FACSIMILE
OKIFAX Handbook
OKIFAX5400
Copyright 1999 by Okidata. All Rights Reserved First Edition June
Introduction
Contents
Installation
Getting to Know Your Fax Machine
Basic Faxing Operations
Using Your Fax with Your Computer
Setting Basic Features
Copying
Programming Your Speed Dial Directory
Sending a Fax to Multiple Locations
Sending A Fax to a Group
Reports
Working with Dual Access
Advanced Operations
Problem Solving
8 Handbook
Security
Dial Parameter Settings
Safety
Service and Support
User Function Settings
Introduction
Features
Product Options
12 Handbook
For Your Safety Installation Hints
Installation
What You Should Receive
Where to Install Your Fax Machine
Getting Started
Unpacking
in case you ever need to ship or transport the unit
Attaching the Document Stacker
16 Handbook
Removing the Protective Sheet
1 Lift up the document table
3 Take out the image drum cartridge
Installing the Toner Cartridge
18 Handbook
4 Push the lever forward to secure the cartridge
6 Close the document table
If toner is inhaled
Toner Cartridge and Image Drum Unit Handling
Emergency First Aid
If toner is swallowed
Loading Paper
readjust the guides for a snug-but not tight-fit
approved
Connecting the Telephone Line
Connecting an External Telephone or Answering Machine
Connecting The External Handset Option
both an external handset and an answering machine
Connecting Power
FCC Telephone Consumer Protection Act
Programming Required Information
TSI/CSI
Date and Time
Fax Identification
Sender ID
NO=TSI/CSI, ID=SENDER ID
To Program Your Fax ID
1FUNC. PROGRAMMING
4SYSTEM DATA PRG
Enter up to 20 characters
NO=CALL BACK NO
Use the 14/Space One Touch key to enter spaces
8 Press the Start key to save your entry. The display shows
1 One Touch Keypad
Getting to Know Your Fax Machine
Component Identification
Front of the Unit
6 Paper Tray
7 Power Switch
5 AC Power Inlet
Back of the Unit
2 Toner Cartridge
Locating the Serial Number
Inside the Unit
1 Image Drum Cartridge
32 Handbook
Control Panel Keys and Indicators
4 Search key
1 Display Panel
2 Copy key
3 Hyphen key
10 One Touch keypad
7 Auto Dial key
8 Redial key
9 Hook/V. Request key
13 */Tone key
15 Transmit Resolution/Yes key
17 Alarm indicator
12 Numeric keypad
21 Space key
18 Stop key
19 Start key
20 Plus key
The Speed Dial One Touch Keypad
Using the One Touch Keys for Dialing
Using the One Touch Keys for Selecting Functions and Programming
1/Delayed TX key
6/Report Print key
3/Confidential TX key
4/Relay Initiate TX key
5/Polling key
10/Message Print From Memory key
Signal Tones
40 Handbook
Dual Access
Connect to Your Computer
Using Your Fax with Your Computer
6 Select Function key 7 Auto Dial key 8 Redial key
Setting Basic Features
Control Panel Keys and Indicators
1 Display Panel 2 Copy key 3 Hyphen key 4 Search key 5 Auto Rec key
Navigating Programming Levels
Viewing Your Current Settings
User Function Settings
04 IMAGE IN MCF
01 MCFSINGLE-LOC
02 MCFMULTI-LOC
03 ERR REPORT MCF
10 T/F TIMER PROG
06 MONITOR VOLUME
07 BUZZER VOLUME
09 TX MODE DEFAULT
11 RING RESPONSE
need to hear the ring, change to one of the other settings
You must have your local telephone carrier’s Distinctive Ring service
Setting Distinctive Ring
13 1’ST PAPER SIZE
Using the OTHER setting, with MFP Option installed
again from Step
16 INCOMING RING
as you are finished. Otherwise you cannot receive faxes
14 2’ND PAPER SIZE
15 USER LANGUAGE
19 NOT USED 20 ECM FUNCTION
18 MEM./FEEDER SW
FEEDER TX YESLOC. NO→
BROADCAST/MEMORY TX YESLOC./# NO→
50 Handbook
22 PC/FAX SWITCH
21 REMOTE DIAGNOSIS
23 ONE TOUCH PARAM
3 DIAL TONE DETECT
Dial Parameter Settings
1 REDIAL TRIES
2 REDIAL INTERVAL
8 DIAL PREFIX
5 MFTONE/DP PULSE
6 PBX LINE
7 AUTO START
3 TIME/DATE PRINT
Service Function Settings
1 LONG DOC. SCAN
2 MDY/DMY
Changing the Language
Answering Mode
Setting the Answering Mode
Manual Receive Mode TEL
Changing the Answering Mode
Answering Mode Options
Auto Receive Mode FAX
TAD is Telephone Answering Device / Fax Automatic Switch Mode
Distinctive Ring User Function
Incoming Call Parameters
Ring Response User Function
Incoming Ring User Function
58 Handbook
display shows RESULT=NG. Follow the instructions again from Step
Remote Receive User Function
PC/Fax Switch MFP Option User Function
Monitor Volume User Function
Buzzer Volume User Function
Second Paper Size User Function
Paper Size Settings
Connecting to a PBX
First Paper Size User Function
four times. Then skip to Step
Document Size
Basic Faxing Operations
Preparing Documents for Faxing
Guidelines
Loading Documents
Multiple Page Documents
Sending a Fax to a Single Location
To dial using an Auto Dial number
To dial using the numeric keypad
3 If necessary, press the Start key to begin the transmission
To dial using an external telephone
Confirming Results
Search Key Dialing
Redialing
Real-Time Dialing
Shortcut Fax Number Programming
Stopping a Transmission
Receiving Faxes Manually
Receiving Faxes
Receiving Faxes in Memory
WARNING You cannot identify which message you are erasing
Canceling Messages Stored in Memory
Rejecting Unsolicited Junk Fax Messages Closed Network Option
up system that protects stored information for at least one hour
Power Failures and Memory
to use the voice request function
Using Voice Request
Initiating a Voice Request
Answering a Voice Request
Programming One Touch Keys
Programming Your Speed Dial Directory
One Touch Faxing
2 Press the 8/Location Program One Touch key. The display shows
NO=OR LOCATION
1/Delayed TX key
List of One Touch Keys
Using the One Touch Keys for Dialing
Using the One Touch Keys for Selecting Functions and Programming
6/Report Print key
3/Confidential TX key
4/Relay Initiate TX key
5/Polling key
10/Message Print From Memory key
Chain Dialing
Creating a Chain Dial Number
Programming Auto Dial Numbers
Using a Chain Dial Number
Auto Dial Faxing
PRESS OT/AD/SRCH KEY
80 Handbook
AUTO DIAL NO
Making Copies
Quantity and Resolution
Copying
paper will jam
Using the Manual Paper Feeder
Handbook
4 Adjust the paper guides on the feeder
3 Pull the manual paper feeder down until it is horizontal
84 Handbook
Performing a Broadcast Operation
have the MEMORY setting engaged, skip step
Sending a Fax to Multiple Locations Broadcasting
6 Press the Yes key to confirm your selection
Sending A Fax to a Group
What is a Group?
Search
Programming Groups
have the MEMORY setting engaged, skip step
Delete
Sending to a Group
locations directly from the fax machine
What is Relay Faxing?
Relay Faxing
Relay Key Station
Relay Password
include the access digit, if required
Relay Initiating Station
REMOTE LIST NO ENTER
RELAY PASSWORD ENTER
RELAY PASSWORD
Initiating a Relay Broadcast
5 Press the Yes key. The display shows
Sending a Fax at a Later Date and Time
Features and Limitations
Sending a Delayed Fax from the Document Feeder
Advanced Operations
This is the fax unit’s default
Sending a Delayed Fax from the Document Feeder
Sending a Delayed Fax from Memory
96 Handbook
Sending a Delayed Fax from Memory
8 Press the Yes key. The display shows
person who will receive the fax to tell you their mailbox number
Confidential Faxes Security Feature
Canceling a Delayed Transmission
Creating a Personal Confidential Mailbox
A mailbox must be empty before you can modify or delete it
Changing Your Password
mailbox
100 Handbook
messages in the box before you change its password or delete it
A mailbox must be empty before you can modify or delete it
Closing Deleting a Mailbox
messages in the box before you change its password or delete it
102 Handbook
Sending Confidential Faxes
Receiving Confidential Faxes
person who will receive the fax to tell you their mailbox number
mail box
Personal Mailboxes Security Feature
Printing Confidential Messages
will be available
What is Standard Polling?
What is Bulletin Polling?
Polling
Start
To Cancel Polling
Dialing Another Fax Machine to Request Documents Polling Reception
106 Handbook
Fax on Demand Bulletin Polling
Opening a Personal Box for Polling
mailbox
Loading a Document for Polling
What is it?
Transmit Preparation
108 Handbook
Setting the Forwarding Number Call Forwarding
What You Can Do While Receiving a Fax
Working with Dual Access
What You Can Do While Sending a Fax
110 Handbook
What You Can Do While Making Copies
While your unit is making copies, you can
What information does it provide?
Reports
Understanding Reports
Activity Report
Broadcast Confirmation Report MCF
How to Print
How to Interpret
This report does not list messages that were received without errors
What is it?
Broadcast Entry Report
How to Print
How to Interpret
What is it?
Configuration Report
What is It?
Confidential Reception Report
How to Interpret
What Information Does it Provide?
How to Print
116 Handbook
Message Confirmation Report MCF
What is it?
What information does it provide?
How to Print
How to Print
Phone Directory
How to Interpret
What is it?
How to Interpret
Power Outage Report
What is it?
How to Print
Activity Report
Configuration Report
Power Outage Report
Printing Reports
CALLING
Using 6/Report Print One Touch key
Codes Used in Reports
Communication Codes
CANCL
Service Codes
Result Codes
BUSY
Clearing a Document Jam
Problem Solving
Clearing a Paper Jam
4 Pull out any paper you see jammed inside the machine
3 Lift the image drum cartridge out and set it aside
6 Push the paper down until it is under the plastic tabs
Open the document stacker and copy stacker steps 1 and 2 above
Printing a Cleaning Page
Replacing the Toner Cartridge
2 Push in the cover release buttons on the side of the copy stacker until you hear a click. Lift the copy stacker
9 Close the document table
Never expose the image drum unit to direct sunlight
For Your Safety Handling the Toner Cartridge
Working with the Image Drum Cartridge
Cautions
132 Handbook
For Your Safety Handling the Image Drum
The CHANGE DRUM SOON Message
Replacing the Image Drum Cartridge
When to Replace the Image Drum Cartridge
You must replace the toner cartridge when you replace the image drum
4 Remove the protective sheet from the new image drum unit
11 Close the document table
message is on the display
Resetting the Drum Counter
Normal Display
Error Messages
The red Alarm indicator lights when there is an error condition
Display Panel Messages
CONFIRM AND “STOP”
ERROR
COVER OPEN
DOCUMENT JAM
REPLACE PAPER
PRINTER ALARM
PRINTER ALARM 4 FAX PLEASE CONFIRM
NO PAPER
The display is blank
Problem Checklist
Nothing happens when you press the control panel keys
Reading the Print Counters
Make sure the document is not wider than your fax machine can load
A COMMUN. ERROR message indicates any of a number of problems
The image received on your fax machine was very poor
You keep getting reports you do not want
144 Handbook
You set your fax machine for delayed transmission but it did not send
Your fax machine does not answer the phone or receive faxes
Your fax machine disconnected before you could answer a voice request
This type of problem could also be communication related
146 Handbook
23ONE TOUCH PARAM YES OT NO
Upgrading Your Firmware
Firmware
Serial Number of Your Fax Machine
Identifying Your Current Firmware Version
Closed Network Option
Security
Confidential Faxes
Rejecting Unsolicited Junk Fax Messages
To use the closed network function, follow the instructions below
Installation Hints
Safety
Toner Cartridge
Operation and Maintenance
Handling the Consumables
If toner is inhaled
Emergency First Aid
Image Drum Cartridge
If toner is swallowed
Contacting Okidata Customer Support
Service and Support
Your Dealer
Okidata on the Internet
Options
Purchasing Supplies and Options
Supplies
02 MCFMULTI-LOC
User Function Settings
User Function Settings List
01 MCFSINGLE-LOC
05 SENDER ID
06 MONITOR VOLUME
07 BUZZER VOLUME
04 IMAGE IN MCF
11 RING RESPONSE
09 TX MODE DEFAULT
10 T/F TIMER PROG
need to hear the ring, change to one of the other settings
15 USER LANGUAGE
12 DISTINCTIVE RING
13 1’ST PAPER SIZE
14 2’ND PAPER SIZE
19 NOT USED 20 ECM FUNCTION
16 INCOMING RING
17 REMOTE RECEIVE
18 MEM./FEEDER SW
160 Handbook
Changing Your User Function Settings
22 PC/FAX SWITCH
23 ONE TOUCH PARAM
1 REDIAL TRIES
Dial Parameter Settings
Dial Parameter Settings
Dial Parameter Settings List
8 DIAL PREFIX
5 MFTONE/DP PULSE
6 PBX LINE
7 AUTO START
Changing Your Dial Parameter Settings
Service Function Settings List
Service Function Settings
Glossary
CCITT. See ITU-T
Effective printing width. The widest image that can be
Halftone. See Grayscale
Leased line. See Private line
Paper sizes. All are width x length
Receiver ID. See Station ID
REN. See Ringer equivalence number
Station ID. Also called Location ID or Receiver ID
174 Handbook
Index
Codes communication, 121 result
loading, 63-65 multiple page, 63 preparing for faxing
IMAGE IN MCF Incoming call parameters, 57-59 Incoming ring
Off hook alarm tone Okidata customer support, 153-154 One touch
Problem checklist, 140-146 Problem solving, 123-147 Programming
Safety, 150-152 Safety information, 13 Search Search key
Voice request key, 34 Voice request tone
User function settings, 43, 44, 155-160 changing
User language changing User language setting, 48 User program key
Voice request, 72 answering, 72 initiating