Registering Fax Destinations | Ricoh SP C240SF, C242SF manual

Registering Fax Destinations

Registering Fax Destinations

This section describes how to register fax destinations in the Address Book using the control panel or Web Image Monitor. The Address Book allows you to specify fax destinations quickly and easily.

•The Address Book data could be damaged or lost unexpectedly. The manufacturer shall not be responsible for any damages resulting from such data loss. Be sure to create backup files of the Address Book data periodically.

The Address Book can contain up to 220 entries (20 Quick Dial entries and 200 Speed Dial entries).

Quick Dial entries

Destinations registered as Quick Dial entries can be selected by pressing the corresponding One Touch button.

Speed Dial entries

Destinations registered as Speed Dial entries can be selected by pressing the [Address Book] key, and then selecting the desired entry using the [][] keys.

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• For details about creating backup files, see p.348 "Backing Up the Machine's Settings".

Registering Fax Destinations Using the Control Panel

This section describes how to register destinations using the control panel.

1.Press the [User Tools] key.

CES184

2.Press the [][] keys to select [Address Book], and then press the [OK] key.

3.If you are requested to enter a password, enter the password using the number keys, and then press the [OK] key.

4.Press the [][] keys to select [Quick Dial Dest.] or [Fax Speed Dial Dest.], and then press the [OK] key.

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Ricoh SP C240SF, C242SF operating instructions Registering Fax Destinations Using the Control Panel

Contents

User Guide Page Table of Contents 111 108113 118 136 135138 140 172 169173 175 237 234240 241 291 288292 293 330 329331 332 383 377393 399 435 433436 438Page Trademarks Guide to the Machine Product names of Windows Server 2008 R2 are as follows Disclaimer Manuals for This Machine 120 Model-Specific Information Units List of Option Symbols How to Read This ManualThis manual uses the following symbols About IP Address Installing Manuals on Your Computer Using Manuals Opening from the desktop icon Opening ManualsOpening from the Start menu Opening from the CD-ROM Removing Manuals from Your Computer Using the Machine as a Printer Feature HighlightsConnecting via USB 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 Making 2-sided copies Copying both sides of an ID card onto one side of paper Sorting the output paper Using the Machine as a ScannerPreparation for sorting the output paper Scanning from a computer Sending scanned files to an FTP server Sending scanned files via e-mail 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 Sending faxes from a computer LAN-Fax Using the machine with an external telephone CES191 Exterior Front View Guide to Components Exterior Rear View CES099 Interior Control Panel Fax Received indicator Guide to Components CES152 Out Faxes Stored in Memory Guide to the Machine Where to Put the Machine Installing the Machine Getting Started Installing the Machine Large quantities, you might detect an odd smell Unpacking Installing the Machine CER088 CES032 Lift the paper feed roller slightly to remove it Open the ADF cover Return the paper feed roller to its original position Pull the protective sheet to remove it Close the ADF cover Lower the lever until it clicks into place Pull up the fusing unit levers Remove the protection tapes CES031 Apply the indicated sticker as in the illustration below Turning the Power on 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 Simultaneously Fax immediate printing Internet Fax reception no printingPrinting out the received Internet Fax Internet Fax Receiving a LAN-Fax job from Getting Started Connecting with a Computer Using a USB Cable Connecting the MachineRemove the cable cover Attach the cable cover Connecting with a Digital Camera Using a USB Cable Connecting with a Network Cable Connect the Ethernet cable to the Ethernet port Reading the LED lamps Connecting to a Telephone Line Connect a telephone line cord to Line If using an external telephone, connect the telephone to TEL Attach the cable cover in place Press the User Tools key Configuring the Machine 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 Selecting the telephone line type Configuring Telephone Network Settings Selecting the telephone network connection type Setting the outside line access number Press the User Tools key Click OK Sharing the Printer on a Network Installing the Paper Feed Unit Tray Installing Option Check that the package contains paper feed unit Lift using the inset grips on both sides of the machine CER005 Supported Paper for Each Tray Paper and Other Media B6 JIS 16 to 43 lb 80 g/m2, 20 lb Middle thick paper Thick paper 1 Getting Started 16 to 43 lb Middle thick paper Thick paper 1 × 267 mm Specifications of Paper TypesNone 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 Printable Area Paper Storage Precautions CER117 Loading Paper in Tray Loading PaperPull out tray 1 carefully with both hands Push the metal plate down until it clicks into place to lock Place the tray on a flat surface Load the new paper stack print side up 102 Carefully push tray 1 straight into the machine Loading paper longer than A4103 104 Remove the rear cover using a coin 105 CER104 CER103 CER106 109 Press down on the bottom plate until it clicks 110 Lift and slide the tray, then push it all the way Loading Paper in the Bypass Tray Insert the top edge of the paper into the machine Adjust the paper guides to the paper size Loading Envelopes Lowering the fusing unit levers 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 Specifying Paper Type and Paper Size Adjust the paper guides to the envelope size Specifying the paper type This section describes how to specify 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 Adjust the guides according to the size of the original By using the ADF, you can scan multiple pages at oncePlacing originals in the Auto Document Feeder Lower the ADF CES200 Entering Characters Getting Started Restricting Machine Functions According to User Enabling the User Restriction Settings List of currently registered user entries appears 130 Click Available Functions per User Modifying user entries This section describes how to modify user entriesClick Apply Close the Web browser List of currently registered user entries appears Deleting user entries Press the OK key When Machine Functions are Restricted Getting Started Following procedure is based on Windows XP as an example Configuring Option and Paper SettingsWindows 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 139 Mac OS Following procedure explains how to perform basic printing Basic Operation in Printer ModeIf a Paper Mismatch Occurs Continuing printing using mismatched paper Canceling a Print JobResetting the print job Canceling a print job before printing has started Cancel the print job using the control panel Canceling a print job while printingMac OS X 10.5/10.6 Press the Clear/Stop key Press Yes Storing a Locked Print file Printing Confidential Documents Printing a Locked Print file For details about Locked Print, see p.274 System SettingsPress Print To do so Deleting a Locked Print file Press Delete Checking which Locked Print File Jobs Have Been CanceledLocked Print file is deleted Press Delete. The log is deleted Page Direct Printing from a Digital Camera PictBridge What Is PictBridge?PictBridge Printing This function is compatible with USB Index printing What Can Be Done on this Machine Use the following procedure to quit the PictBridge mode When PictBridge Printing Does Not WorkExiting PictBridge Paper size Settings are enabled Problem Cause Solution PictBridge is not availableMachine has fully booted Printing is disabled Paper size setting for this Can configure are described below Using Various Print FunctionsPrint Quality Functions Changing orientation or rotating the image Print Output Functions Using Various Print Functions 156 Screen in standby mode Screen in Copier ModeThis chapter describes the copier functions Using the Copier Function Press the Copy key Basic Operation in Copier Mode Canceling a Copy 161 Press the Clear/Stop key Making Enlarged or Reduced Copies Press the Reduce/Enlarge key Combining Multiple Pages In-1 modeCopying Two or Four Pages onto One Sheet Portrait Portrait T to B Top to Bottom Portrait L to R Left to RightLandscape L to R Left to Right Landscape T to B Top to Bottom Press Reduce, press the keys to select Comb on 1 or Comb on Copying Both Sides of an ID Card onto One Side of Paper 167 Press the ID Card Copy key Card copy mode Top to Top Making 2-sided CopiesTop to Bottom Top to Bottom 169 Keys Use this procedure to set the machine to make 2-sided copies Making 2-sided Copies Adjusting Image Density Specifying Scan SettingsPress the Density key Press the Image Quality key Selecting the Document Type According to Original Using the Copier Function Screen in Scanner Mode Using the Scanner Function Using the Scanner Function Registering Scan Destinations Characters EntryRequired Scale Pages in a document, but Jpeg does not Required Support multiple pages in a document 178 Resolution Optional Setting DescriptionScan Size Optional Then specify the width and length Are stored. Can contain up to 64 characters Directory Optional Service Name Required Setting Description Quick Dial Number OptionalCan contain up to 32 characters Login Password Optional Then specify the width and length Resolution Optional Modifying Scan Destinations Related settings using Web Image Monitor Deleting Scan Destinations This section describes how to delete registered destinations Basic Operation for Scan to E-mail/FTP/Folder Scanning Using the Control PanelSpecified destination Press the Scanner key 185 Press the Address Book key Specifying the scan destination Basic Operation for Scan to USB 188 Insert your USB flash disk into the USB flash disk port 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 Basic Operation for Twain Scanning Scanning from a ComputerScanning from a computer Windows This section describes the basic Twain scanning operation 195 Scanning from a computer Mac OS Settings you can configure in the Twain dialog box 197 ADF-Better 198 This chapter describes the fax functions Screen in Fax Mode Using the Fax Function Setting the Date and Time Using the Fax Function Registering Fax Destinations Registering Fax Destinations Using the Control Panel Modifying fax destinations Mode from pulse to tone temporarily 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 208 This section describes how to delete registered destination Sending a Fax Selecting Transmission ModePress the Facsimile key Press the keys Internet Fax Transmission Overview This section describes the basic operation for sending a fax Basic Operation for Sending a Fax Scanned Press the B&W Start key 213 Canceling a fax 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 Useful Sending Functions Sending a fax using On Hook DialPress the Pause/Redial key This section explains some useful fax functions Press the On Hook Dial key Sending a fax after a conversationOn Hook appears on the screen Press TX, and then press the B&W Start key Specifying the Scan Settings 221 Specifying the resolution 222 Configuring the LAN-Fax Address Book Using the Fax Function from a Computer LAN- FaxThis section describes how to open the LAN-Fax Address Book Opening the LAN-Fax Address Book Click the Address Book tab Registering destinationsAll Displays all destinations 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 Confirmation message appears Exporting/Importing LAN-Fax Address Book dataClick Yes 228 Following operations For each field, select an appropriate item from the list 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 233 Settings you can configure for the fax cover sheets LAN-Fax driver properties dialog box appears Configuring Transmission Settings 235 Settings you can configure in the LAN-Fax drivers properties Using the Fax Function This section describes fax reception functions Receiving a Fax 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 Press RX File Printing Out Faxes Stored in Memory Registering the Special Senders Receiving or Rejecting Faxes from Special Senders Fax number can contain 0 to 9, , and space Limiting the incoming faxes246 Basic Operation Using the Menu Screen Configuring the Machine Using the Control Panel Configuring the Machine Using the Control Panel This section lists the parameters included in each menu Menu Chart 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 Changing Scanner Settings Scanner Settings Scanner Setting Parameters Scanner Settings Changing Fax Transmission Settings Fax Transmission Settings Fax Transmission Setting Parameters Configuring the Machine Using the Control Panel Changing Fax Feature Settings 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 Registering Fax Destinations in Fax Quick Dial/Speed Dial Fax Address Book SettingsFax Address Book Parameters Entries Fax Address Book Settings Changing System Settings System SettingsSystem Setting Parameters This section describes the machines operational settings System Settings Default Middle Thick Paper Copier Job, the printed image will be croppedFacsimile 277 USB Default 60 seconds 15 sec 300 sec Network 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 Changing Network Settings Network SettingsNetwork Setting Parameters This section describes the network settings Dhcp Default Configuring the Machine Using the Control Panel Follow the procedure below to print the configuration Printing the ConfigurationPrinting Lists/Reports Types of Report Reading the Configuration Printing Lists/Reports IP Address Dhcp Stateless Address Link-local Address 290 Mail IPv6 Configuration Shows the IPv6 settings Reading the Fax Journal Reading the TX/RX Standby File List Reading the Scanner Journal Configuring the Machine Using the Control Panel Changing Administrator Settings Administrator SettingsAdministrator Setting Parameters This section describes administrator settings Specifies the user information for sending a fax Default Copier Facsimile Scanner System Auto Reset Timer Default Pstn Reset All Settings Be sure not to clear the settings by mistakeFax transmissions Administrator Settings Changing Printer Feature Settings 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 Using Web Image Monitor Configuring the Machine 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 Covered A4 pages Functions, and lists/reportsAccumulated value of cyan toner A4 page coverage in percent Fully-covered A4 pages Fully-covered A4 pages Yellow Using the printer function Covered A4 pages Magenta Using the printer function Checking the Machine Information Configuring the Sound Volume Configuring the System Settings 75-90g/m2, Thick Paper 1 91-105g/m2, Recycled Paper, Color Configuring the Paper SettingsPaper, Cardstock, Envelope, Thick Paper 2 106-160g/m2 Paper, Letterhead, Preprinted Paper, Prepunched Paper Settings of the machine and printer driver do not match 317 Machine’s settings Specifying the Size of Paper for Printing Copies Configuring the Fax SettingsTray 2, Bypass Tray, A4, or 8 1/2 × Tray to continue printing Select Paper Tray Description Administrator Fax Received File Processing DescriptionContinue printing Sure to select a tray that contains paper of the valid size Be sent even if this setting is enabled Address in the AdministratorPrint Automatically Automatically or stored for later manual printing Receive Conditions Specifying the Priority TraySenders Special Sender Switches to the other tray to continue printing Configuring the Toner Saving SettingPriority Tray Description Printer Or tray Toner Saving Description Configuring the I/O Timeout SettingsOut copies Machines or not under USB connection Locked Print Timeout Configuring the Black-and-White Print Priority SettingsWarm-up time for maintenance will also be lowered Seconds Registering Destinations Registering Fax Special Senders Restricting Machine Functions According to User Items below cannot be configured Configuring the Network SettingsChecking the Network Status Firmware Network settings Configuring the IPv6 SettingsGateway Enter the IPv4 address of the network gateway For details about IPv6, see p.283 Network Settings Configuring the Network Application 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 Trap Description Target Trap Select whether to enable the machine to use Snmp servicesNMS Host 2 below become unavailable Characters Password Configuring the Smtp SettingsDescription Primary Smtp Server Characters 335 Configuring the POP3 Settings Configuring the Internet Fax Settings Server only POP Server E-mailConnections to the POP3 server to acquire new e-mails 2 to Minutes Configuring the IPsec Global Settings Configuring the IPsec Settings Security Configuring the IPsec Policy Any subsequent policies will be renumbered accordingly IP Policy Settings DescriptionCan contain up to 39 characters Prefix Length Authentication and data encryption IKE SettingsAuthentication Drop IP packets are discarded Seconds IKE Diffie-Hellman Description Authentication 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 Backing Up the Machines Settings Resetting the Machine’s SettingsSelect to restore network settings to their defaults 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 Energy Saver Mode Settings Configuring the Date and Time Settings Saver mode 1 than in Energy Saver mode Energy Saver Mode DescriptionThan from Energy Saver mode Machine has been idle for about 30 seconds Overview Troubleshooting Common Problems Common Problems Paper Feed Problems Such as a desk Problem SolutionSee p.86 Paper and Other Media Paper gets wrinkles More frequently Printed paper is curled Removing Printing Jams 359 If paper jams inside the fusing unit Pull the paper downward to remove it. Do not pull it upward If paper jams inside a tray 362 Pull out the jammed paper carefully 363 If paper jams inside the transfer unit Removing Scanning Jams Check that the error is cleared 365 366 Gently pull the jammed original to remove it 367 368 Close the ADF Checking the Condition of the Machine Print Quality ProblemsMachines location Being used See p.423 Consumables Printer Problems About Locked Print, see p.274 System Settings Locked Print file is canceledDeleting a Locked Print file Process Changing the Printer Driver Settings Print Positions Do Not Match Display Positions Printed Colors Do Not Match Displayed Colors Copier Problems Cleaning Problem Solution Image density is too highToner on the printed surface is not dry Photocopied paper is dirty Scanner Problems Fax in Immediate Transmission mode 1XXX11 Fax ProblemsNetwork. See p.295 Administrator Settings 377 See p.364 Removing Scanning Jams If the problem persists, contact your sales or service Error Code Solution An error occurred while sending a faxOr to send at a lower resolution An error occurred while receiving a fax Error Code Solution 3XXX11 To check the e-mail settings Error Code Solution 4XXX21Sender to check the e-mail settings E-mail had an invalid Content-Type, or an Send at a lower resolution Error Code Solution 4XXX43Compression method of the received Tiff file was Tiff file Cannot print received faxes See p.99 Loading Paper Adjusting image densityLoad paper of the right size in the paper tray 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 See p.274 System Settings Copy SettingsPrepare a new waste toner bottle Waste Toner Bottle Full Specify the tray containing the A4 Could not be performed Set Original to ADF Press JobReset to cancel the jobPaper type set for Check Paper Type Disconnect the telephone line from Connection Failed Resolution. See p.259 Scanner Settings to reduce the scanningTimeout period set in I/O If I/O Timeout is set to 15 seconds Canceled To Standard or High Quality 387 Message Causes SolutionsComplex to print Machine with the printer Machine, and then print Cancel to cancel CancelTransmission mode Misfeed Dup. Unit Memory Overflow Paper Loading Paper Press No to cancel the job Message Causes Solutions Out of PaperTransfer belt is no longer Contact your sales or service Machine Restarted Machine failed to proceed Remove Paper An error occurred Message Causes Solutions Server ConnectionNetwork administrator Because the destination could Preprinted or prepunched System Settings TX Comm. Error Fax could not beMachine will redial the number and try Transmitted correctly Key Message Causes Solutions USB MemoryWrite Protect Press Replacing Print Cartridges 394 Store print cartridges in a cool dark place 395 396 Remove the cover from the print cartridge 398 Replacing the Waste Toner Bottle 400 Slide both levers on the front cover forward CES073 Leave the bottle cap open 402 Close the bottle cap 403 Place the transfer unit down on the front cover This chapter describes how to maintain the machine Cleaning Lift out the rearmost print cartridge Cleaning the Toner Density Sensor Slide the lever only once Slide the toner density sensor lever once to the leftCarefully insert the print cartridge removed in vertically 407 Cleaning the Friction Pad and Paper Feed Roller 409 Wipe the friction pad with a damp cloth Cleaning the Registration Roller and Paper Tray CES059 412 Wipe the inside of the paper tray with a cloth CES089 Cleaning the Auto Document Feeder Cleaning the Exposure GlassFollowing procedure describes how to clean the ADF Moving the Machine Moving over a Short Distance If you have removed tray 2, reinstall itMoving over a Long 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 Close the front cover with both hands carefully Lower the fusing unit lever 421 Pull up the fusing unit lever Where to Inquire Print Cartridges Consumables Waste Toner Bottle Print via FTP Available Functions Appendix Encryption and Authentication by IPsec Transmission Using IPsecESP Protocol Security Association Specifying Encryption Key Exchange Settings Encryption Key Exchange Settings Configuration Flow If the settings are not displayed, click Add Specifying IPsec Settings on the ComputerClick OK twice 431 Click OK three times Click Next Click Finish 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 Copier Function Specifications Printer Function SpecificationsMaximum resolution scanning and printing Type 2 model PCL6, PCL5c, PostScript 3, PictBridge Fonts Printing 600 × 600 dpi Scanner Function Specifications ADF Fax transmission and reception Fax Function SpecificationsInternet Fax transmission and reception Encoding 439 SMTP, TCP/IP Original size A4 Resolution dpi 200 × 100, 200 × 440 Paper Feed Unit TK1010 Specifications of OptionsPaper capacity Sheets Paper size Electromagnetic Interference Expat Copyright Information about Installed Applications 444 Index 446 447 448 449 300, 333 WIA scanning 450 451 452 2011 Operating Instructions User Guide