Oki 5780 manual Receiving Confidential Faxes

Page 143

Receiving Confidential Faxes

A confidential fax is received to a personal mailbox (or sub- address number).

The personal mailbox (or sub-address number) is the secured memory of a machine. An address and password are used to access the personal mailbox.

Your machine can receive confidential faxes from

·OKIFAX (or compatible) machines or

·machines with a sub-address function

When you receive a confidential fax, it is stored in memory. It will not print until the proper password is entered.

!If you wish to receive confidential faxes, you must provide your confidential mailbox address to the people sending you faxes. For your machine, the address is the number (1 to 16) of the mailbox.

You cannot access a mailbox without the address and password.

A confidential fax is stored in memory and will not print until the proper password is entered.

Be sure to record both the address and password of each confidential mailbox. Keep the record in a safe place. If you forget a password, you will need to contact a Service Dealer for assistance.

User’s Guide: English 143

Image 143

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 What Does Help Do? Where is the Help Key?Help Key Function List Help ListRelay Faxing Delayed TransmissionSaving Money Control Access to Your Machine Speed Dial Numbers Dual AccessSaving Time Help ButtonSend a Fax and Save the Number Helpful HintsQuick Message Confirmation Report Recording Addresses and PasswordsTelephone Directory Configuration ReportReferences Help and Function Lists Press Help and these lists printOki Data Web Site IntroductionFeatures · Automatic answering mode detection · 72-hour battery backup· Advanced memory transmission/reception features · Dual Access· Fax forwarding · Security Features· Closed network · Large Paper CapacityOne-Touch Keypad Getting to Know Your MachineComponents Display PanelFold out for manual paper feed bypass paper tray Power SwitchSettings and operations and navigating through Manual Paper Feeder TrayDocument Tray Extension Document TrayIEEE-1284 Parallel Port AC Power Cord SocketLine Jack Back CoverToner Cartridge LED PrintheadImage Drum Unit Control Panel Keys and Indicators Enter Key Use this key to Alarm IndicatorShift Down Key Use this key to Clear Key Resolution Key Photo, Ex.fine, Fine, STD indicator lightsType of Original Key Dark, Normal, Light indicator lights Help KeyMail Key Redial KeyHook Key Speed Dial/Search KeyOne-Touch Labels Stop KeyOne-Touch Keypad Latch to Second Panel Model One-Touch Keypad Using One-Touch Keys for SearchUsing One-Touch Keys for Dialing Using One-Touch Keys for ProgrammingCaps Key One-Touch key #31 Alphabet Keys One-Touch keys #1-27, except #20Unique Key One-Touch key #20 Del Key One-Touch key #30Other Plus Key One-Touch key #39Pause Key One-Touch key #40 One-Touch Keys, Second Panel AccessingSignal Tones Installation Installation Hints SafetyToner Cartridge and Image Drum Handling Operation and MaintenanceEmergency First Aid Where to Install Your Fax MachineGetting Started Unpacking Power cord Telephone line cord Document StackerSetting Up Your Fax Machine User’s Guide English Installing the Toner Cartridge Stops Cover is firmly closed Attaching the Document Stacker Connecting to the Telephone LineTelephone Connecting Optional External DevicesHandset Answering Machine and Telephone Connecting PowerAnswering Machine Loading Paper Okifax 5780/5980 Selecting Functions and Settings Primary Menu Functions Menu Structure Function Options SettingsNavigating the Function Menu Speed Access Using the Help KeySetting Features Step AccessUsing Step Access Press Menu/Exit Using Speed AccessExample ID/Password Programming Speed Access NumbersSpeed Access Numbers by Type Clock AdjustmentMachine Settings Report Options Dial Options Incoming OptionsLAN Options for Internet Fax 89 EX.FINE ModeSetting the Language Setting Basic FeaturesSetting the Date and Time Sender ID Setting Your Fax Machine’s IDSetting the TSI/CSI Setting the Sender IDList of Modes Setting the Answering ModeProcedure Telephone/Fax Mode T/F Auto Receive Mode FAXManual Receive Mode TEL Memory Reception Mode MEM Telephone Answering Device Mode TADPC Fax Mode PC Forwarding Mode FWDRedial Tries Dial and Incoming Call Parameter SettingsSetting Dial and Incoming Call Parameters Dial Parameter SettingsTone/Pulse MF/DP Auto StartDial Tone Detect Busy Tone DetectPBX Line Tone MF DurationFLASH/EARTH/NORMAL Remote Receive Incoming Call ParametersIncoming Ring Continuous Tone PC/FAX SwitchUser Language Monitor VolumeBuzzer Volume Other Basic Parameters’ND Paper Size Paper-Size SettingRelay Print ’ST Paper SizeBackup File TX Some countries Connecting to a PBXClearing the PBX Dial Prefix Entering a PBX Dial PrefixTypes of Speed Dials Programming Speed Dial NumbersOne-Touch Speed Dials User’s Guide English Digit Speed Dial Numbers Or 3-Digit Speed DialsGroup Faxing Name Programming InstructionsCollect Information Echo Protection State Primary Telephone Number LOC#Alternate Telephone Number ALT# Communications SpeedUnique Key Program the InformationOther Keys Numeric KeypadSpace Key One Touch key #36 Alphabet Keys #1-27, except #20Caps Key One-Touch key #31 Unique Key One Touch key #20See next Digit Speed Dial Numbers are the remaining spaces One-Touch Speed Dial Numbers are spaces 01 to xx where xx =Programming a Speed Dial Press to select Location ProgramSelect Communication Speed, press Enter Clearing a Speed Dial Using ClearGeneral Basic FaxingDocument Guidelines Single Page Specifications Multiple Page Specifications Loading Documents Contrast ResolutionSending a Fax ProcedurePress the Speed Dial/Search key Using An External Telephone Using the Search FunctionUsing the Numeric Keypad Closed Network Setting a Closed NetworkRejecting Unsolicited Fax Messages Power Outage Report Power FailuresLocation Display MessagesConfirming Results Basic Faxing SituationsReal-Time Dialing RedialingReceiving Faxes Manually Stopping a TransmissionNo Toner Reception No Paper ReceptionReceiving Faxes to Memory When Are Faxes Received to Memory?Memory Message Limitations When Are Memory Messages Printed?Printing the Active Memory Files Report Active Memory Files ReportPrinting Messages Stored in Memory Canceling Messages Stored in MemoryPower Outage Report Messages in Memory and Power LossesWhat You Can Do While Making Copies Dual AccessWhat You Can Do While Sending a Fax What You Can Do While Receiving a Fax To Make Copies Making CopiesManual Paper Feeder Face Up Stacking/Face Down Stacking If the lever is set for face up, faxing is disabledGroup vs. Broadcast Sending a Fax to Multiple LocationsBroadcast Fax Group FaxGroup Faxing What is a Group Fax?Group. Press Enter Programming a GroupAt Select Locationss. Press Enter Deleting GroupsSending a Fax to a Group Menu 1GROUP TX Delayed TX Delayed Batch TXBy Number Finding a Group ScrollingBy Name Press the Speed Dial Search keyGroup Directory Report Finding a Group NameEnter 1-ST Char Using Speed Dial/SearchBroadcasting What is a Broadcast Fax?Sending a Broadcast Fax Deleting a Location from a Broadcast Fax Advanced Operations Keys 31 through Delayed Fax vs. Delayed BatchWhat is Delayed Faxing? Delayed FaxingDelayed TX shows Select Locations on the display Sending a Delayed FaxDisplay shows Communication Cancel Canceling Delayed TransmissionsProgram the Delayed Batch Destination Number Delayed Batch TransmissionSetting the Batch TX Time Function Enter the Speed Dial number of the desired location Press toselectDelayed Batch TX. Press EnterLoad the documents Press Menu/Exit key to enter the menuDisplay shows Cancel Communication Canceling Delayed Batch TransmissionsSending a Priority TX Priority TransmissionConfidential Faxes Programming Personal Confidential Mailboxes Creating a Personal Confidential Mailbox To change a password Changing a PasswordAt Close Box?, press Enter Closing a MailboxTo close a mailbox To send a confidential fax Sending Confidential FaxesReceiving Confidential Faxes Confidential Reception Report Knowing You’ve Received a Confidential FaxPrinting Confidential Faxes Deleting Confidential Faxes When Box No. =XX Conf Printing displays, press StopSet a Forwarding Number Call ForwardingPress to select Fax Auto Receive Mode Set the Auto Answer Mode to FWDClear Forwarding Mode Setting a Paper/Toner Error Forwarding Number Forward on Paper/Toner ErrorGeneral Information Backup File TXActivate Backup File TX /Set the Password Program Backup Recipient Relay Faxing Relay Key Station Hub Using Your Machine as a Relay Initiating StationRelay Password Relay Group NumbersProgramming the Relay Report Number Contact Number for Relay Broadcast ReportRelay Broadcast Report Initiating a Relay Broadcast Okifax 5980 only Using Your Machine as a Relay Key Station HubCreate the Destination Groups Program the Destination NumbersCreate the Relay Broadcast Mailbox includes Relay Password Relay Entry Report Speed Dial Key InformationStatus of Relay Broadcast Report Printing the Relay Fax at the Hub Okifax 5780/5980 Memory Polling Explanation of Polling Transmission TypesFeeder Document Tray Polling Memory Polling Bulletin Display shows Waiting to be Polled Feeder Document Tray PollingTo set document tray polling Memory Polling Setting Memory PollingMemory Polling Bulletin Create a Polling Mailbox Bulletin Msg. in Mem displays Set Bulletin PollingPress Enter to select Bulletin Poll Box Printing Polling Documents in Memory User’s Guide English Press toselectPrint Memory Poll. PressEnter Cancelling Polled Faxes in MemoryDisplay shows Memory Poll Cancel? Printing Faxes Polled into MemoryPrinting a Configuration Report Customizing Features and OperationsIdentifying Current Settings Enter Changing Operation FunctionsChanging Operation Functions Remote Diagnosis Transmission TX Mode DefaultList of Operation Functions Set to OFF Memory Full SaveInstant Dial Set to onSender ID Department CodeECM Function Pulse Dial Type Pulse Dial RatePulse Make Ratio Ring Response Timer PrgCNG Count Distinctive Ring Setting Distinctive RingInvalid Password displays Memory PasswordSetting a Memory Password Cancelling a Registered PasswordDepartment Code To use a Department Code To cancel a Department CodeTo set a Department Code TSI Print Service Function SettingsLong Document Scanning/Transmission Time/Date PrintPrinting a Message Confirmation Report ReportsUnderstanding Reports Printing ReportsAutomatically Generated List of ReportsPrinted from the Menu Printing the Activity Report Activity ReportPrinting the Active Memory Files Report Active Memory Files ReportPrinting the Broadcast Confirmation Report Broadcast Confirmation ReportPrinting the Telephone Directory Telephone DirectoryPrinting the Group Directory Group Directory ReportPrinting the Configuration Report Configuration ReportReport Print Printing the Function ListHelp Box Information Printing the Personal Box List Personal Box ListPrinting the Relay Entry Report Relay Entry ReportPrinting the Message Confirmation Report Message Confirmation ReportImage in MCF Message Confirmation Report OptionsMCF Single-Loc MCF Multi-LocConfidential Reception Report Power Outage ReportBroadcast Entry Report Result Codes Codes Used in ReportsRjam Communication CodesCleaning the Scanner Path MaintenanceToner Yield Replacing the Toner CartridgeOkifax 5780/5980 User’s Guide English Okifax 5780/5980 Image Drum Yield Replacing the Image DrumImage Drum Replacement Procedure User’s Guide English To reset the image drum counter Resetting the Drum CounterObtaining Options and AccessoriesPart Numbers Internet Support Problem SolvingGeneral Information To print a cleaning Printing a CleaningCleaning page process Clearing a Document Jam Clearing a Printing Paper Jam User’s Guide English Okifax 5780/5980 1414 FAX Normal Display in Standby ModeError Messages Display Panel MessagesDocument JAM Confirm and Stop For Printer Alarm Printer Alarm Refer to User GuideCounters Accessing the Print/Scan CountersResetting the Image Drum Counter Problem List of ProblemsYour machine does not answer the phone or receive faxes Solution ProblemYour 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 Latin America Shipping Your MachineUnited States and Canada Dialing SpecificationsMemory GeneralConsumables ScanningPaper Handling Physical DimensionsElectrical Environmental Index Symbols132 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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