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