Utax P-3025 MFP User manual

USER MANUAL
P-3025 MFP
P-3525 MFP
Copy/Print/Scan/Fax
A4
FAX SYSTEM

i
Safety Conventions in This Guide
Please read the Operation Guide before using the facsimile. Keep it close to the facsimile for easy reference.
The sections of this handbook and parts of the facsimile marked with symbols are safety warnings meant to protect
the user, other individuals and surrounding objects, and ensure correct and safe usage of the facsimile. The symbols
and their meanings are indicated below.
WARNING: Indicates that serious injury or even death may result from insufficient attention to or incorrect
compliance with the related points.
CAUTION: Indicates that personal injury or mechanical damage may result from insufficient attention to or
incorrect compliance with the related points.
Symbols
The symbol indicates that the related section includes safety warnings. Specific points of attention are indicated
inside the symbol.
The symbol indicates that the related section includes information on prohibited actions. Specifics of the prohibited
action are indicated inside the symbol.
The symbol indicates that the related section includes information on actions which must be performed. Specifics
of the required action are indicated inside the symbol.
Please contact your service representative to order a replacement if the safety warnings in this Operation Guide are
illegible or if the guide itself is missing. (fee required)
<Note>
Due to performance updating, information in this Operation Guide is subject to change without notice.
.... [General warning]
.... [Warning of high temperature]
.... [Warning of prohibited action]
.... [Disassembly prohibited]
.... [Alert of required action]
.... [Remove the power plug from the outlet]
.... [Always connect the machine to an outlet with a ground
connection]

ii
Contents
1 Part Names and Functions
Operation Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-2
Machine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-4
2 Preparation Before Use
Selection of Telephone Line (Inch version only) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2
Selection of Transmit Terminal Identification (TTI) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-3
Setting the TTI information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-4
Date and Time Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-6
Connection to PBX (Private Branch Exchange) (Europe only) . . . . . . . . . . . . . . . . . . . . . . . . . 2-8
3 FAX Operation (Basic)
Automatic Send . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-2
FAX Automatic Reception . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-9
Cancelling Communication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-11
Using the Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-14
Using One-touch Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-23
Dialing the Same Receiving System (Redial) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-25
4 FAX Operation (Advanced)
Delayed Transmission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-2
Broadcast Transmission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-4
Standby Transmission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-5
Interrupt Send . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-6
Chain Dial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-7
Manual Send . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-8
Manual Reception . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-9
Remote Switch Function . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-11
Printing/Forwarding Received Documents (Memory Forwarding) . . . . . . . . . . . . . . . . . . . . . . 4-13
Sub Address Communication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-24
Sub Address Box Function . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4-26
Program Dial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-31
Polling Communication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-32
Account Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4-41
Other Convenient Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-45
5 Checking Transmission Results and Registration Status
Various Tools for Checking Transmission Results and Registration Status . . . . . . . . . . . . . . . . 5-2
Checking FAX Job History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-3
Printing Administrative Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-5
Reporting FAX Receipt Result by E-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-10
6 Setup and Registration
FAX/TEL Auto Switch Reception . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-2
FAX/Answering Machine Auto Switch Reception . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-4
FAX Country Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-6
Rings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-7
Volume Adjustment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-8
Retry Times . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-9
ECM TX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-10
TX Start Speed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-11

iii
Receiving Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-12
Reception Date/Time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-13
Media Type for Print Output . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-14
DRD Reception . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-16
Transmission Restriction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-18
Encryption . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-28
Duplex Print Output . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-34
ECM RX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-35
RX Start Speed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-36
2 in 1 Reception . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-37
Print all at once [Batch Print] . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-38
Select Key Set . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-39
Remote Diagnostics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-40
Prohibiting FAX Printing at Specified Times (Unusable Time) . . . . . . . . . . . . . . . . . . . . . . . . . 6-41
7 About Network FAX
What is Network FAX? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-2
Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-3
8 Troubleshooting
Indicators During Sending/Receiving Operation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-2
Precautions When Turning Power OFF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-2
Error Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-3
Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-5
Appendix
Character Entry Method . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Appendix-2
Specifications (Fax function) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Appendix-6
Menu List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Appendix-7
Received FAX Sizes and Paper Priority (Inch Model) . . . . . . . . . . . . . . . . . . . . . . . . . Appendix-9
Received FAX Sizes and Paper Priority (Metric Model) . . . . . . . . . . . . . . . . . . . . . . . Appendix-10
Error Code List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Appendix-11

iv
Safety Information
About this Operation Guide
This Operation Guide contains information on using the facsimile functions of this machine. Please read the Operation
Guide before you start using the machine. Keep it close to the machine for easy reference.
When using the machine, refer to the Safety Guide (booklet) and the Operation Guide for the machine (on the DVD) for information
on the topics below.
Power supply/Grounding the machine
Do not connect this machine to the same outlet as an air conditioner or copier, etc.
• Caution Labels
• Installation Precautions
• Precautions for Use
• Loading Paper
• Toner Container Replacement
• Clearing Paper Jams
• Solving Malfunctions
• Cleaning

v
General Notice
Legal Notice
WE SHALL HAVE NO LIABILITY FOR LOSS, WHETHER OR PARTIAL, OF RECEIVED DOCUMENTS WHEN
SUCH LOSS IS CAUSED BY DAMAGES TO THE FAX SYSTEM, MALFUNCTIONS, MISUSE, OR EXTERNAL
FACTORS SUCH AS POWER OUTAGES; OR FOR PURELY ECONOMIC LOSSES OR LOST PROFITS
RESULTING FROM MISSED OPPORTUNITIES ATTRIBUTABLE TO MISSED CALLS OR RECORDED
MESSAGES RESULTING THEREFROM.
Trademark Information
• Adobe and Acrobat are registered trademarks of Adobe Systems Incorporated.
All other company and product names in this Operation Guide are trademarks or registered trademarks of their
respective companies. The designations™ and ® are omitted in this guide.
IMPORTANT SAFETY INSTRUCTIONS
When using your telephone equipment, basic safety precautions should always be followed to reduce the risk of fire,
electric shock and injury to persons, including the following:
CAUTION: To reduce the risk of fire, use only No.26 AWG or larger UL listed or CSA certified telecommunication line
cord.
1Do not use this product near water, for example, near a bath tub, wash bowl, kitchen sink or laundry tub, in a
wet basement or near a swimming pool.
2Avoid using a telephone (other than a cordless type) during an electrical storm. There may be a remote risk of
electric shock from lightning.
3Do not use the telephone to report a gas leak in the vicinity of the leak.
4Use only the power cord and batteries indicated in this manual. Do not dispose of batteries in a fire. They may
explode. Check with local codes for possible special disposal instructions.
SAVE THESE INSTRUCTIONS

vi
IMPORTANTES MESURES DE SECURITE
Certaines mesures de sécurité doivent être prises pendant l'utilisation de matériel téléphonique afin de réduire les
risques d'incendie, de choc électrique et de blessures. En voici quelques unes:
1Ne pas utiliser l'appareil près de l'eau, p. ex., près d'une baignoire, d'un lavabo, d'un évier de cuisine, d'un bac
à laver, dans un sous-sol humide ou près d'une piscine.
2Eviter d'utiliser le téléphone (sauf s'il s'agit d'un appareil sans fil) pendant un orage électrique. Ceci peut
présenter un risque de choc électrique causé par la foudre.
3Ne pas utiliser l'appareil téléphonique pour signaler une fuite de gaz s'il est situé près de la fuite.
4Utiliser seulement le cordon d'alimentation et le type de piles indiqués dans ce manuel. Ne pas jeter les piles
dans le feu: elles peuvent exploser. Se conformer aux règlements pertinents quant à l'élimination des piles.
CONSERVER CES INSTRUCTIONS

vii
Declarations to European Directives
DECLARATION OF CONFORMITY TO 2004/108/EC, 2006/95/EEC, 93/68/EEC, 1999/5/EC and 2009/
125/EC
We declare under our sole responsibility that the product to which this declaration relates is in conformity with the
following specifications.
Limits and methods of measurement for immunity
characteristics of information technology
equipment
EN55024
Limits and methods of measurement for radio
interference characteristics of information
technology equipment
EN55022 Class B
Limits for harmonic currents emissions for
equipment input current 16A per phase
EN61000-3-2
Limitation of voltage fluctuations and flicker in low-
voltage supply systems for equipment with rated
current 16A
EN61000-3-3
Safety of information technology equipment,
including electrical business equipment
EN60950-1
Terminal Equipment (TE); Attachment
requirements for pan-European approval for
connection to the analogue Public Switched
Telephone Networks (PSTNs) of TE (excluding TE
supporting the voice telephony service) in which
network addressing, if provided, is by means of
Dual Tone Multi Frequency (DTMF) signalling.
TBR 21

viii
Technical regulations for terminal equipment
This terminal equipment complies with:
• TBR21 • DE 08R00 National AN for D
• AN 01R00 AN for P • DE 09R00 National AN for D
• AN 02R01 AN for CH and N • DE 12R00 National AN for D
• AN 05R01 AN for D, E, GR, P and N • DE 14R00 National AN for D
• AN 06R00 AN for D, GR and P • ES 01R01 National AN for E
• AN 07R01 AN for D, E, P and N • GR 01R00 National AN for GR
• AN 09R00 AN for D • GR 03R00 National AN for GR
• AN 10R00 AN for D • GR 04R00 National AN for GR
• AN 11R00 AN for P • NO 01R00 National AN for N
• AN 12R00 AN for E • NO 02R00 National AN for N
• AN 16R00 General Advisory Note • P 03R00 National AN for P
• DE 03R00 National AN for D • P 08R00 National AN for P
• DE 04R00 National AN for D
• DE 05R00 National AN for D

ix
Network Compatibility Declaration
The manufacturer declares that the equipment has been designed to operate in the public switched telephone
networks (PSTN) in the following countries:
Austria Germany Liechtenstein Slovakia
Belgium Greece Lithuania Slovenia
Bulgaria Cyprus Hungary Luxembourg
Spain Czech Iceland Malta
Sweden Denmark Ireland Norway
Switzerland Estonia Italy Poland
The Netherlands Finland Latvia Portugal
United Kingdom France Romania

x
Introduction
About This Guide
This guide consists of the following chapters.
Chapter 1 - Part Names and Functions
Explains the parts of the machine and keys on the operation panel.
Chapter 2 - Preparation Before Use
Explains the settings required before using fax.
Chapter 3 - FAX Operation (Basic)
Explains general usage of the fax function such as sending originals and receiving originals.
Chapter 4 - FAX Operation (Advanced)
Explains convenient fax functions such as setting the transmission time, continuous sending of the same originals to
multiple recipients and scheduling the next transmission. Also explains advanced fax communication such as limiting
the destinations and systems from which you receive originals, as well as forwarding, saving, and printing the
received originals for each requirement. Furthermore, explains sub address communication functions of the machine
that are compatible with other makers’ systems and job accounting functions convenient for checking the
communication status of fax.
Chapter 5 - Checking Transmission Results and Registration Status
Explains how to check the status of recent transmissions on the message display. Also, explains how to print
administrative reports to check communication results and settings and registration status of the machine.
Chapter 6 - Setup and Registration
Explains various settings and registration pertaining to functions, such as adjusting the volume of the alarm sound.
Chapter 7 - About Network FAX
Explains how to use Network FAX functions. Read the Network FAX Driver Operation Guide in the included DVD
(online manual) as well.
Chapter 8 - Troubleshooting
Explains how to respond to error indications and trouble.
Appendix
Explains character entry and the specifications of the machine.

xi
Conventions in This Guide
The following conventions are used depending on the nature of the description.
Convention Description Example
Bold Indicates the operation panel
keys or a computer screen.
Press the Start key.
[Regular] Indicates a selection item on the
Message Display.
Select [System].
Italic Indicates a message displayed
on the Message Display.
Ready to copy is displayed.
Used to emphasize a key word,
phrase or references to
additional information.
For more information refer to Sleep and
Auto Sleep on page 3-5.
Note Indicates supplemental
information or operations for
reference.
NOTE:
Important Indicates items that are required
or prohibited so as to avoid
problems.
IMPORTANT:
Caution Indicates what must be
observed to prevent injury or
machine breakdown and how to
deal with it.
CAUTION:

xii

1-1
1 Part Names and Functions
This chapter explains the names of parts of the fax device.
For other parts, refer to the machine’s Operation Guide.
• Operation Panel ......................................................................................................1-2
• Machine...................................................................................................................1-4

Part Names and Functions
1-2
Operation Panel
For the names of keys and indicators required when functions other than FAX are used, refer to the machine’s
Operation Guide.
Blinks when
document is
stored in memory
for a timer
transmission.
Message Display. Check what is shown
here while operating the machine.
Blinks during printing
and transmission/
reception.
Selects the menu displayed
at the lower left in the
Message Display.
Selects the menu displayed
at the lower right in the
Message Display.
Switches between on-hook and off-hook when
manually sending a FAX.
Shifts to switch the one-touch key numbers
(1 to 11 and 12 to 22).
Lamp is lit while shifted (12 to 22).
Displays the Add Destination screen, where you can add
destinations.
Displays the Confirm Destination screen, where you can edit and delete
destinations.
Calls the previous destination. Also used to enter a
pause when entering a FAX number.
Displays the Address Book screen, where you can add destinations.
Used to call destinations registered to the
one-touch key numbers (1 to 22). Also used
to register and delete call destinations.
Displays the
Copy screen.
Displays the FAX screen.
Displays the Send screen.
Displays the Document Box screen.
Displays the Status/Job Cancel screen.
Displays the System Menu/Counter
menu screen.

1
Part Names and Functions
1-3
Used to register or recall
programs.
Ends operation (logs out)
on the Administration
screen.
Cancels the printing job in progress.
Resets settings and displays the
basic screen.
Starts sending operations and processing for setting operations.
Clears entered numbers and characters.
Numeric keys.
Enter numbers and symbols.
Displays the function menu for FAX.
Used to select a menu item, move the cursor when
entering characters, change a value, etc.
Returns the Message Display to the
previous screen.
Lights or blinks when an error occurs.
Selects the chosen item or finalizes the
entered value.

Part Names and Functions
1-4
Machine
This chapter explains the names of parts of the fax device.
For the parts required when functions other than FAX are used, refer to the machine’s Operation Guide.
IMPORTANT: You cannot automatically receive a fax when the power switch is turned off.
1
2
3
4
5
1 Operation panel Perform the fax operation with this panel.
2 Power switch Press this switch to turn on the power before
performing a fax or copy operation. The
message display lights to enable operation.
3 Multi purpose
tray (MP tray)
Set the paper in this tray when using a type of
paper other than the cassette (e.g., when
using special paper).
4 LINE connector Connect the modular cord for the telephone
line to this connector.
5 TEL connector When using a commercially available
telephone set, connect the modular cord to
this connector.

1
Part Names and Functions
1-5
Document Processor
7
8
9
10
6
6 Top cover Open this cover when the original jammed in
the Document processor.
7 Original width
guides
Adjust these guides according to the original
width.
8 Original table Stack the sheet originals on this table.
9 Original eject
table
Read originals are ejected onto this table.
10 Document
processor open/
close handle
Hold this handle when opening or closing the
Document processor.

Part Names and Functions
1-6