Oki 5780 manual Programming Personal Confidential Mailboxes

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Programming Personal (Confidential) Mailboxes

Speed access no. 04.

A personal (confidential) mailbox (or sub-address number) is the secured memory of a machine.

An address and password are used to access the personal mailbox. For your machine, the address is the number (1 to 16) of the mailbox.

Your machine can be programmed to manage 16 personal mailboxes.

When set up, each mailbox is opened as a Confidential Mailbox, Bulletin Polling Mailbox, or Relay Broadcast Mailbox.

Messages stored in a mailbox cannot be printed until the correct password is entered.

!The Mailboxes (numbers 1 to 16) are used for Personal (Confidential) Mailboxes, Memory Polling (Bulletin), and Relay Broadcasting. If you are using these features, remember that the total number of available mailboxes is shared by these functions.

!Print the Personal Box List to see which mailboxes are available. Refer to “Reports, Box Information.”

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Contents User’s Guide Web Site Contents Selecting Functions and Settings Programming Speed Dial Numbers Sending a Fax to Multiple Locations 115 Customizing Features and Operations 173 Reports 185 Options and Accessories 211 Index 240 Help and Helpful Hints Where is the Help Key? Help KeyWhat Does Help Do? Help List Function ListDelayed Transmission Saving MoneyRelay Faxing Control Access to Your Machine Help Button Dual AccessSaving Time Speed Dial NumbersHelpful Hints Send a Fax and Save the NumberRecording Addresses and Passwords Quick Message Confirmation ReportHelp and Function Lists Press Help and these lists print Configuration ReportReferences Telephone DirectoryIntroduction Oki Data Web SiteFeatures · Dual Access · 72-hour battery backup· Advanced memory transmission/reception features · Automatic answering mode detection· Large Paper Capacity · Security Features· Closed network · Fax forwardingDisplay Panel Getting to Know Your MachineComponents One-Touch KeypadManual Paper Feeder Tray Power SwitchSettings and operations and navigating through Fold out for manual paper feed bypass paper trayDocument Tray Document Tray ExtensionBack Cover AC Power Cord SocketLine Jack IEEE-1284 Parallel PortLED Printhead Image Drum UnitToner Cartridge Control Panel Keys and Indicators Alarm Indicator Shift Down Key Use this key toEnter Key Use this key to Help Key Resolution Key Photo, Ex.fine, Fine, STD indicator lightsType of Original Key Dark, Normal, Light indicator lights Clear KeySpeed Dial/Search Key Redial KeyHook Key Mail KeyStop Key One-Touch Keypad Latch to Second Panel ModelOne-Touch Labels Using One-Touch Keys for Programming Using One-Touch Keys for SearchUsing One-Touch Keys for Dialing One-Touch KeypadDel Key One-Touch key #30 Alphabet Keys One-Touch keys #1-27, except #20Unique Key One-Touch key #20 Caps Key One-Touch key #31Plus Key One-Touch key #39 Pause Key One-Touch key #40Other Accessing One-Touch Keys, Second PanelSignal Tones Installation Safety Installation HintsOperation and Maintenance Toner Cartridge and Image Drum HandlingWhere to Install Your Fax Machine Getting StartedEmergency First Aid Power cord Telephone line cord Document Stacker UnpackingSetting Up Your Fax Machine User’s Guide English Installing the Toner Cartridge Stops Cover is firmly closed Connecting to the Telephone Line Attaching the Document StackerConnecting Optional External Devices HandsetTelephone Connecting Power Answering MachineAnswering Machine and Telephone Loading Paper Okifax 5780/5980 Selecting Functions and Settings Menu Structure Function Options Settings Navigating the Function MenuPrimary Menu Functions Step Access Using the Help KeySetting Features Speed AccessUsing Step Access Using Speed Access ExamplePress Menu/Exit Clock Adjustment Speed Access NumbersSpeed Access Numbers by Type ID/Password ProgrammingMachine Settings Dial Options Incoming Options Report Options89 EX.FINE Mode LAN Options for Internet FaxSetting Basic Features Setting the Date and TimeSetting the Language Setting the Sender ID Setting Your Fax Machine’s IDSetting the TSI/CSI Sender IDSetting the Answering Mode ProcedureList of Modes Auto Receive Mode FAX Manual Receive Mode TELTelephone/Fax Mode T/F Telephone Answering Device Mode TAD Memory Reception Mode MEMForwarding Mode FWD PC Fax Mode PCDial Parameter Settings Dial and Incoming Call Parameter SettingsSetting Dial and Incoming Call Parameters Redial TriesBusy Tone Detect Auto StartDial Tone Detect Tone/Pulse MF/DPTone MF Duration PBX LineFLASH/EARTH/NORMAL Incoming Call Parameters Incoming RingRemote Receive PC/FAX Switch Continuous ToneOther Basic Parameters Monitor VolumeBuzzer Volume User Language’ST Paper Size Paper-Size SettingRelay Print ’ND Paper SizeBackup File TX Connecting to a PBX Some countriesEntering a PBX Dial Prefix Clearing the PBX Dial PrefixProgramming Speed Dial Numbers Types of Speed DialsOne-Touch Speed Dials User’s Guide English Or 3-Digit Speed Dials Group FaxingDigit Speed Dial Numbers Programming Instructions Collect InformationName Communications Speed Primary Telephone Number LOC#Alternate Telephone Number ALT# Echo Protection StateNumeric Keypad Program the InformationOther Keys Unique KeyUnique Key One Touch key #20 Alphabet Keys #1-27, except #20Caps Key One-Touch key #31 Space Key One Touch key #36See next Press to select Location Program One-Touch Speed Dial Numbers are spaces 01 to xx where xx =Programming a Speed Dial Digit Speed Dial Numbers are the remaining spacesSelect Communication Speed, press Enter Using Clear Clearing a Speed DialBasic Faxing Document GuidelinesGeneral Single Page Specifications Multiple Page Specifications Loading Documents Resolution ContrastProcedure Sending a FaxPress the Speed Dial/Search key Using the Search Function Using the Numeric KeypadUsing An External Telephone Setting a Closed Network Rejecting Unsolicited Fax MessagesClosed Network Power Failures Power Outage ReportDisplay Messages LocationRedialing Basic Faxing SituationsReal-Time Dialing Confirming ResultsStopping a Transmission Receiving Faxes ManuallyNo Paper Reception No Toner ReceptionWhen Are Faxes Received to Memory? Receiving Faxes to MemoryWhen Are Memory Messages Printed? Memory Message LimitationsActive Memory Files Report Printing the Active Memory Files ReportCanceling Messages Stored in Memory Printing Messages Stored in MemoryMessages in Memory and Power Losses Power Outage ReportDual Access What You Can Do While Making CopiesWhat You Can Do While Sending a Fax What You Can Do While Receiving a Fax Making Copies To Make CopiesManual Paper Feeder If the lever is set for face up, faxing is disabled Face Up Stacking/Face Down StackingSending a Fax to Multiple Locations Group vs. BroadcastGroup Fax Broadcast FaxWhat is a Group Fax? Group FaxingProgramming a Group Group. Press EnterDeleting Groups At Select Locationss. Press EnterMenu 1GROUP TX Delayed TX Delayed Batch TX Sending a Fax to a GroupPress the Speed Dial Search key Finding a Group ScrollingBy Name By NumberFinding a Group Name Group Directory ReportUsing Speed Dial/Search Enter 1-ST CharWhat is a Broadcast Fax? BroadcastingSending a Broadcast Fax Deleting a Location from a Broadcast Fax Advanced Operations Delayed Fax vs. Delayed Batch Keys 31 throughDelayed Faxing What is Delayed Faxing?Sending a Delayed Fax Delayed TX shows Select Locations on the displayCanceling Delayed Transmissions Display shows Communication CancelDelayed Batch Transmission Program the Delayed Batch Destination NumberSetting the Batch TX Time Function Press Menu/Exit key to enter the menu Press toselectDelayed Batch TX. Press EnterLoad the documents Enter the Speed Dial number of the desired locationCanceling Delayed Batch Transmissions Display shows Cancel CommunicationPriority Transmission Sending a Priority TXConfidential Faxes Programming Personal Confidential Mailboxes Creating a Personal Confidential Mailbox Changing a Password To change a passwordClosing a Mailbox To close a mailboxAt Close Box?, press Enter Sending Confidential Faxes To send a confidential faxReceiving Confidential Faxes Knowing You’ve Received a Confidential Fax Printing Confidential FaxesConfidential Reception Report When Box No. =XX Conf Printing displays, press Stop Deleting Confidential FaxesCall Forwarding Set a Forwarding NumberSet the Auto Answer Mode to FWD Clear Forwarding ModePress to select Fax Auto Receive Mode Forward on Paper/Toner Error Setting a Paper/Toner Error Forwarding NumberBackup File TX Activate Backup File TX /Set the PasswordGeneral Information Program Backup Recipient Relay Faxing Relay Group Numbers Using Your Machine as a Relay Initiating StationRelay Password Relay Key Station HubContact Number for Relay Broadcast Report Programming the Relay Report NumberRelay Broadcast Report Initiating a Relay Broadcast Using Your Machine as a Relay Key Station Hub Okifax 5980 onlyProgram the Destination Numbers Create the Destination GroupsCreate the Relay Broadcast Mailbox includes Relay Password Speed Dial Key Information Relay Entry ReportStatus of Relay Broadcast Report Printing the Relay Fax at the Hub Okifax 5780/5980 Explanation of Polling Transmission Types Feeder Document Tray PollingMemory Polling Memory Polling Bulletin Feeder Document Tray Polling To set document tray pollingDisplay shows Waiting to be Polled Setting Memory Polling Memory PollingMemory Polling Bulletin Create a Polling Mailbox Set Bulletin Polling Press Enter to select Bulletin Poll BoxBulletin Msg. in Mem displays Printing Polling Documents in Memory User’s Guide English Printing Faxes Polled into Memory Cancelling Polled Faxes in MemoryDisplay shows Memory Poll Cancel? Press toselectPrint Memory Poll. PressEnterCustomizing Features and Operations Identifying Current SettingsPrinting a Configuration Report Changing Operation Functions Changing Operation FunctionsEnter Transmission TX Mode Default List of Operation FunctionsRemote Diagnosis Set to on Memory Full SaveInstant Dial Set to OFFDepartment Code ECM FunctionSender ID Pulse Dial Rate Pulse Make RatioPulse Dial Type Timer Prg CNG CountRing Response Setting Distinctive Ring Distinctive RingCancelling a Registered Password Memory PasswordSetting a Memory Password Invalid Password displaysDepartment Code To cancel a Department Code To set a Department CodeTo use a Department Code Time/Date Print Service Function SettingsLong Document Scanning/Transmission TSI PrintPrinting Reports ReportsUnderstanding Reports Printing a Message Confirmation ReportList of Reports Printed from the MenuAutomatically Generated Activity Report Printing the Activity ReportActive Memory Files Report Printing the Active Memory Files ReportBroadcast Confirmation Report Printing the Broadcast Confirmation ReportTelephone Directory Printing the Telephone DirectoryGroup Directory Report Printing the Group DirectoryConfiguration Report Printing the Configuration ReportPrinting the Function List HelpReport Print Box Information Personal Box List Printing the Personal Box ListRelay Entry Report Printing the Relay Entry ReportMessage Confirmation Report Printing the Message Confirmation ReportMCF Multi-Loc Message Confirmation Report OptionsMCF Single-Loc Image in MCFPower Outage Report Broadcast Entry ReportConfidential Reception Report Codes Used in Reports Result CodesCommunication Codes RjamMaintenance Cleaning the Scanner PathReplacing the Toner Cartridge Toner YieldOkifax 5780/5980 User’s Guide English Okifax 5780/5980 Replacing the Image Drum Image Drum YieldImage Drum Replacement Procedure User’s Guide English Resetting the Drum Counter To reset the image drum counterOptions and Accessories ObtainingPart Numbers Problem Solving General InformationInternet Support Printing a Cleaning Cleaning page processTo print a cleaning Clearing a Document Jam Clearing a Printing Paper Jam User’s Guide English Okifax 5780/5980 Display Panel Messages Normal Display in Standby ModeError Messages 1414 FAXDocument JAM Confirm and Stop Printer Alarm Refer to User Guide For Printer AlarmAccessing the Print/Scan Counters Resetting the Image Drum CounterCounters List of Problems ProblemYour machine does not answer the phone or receive faxes Problem SolutionYour documents jam Display shows a communication error You keep getting reports you do not want Image received on your machine was very poor Your machine does not answer the phone or receive faxes Your machine will not poll a remote fax machine Your received faxes sometimes look distorted Your machine receives faxes, but doesn’t print them Shipping Your Machine United States and CanadaLatin America Specifications DialingGeneral MemoryScanning ConsumablesPhysical Dimensions Paper HandlingElectrical Environmental Symbols Index132 No response when keys are Earth FCC Page Page Normal Page PBX Resolution Key Unique Key 31, 35, 85 Printing the Relay Fax 198 Code Scanning Restrict Access Service Function Settings 184 235 Speed TEL TSI/CSI

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