6. Sending and Receiving a Fax

Fax Mode Screen

Standby mode screen

• First line

Displays the current month and date.

• Second line

Displays the current resolution settings and time.

Settings that can be specified for the current job

By pressing the [ ] or [ ] key in the Standby mode screen, you can specify the following settings for the current job.

• Resolution

• Density

• The start-up mode can be specified in the [Function Priority] setting under [System Settings].

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Setting the Date and Time

1.

Press the [User Tools] key.

2.

Press the [ ] or [ ] key to select [System Settings], and then press the [OK] key.

3.

Press the [ ] or [ ] key to select [Set Date/Time], and then press the [OK] key.

4.

Press the [ ] or [ ] key to select [Set Date], and then press the [OK] key.

5.

Enter the current year using the number keys, and then press the [OK] key.

6.

Enter the current month using the number keys, and then press the [OK] key.

7.

Enter the current day using the number keys, and then press the [OK] key.

8.

Press the [ ] or [ ] key to select date format, and then press the [OK] key.

9.

Press the [ ] key.

10.

Press the [ ] or [ ] key to select [Set Time], and then press the [OK] key.

11.

Press the [ ] or [ ] key to select the time format, and then press the [OK] key.

If you have selected [24 hours], proceed to Step 13.

12.

Press the [ ] or [ ] key to select [AM] or [PM], and then press the [OK] key.

13.

Enter the current hour using the number keys, and then press the [OK] key.

14.

Enter the current minute using the number keys, and then press the [OK] key.

15.

Press the [User Tools] key to return to the initial screen.

Entering Characters

Entering Characters

To enter characters, use keys as follows:

To enter a digit

Press a number key.

To delete a character

Press the [ ] key for one second.

To enter a fax number

• To enter a number

Use the number keys.

• To enter characters other than digits

" ": Press the [ ] key.

" ": Press the [ ] key.

"P"(Pause): Press the [ID Card Copy/On Hook Dial] key.

To enter a name

Letters, numbers, and symbols can be entered using the number keys.

To enter two characters that use the same number key successively, press the [ ] key after entering the first character.

Space: Press the [ ] key for one second.

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Registering Fax Destinations

This section describes how to register fax destinations in the Address Book using the control panel.

The Address Book can also be edited using Smart Organizing Monitor. For details, see the Smart

Organizing Monitor Help.

• The Address Book data may become damaged or lost unexpectedly. The manufacturer shall not be held responsible for any damages resulting from such data loss.

Registering Fax Destinations

1.

Press the [User Tools] key.

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2.

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

3.

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

4.

Press the [ ] or [ ] key to select the Speed Dial number, and then press the [OK] key.

5.

Enter the fax number using the number keys, and then press the [OK] key.

6.

Enter the fax name using the number keys, and then press the [OK] key.

7.

Press the [User Tools] key to return to the initial screen.

Registering Fax Destinations

Modifying or Deleting Fax Destinations

1.

Press the [User Tools] key.

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2.

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

3.

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

4.

Press the [ ] or [ ] key to select the Speed Dial number, and then press the [OK] key.

5.

Modify the fax number using the [ ], [ ], and number keys, and then press the [OK] key.

To delete the fax destination, use the [ ] key to delete all numbers, and then press the [OK] key.

Proceed to Step 7.

6.

Modify the fax name using the [ ], [ ], and number keys, and then press the [OK] key.

7.

Press the [User Tools] key to return to the initial screen.

Configuring Fax Destinations Using Smart Organizing Monitor

1.

On the [Start] menu, click [All Programs].

2.

Click [Smart Organizing Monitor for SP xxx Series].

3.

Click [Smart Organizing Monitor for SP xxx Series Status].

4.

If the machine you are using is not selected, click [Select Device...], and then select the machine's model.

5.

Click [OK].

6.

On the [User Tool] tab, click [Printer Configuration].

7.

Click the [Fax] tab.

8.

To add a fax destination, specify [No.: (00 to 99)], [Destination:], and [Fax Number:], and then click [Apply] in the [Speed Dial] area.

9.

To modify a fax destination, select the destination in [Speed Dial Destination List:], and then modify [Destination:] or [Fax Number:]. To apply the changes, click [Apply] in the

[Speed Dial] area.

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10.

To delete a fax destination, select the destination in [Speed Dial Destination List:], and then click [Delete].

11.

Click [Apply] located in the lower part of the window.

12.

Click [OK].

13.

Click [Close].

Sending a Fax

Sending a Fax

• It is recommended that you call the receiver to inquire if they received the fax you send important documents.

A fax number can contain 0 to 9, pause, " ", and " ".

If necessary, insert a pause in the fax number. The machine pauses briefly before it dials the digits following the pause. You can specify the length of the pause time in the [Pause Time] setting under fax transmission settings.

To use tone services on a pulse-dialing line, insert " " in the fax number. " " switches the dialing mode from pulse to tone temporarily.

If the machine is connected to a telephone network through a PBX, be sure to enter the outside line access number specified in [PBX Access Number] before the fax number.

• No separator characters or spaces can be entered before the fax number.

Selecting Transmission Mode

There are two transmission modes: Memory Transmission and Immediate Transmission.

Memory Transmission

In this mode, the machine scans several originals into memory and sends them all at once. This is convenient when you are in a hurry and want to take the document away from the machine. In this mode, you can send a fax to multiple destinations.

In Memory Transmission mode, a single job can contain up to 10 pages, and the maximum of 5 jobs (include PC Fax and network scanner jobs) can be stored in the machine.

Immediate Transmission

In this mode, the machine scans the original and faxes it simultaneously, without storing it in memory. This is convenient when you want to send an original quickly. In this mode, you can only specify one destination.

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6. Sending and Receiving a Fax

1.

Press the [User Tools] key.

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2.

Press the [ ] or [ ] key to select [Fax Features], and then press the [OK] key.

3.

Press the [ ] or [ ] key to select [TX Settings], and then press the [OK] key.

4.

Press the [ ] or [ ] key to select [Immediate TX], and then press the [OK] key.

5.

Press the [ ] or [ ] key to select [Off], [On], or [Next Fax Only], and then press the [OK] key.

For Memory Transmission, select [Off].

For Immediate Transmission, select [On] or [Next Fax Only].

6.

Press the [User Tools] key to return to the initial screen.

Basic Operation for Sending a Fax

1.

Press the [Facsimile] key.

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2.

Place the original on the exposure glass or in the ADF.

3.

Enter the fax number using the number keys.

If the machine is connected to a telephone network through a PBX, be sure to enter the outside line access number specified in [PBX Access Number] before the fax number.

Sending a Fax

4.

Press the [Start] key.

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Depending on the machine's settings, you may be prompted to enter the fax number again if you manually entered the destination fax number. If the fax numbers do not match, go back to Step 3.

When you place original on the exposure glass and Memory Transmission mode is enabled, perform the following steps to scan the subsequent pages of the original.

5.

If you have more originals to scan, press the [1] key within 60 seconds, place the next original on the exposure glass, and then press the [OK] key. Repeat this step until all originals are scanned.

6.

When all originals have been scanned, press the [2] key to start sending the fax.

• When using the exposure glass for Immediate Transmission, you can only send one page at a time.

• If Memory Transmission mode is enabled, the machine's memory may become full while scanning the originals. If this happens, the screen prompts you to cancel the transmission or to send only the pages that have been scanned successfully.

Canceling a fax

Follow the procedure below to cancel sending a fax.

When in Memory Transmission mode

If you cancel sending a fax while the machine is scanning the original, the machine will not send the document.

If you cancel sending a fax during transmission, the fax transmission process is canceled immediately. In this case, an error is displayed on the other party's machine.

When in Immediate Transmission mode

If you cancel sending a fax while the machine is scanning the original, the fax transmission process is canceled immediately. In this case, an error is displayed on the other party's machine.

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1.

Press the [Stop/Clear] key.

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2.

Press the [1] key.

To cancel sending a fax, press the [1] key (1: Yes). To continue sending a fax, press the [2] key (2:

No).

• If you cancel sending a fax while broadcasting, only the fax to the current destination is canceled.

The fax will be sent to the subsequent destinations as normal.

• Using [Del. TX Standby File] in [Fax Features], you can delete files waiting to be sent. Select [Delete

File] to delete the corresponding file. You can also delete a file currently being sent. Select [Delete

All Files] to delete all files waiting to be sent. This will not affect the file currently being sent.

Specifying the Fax Destination

Other than entering the destination fax number using the number keys, you can specify destinations using the following functions:

• Using Speed Dial

• Using the Redial function

• Using the Broadcast function

Sending a Fax

Specifying the destination using Speed Dial

1.

Press the [Facsimile] key.

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2.

Place the original on the exposure glass or in the ADF.

3.

Press the [Speed Dial] key.

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4.

Enter the Speed Dial number using the number keys, and then press the [OK] key.

5.

Press the [Start] key.

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When you place original on the exposure glass and Memory Transmission mode is enabled, perform the following steps to scan the subsequent pages of the original.

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6.

If you have more originals to scan, press the [1] key within 60 seconds, place the next original on the exposure glass, and then press the [OK] key. Repeat this step until all originals are scanned.

7.

When all originals have been scanned, press the [2] key to start sending the fax.

Specifying the destination using the redial function

This function saves time when you are sending to the same destination repeatedly, as you do not have to enter the destination each time.

1.

Press the [Facsimile] key.

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2.

Place the original on the exposure glass or in the ADF.

3.

Press the [ ] or [ ] key to select [Redial], and then press the [OK] key.

4.

Press the [Start] key.

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Specifying the destination using the broadcast function

You can send a fax to multiple destinations simultaneously.

1.

Press the [Facsimile] key.

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2.

Place the original on the exposure glass or in the ADF.

3.

Add a destination by using one of the following methods:

To add a Speed Dial destination

1. Press the [Speed Dial] key.

Sending a Fax

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2. Select a destination using the number keys, and then press the [OK] key.

3. Press the [OK] key.

To add a manually-specified destination

1. Enter the destination fax number using the number keys.

2. Press the [OK] key.

4.

Go back to Step 3 to add further destinations.

5.

Press the [Start] key.

Useful Sending Functions

You can check the status of the other party's machine easily before sending a fax by using the On Hook

Dial function. If you have an extra telephone, you can talk and send a fax in one call.

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Sending a fax using On Hook Dial

The On Hook Dial function allows you to check the destination's status while listening to the tone from the internal speaker. This function is useful when you want to ensure that the fax will be received.

• To send faxes using the exposure glass, be sure to first remove any originals loaded in the ADF.

1.

Press the [Facsimile] key.

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2.

Place the original on the exposure glass or in the ADF.

3.

Press the [ID Card Copy/On Hook Dial] key.

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4.

Add a destination by using one of the following methods:

To add a Speed Dial destination

1. Press the [Speed Dial] key.

Sending a Fax

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2. Select a destination using the number keys, and then press the [OK] key.

To add a manually-specified destination

1. Enter the destination fax number using the number keys.

5.

If you hear a high pitched tone, press the [Start] key.

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6.

If the original is placed on the exposure glass, press the [1] key (1: TX).

Sending a fax after a conversation

An external telephone or handset allows you to send a fax after finishing your conversation, without having to disconnect and redial. This function is useful when you want to ensure that the fax will be received.

• To send faxes using the exposure glass, be sure to first remove any originals loaded in the ADF.

1.

Place the original.

2.

Pick up the handset of the external telephone.

3.

Specify the destination using the external telephone.

4.

When the other party answers, ask them to press their fax start button.

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6. Sending and Receiving a Fax

5.

Press the [Start] key.

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6.

If the original is placed on the exposure glass, press the [1] key (1: TX).

7.

Replace the handset.

Specifying the Scan Settings

Adjusting image density

There are five image density levels. The darker the density level, the darker the printout.

1.

Press the [Facsimile] key.

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2.

Press the [ ] or [ ] key in the standby mode screen to select [Density], and then press the

[OK] key.

3.

Press the [ ] or [ ] key to select the density level or [Erase Background], and then press the [OK] key.

4.

Press the [ ] key to return to the initial screen.

• To apply the specified setting to all jobs, not just the current one, specify [Density] in [Fax Features].

Sending a Fax

Specifying the resolution

Standard

Select this when the original is a printed or typewritten document with normal-sized characters.

Detail

Select this when the original is a document with small print.

Photo

Select this when the original contains images such as photographs or shaded drawings.

1.

Press the [Facsimile] key.

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2.

Press the [ ] or [ ] key in the standby mode screen to select [Resolution], and then press the [OK] key.

3.

Press the [ ] or [ ] key to select the resolution settings, and then press the [OK] key.

4.

Press the [ ] key to return to the initial screen.

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Using the Fax Function from a Computer (PC

FAX)

This section describes how to use the fax function of the machine from a computer.

You can send a document directly from a computer through this machine to another fax machine, without printing the document.

Basic Operation for Sending Faxes from a Computer

This section describes the basic operation for sending faxes from a computer.

You can select a destination from the PC FAX address book or enter a fax number manually. You can send faxes to up to 100 destinations at one time. (However, if [Attach a Cover Sheet] on the [Cover

Sheet] tab is checked and [Use Address Book] in the [To:] list is selected, you can send faxes to up to five destinations at a time.)

The procedure in this section is an example based on Windows 7.

• Using PC FAX, you can send up to ten pages (including the cover sheet) at a time.

1.

Open the file you want to send.

2.

On the [File] menu, click [Print...].

3.

Select the PC FAX driver as the printer, and then click [Print].

4.

Specify a destination.

• To specify a destination from the PC FAX address book:

You can click the [Address Book] tab and select from three previously-used address books in the [Address Book File Path:] list. Also, you can click [Browse...] to download the address book (CSV file). Select a destination in the [Address List:], and then click [Set as Destination].

Repeat this step to add more destinations.

• To enter a fax number directly:

Click the [Specify Destination] tab, and enter a fax number (up to 40 digits) in [Fax Number:], and then click [Set as Destination].

Repeat this step to add more destinations.

5.

If you want to attach a fax cover sheet, click [Cover Sheet] tab.

6.

Click [Send].

• For details, see the PC FAX driver Help.

Using the Fax Function from a Computer (PC FAX)

• A fax number can contain 0 to 9, "P" (pause), "T" (tone), " ", and " ".

• To use tone services on a pulse-dialing line, insert "T" in a fax number. "T" switches the dialing mode from pulse to tone temporarily.

• To delete an entered destination, select the destination in [List of Destinations:], and then click

[Delete from List].

Canceling a fax

You can cancel sending a fax using either the machine's control panel or your computer, depending on the status of the job.

Canceling while the machine is receiving a fax from the computer

If the machine is shared by multiple computers through a print server, be careful not to cancel another user's fax.

1.

Double-click the printer icon on the task bar of your computer.

2.

Select the print job you want to cancel, click the [Document] menu, and then click

[Cancel].

Canceling a fax using the control panel

Cancel the fax using the control panel.

1.

Press the [Facsimile] key.

2.

Press the [Stop/Clear] key.

3.

Press the [1] key.

To cancel sending a fax, press the [1] key (1: Yes). To continue sending a fax, press the [2] key (2: No).

Configuring Transmission Settings

This section describes how to configure transmission settings in the PC FAX driver's properties.

Properties are set separately for each application.

1.

On the [File] menu, click [Print...].

2.

Select the PC Fax driver as the printer, and then click a button such as [Preferences].

PC FAX driver properties dialog box appears.

3.

Configure settings as necessary, and then click [OK].

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Configuring the PC FAX Address Book

This section describes the PC FAX address book. Configure the PC FAX address book on the computer.

The PC FAX address book allows you to specify PC FAX destinations quickly and easily.

The PC FAX address book can contain up to 100 entries, including individual destinations and groups of destinations.

Opening the PC FAX address book

This section describes how to open the PC FAX address book.

1.

On the [Start] menu, click [Devices and Printers].

2.

Right-click the PC FAX driver icon, and then click [Printing Preferences...].

3.

Click [Edit Address Book...].

Registering destinations

This section describes how to register destinations in the PC FAX address book.

1.

Open the PC FAX address book.

2.

Enter the destination information.

You must enter a contact name and fax number.

3.

Click [Add].

The destination is added to the destination list.

To change the registered information, select the destination you want to change, and then change the information. After this, click [Update].

4.

Click [OK].

5.

If you make changes to a destination, a confirmation message appears. To save the changes, click [Yes].

Registering groups

This section describes how to register groups of destinations.

A group can contain up to 100 individual destinations.

1.

Open the PC FAX address book.

2.

Click [Edit Group...].

3.

Click [New...].

Using the Fax Function from a Computer (PC FAX)

4.

Enter the group name, and then click [OK].

Select the destination you want to include in the group from the [Address List:] area, and then click

[Add to Group].

To delete a destination from a group, select the destination you want to delete from [Group

Members List:], and then click [Delete Member].

5.

Click [OK].

6.

Click [OK].

7.

If you make changes to a destination, a confirmation message appears. To save the changes, click [Yes].

Editing a Fax Cover Sheet

This section describes how to edit a fax cover sheet in the PC FAX driver's properties.

1.

On the [File] menu, click [Print...].

2.

Select the PC FAX driver as the printer, and then click [Print].

3.

Click [Cover Sheet] tab.

4.

Configure settings as necessary.

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Receiving a Fax

• When receiving an important fax, we recommend you check the contents of the received fax with the sender.

• The maximum number of fax pages that can be received and stored in the machine’s memory is

100 pages (50 jobs).

• An external telephone is required to use this machine as a telephone.

• You can also use the handset as an external telephone.

• Only A4, Letter, or Legal size paper can be used for printing faxes.

• This function cannot be available with the bypass tray.

Selecting Reception Mode

The reception modes are as follows:

When using the machine only as a fax machine

• Auto mode

In this mode, the machine automatically answers all incoming calls in fax reception mode.

When using the machine with an external phone

• Manual mode

In this mode, you must answer calls with an external telephone. If a call is a fax call, you have to start the fax reception manually.

• Auto mode

In this mode, the machine automatically answers all incoming calls in fax reception mode.

You can answer the call before the machine switches to the fax reception mode by picking up the external phone's handset while the phone is ringing. If you hear a fax calling tone or no sound, receive the fax manually.

Receiving a Fax

1.

Press the [User Tools] key.

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2.

Press the [ ] or [ ] keys to select [Fax Features], and then press the [OK] key.

3.

Press the [ ] or [ ] keys to select [RX Settings], and then press the [OK] key.

4.

Press the [ ] or [ ] keys to select [Switch RX Mode], and then press the [OK] key.

5.

Press the [ ] or [ ] keys to select the reception mode, and then press the [OK] key.

6.

Press the [User Tools] key to return to the initial screen.

Receiving a fax in Manual mode

• To receive faxes, be sure to first remove any originals loaded in the ADF.

1.

Pick up the handset of the external telephone to answer the call.

2.

When you hear a fax calling tone or no sound, switch to fax mode using the [Facsimile] key, and then press the [Start] key.

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3.

Press the [3] key.

To receive a fax, press the [3] key. (3: RX)

4.

Replace the handset.

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Receiving a fax in Auto mode

When the reception mode is set to Auto mode, the machine automatically answers all incoming calls in fax reception mode.

• You can specify the number of times the external phone rings before the machine starts to receive a fax in the [Number of Rings] setting under [Fax Features].

• You can answer the call before the machine switches to the fax reception mode by picking up the external phone's handset while the phone is ringing. If you hear a fax calling tone or no sound, receive the fax manually.

Lists/Reports Related to Fax

Lists/Reports Related to Fax

The lists and reports related to the fax function are as follow:

• Fax Journal

Prints a fax transmission and reception journal for the last 100 jobs.

• TX Status Report

Prints out the latest Transmission result.

• TX Standby File List

Prints a list of unsent fax jobs remaining in the machine's memory.

• Power Failure Report

Prints a report when the machine's power has been interrupted while sending or receiving a fax, or images stored in the machine's memory have been lost due to the machine being turned off for a prolonged period of time.

• Fax Speed Dial List

Prints a list of Speed Dial entries.

• PC FAX Error Report

Prints any errors that occur during transmission of jobs from the computer to the machine.

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