Sending and Receiving a Fax | Ricoh SP C252SF, SP C250SF instruction

6. Sending and Receiving a Fax

•The display format for time and date can be specified in [Set Date/Time] under [Admin. Tools]. For setting the date and time, see page 145 "Setting the Date and Time".

•If the Alert indicator flashes on the initial fax display, press the [Copy] key and check the displayed message.

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Ricoh SP C252SF, SP C250SF operating instructions Sending and Receiving a Fax

Contents

Operating Instructions Page Table of Contents Loading Paper 104 100103 105 139 137138 141 188 184185 189 250 248249 251 286 284285 288 343 329334 345 Legal Prohibition How to Read This ManualIntroduction Disclaimer Password Differences in Functions between Different Models User Restriction About IP AddressList of Option Model-Specific Information Code Xxxx User Information on Electrical & Electronic Equipment Important Safety InstructionsEnvironmental Advice for Users All Other UsersPage Declaration of Conformity Important Safety Instructions Saving Energy Energy Saver modeEnergy Star Program Page Guide to Components Exterior Front View Getting Started Exterior Rear View DAC009 Interior Fax Received indicator Control Panel Guide to Components Color of the control panel varies depending on the model Installing the Machine Where to Put the Machine 24 cm Inches 20 cm Installing the Machine Attaching Paper Feed Unit Installing OptionThis section explains how to install options Check that the package contains the paper feed unit DAC049 About Operation Tools This section explains the operation tools of this machine Initial Setup Initial Setup Multi-access Changing Operation Modes Internet Fax transmission Sending itPrinting Fax immediate transmission Received fax intoMachines memory Fax immediate transmission*3 Receiving a LAN-Fax job from Assigning a setting using the control panel Assigning a Setting Using Web Image Monitor Close the Web browser Turn on the machine Press the User Tools key Configuring Network SettingsConfiguring the IP Address Settings Assigning the machines IPv4 address manually Specifying settings to receive an IPv6 address automatically Assigning the machines IPv6 address manually Click Apply Sharing the Printer on a NetworkOn the Start menu, click Devices and Printers Wireless LAN Setup Infrastructure mode Ad Hoc mode Press Yes Press Yes Enabling the User Restriction Settings Restricting Machine Functions According to User Click Available Functions per User List of currently registered user entries appears Modifying user entries This section explains how to modify user entriesThis section explains how to delete user entries Deleting user entries Close the Web browser Connected to the machine When Machine Functions are RestrictedBlack-and-white Start or Color Start key Color copying Printing both color Authentication using the printer or LAN-Fax driver Getting Started Supported Paper 16 to 43 lb 80 g/m2, 20 lb Middle thick paper Thick paper 1 Loading Paper 16 to 43 lb Middle thick paper Thick paper 1 None Specifications of Paper Types195 mm × 267 mm That of middle thick paper Plain Paper, Thick Paper 1, or Thick Paper 71/4 × 101/2 inches, 8 × 13, 81/2 × 13 inches, Folio 81/4 × Inches, 16K 195 mm × 267 mm Paper thicker than 160 g/m2 cannot be printed onto OntoApproximately half that of middle thick paper Supported paper tray Tray 1 and bypass tray Half that of middle thick paperPrint cartridges photo conductor unit Fan envelopes, and then align their edges before loading Loading Paper Non-Recommended Paper Types Print Area Print area may vary depending on the paper size Fax function Pull out the paper tray carefully with both hands Loading PaperLoading Paper into Tray1 Place the tray on a flat surface DAC051 Extending Tray 1 to load paper Remove the rear cover using a coin Insert the top edge of the paper into the machine Loading Paper into Bypass TrayFollow Steps 3 to 7 in Loading Paper into Tray1 Adjust the paper guides to the paper size Loading Envelopes Lowering the fusing unit levers Lower the fusing unit levers Specifying Paper Type and Paper Size Using Control Panel Specifying the standard paper size This section explains how to specify the paper typeSpecifying the paper type This section explains how to specify a custom paper size Specifying a custom paper size Loading Paper Recommended size of originals Placing OriginalsAbout Originals Unscannable image area Lift the ADF Placing OriginalsPlacing Originals on the exposure glass Lower the ADF By using the ADF, you can scan multiple pages at oncePlacing Originals in the Auto Document Feeder DAC019 Basic Operation Canceling a Print JobThis section explains the basic printing procedure Windows Canceling a print job before printing has startedCanceling a print job while printing Mac OS Press FormFeed while the error message is being displayed Continuing Printing Using Mismatched PaperResetting the Print Job When the error message is displayed, press JobReset Printing Confidential Documents Storing a Locked Print file A4Mixed 100 Printing a Locked Print file Locked Print file is deleted Deleting a Locked Print filePress Delete Checking which Locked Print File Jobs Have Been Canceled Page PictBridge Printing What Is PictBridge?Direct Printing from a Digital Camera PictBridge This function is compatible with USB Exiting PictBridge Use the following procedure to quit the PictBridge modeWhat Can Be Done on this Machine Check that Ready appears on the screen When PictBridge Printing Does Not Work Disconnect the USB cable from the machine 89 If a Paper Mismatch Not of the specified sizePrint job. For details, see Occurs Using Various Print Functions Print Quality Functions Print Output Functions Changing orientation or rotating the image Using Various Print Functions 102 Copier Mode Screen Screen in standby mode If necessary, configure advanced photocopy settings Press the Copy key Canceling a Copy 106 Making Enlarged or Reduced Copies 25% to 400% in 1% increments 107 Press the Reduce/Enlarge key Temporary job settings are cleared in the following casesSpecifying Reduce/Enlarge Press Reduce, Enlarge, or Zoom 1Sd 4Orig-Comb 4on1 1Sd 109 1Sd 8Orig-Comb 4on1 2Sd 110 Portrait Top to Bottom, Top to Top Specifying Combined and 2-sided Copies DAC602 DAC603 Manually Performing 2-Sided Copying Using the ADF Manually Performing 2-Sided Copying Using the Exposure GlassPage Press the ID Card Copy key Copying Both Sides of an ID Card onto One Side of PaperCopying an ID Card DAC601 Selecting the Document Type According to Original Specifying the Scan SettingsAdjusting Image Density Press the Density key Specifying the Original Type Press the Image Quality key 120 Scanner Mode Screen Sing/Mul Scn Size Registering Scan Destinations Required Scale Pages in a document, but Jpeg does not EntryCharacters Required Support multiple pages in a document 123 Scan to FTP Settings Description Quick Dial Number Optional Setting DescriptionResolution Optional Scan Size Optional Are stored. Can contain up to 64 characters Up to 32 charactersDirectory Optional Connection Test Can contain up to 32 characters Service Name RequiredLogin Password Optional Files. Can contain up to 64 characters Specified shared folder exists Setting Description File Format Color/GrayRequired Support multiple pages in a document Deleting Scan Destinations This section explains how to delete registered destinationsModifying Scan Destinations Scan to E-mail/FTP/Folder Press the Scanner key If you see this screen, proceed to the next step Press the Address Book keyPress the B&W Start key or the Color Start key DAC516 Basic Operation for Scan to USB You can press the Clear/Stop key to clear the destination To scan in black and white, press the B&W Start key 133 Insert your USB flash disk into the USB flash disk portPlace the original on the exposure glass or in the ADF Remove the USB flash disk from the machine 135 Press Reduce/Enlarge key or Scn Size Adjusting Image Density Specifying Resolution Basic Operation for Twain Scanning Using Twain ScannerScanning from a Computer Twain Scanning Settings you can configure in the Twain dialog box 140 Basic Operation for WIA Scanning 142 Fax Mode Screen Screen in standby mode RX File Del File Sending and Receiving a Fax Setting the Date and Time Entering Characters Entering Characters Registering Fax Destinations Using the Control Panel Registering Fax Destinations For entering characters, see page 146 Entering Characters Fax number can contain 0 to 9, pause, , , and space Fax number and fax name registered for that number appear Registering Fax Destinations Using Web Image MonitorModifying or deleting fax destinations Fax Number Required 228 Administrator SettingsSpeed Dial Number Dial or Speed Dial destination Re-entering a fax number to confirm destination Preventing Transmission to the Wrong DestinationModifying fax destinations Click Fax Quick Dial Destination Press the User Tools key Press the Facsimile key, and then press the or key Selecting Transmission ModeSending a Fax Internet Fax Transmission Basic Operation for Sending a Fax Press the Facsimile key Press the B&W Start key Machine can store up to 5 unsent fax jobs Canceling a TransmissionThis section explains how to cancel a fax transmission 157 Canceling a Transmission Before the Original Is Scanned Canceling a Transmission While the Original Is Being Scanned OK key Press Del FilePress the or Specifying the destination using the One Touch buttons Specifying the Fax Destination Specifying the destination using Speed Dial 161 Specifying the destination using the broadcast function 162 Specifying the destination using the redial function Add a destination by using one of the following methods Useful Sending Functions Sending a fax using On Hook DialTo cancel sending a fax, press the Clear/Stop key Press the Pause/Redial key 165 Press the On Hook Dial keyOn Hook appears on the screen 166 Sending a fax after a conversationPress TX, and then press the B&W Start key Specifying the resolution Specifying the Scan SettingsAdjusting image density Press the Image Quality key Edit the cover sheet as necessary, and then click OK 169 Using the Fax Function from a Computer LAN- FaxBasic Operation for Sending Faxes from a Computer Canceling a fax Click Send Configuring Transmission Settings Registering destinations Configuring the LAN-Fax Address BookOpening the LAN-Fax address book Modifying destinations Confirmation message appears Modifying groupsDeleting individual destinations or groups Click Yes Editing a Fax Cover Sheet Exporting/Importing LAN-Fax Address Book data 175 Selecting Reception Mode Receiving a Fax 177 Receiving a fax in FAX/TEL Manual modeReceiving a fax in Fax Only mode 178 Receiving a fax in FAX/TEL Automatic modeReceiving a fax in FAX/TAD mode Receiving an Internet Fax Inactive Manual reception Receiving a fax using the control panelReceiving a fax using Web Image Monitor Click OK Close the Web browser Forwarding or Storing Faxes in Memory Forwarding settings 182 183 Configuring the forwarding conditionsEnter the start time and the end time, and press the OK key Enter the start time and the end time Configuring the storing conditionsPrinting Out Faxes Stored in Memory Receiving or Rejecting Faxes from Special Senders Press RX File Fax number can contain 0 to 9, , and space Registering the Special SendersLimiting the incoming faxes 186 187 Lists/Reports Related to Fax Configuring the Machine Using the Control Panel Press the or key to select the settings you want to use Configuring the Machine Using the Control Panel Menu Chart Configuring the Machine Using the Control Panel Copier Features Settings Configuring the Machine Using the Control Panel Copier Features Settings Configuring the Machine Using the Control Panel Standard Fine 197 Scanner Features Settings High Limitless Scan Fax Transmission Features Settings Default On Off 201 Fax Features Settings FAX/TAD Fax Features Settings Configuring the Machine Using the Control Panel Fax Features Settings Jbig Fax Features Settings Address Book Settings System Settings Default 60 sec 15 sec 300 sec Network USB System Settings Configuring the Machine Using the Control Panel System Settings Configuring the Machine Using the Control Panel Tray Paper Settings Default Plain Paper Any Size/Type Tray 217 Types of Lists/Reports Printing the ConfigurationPrinting Lists/Reports Printing Lists/Reports Printer Features Settings Portrait Landscape 221 Configuring the Machine Using the Control Panel Solid Color Presentation Photographic Off 223 Network Settings WPS Dhcp Network Settings Administrator Settings Pstn / PBX 230 Administrator Settings Configuring the Machine Using the Control Panel Configuring the Machine Using Web Image Monitor Using Web Image Monitor Displaying Top Changing the Interface Language Checking the System Information Status Tab Counter Tab Number of color pages Accumulated value of cyan toner A4 page coverage in percent Functions, and lists/reportsCovered A4 pages Fully-covered A4 pages 239 Magenta Using the printer functionYellow Using the printer function Machine Information Tab Tray Paper Settings Tab Configuring the System SettingsSound Volume Adjustment Tab Paper, Cardstock, Envelope, Thick Paper 2 106-160g/m2 Select the paper type for Tray 1 from the following75-90g/m2, Thick Paper 1 91-105g/m2, Recycled Paper, Color Tray Description Machines settings Select how print jobs using the Tray 1 are handledSystem Settings Applied regardless of the machines settings Machines settings Copier Tab Fax Tab Be sent even if this setting is enabled AdministratorAddress in the Administrator Fax Number Confirmation Description Priority Tray Tab Timeout Tab Toner Saving Tab Shortcut to Function Tab Warm-up time for maintenance will also be loweredBlack-and-White Print Priority Tab Print Priority Description Registering Destinations Registering Fax Special Senders Restricting Machine Functions According to User Network Status Tab Configuring the Network SettingsItems below cannot be configured Firmware IPv6 Configuration Tab Network Application Tab DNS Tab Auto E-mail Notification Tab Snmp Tab Smtp Tab POP3 Tab Internet Fax Tab Wireless Tab Wireless LAN directly, select Ad-Hoc Enter the Ssid of the access pointCommunication Mode Select the mode to connect Connections are configured WEP Key IPsec Policy List Tab Configuring the IPsec SettingsIPsec Global Settings Tab IKE Settings IP Policy Settings DescriptionIf this setting is left blank, 32 IPv4 or 128 IPv6 will be Any subsequent policies will be renumbered accordingly Gateways such as VPN devices Authentication and data encryptionWe recommend this type for communication between security Only IKE Diffie-Hellman Prints a list of scan destinations List Sent, or forwardedPrints a list of Quick Dial entries Scanner Journal Reset Settings Tab Configuring the Administrator SettingsAdministrator Tab Backs up settings that are not related to the network Backup Setting TabMenu Settings instead Backs up the IPsec settings to a file Set Date/Time Tab Restore Setting TabRestore Setting Description File to Restore File Energy Saver Mode Tab C252 when using the normal driver PCL6 ModePCL6 Mode Description Maintaining the Machine Replacing the Print Cartridge 274 275 Remove the protective cover from the print cartridge 276 DAC064 Replacing the Waste Toner Bottle Slide both levers on the front cover forward 279 280 281 Close the bottle capLeave the bottle cap open Push in the waste toner bottle until it clicks 282 When it stops, push on the Push mark until it clicks Replacing the Intermediate Transfer Unit Replacing the Fusing Unit and Transfer RollerReplacing a Component 285 Slide the toner density sensor lever once to the left Cleaning the Toner Density SensorRemove the rearmost print cartridge Carefully insert the print cartridge removed in vertically 287 Cleaning the Friction Pad and Paper Feed Roller Wipe the friction pad with a damp cloth 289 Maintaining the Machine Cleaning the Registration Roller and Paper Tray Wipe the inside of the paper tray with a cloth 292 DAC085 Cleaning the ADF Cleaning the Exposure Glass and ADFCleaning the Exposure Glass Following procedure describes how to clean the ADF Removing Paper Jams Removing Printing Jams If paper jams inside the fusing unit Do not touch the fusing unit 296 Pull the paper downward to remove it. Do not pull it upward 297 298 Pull up the fusing unit leversIf paper jams inside a tray 299 Do not touch the fusing unitPull out the jammed paper carefully If paper jams inside the transfer unit 300 Removing Scanning Jams If you cannot find the jammed paper, look inside the machine Be careful not to pull the original too hard, as it may rip Open the ADF coverGently pull the jammed paper to remove it Close the ADF cover and the cover of the input tray for ADF Close the ADF 303 Common Problems Adjust the volume of the beep Paper Feed Problems Only add paper when there is none left in the tray Problem SolutionCleaning the Registration Roller and Paper Tray Guides, adjust the paper guides to remove the gaps Pages Adjust the paper guides to remove the gaps 308 Print Quality Problems Checking the Condition of the Machine Checking the printer driver settings Lines 311 Printer Problems When You Cannot Print Properly There is a considerable delay Problem Solution Locked Print file is canceledLower setting for Gradation in Print Quality. For Between the print start command Configured in the application Changing the settings with printer driver may help toCheck that the page layout settings are properly Job From the color on the computers See page 209 System SettingsSales or service representative Tab in the printer drivers dialog box When You Cannot Print Clearly All the print cartridges again Service representativeFor details, see page 209 System Settings Horizontal lines appear on Black gradation is not natural Only when using PostScript Problem Solution White spots appearCome out clean Dirty with paper dust if you use paper other than standard When Paper Is Not Fed Properly Other Printing Problems Copier Problems When You Cannot Make Clear Copies When You Cannot Make Copies as Wanted When Scanning Is Not Done As Expected Scanner ProblemsWhen You Cannot Browse the Network to Send a Scan File Transmission Fax ProblemsWhen You Cannot Send or Receive Fax Messages As Wanted Reception Printing When an Error Is Notified via a Report or E-mail When a report is printed from the machine When an error notification E-mail is received Error notification e-mail Error Code Fax at a lower resolution Load valid size paper in the tray, and configurePaper size settings under Tray Paper Settings 2XXX32 to An error occurred while receiving a fax 253 Configuring the Network Settings Error Code Solution 3XXX11Check if the network settings such as the IP address No double-byte character is used. See 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 4XXX43Lower resolution Tiff file Error and Status Messages on the Screen Copy Performed because the tray 215 Tray Paper SettingsOpen Frt. Cvr. then Fusing unit levers are not Other than the bypass tray Press JobReset to cancel the job Using the A4, Letter, or Legal sizeMode in Duplex/Combine under Calls using the telephone. If you Access the USB flash disk Properly Failed to Create File Check that Pstn / PBX in AdminUse. See page 228 Administrator Button you pressed If using the PCL printer driver, set Canceled depending onWhen performing printing Print file Faxes, or send at a lower resolution Paper exit area Paper Feed Problems Misfeed Tray Message Causes Solutions Misfeed Dup. UnitPaper tray Paper Feed Problems Misfeed Stnd. Tray Tray 1 paper input area Paper Feed Problems Misfeed Tray Reconnect the Ethernet cable properly Message Causes Solutions RX Comm. ErrorSee page 215 Tray Paper Settings Then try the operation again Perform sort copying Setting Error Specifying the Scan SettingsCancelled Reinstall the waste toner bottle. See Removed before the operation Message Causes Solutions Unsupported USBFile system was used USB Disconnected Could be completed Display USB Memory Appendix Available Functions Appendix Transmission Using IPsec Encryption and Authentication by IPsec Security Association Encryption Key Exchange Settings Configuration Flow Specifying Encryption Key Exchange Settings Click OK twice Specifying IPsec Settings on the ComputerIf the settings are not displayed, click Add Transmission Using IPsec Click OK, and then click Next Click Finish Enabling and Disabling IPsec Using the Control PanelNew IP security policy IPsec settings is specified 351 Be sure to check the following points Moving and Transporting the MachineDisposal Where to Inquire Consumables Print Cartridge Consumables Waste Toner Bottle This section lists the machines specifications Specifications of the MachineGeneral Function Specifications Energy Saver mode 358 Printer Function Specifications Network protocol TCP/IP, IPP, Bonjour Copier Function SpecificationsMaximum resolution scanning and printing Scanner Function Specifications Fax Function Specifications Fax transmission and reception Reception Internet Fax transmission and receptionQuick dial 20 items Number of redials for Fax Mail format 363 Format MIME, Base64 Paper capacity Sheets Paper size Specifications of OptionsPaper Feed Unit TK1010 Iperf Copyright Information about Installed ApplicationsExpat WPA Supplicant 368 Trademarks Product names of Windows 8 are as follows 369 Appendix Index 372 154 373 374 375 376 Page EN GB EN US M204-8611