Using the Fax Function | Ricoh C242SF, SP C240SF specification

6.Using the Fax Function

•The display format for time and date can be specified in [Set Date/Time] under [Admin. Tools].

•For details about [Function Priority], see p.295 "Administrator Settings".

•For details about setting the date and time, see p.201 "Setting the Date and Time".

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Ricoh C242SF, SP C240SF operating instructions Using the Fax Function

Contents

User Guide Page Table of Contents 113 108111 118 138 135136 140 173 169172 175 240 234237 241 292 288291 293 331 329330 332 393 377383 399 436 433435 438Page Guide to the Machine Trademarks Product names of Windows Server 2008 R2 are as follows Disclaimer Manuals for This Machine Model-Specific Information 120 Units List of Option This manual uses the following symbols How to Read This ManualSymbols About IP Address Using Manuals Installing Manuals on Your Computer Opening from the Start menu Opening ManualsOpening from the desktop icon Opening from the CD-ROM Removing Manuals from Your Computer Connecting via USB Feature HighlightsUsing the Machine as a Printer Connecting via a network Printing confidential documents Printing directly from a Digital Camera PictBridge Using the Machine as a CopierMaking enlarged or reduced copies Copying multiple pages onto a single sheet of paper Copying both sides of an ID card onto one side of paper Making 2-sided copies Sorting the output paper Using the Machine as a ScannerPreparation for sorting the output paper Scanning from a computer Sending scanned files via e-mail Sending scanned files to an FTP server Sending scanned files to a computers shared folder Using as a fax machine Using the Machine as a Fax MachineSending scanned files to a USB flash disk Using the machine with an external telephone Sending faxes from a computer LAN-Fax CES191 Guide to Components Exterior Front View Exterior Rear View CES099 Interior Fax Received indicator Control Panel Guide to Components CES152 Out Faxes Stored in Memory Guide to the Machine Installing the Machine Where to Put the Machine Getting Started Installing the Machine Unpacking Large quantities, you might detect an odd smell Installing the Machine CER088 CES032 Open the ADF cover Lift the paper feed roller slightly to remove it Pull the protective sheet to remove it Return the paper feed roller to its original position Lower the lever until it clicks into place Close the ADF cover Pull up the fusing unit levers Remove the protection tapes CES031 Turning the Power on Apply the indicated sticker as in the illustration below Installing the Machine Plug in the power cord Initial Setup Changing Operation Modes Saving Energy Energy Saver modeFunction Priority Multi-access Fax memory reception storing Printing out the received Internet Fax Fax immediate printing Internet Fax reception no printingSimultaneously Internet Fax Receiving a LAN-Fax job from Getting Started Connecting with a Computer Using a USB Cable Connecting the MachineRemove the cable cover Connecting with a Digital Camera Using a USB Cable Attach the cable cover Connecting with a Network Cable Reading the LED lamps Connect the Ethernet cable to the Ethernet port Connecting to a Telephone Line If using an external telephone, connect the telephone to TEL Connect a telephone line cord to Line Attach the cable cover in place Configuring the Machine Press the User Tools key Assigning the machines IPv4 address manually Configuring the IPv6 Address Settings Setting the machine to receive an IPv6 address automatically Assigning the machines IPv6 address manually Configuring Telephone Network Settings Selecting the telephone line type Setting the outside line access number Selecting the telephone network connection type Press the User Tools key Sharing the Printer on a Network Click OK Installing Option Installing the Paper Feed Unit Tray Lift using the inset grips on both sides of the machine Check that the package contains paper feed unit CER005 Paper and Other Media Supported Paper for Each Tray 16 to 43 lb 80 g/m2, 20 lb Middle thick paper Thick paper 1 B6 JIS Getting Started 16 to 43 lb Middle thick paper Thick paper 1 None Specifications of Paper Types× 267 mm Half that of middle thick paper Paper and Other Media Plain Paper, Thick Paper 1, or Thick Paper None Approximately half that of middle thick paper Print cartridges photo conductor unit Fan envelopes, and then align their edges before loading Unsupported Types of Paper Paper Storage Precautions Printable Area CER117 Loading Paper in Tray Loading PaperPull out tray 1 carefully with both hands Place the tray on a flat surface Push the metal plate down until it clicks into place to lock Load the new paper stack print side up 102 Carefully push tray 1 straight into the machine Loading paper longer than A4103 Remove the rear cover using a coin 104 105 CER104 CER103 CER106 Press down on the bottom plate until it clicks 109 110 Loading Paper in the Bypass Tray Lift and slide the tray, then push it all the way Adjust the paper guides to the paper size Insert the top edge of the paper into the machine Lowering the fusing unit levers Loading Envelopes Loading envelopes in tray Lower the fusing unit levers114 115 Set the envelopes in Tray 1 with the printing side facing up Insert the edge of the envelope into the machine Loading envelopes in the bypass tray117 Adjust the paper guides to the envelope size Specifying Paper Type and Paper Size This section describes how to specify the paper type Specifying the paper type Specifying the standard paper size This section describes how to specify a custom paper sizeSpecifying a custom paper size Press the User Tools key About Originals Placing OriginalsRecommended size of originals Unscannable image area Placing originals on the exposure glass Placing OriginalsLift the ADF Placing originals in the Auto Document Feeder By using the ADF, you can scan multiple pages at onceAdjust the guides according to the size of the original Lower the ADF CES200 Entering Characters Getting Started Enabling the User Restriction Settings Restricting Machine Functions According to User Click Available Functions per User List of currently registered user entries appears 130 Click Apply Close the Web browser This section describes how to modify user entriesModifying user entries List of currently registered user entries appears Deleting user entries When Machine Functions are Restricted Press the OK key Getting Started Windows Configuring Option and Paper SettingsFollowing procedure is based on Windows XP as an example This chapter describes the printer functions Mac OS X 10.5/10.6 Mac OS XClick OK to close the printer properties dialog box 137 Accessing the Printer Properties from an Application Accessing the Printer PropertiesWindows Mac OS 139 Following procedure explains how to perform basic printing Basic Operation in Printer ModeIf a Paper Mismatch Occurs Resetting the print job Canceling a Print JobContinuing printing using mismatched paper Canceling a print job before printing has started Mac OS X 10.5/10.6 Canceling a print job while printingCancel the print job using the control panel Press the Clear/Stop key Press Yes Printing Confidential Documents Storing a Locked Print file Printing a Locked Print file For details about Locked Print, see p.274 System SettingsPress Print Deleting a Locked Print file To do so Press Delete Checking which Locked Print File Jobs Have Been CanceledLocked Print file is deleted Press Delete. The log is deleted Page PictBridge Printing What Is PictBridge?Direct Printing from a Digital Camera PictBridge This function is compatible with USB What Can Be Done on this Machine Index printing Exiting PictBridge When PictBridge Printing Does Not WorkUse the following procedure to quit the PictBridge mode Paper size Machine has fully booted Problem Cause Solution PictBridge is not availableSettings are enabled Printing is disabled Paper size setting for this Can configure are described below Using Various Print FunctionsPrint Quality Functions Print Output Functions Changing orientation or rotating the image Using Various Print Functions 156 Screen in standby mode Screen in Copier ModeThis chapter describes the copier functions Using the Copier Function Basic Operation in Copier Mode Press the Copy key Canceling a Copy Press the Clear/Stop key 161 Making Enlarged or Reduced Copies Press the Reduce/Enlarge key Copying Two or Four Pages onto One Sheet In-1 modeCombining Multiple Pages Portrait Landscape L to R Left to Right Portrait L to R Left to RightPortrait T to B Top to Bottom Landscape T to B Top to Bottom Copying Both Sides of an ID Card onto One Side of Paper Press Reduce, press the keys to select Comb on 1 or Comb on Press the ID Card Copy key 167 Card copy mode Top to Bottom Making 2-sided CopiesTop to Top Top to Bottom 169 Use this procedure to set the machine to make 2-sided copies Keys Making 2-sided Copies Adjusting Image Density Specifying Scan SettingsPress the Density key Selecting the Document Type According to Original Press the Image Quality key Using the Copier Function Using the Scanner Function Screen in Scanner Mode Using the Scanner Function Registering Scan Destinations Required Scale Pages in a document, but Jpeg does not EntryCharacters Required Support multiple pages in a document 178 Scan Size Optional Setting DescriptionResolution Optional Then specify the width and length Directory Optional Are stored. Can contain up to 64 characters Can contain up to 32 characters Login Password Optional Setting Description Quick Dial Number OptionalService Name Required Then specify the width and length Resolution Optional Related settings using Web Image Monitor Modifying Scan Destinations This section describes how to delete registered destinations Deleting Scan Destinations Specified destination Scanning Using the Control PanelBasic Operation for Scan to E-mail/FTP/Folder Press the Scanner key Press the Address Book key 185 Specifying the scan destination Basic Operation for Scan to USB Insert your USB flash disk into the USB flash disk port 188 When in color or gray scale black-and-white scanning mode When in halftone black-and-white scanning mode189 Confirm that Ready appears on the display Specifying the Scan SettingsRemove the USB flash disk from the machine Press the Reduce/Enlarge key or Scn Size Adjusting image density Specifying resolution Scanning from a computer Windows Scanning from a ComputerBasic Operation for Twain Scanning This section describes the basic Twain scanning operation Scanning from a computer Mac OS 195 Settings you can configure in the Twain dialog box 197 198 ADF-Better Screen in Fax Mode This chapter describes the fax functions Using the Fax Function Setting the Date and Time Using the Fax Function Registering Fax Destinations Using the Control Panel Registering Fax Destinations Mode from pulse to tone temporarily Modifying fax destinations Deleting fax destinations Current number is deleted Registering Fax Destinations Using Web Image MonitorCurrent name is deleted Characters Fax Number Optional Speed Dial Number Dial or Speed Dial destinationBefore the fax number Forwarding This section describes how to delete registered destination 208 Sending a Fax Selecting Transmission ModePress the Facsimile key Internet Fax Transmission Overview Press the keys Basic Operation for Sending a Fax This section describes the basic operation for sending a fax Press the B&W Start key Scanned Canceling a fax 213 Specifying the Fax Destination Specifying the destination using Speed Dial Specifying the destination using the One Touch buttonsTouch button Press the Address Book key Specifying the destination using the redial function Specifying the destination using the broadcast functionAdd a destination by using one of the following methods Press the Pause/Redial key Sending a fax using On Hook DialUseful Sending Functions This section explains some useful fax functions On Hook appears on the screen Sending a fax after a conversationPress the On Hook Dial key Press TX, and then press the B&W Start key Specifying the Scan Settings Specifying the resolution 221 222 This section describes how to open the LAN-Fax Address Book Using the Fax Function from a Computer LAN- FaxConfiguring the LAN-Fax Address Book Opening the LAN-Fax Address Book All Displays all destinations Registering destinationsClick the Address Book tab 224 Modifying destinations Allows you to register it under the same name Registering groups226 Modifying groups This section describes how to modify registered groupsDeleting individual destinations or groups Click Yes Exporting/Importing LAN-Fax Address Book dataConfirmation message appears 228 For each field, select an appropriate item from the list Following operations Repeat this step to add more destinations Basic Operation for Sending Faxes from a ComputerRepeat this step to add more destinations 230 Click Send Edit the cover sheet as necessary, and then click OK231 Editing a Fax Cover Sheet Settings you can configure for the fax cover sheets 233 Configuring Transmission Settings LAN-Fax driver properties dialog box appears Settings you can configure in the LAN-Fax drivers properties 235 Using the Fax Function Receiving a Fax This section describes fax reception functions Keys to select Fax Features, and then press the OK key Receiving a fax in FAX/TEL Manual mode238 Receiving a fax in FAX/TEL Automatic mode Receiving a fax in Fax Only modePress the B&W Start key Replace the handset Receiving an Internet Fax Receiving a fax in FAX/TAD modeYou can manually receive a fax during silence detection Forwarding or Storing Faxes in Memory Configuring the forwarding conditions Configuring the storing conditions Printing Out Faxes Stored in Memory Press RX File Receiving or Rejecting Faxes from Special Senders Registering the Special Senders Fax number can contain 0 to 9, , and space Limiting the incoming faxes246 Configuring the Machine Using the Control Panel Basic Operation Using the Menu Screen Configuring the Machine Using the Control Panel Menu Chart This section lists the parameters included in each menu Configuring the Machine Using the Control Panel Pstn / PBX Configuring the Machine Using the Control Panel Changing Copy Settings Copy SettingsThis section describes how to configure the copy settings Copy Setting Parameters Comb on 255 256 Copy Settings 258 Scanner Settings Changing Scanner Settings Scanner Setting Parameters Scanner Settings Fax Transmission Settings Changing Fax Transmission Settings Fax Transmission Setting Parameters Configuring the Machine Using the Control Panel Fax Feature Setting Parameters Fax Feature SettingsChanging Fax Feature Settings This section describes fax feature setting parameters FAX/TAD Destination Delete Selected File 268 Fax Feature Settings Jbig Fax Feature Settings Fax Address Book Parameters Fax Address Book SettingsRegistering Fax Destinations in Fax Quick Dial/Speed Dial Entries Fax Address Book Settings System Setting Parameters System SettingsChanging System Settings This section describes the machines operational settings System Settings Default Middle Thick Paper Copier Job, the printed image will be croppedFacsimile 277 Default 60 seconds 15 sec 300 sec Network USB Settings made on the control panel Default Off Toner Saving Configuring the Machine Using the Control Panel System Settings Configuring the Machine Using the Control Panel Network Setting Parameters Network SettingsChanging Network Settings This section describes the network settings Dhcp Default Configuring the Machine Using the Control Panel Printing Lists/Reports Printing the ConfigurationFollow the procedure below to print the configuration Types of Report Reading the Configuration Printing Lists/Reports Mail IPv6 Configuration Shows the IPv6 settings IP Address Dhcp Stateless Address Link-local Address 290 Reading the Fax Journal Reading the TX/RX Standby File List Reading the Scanner Journal Configuring the Machine Using the Control Panel Administrator Setting Parameters Administrator SettingsChanging Administrator Settings This section describes administrator settings Specifies the user information for sending a fax Default Pstn Default Copier Facsimile Scanner System Auto Reset Timer Reset All Settings Be sure not to clear the settings by mistakeFax transmissions Administrator Settings Printer Feature Setting Parameters Printer Feature SettingsChanging Printer Feature Settings This section describes the printer feature settings Printer Feature Settings Default Off Printer Feature Settings Solid Colour Presentation Photographic Off 304 Configuring the Machine Using Web Image Monitor Using Web Image Monitor Configuring the Machine Using Web Image Monitor Displaying Top Changing the Interface Language Checking the Status Information Checking the System InformationContact Full or Full Checking the Counter InformationIntermediate Transfer Checking the System Information Accumulated value of cyan toner A4 page coverage in percent Functions, and lists/reportsCovered A4 pages Fully-covered A4 pages Covered A4 pages Magenta Using the printer function Fully-covered A4 pages Yellow Using the printer function Checking the Machine Information Configuring the System Settings Configuring the Sound Volume Paper, Cardstock, Envelope, Thick Paper 2 106-160g/m2 Configuring the Paper Settings75-90g/m2, Thick Paper 1 91-105g/m2, Recycled Paper, Color Paper, Letterhead, Preprinted Paper, Prepunched Paper Machine’s settings Settings of the machine and printer driver do not match 317 Tray 2, Bypass Tray, A4, or 8 1/2 × Configuring the Fax SettingsSpecifying the Size of Paper for Printing Copies Tray to continue printing Continue printing Administrator Fax Received File Processing DescriptionSelect Paper Tray Description Sure to select a tray that contains paper of the valid size Print Automatically Address in the AdministratorBe sent even if this setting is enabled Automatically or stored for later manual printing Senders Specifying the Priority TrayReceive Conditions Special Sender Priority Tray Description Printer Configuring the Toner Saving SettingSwitches to the other tray to continue printing Or tray Out copies Configuring the I/O Timeout SettingsToner Saving Description Machines or not under USB connection Warm-up time for maintenance will also be lowered Configuring the Black-and-White Print Priority SettingsLocked Print Timeout Seconds Registering Destinations Registering Fax Special Senders Restricting Machine Functions According to User Checking the Network Status Configuring the Network SettingsItems below cannot be configured Firmware Network settings Configuring the IPv6 SettingsGateway Enter the IPv4 address of the network gateway Select to enable the Scan to FTP feature Configuring the Network Application SettingsFor details about IPv6, see p.283 Network Settings Folder Select to enable the Scan to Folder feature 330 Configuring the DNS Settings Configuring the Auto E-mail Notification Settings Configuring the Snmp Settings NMS Select whether to enable the machine to use Snmp servicesTrap Description Target Trap Host 2 below become unavailable Description Primary Smtp Server Configuring the Smtp SettingsCharacters Password Characters 335 Configuring the POP3 Settings Configuring the Internet Fax Settings Connections to the POP3 server to acquire new e-mails 2 to POP Server E-mailServer only Minutes Configuring the IPsec Settings Configuring the IPsec Global Settings Configuring the IPsec Policy Security Any subsequent policies will be renumbered accordingly IP Policy Settings DescriptionCan contain up to 39 characters Prefix Length Authentication IKE SettingsAuthentication and data encryption Drop IP packets are discarded Description Authentication Seconds IKE Diffie-Hellman Configuring the Machine Using Web Image Monitor Prints a list of Quick Dial entries List Sent, or forwardedPrints a list of scan destinations Scanner Journal Configuring the Machine Using Web Image Monitor Configuring the Administrator Password and E-mail Address Configuring the Administrator SettingsEnter the same password again, to confirm Select to restore network settings to their defaults Resetting the Machine’s SettingsBacking Up the Machines Settings Reset Menu Settings Backs up fax destinations and Special Sender list to a file Menu Settings instead349 Restore Setting Description File to Restore Restoring the Machines Settings from a Backup FileFile Configuring the Date and Time Settings Configuring the Energy Saver Mode Settings Than from Energy Saver mode Energy Saver Mode DescriptionSaver mode 1 than in Energy Saver mode Machine has been idle for about 30 seconds Troubleshooting Overview Common Problems Common Problems Paper Feed Problems See p.86 Paper and Other Media Paper gets wrinkles Problem SolutionSuch as a desk More frequently Printed paper is curled Removing Printing Jams If paper jams inside the fusing unit 359 Pull the paper downward to remove it. Do not pull it upward If paper jams inside a tray Pull out the jammed paper carefully 362 If paper jams inside the transfer unit 363 Check that the error is cleared Removing Scanning Jams 365 Gently pull the jammed original to remove it 366 367 Close the ADF 368 Machines location Print Quality ProblemsChecking the Condition of the Machine Being used See p.423 Consumables Printer Problems Deleting a Locked Print file Locked Print file is canceledAbout Locked Print, see p.274 System Settings Process Changing the Printer Driver Settings Printed Colors Do Not Match Displayed Colors Print Positions Do Not Match Display Positions Copier Problems Toner on the printed surface is not dry Problem Solution Image density is too highCleaning Photocopied paper is dirty Scanner Problems Network. See p.295 Administrator Settings 377 Fax ProblemsFax in Immediate Transmission mode 1XXX11 See p.364 Removing Scanning Jams Or to send at a lower resolution Error Code Solution An error occurred while sending a faxIf the problem persists, contact your sales or service An error occurred while receiving a fax Error Code Solution 3XXX11 Sender to check the e-mail settings Error Code Solution 4XXX21To check the e-mail settings E-mail had an invalid Content-Type, or an Compression method of the received Tiff file was Error Code Solution 4XXX43Send at a lower resolution Tiff file Load paper of the right size in the paper tray Adjusting image densityCannot print received faxes See p.99 Loading Paper Received Correct orientation. See p.122 Placing Originals Jammed paper. See p.358 Large Removing Printing Jams Error and Status Messages on the ScreenPrint cartridge. See p.393 Prepare a new waste toner bottle Copy SettingsSee p.274 System Settings Waste Toner Bottle Full Specify the tray containing the A4 Paper type set for Check Paper Type Press JobReset to cancel the jobCould not be performed Set Original to ADF Disconnect the telephone line from Connection Failed Timeout period set in I/O Settings to reduce the scanningResolution. See p.259 Scanner If I/O Timeout is set to 15 seconds Complex to print Message Causes SolutionsCanceled To Standard or High Quality 387 Machine with the printer Machine, and then print Transmission mode Misfeed Dup. Unit CancelCancel to cancel Memory Overflow Transfer belt is no longer Contact your sales or service Message Causes Solutions Out of PaperPaper Loading Paper Press No to cancel the job Machine Restarted Machine failed to proceed Remove Paper Network administrator Message Causes Solutions Server ConnectionAn error occurred Because the destination could Machine will redial the number and try TX Comm. Error Fax could not bePreprinted or prepunched System Settings Transmitted correctly Key Message Causes Solutions USB MemoryWrite Protect Press Replacing Print Cartridges Store print cartridges in a cool dark place 394 395 396 Remove the cover from the print cartridge 398 Replacing the Waste Toner Bottle Slide both levers on the front cover forward 400 CES073 Close the bottle cap Leave the bottle cap open 402 403 Place the transfer unit down on the front cover Cleaning This chapter describes how to maintain the machine Cleaning the Toner Density Sensor Lift out the rearmost print cartridge Carefully insert the print cartridge removed in vertically Slide the toner density sensor lever once to the leftSlide the lever only once 407 Cleaning the Friction Pad and Paper Feed Roller Wipe the friction pad with a damp cloth 409 Cleaning the Registration Roller and Paper Tray CES059 Wipe the inside of the paper tray with a cloth 412 CES089 Cleaning the Auto Document Feeder Cleaning the Exposure GlassFollowing procedure describes how to clean the ADF Moving the Machine Moving over a Long Distance If you have removed tray 2, reinstall itMoving over a Short Distance Be sure to check the following points Be sure to check the following points Disposal If the Machine is Not Going to Be Used for a Long Time Turn off the power switch Pull out the plug from the socketPreparing the Machine for a Long Period of Inactivity Lower the fusing unit lever Close the front cover with both hands carefully Pull up the fusing unit lever 421 Where to Inquire Consumables Print Cartridges Waste Toner Bottle Available Functions Print via FTP Appendix Encryption and Authentication by IPsec Transmission Using IPsecESP Protocol Security Association Encryption Key Exchange Settings Configuration Flow Specifying Encryption Key Exchange Settings If the settings are not displayed, click Add Specifying IPsec Settings on the ComputerClick OK twice Click OK three times Click Next Click Finish 431 New IP security policy IPsec settings is specified Enabling and Disabling IPsec Using the Control PanelClick OK Click Close General Function Specifications Specifications of the MachineThis section lists the machines specifications 420 × 493 × 476 *1 mm 16.6 × 19.5 × 18.8 *1 inches Maximum resolution scanning and printing Printer Function SpecificationsCopier Function Specifications Type 2 model PCL6, PCL5c, PostScript 3, PictBridge Fonts Scanner Function Specifications Printing 600 × 600 dpi ADF Fax transmission and reception Fax Function SpecificationsInternet Fax transmission and reception SMTP, TCP/IP Encoding 439 Original size A4 Resolution dpi 200 × 100, 200 × 440 Paper Feed Unit TK1010 Specifications of OptionsPaper capacity Sheets Paper size Electromagnetic Interference Copyright Information about Installed Applications Expat 444 Index 446 447 448 300, 333 WIA scanning 449 450 451 452 2011 Operating Instructions User Guide