Registering Fax Destinations | Ricoh SP C252SF, SP C250SF manual

6. Sending and Receiving a Fax

Registering Fax Destinations

This section explains 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. For details about creating backup files, see page 269 "Backup Setting Tab".

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 from the Address Book. Press the [Address Book] key, and then select the desired entry using the [] or [] key.

Registering Fax Destinations Using the Control Panel

1.Press the [User Tools] key.

DAC509

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

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Ricoh SP C252SF, SP C250SF operating instructions Registering Fax Destinations Using the Control Panel

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 About IP Address List of OptionUser Restriction 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 Energy Saver mode Energy Star ProgramSaving Energy 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 Installing Option This section explains how to install optionsAttaching Paper Feed Unit 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 Sending it PrintingInternet Fax transmission Received fax into Machines memoryFax immediate transmission 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 Configuring Network Settings Configuring the IP Address SettingsTurn on the machine Press the User Tools key Assigning the machines IPv4 address manually Specifying settings to receive an IPv6 address automatically Assigning the machines IPv6 address manually Sharing the Printer on a Network On the Start menu, click Devices and PrintersClick Apply 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 Onto Approximately half that of middle thick paperPaper thicker than 160 g/m2 cannot be printed onto Half that of middle thick paper Print cartridges photo conductor unitSupported paper tray Tray 1 and bypass tray 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 Loading Paper into Bypass Tray Follow Steps 3 to 7 in Loading Paper into Tray1Insert the top edge of the paper into the machine 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 This section explains how to specify the paper type Specifying the paper typeSpecifying the standard paper size This section explains how to specify a custom paper size Specifying a custom paper size Loading Paper 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 Placing Originals in the Auto Document FeederLower the ADF DAC019 Canceling a Print Job This section explains the basic printing procedureBasic Operation 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 Deleting a Locked Print file Press DeleteLocked Print file is deleted 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 Copying Both Sides of an ID Card onto One Side of Paper Copying an ID CardPress the ID Card Copy key 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 Setting Description File Format Color/Gray Required Support multiple pages in a documentSpecified shared folder exists This section explains how to delete registered destinations Modifying Scan DestinationsDeleting Scan Destinations Scan to E-mail/FTP/Folder Press the Scanner key Press the Address Book key Press the B&W Start key or the Color Start keyIf you see this screen, proceed to the next step DAC516 Basic Operation for Scan to USB You can press the Clear/Stop key to clear the destination Insert your USB flash disk into the USB flash disk port Place the original on the exposure glass or in the ADFTo scan in black and white, press the B&W Start key 133 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 Registering Fax Destinations Using Web Image Monitor Modifying or deleting fax destinationsFax number and fax name registered for that number appear 228 Administrator Settings Speed Dial Number Dial or Speed Dial destinationFax Number Required 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 Selecting Transmission Mode Sending a FaxPress the Facsimile key, and then press the or key Internet Fax Transmission Basic Operation for Sending a Fax Press the Facsimile key Press the B&W Start key Canceling a Transmission This section explains how to cancel a fax transmission 157Machine can store up to 5 unsent fax jobs Canceling a Transmission Before the Original Is Scanned Canceling a Transmission While the Original Is Being Scanned Press Del File Press the orOK key 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 Press the On Hook Dial key On Hook appears on the screen165 Sending a fax after a conversation Press TX, and then press the B&W Start key166 Specifying the Scan Settings Adjusting image densitySpecifying the resolution Press the Image Quality key Using the Fax Function from a Computer LAN- Fax Basic Operation for Sending Faxes from a ComputerEdit the cover sheet as necessary, and then click OK 169 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 Receiving a fax in FAX/TEL Manual mode Receiving a fax in Fax Only mode177 Receiving a fax in FAX/TEL Automatic mode Receiving a fax in FAX/TAD mode178 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 Configuring the forwarding conditions Enter the start time and the end time, and press the OK key183 Configuring the storing conditions Printing Out Faxes Stored in MemoryEnter the start time and the end time 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 Printing the Configuration Printing Lists/ReportsTypes of 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 Magenta Using the printer function Yellow Using the printer function239 Machine Information Tab Configuring the System Settings Sound Volume Adjustment TabTray Paper Settings 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 Configuring the IPsec Settings IPsec Global Settings TabIPsec Policy List 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 Configuring the Administrator Settings Administrator TabReset Settings 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 PCL6 Mode PCL6 Mode DescriptionC252 when using the normal driver 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 Close the bottle cap Leave the bottle cap open281 Push in the waste toner bottle until it clicks 282 When it stops, push on the Push mark until it clicks Replacing the Fusing Unit and Transfer Roller Replacing a ComponentReplacing the Intermediate Transfer Unit 285 Cleaning the Toner Density Sensor Remove the rearmost print cartridgeSlide the toner density sensor lever once to the left 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 Pull up the fusing unit levers If paper jams inside a tray298 Do not touch the fusing unit Pull out the jammed paper carefully299 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 Scanner Problems When You Cannot Browse the Network to Send a Scan FileWhen Scanning Is Not Done As Expected Fax Problems When You Cannot Send or Receive Fax Messages As WantedTransmission 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 Specifying IPsec Settings on the Computer If the settings are not displayed, click AddClick OK twice Transmission Using IPsec Enabling and Disabling IPsec Using the Control Panel New IP security policy IPsec settings is specifiedClick OK, and then click Next Click Finish 351 Moving and Transporting the Machine DisposalBe sure to check the following points Where to Inquire Consumables Print Cartridge Consumables Waste Toner Bottle Specifications of the Machine General Function SpecificationsThis section lists the machines specifications Energy Saver mode 358 Printer Function Specifications Copier Function Specifications Maximum resolution scanning and printingNetwork protocol TCP/IP, IPP, Bonjour 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 Specifications of Options Paper Feed Unit TK1010Paper capacity Sheets Paper size Copyright Information about Installed Applications ExpatIperf 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