Using the Fax Function | Ricoh C242SF, SP C240SF guide

6.Using the Fax Function

•A password for accessing the [Admin. Tools] menu can be specified in [Admin. Tools Lock].

•If an incorrect time or date is input, the machine automatically corrects it to the nearest valid time or date.

•For details about [Admin. Tools Lock], see p.295 "Administrator Settings".

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Ricoh C242SF, SP C240SF operating instructions Using the Fax Function

Contents

User Guide Page Table of Contents 108 111113 118 135 136138 140 169 172173 175 234 237240 241 288 291292 293 329 330331 332 377 383393 399 433 435436 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 How to Read This Manual SymbolsThis manual uses the following symbols About IP Address Using Manuals Installing Manuals on Your Computer Opening Manuals Opening from the desktop iconOpening from the Start menu Opening from the CD-ROM Removing Manuals from Your Computer Feature Highlights Using the Machine as a PrinterConnecting via USB Connecting via a network Printing confidential documents Using the Machine as a Copier Printing directly from a Digital Camera PictBridgeMaking 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 Using the Machine as a Scanner Sorting the output paperPreparation 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 the Machine as a Fax Machine Using 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 Energy Saver mode Saving EnergyFunction Priority Multi-access Fax memory reception storing Fax immediate printing Internet Fax reception no printing SimultaneouslyPrinting out the received Internet Fax Internet Fax Receiving a LAN-Fax job from Getting Started Connecting the Machine Connecting with a Computer Using a USB CableRemove 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 Specifications of Paper Types × 267 mmNone 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 Loading Paper in TrayPull 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 Loading paper longer than A4 Carefully push tray 1 straight into the machine103 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 Lower the fusing unit levers Loading envelopes in tray114 115 Set the envelopes in Tray 1 with the printing side facing up Loading envelopes in the bypass tray Insert the edge of the envelope into the machine117 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 This section describes how to specify a custom paper size Specifying the standard paper sizeSpecifying a custom paper size Press the User Tools key Placing Originals About OriginalsRecommended size of originals Unscannable image area Placing Originals Placing originals on the exposure glassLift the ADF By using the ADF, you can scan multiple pages at once Adjust the guides according to the size of the originalPlacing originals in the Auto Document Feeder 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 This section describes how to modify user entries Modifying user entriesClick Apply Close the Web browser List of currently registered user entries appears Deleting user entries When Machine Functions are Restricted Press the OK key Getting Started Configuring Option and Paper Settings Following procedure is based on Windows XP as an exampleWindows This chapter describes the printer functions Mac OS X Mac OS X 10.5/10.6Click OK to close the printer properties dialog box 137 Accessing the Printer Properties Accessing the Printer Properties from an ApplicationWindows Mac OS 139 Basic Operation in Printer Mode Following procedure explains how to perform basic printingIf a Paper Mismatch Occurs Canceling a Print Job Continuing printing using mismatched paperResetting the print job Canceling a print job before printing has started Canceling a print job while printing Cancel the print job using the control panelMac OS X 10.5/10.6 Press the Clear/Stop key Press Yes Printing Confidential Documents Storing a Locked Print file For details about Locked Print, see p.274 System Settings Printing a Locked Print filePress Print Deleting a Locked Print file To do so Checking which Locked Print File Jobs Have Been Canceled Press DeleteLocked Print file is deleted Press Delete. The log is deleted Page What Is PictBridge? Direct Printing from a Digital Camera PictBridgePictBridge Printing This function is compatible with USB What Can Be Done on this Machine Index printing When PictBridge Printing Does Not Work Use the following procedure to quit the PictBridge modeExiting PictBridge Paper size Problem Cause Solution PictBridge is not available Settings are enabledMachine has fully booted Printing is disabled Paper size setting for this Using Various Print Functions Can configure are described belowPrint Quality Functions Print Output Functions Changing orientation or rotating the image Using Various Print Functions 156 Screen in Copier Mode Screen in standby 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 In-1 mode Combining Multiple PagesCopying Two or Four Pages onto One Sheet Portrait Portrait L to R Left to Right Portrait T to B Top to BottomLandscape L to R Left to Right 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 Making 2-sided Copies Top to TopTop to Bottom Top to Bottom 169 Use this procedure to set the machine to make 2-sided copies Keys Making 2-sided Copies Specifying Scan Settings Adjusting Image DensityPress 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 Entry CharactersRequired Scale Pages in a document, but Jpeg does not Required Support multiple pages in a document 178 Setting Description Resolution OptionalScan Size Optional Then specify the width and length Directory Optional Are stored. Can contain up to 64 characters Setting Description Quick Dial Number Optional Service Name RequiredCan contain up to 32 characters Login Password Optional 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 Scanning Using the Control Panel Basic Operation for Scan to E-mail/FTP/FolderSpecified destination 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 halftone black-and-white scanning mode When in color or gray scale black-and-white scanning mode189 Specifying the Scan Settings Confirm that Ready appears on the displayRemove the USB flash disk from the machine Press the Reduce/Enlarge key or Scn Size Adjusting image density Specifying resolution Scanning from a Computer Basic Operation for Twain ScanningScanning from a computer Windows 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 Registering Fax Destinations Using Web Image Monitor Current number is deletedCurrent name is deleted Speed Dial Number Dial or Speed Dial destination Characters Fax Number OptionalBefore the fax number Forwarding This section describes how to delete registered destination 208 Selecting Transmission Mode Sending a FaxPress 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 the One Touch buttons Specifying the destination using Speed DialTouch button Press the Address Book key Specifying the destination using the broadcast function Specifying the destination using the redial functionAdd a destination by using one of the following methods Sending a fax using On Hook Dial Useful Sending FunctionsPress the Pause/Redial key This section explains some useful fax functions Sending a fax after a conversation Press the On Hook Dial keyOn Hook appears on the screen Press TX, and then press the B&W Start key Specifying the Scan Settings Specifying the resolution 221 222 Using the Fax Function from a Computer LAN- Fax Configuring the LAN-Fax Address BookThis section describes how to open the LAN-Fax Address Book Opening the LAN-Fax Address Book Registering destinations Click the Address Book tabAll Displays all destinations 224 Modifying destinations Registering groups Allows you to register it under the same name226 This section describes how to modify registered groups Modifying groupsDeleting individual destinations or groups Exporting/Importing LAN-Fax Address Book data Confirmation message appearsClick Yes 228 For each field, select an appropriate item from the list Following operations Basic Operation for Sending Faxes from a Computer Repeat this step to add more destinationsRepeat this step to add more destinations 230 Edit the cover sheet as necessary, and then click OK Click Send231 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 Receiving a fax in FAX/TEL Manual mode Keys to select Fax Features, and then press the OK key238 Receiving a fax in Fax Only mode Receiving a fax in FAX/TEL Automatic modePress the B&W Start key Replace the handset Receiving a fax in FAX/TAD mode Receiving an Internet FaxYou 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 Limiting the incoming faxes Fax number can contain 0 to 9, , and space246 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 Copy Settings Changing 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 Settings Changing Fax Feature SettingsFax Feature Setting Parameters This section describes fax feature setting parameters FAX/TAD Destination Delete Selected File 268 Fax Feature Settings Jbig Fax Feature Settings Fax Address Book Settings Registering Fax Destinations in Fax Quick Dial/Speed DialFax Address Book Parameters Entries Fax Address Book Settings System Settings Changing System SettingsSystem Setting Parameters This section describes the machines operational settings System Settings Default Middle Thick Paper Job, the printed image will be cropped CopierFacsimile 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 Settings Changing Network SettingsNetwork Setting Parameters This section describes the network settings Dhcp Default Configuring the Machine Using the Control Panel Printing the Configuration Follow the procedure below to print the configurationPrinting Lists/Reports 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 Settings Changing Administrator SettingsAdministrator Setting Parameters This section describes administrator settings Specifies the user information for sending a fax Default Pstn Default Copier Facsimile Scanner System Auto Reset Timer Be sure not to clear the settings by mistake Reset All SettingsFax transmissions Administrator Settings Printer Feature Settings Changing Printer Feature SettingsPrinter Feature Setting Parameters 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 System Information Checking the Status InformationContact Checking the Counter Information Full or FullIntermediate Transfer Checking the System Information Functions, and lists/reports Covered A4 pagesAccumulated value of cyan toner A4 page coverage in percent 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 Configuring the Paper Settings 75-90g/m2, Thick Paper 1 91-105g/m2, Recycled Paper, ColorPaper, Cardstock, Envelope, Thick Paper 2 106-160g/m2 Paper, Letterhead, Preprinted Paper, Prepunched Paper Machine’s settings Settings of the machine and printer driver do not match 317 Configuring the Fax Settings Specifying the Size of Paper for Printing CopiesTray 2, Bypass Tray, A4, or 8 1/2 × Tray to continue printing Administrator Fax Received File Processing Description Select Paper Tray DescriptionContinue printing Sure to select a tray that contains paper of the valid size Address in the Administrator Be sent even if this setting is enabledPrint Automatically Automatically or stored for later manual printing Specifying the Priority Tray Receive ConditionsSenders Special Sender Configuring the Toner Saving Setting Switches to the other tray to continue printingPriority Tray Description Printer Or tray Configuring the I/O Timeout Settings Toner Saving DescriptionOut copies Machines or not under USB connection Configuring the Black-and-White Print Priority Settings Locked Print TimeoutWarm-up time for maintenance will also be lowered Seconds Registering Destinations Registering Fax Special Senders Restricting Machine Functions According to User Configuring the Network Settings Items below cannot be configuredChecking the Network Status Firmware Configuring the IPv6 Settings Network settingsGateway Enter the IPv4 address of the network gateway Configuring the Network Application Settings For details about IPv6, see p.283 Network SettingsSelect to enable the Scan to FTP feature 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 Select whether to enable the machine to use Snmp services Trap Description Target TrapNMS Host 2 below become unavailable Configuring the Smtp Settings Characters PasswordDescription Primary Smtp Server Characters 335 Configuring the POP3 Settings Configuring the Internet Fax Settings POP Server E-mail Server onlyConnections to the POP3 server to acquire new e-mails 2 to Minutes Configuring the IPsec Settings Configuring the IPsec Global Settings Configuring the IPsec Policy Security IP Policy Settings Description Any subsequent policies will be renumbered accordinglyCan contain up to 39 characters Prefix Length IKE Settings Authentication and data encryptionAuthentication Drop IP packets are discarded Description Authentication Seconds IKE Diffie-Hellman Configuring the Machine Using Web Image Monitor List Sent, or forwarded Prints a list of Quick Dial entriesPrints a list of scan destinations Scanner Journal Configuring the Machine Using Web Image Monitor Configuring the Administrator Settings Configuring the Administrator Password and E-mail AddressEnter the same password again, to confirm Resetting the Machine’s Settings Backing Up the Machines SettingsSelect to restore network settings to their defaults Reset Menu Settings Menu Settings instead Backs up fax destinations and Special Sender list to a file349 Restoring the Machines Settings from a Backup File Restore Setting Description File to RestoreFile Configuring the Date and Time Settings Configuring the Energy Saver Mode Settings Energy Saver Mode Description Saver mode 1 than in Energy Saver modeThan from Energy Saver mode Machine has been idle for about 30 seconds Troubleshooting Overview Common Problems Common Problems Paper Feed Problems Problem Solution Such as a deskSee p.86 Paper and Other Media Paper gets wrinkles 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 Print Quality Problems Checking the Condition of the MachineMachines location Being used See p.423 Consumables Printer Problems Locked Print file is canceled About Locked Print, see p.274 System SettingsDeleting a Locked Print file Process Changing the Printer Driver Settings Printed Colors Do Not Match Displayed Colors Print Positions Do Not Match Display Positions Copier Problems Problem Solution Image density is too high CleaningToner on the printed surface is not dry Photocopied paper is dirty Scanner Problems Fax Problems Fax in Immediate Transmission mode 1XXX11Network. See p.295 Administrator Settings 377 See p.364 Removing Scanning Jams Error Code Solution An error occurred while sending a fax If the problem persists, contact your sales or serviceOr to send at a lower resolution An error occurred while receiving a fax Error Code Solution 3XXX11 Error Code Solution 4XXX21 To check the e-mail settingsSender to check the e-mail settings E-mail had an invalid Content-Type, or an Error Code Solution 4XXX43 Send at a lower resolutionCompression method of the received Tiff file was Tiff file Adjusting image density Cannot print received faxes See p.99 Loading PaperLoad paper of the right size in the paper tray Received Correct orientation. See p.122 Placing Originals Error and Status Messages on the Screen Jammed paper. See p.358 Large Removing Printing JamsPrint cartridge. See p.393 Copy Settings See p.274 System SettingsPrepare a new waste toner bottle Waste Toner Bottle Full Specify the tray containing the A4 Press JobReset to cancel the job Could not be performed Set Original to ADFPaper type set for Check Paper Type Disconnect the telephone line from Connection Failed Settings to reduce the scanning Resolution. See p.259 ScannerTimeout period set in I/O If I/O Timeout is set to 15 seconds Message Causes Solutions Canceled To Standard or High Quality 387Complex to print Machine with the printer Machine, and then print Cancel Cancel to cancelTransmission mode Misfeed Dup. Unit Memory Overflow Message Causes Solutions Out of Paper Paper Loading Paper Press No to cancel the jobTransfer belt is no longer Contact your sales or service Machine Restarted Machine failed to proceed Remove Paper Message Causes Solutions Server Connection An error occurredNetwork administrator Because the destination could TX Comm. Error Fax could not be Preprinted or prepunched System SettingsMachine will redial the number and try Transmitted correctly Message Causes Solutions USB Memory KeyWrite 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 Slide the toner density sensor lever once to the left Slide the lever only onceCarefully insert the print cartridge removed in vertically 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 Exposure Glass Cleaning the Auto Document FeederFollowing procedure describes how to clean the ADF Moving the Machine If you have removed tray 2, reinstall it Moving over a Short DistanceMoving over a Long Distance Be sure to check the following points Be sure to check the following points Disposal Turn off the power switch Pull out the plug from the socket If the Machine is Not Going to Be Used for a Long TimePreparing 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 Transmission Using IPsec Encryption and Authentication by IPsecESP Protocol Security Association Encryption Key Exchange Settings Configuration Flow Specifying Encryption Key Exchange Settings Specifying IPsec Settings on the Computer If the settings are not displayed, click AddClick OK twice Click OK three times Click Next Click Finish 431 Enabling and Disabling IPsec Using the Control Panel New IP security policy IPsec settings is specifiedClick OK Click Close Specifications of the Machine General Function SpecificationsThis section lists the machines specifications 420 × 493 × 476 *1 mm 16.6 × 19.5 × 18.8 *1 inches Printer Function Specifications Copier Function SpecificationsMaximum resolution scanning and printing Type 2 model PCL6, PCL5c, PostScript 3, PictBridge Fonts Scanner Function Specifications Printing 600 × 600 dpi ADF Fax Function Specifications Fax transmission and receptionInternet Fax transmission and reception SMTP, TCP/IP Encoding 439 Original size A4 Resolution dpi 200 × 100, 200 × 440 Specifications of Options Paper Feed Unit TK1010Paper 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