Canon 700 Series 183

Using Conﬁdential Mailboxes

7-16Sending a Confidential Document

Contents

Page Page Manuals for the Machine How This Manual Is Organized Contents Chapter 2 Using Speed Dialing Chapter 3 Sending Documents Chapter 4 Receiving Documents Chapter 5 Using the Machine as a Copier Chapter 6 Using a Relay Network Chapter 7 Using Conﬁdential Mailboxes Chapter 8 Using Polling Chapter 9 Special Sending/Receiving Features Chapter 10 Other Special Features Chapter 11 Summary of Important Settings Chapter 12 Printing Reports and Lists Chapter 13 Troubleshooting Chapter 14 Appendix How to Use This Manual Illustrations Used in This Manual Legal Notices CONNECTION OF THE EQUIPMENT IN CASE OF EQUIPMENT MALFUNCTION RIGHTS OF THE TELEPHONE COMPANY Warning for the LASER CLASS Warning for the LASER CLASS 720i/730i Pre-installationRequirements for Canon Facsimile Equipment Notice Avis Caution Disclaimers Before You Start Using This Machine Main Features Page Page JBIG Operation Panel Parts and Functions Page Page One-TouchPanels Opened Page Using the Menus and Operation Panel Keys Open a Menu and Select an Item Return to the Previous Level Return to the Standby Mode Entering Names for Registration 1 Press [] to change the entry mode 2 Press the appropriate key on the numeric keypad to enter a letter or number 3 Enter the next letter, if necessary Correcting a Mistake Operation Panel Key Summary Table Things You Must Do Before Using This Machine What Is Sender Information Registering the Current Date and Time Registering the Machine’s Telephone Number and Unit Name 6 Press [▼] or [▲] until <1.USER TEL NO.> appears ➞ press [Set] 8 Press [Data Registration] to return to the <USER SETTINGS> menu 9 Press [▼] or [▲] until <2.UNIT NAME> appears ➞ press [Set] Checking and Setting the Telephone Line Press [▼] or [▲] until <1.USER SETTINGS> appears ➞ press Press [▼] or [▲] until <1.TEL LINE SETTINGS> appears ➞ Press [▼] or [▲] until <2.TEL LINE TYPE > appears ➞ press Press [▼] or [▲] to select <TOUCH TONE> or <ROTARY PULSE> ➞ press [Set] 9 Press [▼] or [▲] to select the desired transmission speed ➞ press [Set] 11 Press [Stop] to return to the Standby mode Registering a Sender’s Name 7 Press [▼] or [▲] until <1.SENDER NAME REG.> appears ➞ press [Set] 8 Enter a name (up to 24 characters) using the numeric keys ➞ press [Set] 10 Press [▼] or [▲] until <1.SENDER FAX NUMBER> appears ➞ press [Set] keys ➞ press [Set] Registration] twice ➞ repeat the procedure from step Press [Stop] to return to the Standby mode Changing or Erasing a Sender’s Name 6 Press [Stop] to return to the Standby mode Using the Optional Dual Line Registering Telephone Numbers for the Lines Press [▼] or [▲] until <3. FAX SETTINGS> appears ➞ press 6 Press [▼] or [▲] until <1.LINE 1> appears ➞ press [Set] 7 Press [▼] or [▲] until <1.USER TEL NO.> appears ➞ press [Set] 9 Press [▼] or [▲] until <2.TEL LINE TYPE.> appears ➞ press 10 Press [▼] or [▲] to select <TOUCH TONE> or <ROTARY PULSE> ➞ press [Set] 11 Press [▼] or [▲] until <3.TX START SPEED> appears ➞ press [Set] 13 Press [▼] or [▲] until <4.RX START SPEED> appears ➞ press [Set] 15 Press [▼] or [▲] until <2. LINE 2> appears ➞ press [Set] Setting the TX Line Priority 5 Press [▼] or [▲] until <8.TX LINE SELECTION> appears ➞ press [Set] 6 Press [▼] or [▲] to display the desired setting ➞ press [Set] 7 When you are ﬁnished, press [Stop] to return to the Standby mode Switching Between the Two Lines Page Using Speed Dialing Read This Before Entering Telephone Numbers Adjusting the Length of a Pause 4 Press [▼] or [▲] until <3.TX SETTINGS> appears ➞ press [Set] Page What Is Speed Dialing Setting Up One-TouchSpeed Dialing 6 Press [▼] or [▲] until <1.TEL NUMBER ENTRY> appears ➞ press [Set] 8 Press [▼] or [▲] until <2.NAME> appears ➞ press [Set] 9 Enter a name (up to 16 characters long) using the numeric Press [▼] or [▲] until <3.OPTIONAL SETTING> appears ➞ Press [▼] or [▲] to display <ON> ➞ press [Set] If you want to set an access code, press [▼] or [▲] until <1.ACCESS CODE> appears ➞ press [Set] 15 Press [▼] or [▲] to select a preset time number (1 to 5) ➞ press [Set] 19 Press [▼] or [▲] to select the desired transmission type ➞ press [Set] Page 21 Press [▼] or [▲] to select the desired long distance setting ➞ press [Set] 23 Press [▼] or [▲] to select the desired transmission speed ➞ press [Set] 25 Press [▼] or [▲] to select ‘ON’ or ‘OFF’ ➞ press [Set] 27 Press [▼] or [▲] to select <AUTO> or <FIXED> ➞ press [Set] 29 Press [▼] or [▲] to select a sender name ➞ press [Set] Setting Up Coded Speed Dialing Page 9 Enter a name (up to 16 characters long) using the numeric keys ➞ press [Set] 10 Press [▼] or [▲] until <3.OPTIONAL SETTING> appears ➞ press [Set] 11 Press [▼] or [▲] to display <ON> ➞ press [Set] numeric keys ➞ press [Set] 14 If you want to set the time for the transmission, press [▼] or [▲] until <2.TX TIME SETTNG> appears ➞ press [Set] 16 Enter the time in 24-hournotation using the numeric keys (e.g., 1:00 p.m. as 13:00) Page Page Page 24 If you want to turn ECM (Error Correction Mode) ‘ON’ or ‘OFF’ press [▼] or [▲] until <6.ECM> appears ➞ press [Set] 26 If you want to select a telephone line for outgoing fax 30 Press [Stop] to return to the Standby mode Setting Up Group Dialing 5 Specify an empty one-touchspeed dialing key or coded speed dialing code that you want to set as the group dial ➞ press Press [▼] or [▲] until <1.DSTN TEL/ID> appears ➞ press [Set] Register all the destinations for the group 8 When you are ﬁnished registering destinations, press [Set] 9 Press [Set] to enter a name for the group 11 Press [▼] or [▲] until <3.OPTIONAL SETTING> appears ➞ press [Set] 12 Press [▼] or [▲] to display <ON> ➞ press [Set] 16 Press [▼] or [▲] to select a preset time number (1 to 5) ➞ press [Set] 19 Press [Stop] to return to the Standby mode Setting Up the Access Code Key 5 Press [▼] or [▲] until <5.ACCESS CODE> appears ➞ press [Set] 6 Press [▼] or [▲] to display <USE> ➞ press [Set] 7 Press [▼] or [▲] until <1.ACCESS CODE KEY> appears ➞ press [Set] 8 Press [▼] or [▲] to select <USING # KEY> or <OTHER> ➞ press [Set] 9 Make sure that <2.NO OF CHARACTERS> is displayed ➞ press [Set] Page Using Speed Dialing Page Using Coded Speed Dialing Using Group Dialing Page Using Access Code Dialing 2 Press the access code key that you have set 3 Enter the access code (from two to ﬁve digits) using the numeric keys Page Using Directory Dialing 4 Press [▼] or [▲] to scroll through the other names ➞ press [Set] 5 With the telephone number you want to dial displayed, press [Set] ➞ [Start] Sending Documents Setting a Document for Sending Setting the Document on the Machine 1 Place your document face up in the document feeder tray 2 Adjust the document guides to ﬁt the width of your document Adjusting the Scan Settings Page Selecting a Sender’s Name 4 Press [▼] or [▲] until the desired sender’s name appears on the LCD display ➞ press [Set] 5 Continue the procedure for sending the document Using Regular Dialing Cancel Sending a Document Cancel Sending on a Dual Line 2 Press [▼] or [▲] to select the transaction you want to cancel ➞ 3 Press [] to cancel the transmission Checking/Canceling Fax Jobs 4 Press [Stop] to return to the Standby mode Canceling with the Stop key Canceling a Job from the Monitor Screen 1 Display the job you want to cancel 3 Press [] Dialing Long Distance with Regular Dialing 3 Dial the long distance number using the numeric keys 4 Dial the remainder of the number using the numeric keys ➞ press [Start] 5 Press [Start] ➞ hang up your handset Overview of Sending Methods Messages Displayed After Pressing the Start Key Direct Sending 2 Press [Direct TX] 3 Specify the destination 4 Press [Start] Manual Sending 2 Press [Hook] 4 When you hear the other party answer the call, pick up the handset and talk 5 Ask the other party to press the start key on their fax machine, then hang up their handset Press [Start] on your machine ➞ hang up your handset Redialing When the Line Is Busy Setting Up Redialing Press [▼] or [▲] until <3.TX SETTINGS> appears ➞ press [Set] Press [▼] or [▲] until <3.AUTO REDIAL> appears ➞ press 6 Press [▼] or [▲] to display <ON> ➞ press [Set] 7 Press [▼] or [▲] to display the desired Auto Redial setting ➞ press [Set] Page Sequential Broadcasting to More Than One Location Page 3 After you have speciﬁed all of the destinations, press [Start] Sending Documents at a Preset Time 4 Specify the destinations ➞ press [Start] Page Sending a Document with a Subaddress/Password 4 Press [Start] to start scanning immediately Subaddress/Password Sending with the Operation Panel Keys 2 Specify the destination ➞ press [Set] If you want to enter a password, press [Password] 6 Enter the ITU-Tpassword (up to 20 digits) using the numeric 7 Press [Start] Page Receiving Documents Receiving Documents Automatically Page Receiving Documents Manually Press [▼] or [▲] until <4.RX SETTINGS> appears ➞ press Press [▼] or [▲] until <2.RECEIVE MODE> appears ➞ press Press [▼] or [▲] to select <MANUAL RX> ➞ press [Set] 8 Every time you hear the telephone ring, pick up the handset Receiving a Document Manually with an Extension Telephone 1 Make sure the extension telephone is connected properly 3 When the connected extension telephone rings, pick up the handset Changing the Remote Receive ID Enter a new number for the ID (00 to 99) using the numeric Cancel Receiving a Document Cancel Receiving on a Dual Line 2 Press [▼] or [▲] to select the transaction you want to cancel ➞ press [Set] Using the Machine as a Copier Preparing the Document Setting a Document on the Machine Page Adjusting the Scan Settings Making Copies 5 Enter the number of copies (01 to 99) using the numeric keys 6 Press [Start] Checking/Canceling Copy Jobs Canceling with the Stop Key Canceling from the Monitor Screen Using a Relay Network What Is Relay Broadcasting Setting Up and Using a Standard Relay Unit Page Page Page Changing the Relay Broadcast Settings 3 Press [▼] or [▲] until <2.CHANGE DATA> appears ➞ press 4 Enter the two digit relay group number that you want to change using the numeric keys ➞ press [Set] 5 Enter the password (up to seven digits) using the numeric 6 Press [▼] or [▲] to display the setting you want to change ➞ Deleting the Relay Group 1 Open all three one-touchspeed dialing panels ➞ press [Data Registration] ➞ [▼] or [▲] until <3.FAX SETTINGS> appears ➞ 2 Press [▼] or [▲] until <6.FILE SETTINGS> appears ➞ press [Set] ➞ [▼] or [▲] until <2.RELAY TX GROUP> appears ➞ 5 Enter the password (up to seven digits) using the numeric keys ➞ press [Set] Sending a Document to a Relay Unit for Relay Broadcasting Sending a Document to a Relay Unit with Speed Dialing Sending with the Advanced Communication Key 3 Press [▼] or [▲] to display <RELAY> ➞ press [Set] 4 Dial the telephone number of the relay unit ➞ press [Set] 6 If an ITU-Tpassword is required to start the relay broadcast press [Password] 7 Enter the ITU-Tpassword (up to 20 digits, including , #, and spaces) set on the other party’s machine using the numeric 8 Press [Start] Using Conﬁdential Mailboxes Setting Up and Using the Conﬁdential Mailbox Feature Enter a two digit conﬁdential mailbox number (from 00 to 99) Press [▼] or [▲] until <1.FILE NAME> appears ➞ press [Set] it in printed reports (up to 24 characters including numbers symbols, and spaces) using the numeric keys ➞ press [Set] 11 Enter a password (up to seven digits) using the numeric keys 12 Press [▼] or [▲] until <3.SUBADDRESS> appears ➞ press [Set] 15 Enter an ITU-Tpassword (up to 20 digits, including , #, and spaces) using the numeric keys ➞ press [Set] Press [▼] or [▲] until <5.# OF RX COPIES> appears ➞ press copies to print using the numeric keys ➞ press [Set] 18 To set up another conﬁdential mailbox, repeat this procedure from step Changing Conﬁdential Mailbox Settings [Set] ➞ [▼] or [▲] until <1.CONFIDNTL MAILBOX> appears ➞ press [Set] Press [▼] or [▲] until <2.CHANGE DATA> appears ➞ press to change using the numeric keys ➞ press [Set] 6 Press [▼] or [▲] to display the setting you want to change ➞ press [Set] Deleting a Conﬁdential Mailbox Press [▼] or [▲] until <3.DELETE FILE> appears ➞ press [Set] Enter the two digit number of the conﬁdential mailbox that you want to delete using the numeric keys ➞ press [Set] Page Receiving a Conﬁdential Document Page Sending a Conﬁdential Document Sending a Conﬁdential Document with the Advanced Communication Key 3 Press [▼] or [▲] to display <CONFIDENTIAL> ➞ press [Set] Press [▼] or [▲] until <1.CONFIDENTIAL TX> appears ➞ press Dial the telephone number ➞ press [Set] 6 Enter the ITU-Tsubaddress using the numeric keys ➞ press 7 If an ITU-Tpassword is also required, press [Password] 8 Enter the ITU-Tpassword set on the other party’s machine Page Using Polling What Is Polling Polling Other Fax Machines to Receive a Document 5 If you want to receive a document from a fax machine that has set an ITU-Tsubaddress, press [Set] ➞ [Subaddress] 7 If an ITU-Tpassword is required, press [Password] 1 2 3 8 Enter the ITU-Tpassword using the numeric keys ➞ press Polling to Receive at a Preset Time 5 Press [▼] or [▲] until <3.PRESET POLLING> appears ➞ press Enter a ﬁle name for the preset polling box (up to 10 If you want to set a password to protect the preset polling box press [▼] or [▲] until <2.PASSWORD> appears ➞ press [Set] 12 Press [▼] or [▲] until <3.SELECT LOCATIONS> appears ➞ 13 Specify the destination to poll ➞ press [Set] 14 Set the time for your machine to poll other fax machines Page 15 Press [Stop] to return to the Standby mode Changing the Preset Polling Settings 2 Press [▼] or [▲] until <6.FILE SETTINGS> appears ➞ press [Set] ➞ [▼] or [▲] until <3.PRESET POLLING> appears ➞ press [Set] 4 Enter the two digit number of the preset polling box that you want to change using the numeric keys ➞ press [Set] Deleting a Preset Polling Box Page Setting Up Polling Sending Press [▼] or [▲] until <4.POLLING BOX> appears ➞ press 8 Press [▼] or [▲] until <1.FILE NAME> appears ➞ press [Set] 14 Press [▼] or [▲] until <4.TX PASSWORD> appears ➞ press 16 Press [▼] or [▲] until <5.ERASE AFTER TX> appears ➞ press 17 Press [▼] or [▲] to display <ON> or <OFF> ➞ press [Set] 18 If you want to set up another polling box, repeat this procedure from step Scanning a Document into the Memory for Polling Sending Press [Advanced Communication] ➞ press [Set] twice Enter the two digit number of the polling box using the If you want to select a sender’s name, press [TTI Selector] ➞ [▼] or [▲] until you see the sender’s name you want to use Changing the Polling Box Settings 7 When you are ﬁnished making changes, press [Stop] to return to the Standby mode Deleting a Polling Box [Set] ➞ [▼] or [▲] until <4.POLLING BOX> appears ➞ press 3 Press [▼] or [▲] until <3.DELETE FILE> appears ➞ press [Set] 4 Enter the two digit number of the polling box you want to delete using the numeric keys ➞ press [Set] Special Sending/Receiving Features Transferring Documents Setting Up the Machine for Document Transfer Press [▼] or [▲] until <5.TRANSFER> appears ➞ press [Set] 7 Press [▼] or [▲] to display the setting you want ➞ press [Set] Page Turning the Transfer Mode ON Turning the Transfer Mode OFF 2 If you have registered a password, enter your password using the numeric keys ➞ press [Set] Changing the Transfer Settings [Set] ➞ [▼] or [▲] until <5.TRANSFER> appears ➞ press [Set] Page Canceling the Transfer Settings Open all three one-touchspeed dialing panels ➞ press [Data setup ﬁle using the numeric keys ➞ press [Set] Using Memory Lock 5 Press [▼] or [▲] until <1.MEMORY LOCK RX> appears ➞ press [Set] 7 Press [▼] or [▲] to display the desired Memory Lock setting ➞ press [Set] Page Turning Memory Lock ON 2 Press [Memory Reception] 3 If a memory lock password has been set, enter the password Turning Memory Lock OFF and Printing Documents 2 Open all three one-touchspeed dialing panels ➞ press [Memory Reception] 3 If a memory lock password has been set, enter the memory lock password using the numeric keys ➞ press [Set] When the Machine Displays <RECEIVED IN MEMORY 2 As soon as you reﬁll and close the paper cassette, replace the Printing a Memory List Printing a Document in Memory Page Sending a Document in Memory to a Different Destination 5 Dial the fax number ➞ press [Set] 7 Press [Set] Erasing a Document from Memory 4 Press [] to delete the selected document 5 Press [Stop] to return to the Standby mode Deleting a Document with the Memory Reference Key 2 Press [▼] or [▲] until <5.DELETE DOCUMENT> appears ➞ 3 Press [▼] or [▲] to display the transaction number of the document that you want to delete ➞ press [Set] Page TX Document Archiving Turning the TX Document Archiving ON Press [▼] or [▲] until <7.SYSTEM SETTINGS> appears ➞ 5 Press [▼] or [▲] until <6. TX DOC. ARCHIVING> appears ➞ press [Set] 6 Press [▼] or [▲] to select <ON> ➞ press [Set] Turning the TX Document Archiving OFF Press [▼] or [▲] until <6. TX DOC. ARCHIVING> appears ➞ 6 Press [▼] or [▲] to select <OFF> ➞ press [Set] What Happens to the Memory After a Power Failure Page Page Other Special Features Using the Telephone 3 When the other party answers your call, speak into the handset Tone Dialing on a Pulse Line the numeric keys Setting Up and Using PIN Codes 5 Press [▼] or [▲] until <7.PIN CODE> appears ➞ press [Set] 8 Press [▼] or [▲] to select <BEFORE TEL NO.> or <AFTER TEL NO.> ➞ press [Set] 9 Press [Stop] to return to the Standby mode Dialing with a PIN Code after the Number 2 Enter the telephone number using the numeric keys 3 Open all three one-touchspeed dialing panels ➞ press [Pin Code] 4 Press [Set] 6 Enter the PIN code (up to 20 digits, including , #, and spaces) Dialing with a PIN Code before the Number 2 Open all three one-touchspeed dialing panels ➞ press [Pin Code] 3 Enter the telephone number using the numeric keys ➞ press 5 Enter the PIN code (up to 20 digits, including , #, and spaces) Setting PIN Code Access for Speed Dialing 1 Select the speed dialing location to register the telephone number 5 When you are ﬁnished registering, press [Stop] to return to the Standby mode Using Speed Dialing with PIN Code Access 2 Press a speed dialing key or press [Coded Dial], followed by a 4 Enter the PIN code (up to 20 digits) using the numeric keys 5 Press [Set] Forced PIN Code Access Page Setting Up the Program One-TouchKey 6 Press [▼] or [▲] until the number of the one-touchspeed dialing key under which you want to assign a function appears ➞ press [Set] 7 Press [▼] or [▲] to display <USE> ➞ press [Set] 8 Press [▼] or [▲] to select the function you want to assign ➞ press [Set] Page Setting Up and Using the Optional Stamp Feature Press [▼] or [▲] until <5.TX STAMP> appears ➞ press [Set] 7 Press [▼] or [▲] to display <TX STAMP OFF> or <TX STAMP ON Setting Up the Stamp Action Page Turning the Stamp Feature ON/OFF 2 Open all three one-touchspeed dialing panels ➞ press [Stamp (Option)] How the Machine Operates with Default Settings Page Page Page Page Summary of Important Settings Opening the Additional Functions Menu Summary of User Data Settings Page User Settings Page Page Page Page Page Report Settings Page Page TX (Send) Settings Page Page RX (Receive) Settings Page Printer Settings Page Page File Settings Page Page Page Page Page Page System Settings Page Page Page Page Page Printing Reports and Lists Printing the Speed Dialing Lists Page Page 4 Press [▼] or [▲] to select <1. NO SORT> or <2. SORT> ➞ press Printing the User’s Data List 3 Press [Set] to start printing Reports Printing the Activity Management Report 2 Press [Report] ➞ [Set] Activity Reports Page Page Page Cancel Report Printing Memory Lists Document Memory List 2 Press [▼] or [▲] until <4.DOC. MEMORY LIST> appears ➞ Memory Clear Report Page Troubleshooting13 Error Code Table Page Page Page Page Page List of LCD Display Messages (Alphabetical List) Page Page Page Page Page When Trouble Occurs Page Page Page Receiving Documents Copying Documents Other Troubles Page Page Appendix14 Speciﬁcations Telephone Features Fax Features Documents You Can Scan Document Size Scanning Area Printing Area Glossary Page Page Page Page Page Page Page Page Page Page Page Page Page Page Index