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Kyocera FS-3640MFP, FS-C2626MFP 1 Before Using the Fax Machine

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1 Before Using the Fax Machine

This chapter explains the following topics:

Part Names and Functions ................................................................................................................................ 1-2

Machine ................................................................................................................................................... 1-2

Operation Panel (Color MFP) ................ .................................................................................................. 1-4

Operation Panel (Black & White MFP) .................................................................................................... 1-5

Touch Panel ........................................................................................................... .................................. 1-6

Enter key and Quick No. Search key ............................................................... ........................................ 1-6

Quick Setup Wizard (Fax Setup) ....................................................................................................................... 1-8

Fax setup items ....................................................................................................................................... 1-8

Fax setup procedure .............................................................................................. .................................. 1-9

Setting Date and Time .............. ........................................................................................................................ 1-11

PBX Setting (Europe only) ............................................................................................................................... 1-13

Contents

Main Safety Conventions in This Guide Symbols i Contents 1 Before Using the Fax Machine ............................................. 1-1 2 Registering Destinations .....................................................2-1 3 Methods For Entering the Destination ................................. 3-1 4 Sending Faxes ...................................................................... 4-1 ii 5 Receiving Faxes ................................................................... 5-1 6 Using Convenient Fax Functions ......................................... 6-1 iii 7 Using a Connected Telephone ............................................. 7-1 8 Checking Transmission Results and Registration Status ..8-1 9 Fax Settings .........................................................................9-1 iv 10 Troubleshooting .................................................................10-1 11 Appendix .............................................................................11-1 v Safety Information About this Operation Guide vi General Notice Legal Notice Trademark Information FCC PART 68 REQUIREMENTS vii IMPORTANT SAFETY INSTRUCTIONS CONSERVER CES INSTRUCTIONS SAVE THESE INSTRUCTIONS IMPORTANTES MESURES DE SECURITE viii CANADIAN IC REQUIREMENTS CONDITIONS DE L'IC CANADIENNE Declarations to European Directives ix Technical regulations for terminal equipment Network Compatibility Declaration x Introduction About this Operation Guide This Operation Guide contains the following chapters. Chapter Contents xi Conventions in This Guide IMPORTANT The following conventions are used depending on the nature of the description. Convention Description Example Caution Page 1-1 1 Before Using the Fax Machine Part Names and Functions Machine Page 1-4 Operation Panel (Color MFP) 1-5 Operation Panel (Black & White MFP) 1-6 Touch Panel Enter key and Quick No. Search key This section explains how to use the Enter key and Quick No. Search key on the operation panel. Using the Enter key Using the Quick No. Search key 1-7 Touching the Quick No. Search key in the one-touch screen displays the number entry screen. 1-8 Quick Setup Wizard (Fax Setup) Fax setup items Step Setting item Description Reference 1-9 Fax setup procedure Select a function. Start the wizard. Follow the instructions on the screen to configure settings. 1-10 Finish. When setup is finished, press [Finish]. 1-11 Before Using the Fax Machine > Setting Date and Time Setting Date and Time Set the time difference. Select the region. Set the date. Press [+] or [-] to set each of Year, Month, and Day. 1-12 Before Using the Fax Machine > Setting Date and Time Set the time. Press [+] or [-] to set each of Hour, Minute, and Second. 1-13 PBX Setting (Europe only) Page 2-2 Registering Destinations in the Address Book Adding a contact Adds a new destination. Select the registration method. Contact addresses can also be registered in the system menu. 2-3 Enter the destination name. Up to 32 characters can be entered. Enter the address number. Enter the fax number. 2-4 Select transmission settings 2Configure the transmission start speed. 3Turn on ECM communication. To use encrypted communication for transmission, turn on encrypted transmission. 2-5 5Press [OK]. Set a sub address. Register the destination. 2-6 Adding a Group Adds a new destination. Select the registration method. Designations in the group can also be registered in the system menu. 2-7 Enter the group name. Up to 32 characters can be entered. Enter the address number. Select the members (destinations). 2-8 Narrow Down: Advanced search by type of registered destination (E-mail, Folder (SMB/FTP) or FAX). Accept the members. Register the group. Editing and Deleting Address Book Entries Edit and delete the destinations (contacts) you added to the Address Book. 1 Select the destination (contacts) or group to edit. 2 2-10 3 Select the destination (contacts) or group to delete. 2-11 Printing Address List Select [FAX List (Index)] or [FAX List (No.)]. 2-12 Adding a Destination on One Touch Key Add a new destination (contact or group) on One Touch Key. Adding a Destination Add a One-Touch Key. Press the One-Touch key to be added and press [+]. 2-13 Narrow Down: Advanced search by type of registered destination (E-mail, Folder (SMB/FTP) or FAX). Enter the One Touch Key name. Up to 24 characters can be entered. Register the destination. Editing and Deleting One Touch Key Edit and delete the destinations you added to One Touch Key. Select the One Touch Key you wish to edit and press [Menu] followed by [Edit]. Select the One Touch Key you wish to delete and press [(Delete)] (the trash can icon). Page 3-2 Methods For Entering the Destination > Entering the destination fax number with the numeric keys Select transmission settings. Entering the destination fax number with the numeric keys The procedure for entering the destination fax number with the numeric keys is explained below. Display the fax number entry screen. Pressing the number with the numeric keys changes the screen to the fax number entry screen. Enter the fax number of the receiving system. 3-3 Press [OK]. 3-4 Methods For Entering the Destination > Choosing from the Address Book Choosing from the Address Book Select a destination registered in the Address Book. Advanced search by type of registered destination (All, FAX or Group). 3-5 Methods For Entering the Destination > Choosing from the Address Book Narrow Down: Advanced search by type of registered destination (All, FAX or Group). Accept the destinations. 3-6 Choosing by One Touch Key Select the destination using the One Touch Keys. 3-7 Methods For Entering the Destination > Using the Speed Dial key Using the Speed Dial key Enter a speed dial number. Accept the destinations. 3-8 Broadcast Transmission Enter the fax number Add a destination. Press [OK]. 3-9 Methods For Entering the Destination > Broadcast Transmission Select the destination from the Address Book Select the checkboxes of all destinations and press [OK]. Select the destination from the One-touch keys Using redial Press [Recall]. 3-11 Using chain dial Select the chain dial number Press [Chain]. 3-12 Methods For Entering the Destination > Using chain dial Enter the fax number to be added to the chain number. Select fax number from the Address Book Select fax number from One-touch key Use the numeric keys to enter a fax number Using favorites For the procedure for registering a favorites, refer to the machines Operation Guide. Select a favorite. 3-14 4-1 4 Sending Faxes 4-2 Basic transmission procedure Press the FAX key Place the originals Specifying destination 4-3 Select the transmission method Selecting the functions Send Start 4-4 Sending Faxes > Basic transmission procedure Checking the Send Status Display the send job status screen. The list of accepted time, destination, and status are displayed for each job. 4-5 Priority Override Send Select the job to be sent by priority override. If a broadcast transmission job is in progress... 4-6 Cancelling the Transmission Cancelling Memory Transmission (while originals are being scanned) Press the Stop key. Cancelling Memory Transmission (during communication) Canceling Transmission 4-7 Sending Faxes > Basic transmission procedure Cancelling Transmission (during communication) Follow this procedure to break the connection and stop transmission/reception. Disconnection of communication. Fax transmission functions 4-9 Original scan settings Select the original size. Original Size Selection Specify the original size to be scanned. Press [Functions] and then [Original Size]. Original Orientation Duplex Select the type and orientation of the binding based on the original. For direct transmission, you cannot use [2-sided]. 4-11 Selecting the FAX Resolution 4-12 Select the resolution. Selecting the Density Adjust the density automatically or manually. Selection of Original Image Select original image type for best results. 4-13 Continuous Scan 4-14 Direct Transmission Cancelling Direct Transmission 4-15 Manual Send Dial the destination. 4-16 Delayed Transmission 4-17 Sending Faxes > Delayed Transmission Use [+]/[-] or the numeric keys to enter the transmission start time. 4-18 Sending Faxes > Delayed Transmission Cancelling and Sending Delayed Transmissions (Queued) Canceling a job and immediate transmission. Canceling a job Select the job you want to cancel and press [Cancel]. Immediate transmission Standby Transmission 4-20 Interrupt Send Load the originals to be sent using Interrupt Send. Press [Direct]. Set the destination, and press the Start key. 4-21 Job Finish Notice Send e-mail notice when a job is complete. 4-22 Sending Faxes > File Name File Name Add a file name. Additional information such as Job No. and Date and Time can also be set. 5-1 5 Receiving Faxes 5-2 Fax reception Reception Method 5-3 Receiving Faxes > Fax reception Checking and Changing the Reception Method Select the reception method. For FAX Automatic Reception, select [Auto (Normal)]. 5-4 FAX Automatic Reception Flow of reception Reception Starts 5-5 Reception Print 5-6 Receiving Faxes > FAX Automatic Reception Canceling reception (Disconnection of communication) Disconnection of communication. When communication is disconnected, reception stops. 5-7 Manual Reception Flow of reception The machine receives a call. Press [Manual RX]. 5-8 Fax reception functions 5-9 Receiving Faxes > Fax reception settings Selecting the paper size. Fax reception settings Media Type for Print Output Specify the paper type to be used for print output of the received fax. For more information about configuring settings, refer to Default fax settings on page 9-2. Setting the cassette for the print output of received faxes Reception Date/Time Duplex Print Output Page 6-1 6 Using Convenient Fax Functions 6-2 Memory Forwarding Type of Forwarding Destination Setting Forwarding Use the procedure below to set forwarding. Select [On] or [Off] whether to forward or not to forward the received documents. Registering Forwarding Destination Use the procedure below to register a forwarding destination. 6-4 Press [End]. Changing and Deleting Registration Contents Use the procedure below to change or delete registration contents. Press [] and change the destination. For details on character entry, refer to Character Entry Method on page 11-2. 6-5 Forwarding Time Setting Register the start time and end time between which forwarding is enabled. 6-6 File Format Setting Enter the time on the 24 hours system. 6-7 Select [PDF], [TIFF], or [XPS]. If PDF is selected, select [Off], [PDF/A-1a], or [PDF/A-1b]. File Separation To create one file per page, select [Each Page]. 6-8 E-mail Subject Add. Info Setting 6-9 FTP Encrypted TX Setting Specify whether to use FTP encryption when you send data. 6-10 Print Setting You can set whether the machine should print received originals when forwarding them. File Name Registration 6-11 1Enter the file name. 2Set additional information. File name sample Settings for Forwarding from COMMAND CENTER (Memory Forwarding) 6-13 Sub Address Box Function Sub Address Box Sub Address Communication Sub Address 6-14 Registering a Sub Address Box Up to 20 Sub Address Boxes can be registered. 1Enter a box name and sub address. Sub Address Boxes can also be registered in the system menu. 6-15 2Set the owner Select the owner of the box. 3Select shared settings [Owner] will appear when user administration is turned on. [Permission] settings will appear when user accounting is turned on and an [Owner] is set. Changing/Deleting Sub Address Box Sub Address Boxes can also be changed/deleted in the system menu. 6-17 Changing/Deleting 1Select the box Press the box that you want to change and change the settings. 2Change the box name. 3Change the box number. Printing Originals from a Sub Address Box To print the originals that have been sent to a Sub Address Box, use the following operation. 6-19 Selecting the Originals. Set Delete after Print and enter a file name, and press the Start key. Printing starts. Checking Details You can use the procedure below to check the details of documents forwarded to a Sub Address Box. 6-20 Selecting the Originals. 6-21 Deleting Originals after Printing from a Sub Address Box To automatically delete the originals printed form the Sub Address Box, use the following operation. The original is deleted after printing. Deleting Originals from a Sub Address Box Use the procedure below to delete an original that you have forwarded to a Sub Address Box. Printing a Sub Address Box List The list can be printed when user login has been enabled and the machine is logged in with 6-23 Sub Address Transmission FAX Reception Box 6-24 2Enter the sub address. Press [OK]. 6-25 Send Start. 6-26 Polling Communication Polling Transmission Deleting Originals After Polling Transmission 6-27 Overwrite Setting 6-28 Using Polling Transmission Press the Document Box key. Select the functions Function Description 6-29 Start storing. Cancelling Polling Transmissions 6-30 Polling Reception Sub Address Bulletin Board Reception 6-31 Using Polling Reception Turn on polling reception. For details, refer to Methods For Entering the Destination on page 3-1. Press the Start key. The operations for reception begin. Page 6-33 Printing from a Polling Box Use this procedure to print an original stored in a Polling box. Select the original. Enter a file name and set Job Finish Notice, and press the Start key. Printing starts. 6-34 Checking Details Use this procedure to check the details of an original stored in a Polling box. Select the original. 6-35 Deleting Originals in a Polling Box To de lete 6-36 Encryption Registering an Encryption Key 6-37 Finish registration. Press [End]. Up to 20 encryption keys can be registered. Use numbers (0 to 9) and alphabetical letters (A to F) to register the encryption key. Changing and Deleting Registration Contents of Encryption Key Press [] for the encryption key you want to change, enter the new encryption key, and press OK. Select the encryption key you want to delete, and press [(Delete)] (the trash can icon). 6-39 Finish changing/deleting. Using the Encrypted Transmission Register the encryption key ahead of time. 6-40 Turn on encrypted transmission. 2Select [On] for encryption. 3Select the encryption key number. 6-41 4Select the encryption box. Press [OK]. Send Start Press the Start key. The transmission will start. Setting the Encrypted Reception To conduct encryption communication operating the receiving system, follow the steps below. Register the encryption key ahead of time. Register the encryption key that you decided upon with the sender. Turn on encrypted reception. Network FAX Flow of Network FAX Sending Flow of Network FAX Receiving 6-44 Setup Flow of Setup Machine Registration Network FAX Driver Operation Guide Installing the Network Fax Driver Basic Transmission Page Page 6-49 Configuring the Driver Default Settings Select settings. Page 7-2 FAX/TEL Auto Switch Reception 7-3 Answer the call. 7-4 FAX/Answering Machine Auto Switch Reception Page 7-6 DRD Reception (Available for inch versions only) Page Manual Send 7-9 Manual Reception Lift the handset. Check if the telephone line has connected to the fax of the sending system. Press [Manual RX]. Replace the handset. Remote Switch Function The connected telephone set makes a ringing tone. Press the remote switch dial number (2 digits). Page 8-2 Various Tools for Checking Transmission Results and Registration Status 8-3 Checking Transmission Results and Registration Status > Checking FAX Job History Use [ ] or [ ] to scroll up and down.Use [ ] or [ ] to scroll up and down. Checking FAX Job History Display the history of the latest 100 each of send and receipt results on the display for checking. Displaying Job Log Screen Check 8-4 Printing Administrative Reports Send Result Reports 8-5 Report for Job Canceled before Sending Send Result Report Press [Off], [On]. Print a send result report when the job is canceled before being sent. Send Result Report FAX RX Result Reports Press [Off] (not to print), [On] (to print), or [Error/SubAddress]. Use [] or [] to FAX RX Result Report 8-7 Activity Report Printing Activity Reports The latest 50 sent or received fax data are printed as a report. Use [ ] or [ ] to 8-8 Automatic Printout An activity report is printed out automatically after every 50 faxes sent or received. Press [Outgoing FAX Report] or [Incoming FAX Report]. Press [Off] (not to print) or [On] (to print). 8-9 Status Page A status page is printed. 8-10 Checking Transmission Results and Registration Status > Reporting FAX Receipt Result by E-mail Reporting FAX Receipt Result by E-mail Fax receipt can also be notified by e-mail instead of checking the receipt result report. 8-11 Checking Transmission Results and Registration Status > Reporting FAX Receipt Result by E-mail Select from the address book Enter the E-mail address 8-12 Confirmation Screen of Destinations Check all destinations. Change a destination. 8-13 Checking Transmission Results and Registration Status > Confirmation Screen of Destinations Press [Check]. When you have finished checking all destinations, press [Check]. Start se nding 9 Fax Settings 9-2 Default fax settings This section explains the fax settings in the system menu. Operation method The system menu is operated as follows: 9-3 System Menu Settings 9-4 Report Result Report Setting Report Print Admin Report Settings 9-5 Cassette/MP Tray Settings Multi Purpose Tray Select paper size and media type for Cassette 1 to 4 and multi purpose tray. Cassette1 (to 4) Cassette 4 cannot be used on a Color MFP. Common Settings TX/RX Common Sound Function Defaults FAX 9-7 Transmission Reception 9-8 TX/RX Restriction Forward Settings Adjustment/Maintenance 9-10 Transmission Restriction 9-11 Registering Permit FAX No. 9-12 Add a permit fax number. Use the numeric keys to enter Permit FAX No, and press [OK]. Up to 20 digits can be entered. To register another permit fax number, repeat step 2. Changing and Deleting Permit FAX No. 9-13 Press [] for Permit FAX No. you want to change, and enter the new number. Select Permit FAX No. you want to delete, and press [(Delete)] (the trash can icon). For the procedure for entering a number, refer to Registering Permit FAX No. on page 9-11. 9-14 Registering Reject FAX No. Add a Reject FAX No. Use the numeric keys to enter Reject FAX No, and press [OK]. Up to 20 digits can be entered. To register another Reject FAX No, repeat step 2. Up to 25 Reject FAX numbers can be registered. Changing and Deleting Reject FAX No. Press [] for Reject FAX No. you want to change, and enter the new number. For the procedure for entering a number, refer to Registering Reject FAX No. on page 9-14. 9-16 Select Reject FAX No. you want to delete, and press [(Delete)] (the trash can icon). Registering Permit ID No. Up to 10 Permit ID numbers can be registered. 9-17 Add a Permit ID No. Use [+]/[-] or the numeric keys to enter Permit ID No. (0000 to 9999), and press [OK]. Changing and Deleting Permit ID No. 9-18 Press [] for Permit ID No. you want to change, and enter the new number. Select Permit ID No. you want to delete, and press (Delete) (the trash can icon). For the procedure for entering a number, refer to Registering Permit ID No. on page 9-16. 9-19 Setting Send Restriction 9-20 Setting Reception Restriction 9-21 Unknown Number Reception 9-22 Unusable Time 9-23 Fax Settings > Unusable Time Set the unusable time Use [+]/[-] or the numeric keys to enter the start time and end time, and press [OK]. Set the cancel code Account Management 9-25 Logging in when User Accounting has been Enabled Normal login Enter the login user name. Enter the login password. 9-26 Log in. Simple Login 9-27 Logging in when Job Accounting has been Enabled Login Enter the account ID. Log in. Page 10-2 Indicators During Sending/Receiving Operation Responding to an Attention Indicator Flashes 10-3 Precautions When Turning Power OFF 10-4 Troubleshooting > Error Messages Error Messages 10-5 Troubleshooting > Error Code List Error Code List 10-6 Troubleshooting > Error Code List Error Code Possible Cause/Action 10-7 Troubleshooting > Troubleshooting Troubleshooting 10-8 Troubleshooting > Troubleshooting Symptom Checkpoint Corrective Action Reference 11-1 11 Appendix Character Entry Method Entry Screens Page Entering Characters 11-5 Appendix > Specifications Specifications Specifications are subject to change without notice. 11-6 Menu Map 11-7 11-8 11-9 11-10 Received FAX Sizes and Paper Priority (Inch Model) Same Size Override 11-11 Received FAX Sizes and Paper Priority (Metric Model) Same Size Override Index-1 Index Numerics A B C Index-2 N O P Q Index-3 T U V