Upgrading or Deleting the Printer Driver
• Depending on the operating system you are using, the steps or terminology may vary.
Upgrading the printer driver
1. On the [Start] menu, click [Devices and Printers].
• Windows XP, Windows Server 2003/2003 R2:
On the [Start] menu, select [Printers and Faxes].
• Windows Vista, Windows Server 2008:
On the [Start] menu, select [Control Panel], and then click [Printers] in [Hardware and Sound]
category.
• Windows 8, Windows Server 2012:
Installing the Driver and Software
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Click [Search] on the Charm Bar, and then click [Control Panel]. When the [Control Panel]
window appears, click [View devices and printers].
2. Right-click the icon of the printer model you want to modify, and then click [Printer
properties].
• Windows XP/Vista, Windows Server 2003/2008:
Right-click the machine's icon, and then click [Properties].
3. Click the [Advanced] tab.
4. Click [New Driver...], and then click [Next].
5. Click [Have Disk...].
6. Click [Browse...], and then select the printer driver location.
7. Click [OK], and then specify the printer model.
8. Click [Next].
9. Click [Finish].
10. Click [OK] to close the printer properties window.
11. Restart the computer.
Deleting the printer driver
1. On the [Start] menu, click [Devices and Printers].
• Windows XP, Windows Server 2003/2003 R2:
On the [Start] menu, select [Printers and Faxes].
• Windows Vista, Windows Server 2008:
On the [Start] menu, select [Control Panel], and then click [Printers] in [Hardware and Sound]
category.
• Windows 8, Windows Server 2012:
Click [Search] on the Charm Bar, and then click [Control Panel]. When the [Control Panel]
window appears, click [View devices and printers].
2. Right-click the icon of the printer you want to delete, and then click [Remove device].
• Windows XP/Vista, Windows Server 2003/2003 R2/2008
Right-click the icon of the machine you want to delete, and then click [Delete].
3. Click [Yes].
4. Click any printer icon, and then click [Print server properties].
5. Click the [Drivers] tab.
6. Click [Change Driver Settings] if it is displayed.
7. Click [Remove...].
1. Guide to the Machine
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8. Select [Remove driver and driver package.], and then click [OK].
9. Click [Yes].
10. Click [Delete].
11. Click [OK].
12. Click [Close] to close the print server properties window.
Installing the Smart Organizing Monitor
Smart Organizing Monitor is a utility that allows you to modify the machine’s settings or view the
machine’s status from your computer. For details, see page 16 "What is Smart Organizing Monitor?".
1. Close all applications except this manual.
2. Insert the CD-ROM into the CD-ROM drive.
3. Select a language for the interface, and then click [OK].
4. From the CD-ROM menu, click [Smart Organizing Monitor].
5. Follow the instructions in the installation wizard.
Installing the Driver and Software
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What is Smart Organizing Monitor?
Install this utility on your computer from the included CD-ROM before using it.
Smart Organizing Monitor provides the following functions:
• Displays the status of the machine
Displays paper jam messages and other error messages.
• Paper size and type settings
Displays the settings for paper sizes or types available on this machine.
• Print test and configuration pages
Prints List/Report to check the list of settings for this machine and other information.
• Modify the IPv4 Address
Use to specify the IPv4 address.
• Modify the system settings
Use to change custom paper size settings and other settings on this machine.
• Modify the network scanner
Use to add, change, or delete the scanner destination or change the server's properties.
• Modify the Speed Dial
Register, change, or delete Speed Dial settings. Simplified Chinese can be used to specify the
destination.
For details about basic instructions on how to use Smart Organizing Monitor, see page 123
"Configuring the Machine Using Utilities".
1. Guide to the Machine
16

Configuring Network Settings
This section describes configuring the settings required to use the machine on a network.
Configuring the IP Address Settings Using the Control Panel
The procedure for configuring network settings differs depending on whether IP address information is
assigned automatically by the network (DHCP), or manually.
• For details about configuring the IPv4 address, see the Software Installation Guide.
• Using the supplied CD-ROM, you can install drivers and configure the network settings. For details,
see Software Installation Guide.
• The IP address can also be configured via Web Image Monitor. For details about configuring the
IP address, see page 123 "Using Web Image Monitor".
Setting the machine to receive an IPv6 address automatically
• A DHCP server is required on the network for the machine to receive an IPv6 address
automatically.
• Make sure [DHCPv6] is set to [Enable] in [IPv6] in Web Image Monitor. For information about how
to launch Web Image Monitor, see page 123 "Using Web Image Monitor".
1. Press the [ ] key.
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2. Press the [ ] or [ ] key to select [Network Settings], and then press the [OK] key.
3. Press the [ ] or [ ] key to select [Machine IPv6 Address], and then press the [OK] key.
4. Press the [ ] or [ ] key to select [Use IPv6], and then press the [OK] key.
Configuring Network Settings
17

5. Make sure [Use IPv6] is set to [On].
After a setting is changed, the machine automatically restarts.
Assigning the machine's IPv6 address manually
• The IPv6 address assigned to the machine must not be used by any other device on the same
network.
• Make sure [DHCPv6] is set to [Disable] in [IPv6] in Web Image Monitor. For information about
how to launch Web Image Monitor, see page 123 "Using Web Image Monitor".
1. Press the [ ] key.
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2. Press the [ ] or [ ] key to select [Network Settings], and then press the [OK] key.
3. Press the [ ] or [ ] key to select [Machine IPv6 Address], and then press the [OK] key.
4. Press the [ ] or [ ] key to select [Use IPv6], and then press the [OK] key.
5. Make sure [Use IPv6] is set to [On].
If this setting is changed, the machine will reboot automatically before the procedure is complete.
When this happens, wait for the reboot to finish, repeat Steps 1 to 3, and then proceed to the next
step.
6. Press the [ ] or [ ] key to select [Manual Config. Add.], and then press the [OK] key.
7. Press the [ ] or [ ] key to select [IP Address], and then press the [OK] key.
8. Enter the machine’s IPv6 address using the number keys.
9. Enter the values in all fields, and then press the [OK] key.
If this setting is changed, the machine will reboot automatically before the procedure is complete.
When this happens, wait for the reboot to finish and repeat the procedure except Steps 4, 5, 7, 8,
and 9.
10. Press the [ ] or [ ] key to select [Prefix Length], and then press the [OK] key.
1. Guide to the Machine
18