Ricoh Mp 2501Sp Owner S Manual

2014-07-06

: Ricoh Ricoh-Mp-2501Sp-Owner-S-Manual ricoh-mp-2501sp-owner-s-manual ricoh pdf

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User Guide

What You Can Do with This Machine
Getting Started
Copy
Fax
Print
Scan
Document Server
Web Image Monitor
Adding Paper and Toner
Troubleshooting
Appendix

For information not in this manual, refer to
the HTML/PDF ﬁles on the supplied
CD-ROM.

For safe and correct use, be sure to read the Safety Information in
"Read This First" before using the machine.

TABLE OF CONTENTS
How to Read the Manuals................................................................................................................................. 6
Symbols Used in the Manuals.......................................................................................................................6
Model-Specific Information............................................................................................................................... 7
Names of Major Features.................................................................................................................................. 8

1. What You Can Do with This Machine
Saving Paper.......................................................................................................................................................9
Converting Documents to Electronic Formats Easily......................................................................................10
Registering Destinations...................................................................................................................................11
Operating the Machine More Effectively...................................................................................................... 12
Customizing the [Home] Screen..................................................................................................................... 13
Making Copies Using Various Functions........................................................................................................14
Printing Data Using Various Functions............................................................................................................ 15
Utilizing Stored Documents............................................................................................................................. 16
Sending and Receiving Faxes without Paper.................................................................................................17
Sending and Receiving Faxes via the Internet............................................................................................... 19
Sending and Receiving Faxes by Using the Machine without Fax Unit Installed....................................... 21
Using the Facsimile and the Scanner in a Network Environment.................................................................22
Preventing Information Leakage (Security Functions)....................................................................................23
Monitoring and Setting the Machine Using a Computer..............................................................................24
Preventing Unauthorized Copying................................................................................................................. 25

2. Getting Started
Guide to Names and Functions of Components............................................................................................27
Guide to Components

(mainly Europe and Asia).................................................................27

Guide to Components

(mainly North America).................................................................... 29

Guide to Functions of the Machine's Options................................................................................................32
Guide to Functions of the Machine's External Options

(mainly Europe and Asia)............ 32

Guide to Functions of the Machine's External Options

(mainly North America)................33

Guide to the Names and Functions of the Machine's Control Panel........................................................... 34
Changing the Display Language.................................................................................................................... 37
How to Use the [Home] Screen...................................................................................................................... 38
Adding Icons to the [Home] Screen........................................................................................................... 39
Registering Functions in a Program.................................................................................................................44
Example of Programs...................................................................................................................................46
1

Turning On/Off the Power.............................................................................................................................. 49
Turning On the Main Power........................................................................................................................49
Turning Off the Main Power........................................................................................................................49
When the Authentication Screen Is Displayed...............................................................................................51
User Code Authentication Using the Control Panel.................................................................................. 51
Logging In Using the Control Panel............................................................................................................51
Logging Out Using the Control Panel.........................................................................................................52
Placing Originals..............................................................................................................................................53
Placing Originals on the Exposure Glass

(mainly Europe and Asia).................................. 53

Placing Originals on the Exposure Glass

(mainly North America)......................................53

Placing Originals in the Auto Document Feeder....................................................................................... 54

3. Copy
Basic Procedure................................................................................................................................................57
Reducing or Enlarging Originals.....................................................................................................................59
Preset Reduce/Enlarge............................................................................................................................... 59
Zoom.............................................................................................................................................................60
Auto Reduce/Enlarge................................................................................................................................. 61
Duplex Copying............................................................................................................................................... 63
Specifying the Original and Copy Orientation......................................................................................... 64
Combined Copying......................................................................................................................................... 66
One-Sided Combine................................................................................................................................... 67
Two-Sided Combine....................................................................................................................................68
Copying onto Custom Size Paper from the Bypass Tray.............................................................................. 71
Copying onto Envelopes................................................................................................................................. 72
Sort.................................................................................................................................................................... 74
Changing the Number of Sets.................................................................................................................... 75
Storing Data in the Document Server............................................................................................................. 76

4. Fax
Basic Procedure for Transmissions (Memory Transmission)..........................................................................77
Sending Originals Using the Exposure Glass (Memory Transmission)................................................... 78
Registering a Fax Destination......................................................................................................................79
Deleting a Fax Destination.......................................................................................................................... 80
Transmitting while Checking Connection to Destination (Immediate Transmission)................................... 82

Sending Originals Using the Exposure Glass (Immediate Transmission)................................................ 83
Canceling a Transmission................................................................................................................................84
Canceling a Transmission Before the Original Is Scanned...................................................................... 84
Canceling a Transmission While the Original Is Being Scanned.............................................................84
Canceling a Transmission After the Original Is Scanned (While a Transmission Is in Progress)...........85
Canceling a Transmission After the Original Is Scanned (Before a Transmission Is Started)................ 85
Sending at a Specific Time (Send Later)........................................................................................................ 87
Storing a Document......................................................................................................................................... 88
Sending Stored Documents.........................................................................................................................89
Printing the Journal Manually..........................................................................................................................91

5. Print
Quick Install...................................................................................................................................................... 93
Displaying the Printer Driver Properties.......................................................................................................... 94
Standard Printing..............................................................................................................................................95
When Using the PCL 6 Printer Driver..........................................................................................................95
Locked Print.......................................................................................................................................................96
Sending a Locked Print File......................................................................................................................... 96
Printing a Locked Print File Using the Control Panel..................................................................................96
Hold Print.......................................................................................................................................................... 98
Sending a Hold Print File.............................................................................................................................98
Printing a Hold Print File Using the Control Panel..................................................................................... 98
Stored Print..................................................................................................................................................... 100
Sending a Stored Print File........................................................................................................................100
Printing a Stored Print File Using the Control Panel................................................................................ 101

6. Scan
Basic Procedure When Using Scan to Folder............................................................................................. 103
Creating a Shared Folder on a Computer Running Windows/Confirming a Computer's Information.....
.................................................................................................................................................................... 104
Registering an SMB Folder.......................................................................................................................106
Deleting an SMB Registered Folder.........................................................................................................109
Entering the Path to the Destination Manually........................................................................................ 110
Basic Procedure for Sending Scan Files by E-mail......................................................................................111
Registering an E-mail Destination.............................................................................................................112

Deleting an E-mail Destination................................................................................................................. 113
Entering an E-mail Address Manually..................................................................................................... 114
Basic Procedure for Storing Scan Files........................................................................................................ 115
Checking a Stored File Selected from the List......................................................................................... 116
Specifying the File Type................................................................................................................................ 117
Specifying Send Settings...............................................................................................................................118

7. Document Server
Storing Data................................................................................................................................................... 119
Printing Stored Documents............................................................................................................................ 121

8. Web Image Monitor
Displaying Top Page..................................................................................................................................... 123
Viewing Received Fax Documents Using Web Image Monitor.................................................................125

9. Adding Paper and Toner
Loading Paper into Paper Trays................................................................................................................... 127
Loading Paper into the Bypass Tray.............................................................................................................129
Printing from the Bypass Tray Using the Printer Function........................................................................130
Loading Orientation-fixed Paper or Two-sided Paper............................................................................... 135
Recommended Paper Sizes and Types........................................................................................................138
Thick Paper.................................................................................................................................................144
Envelopes...................................................................................................................................................145
Adding Toner................................................................................................................................................. 149
Sending Faxes or Scanned Documents When Toner Has Run Out...................................................... 151
Disposing of Used Toner...........................................................................................................................151

10. Troubleshooting
Indicators........................................................................................................................................................153
When an Indicator for the [Check Status] Key Is Lit....................................................................................154
Panel Tone......................................................................................................................................................156
When You Have Problems Operating the Machine...................................................................................157
When Messages Are Displayed on the Control Panel...............................................................................164
Messages Displayed When Using the Copy/Document Server Function........................................... 164
Messages Displayed When Using the Facsimile Function.....................................................................167
Messages Displayed When Using the Printer Function..........................................................................183
Messages Displayed When Using the Scanner Function...................................................................... 196
4

When Messages Are Displayed on Your Computer Screen..................................................................... 211
Messages Displayed When Using the Scanner Function...................................................................... 211

11. Appendix
Trademarks.....................................................................................................................................................217

INDEX...........................................................................................................................................................219

How to Read the Manuals
Symbols Used in the Manuals
This manual uses the following symbols:

Indicates points to pay attention to when using the machine, and explanations of likely causes of paper
misfeeds, damage to originals, or loss of data. Be sure to read these explanations.

Indicates supplementary explanations of the machine's functions, and instructions on resolving user
errors.

This symbol is located at the end of sections. It indicates where you can find further relevant information.

[]

Indicates the names of keys on the machine's display or control panels.

Indicates instructions stored in a file on a provided CD-ROM.
(mainly Europe and Asia)
(mainly North America)
Differences in the functions of Region A and Region B models are indicated by two symbols. Read the
information indicated by the symbol that corresponds to the region of the model you are using. For
details about which symbol corresponds to the model you are using, see p.7 "Model-Specific
Information".

Model-Specific Information
This section explains how you can identify the region your machine belongs to.
There is a label on the rear of the machine, located in the position shown below. The label contains
details that identify the region your machine belongs to. Read the label.

CSL001

The following information is region-specific. Read the information under the symbol that corresponds to
the region of your machine.
(mainly Europe and Asia)
If the label contains the following, your machine is a region A model:
• CODE XXXX -27, -29
• 220–240 V
(mainly North America)
If the label contains the following, your machine is a region B model:
• CODE XXXX -17
• 120–127 V
• Dimensions in this manual are given in two units of measure: metric and inch. If your machine is a
Region A model, refer to the metric units. If your machine is a Region B model, refer to the inch
units.

Names of Major Features
In this manual, major features of the machine are referred to as follows:
• Auto Document Feeder

ADF

1. What You Can Do with This Machine
You can search for a description by what you want to do.

Saving Paper

BRL059S

Printing multi-page documents on both sides of sheets (Duplex Copy)
See "Duplex Copying", Copy/ Document Server

Printing multi-page documents and received faxes on a single sheet (Combine (Copier/Fax))
See "Combined Copying", Copy/ Document Server
See "Combine Two Originals", Fax

Printing received faxes on both sides of sheets (2 Sided Print)
See "Two-Sided Printing", Fax

Converting received faxes to electronic formats (Paperless Fax)
See "Confirming/Printing/Deleting Received and Stored Documents", Fax

Sending files from the computer without printing them (LAN-Fax)
See "Sending Fax Documents from Computers", Fax

Checking how much paper is saved ([Information] screen)
See "How to Use the [Information] Screen", Getting Started

1. What You Can Do with This Machine

Converting Documents to Electronic Formats
Easily

BQX138S

Sending scan files
See "Basic Procedure for Sending Scan Files by E-mail", Scan

Sending the URL of the folder in which scan files are stored
See "Sending the URL by E-mail", Scan

Storing scan files in a shared folder
See "Basic Procedure When Using Scan to Folder", Scan

Storing scan files on media
See "Basic Procedure for Saving Scan Files on a Memory Storage Device", Scan

Converting transmitted faxes to electronic formats and sending them to a computer
See "Overview of Folder Transmission Function", Fax

Managing and using documents converted to electronic formats (Document Server)
See "Relationship between Document Server and Other Functions", Copy/ Document Server

Registering Destinations

BRL060S

Using the control panel to register destinations in the Address Book
See "Registering Entered Destinations to the Address Book", Fax

See "Registering a destination in the address book manually", Scan

Using Web Image Monitor to register destinations from a computer
See "Registering Internet Fax Destination Information Using Web Image Monitor", Fax

Downloading destinations registered in the machine to the LAN-Fax driver destination list
See "Using the machine's Address Book as the LAN-Fax destination list", Fax

1. What You Can Do with This Machine

Operating the Machine More Effectively

BQX139S

Registering and using frequently-used settings (Program)
See "Registering Functions in a Program", Convenient Functions

Registering frequently-used settings as initial settings (Program as Defaults (Copier/Document
Server/Fax/Scanner))
See "Changing the Default Functions of the Initial Screen", Convenient Functions

Registering frequently-used printing settings to the printer driver
See "Using One Click Presets", Print

Changing the initial settings of the printer driver to frequently-used printing settings
See "Displaying the Printing Preferences Dialog Box", Print

Adding shortcuts to frequently used programs or Web pages
See "Adding Icons to the [Home] Screen", Convenient Functions

Changing the order of the function and shortcut icons
See "Changing the Order of Icons on the [Home] Screen", Convenient Functions

Customizing the [Home] Screen

Customizing the [Home] Screen
The icons of each function are displayed on the [Home] screen.

CTL001

• You can add shortcuts to often used programs or Web pages to the [Home] screen. The programs
or Web pages can be recalled easily by pressing the shortcut icons.
• You can display only the icons of functions and shortcuts that you use.
• You can change the order of the function and shortcut icons.
• For details about the features on the [Home] screen, see "How to Use the [Home] Screen", Getting
Started .
• For details about how to customize the [Home] screen, see "Types of [Home] Screens and How to
Customize Them", Convenient Functions .

1. What You Can Do with This Machine

Making Copies Using Various Functions

CMQ002

• You can reduce or enlarge the copy image. Auto Reduce/Enlarge function enables the machine to
detect the original size automatically. Also, it enables the machine to select an appropriate
reproduction ratio based on the paper size you specify. If the orientation of the original is different
from that of the paper you are copying onto, the machine rotates the original image by 90 degrees
to match it with the copy paper.
See "Reducing or Enlarging Originals", Copy/ Document Server

• Copier functions such as Duplex and Combine allow you to save on paper by copying multiple
pages onto single sheets.
See "Duplex Copying", Copy/ Document Server

See "Combined Copying", Copy/ Document Server

• You can copy onto various types of paper such as envelopes and OHP transparencies.
See "Copying onto Various Types of Paper", Copy/ Document Server
• You can sort copies.
See "Sort", Copy/ Document Server

Printing Data Using Various Functions

CMQ004

• This machine supports network and local connections.
• You can send PDF files directly to the machine for printing, without having to open a PDF
application.
See "Printing a PDF File Directly", Print

• You can print or delete print jobs stored on the machine's hard disk, which have been previously
sent from computers using the printer driver. The following types of print jobs can be selected:
Sample Print, Locked Print, Hold Print, and Stored Print.
See "Storing Documents in the Hard Disk Drive and Printing them", Print

• You can collate printed paper.
See "Collate", Print

• You can print files stored on a removable memory device and specify print conditions such as print
quality and print size.
See "Direct Printing from a Memory Storage Device", Print

1. What You Can Do with This Machine

Utilizing Stored Documents
You can store files scanned in copier, facsimile, printer, or scanner mode on the machine's hard disk.
Web Image Monitor allows you to use your computer to search for, view, print, delete, and send stored
files via the network. You can also change print settings and print multiple documents (Document Server).

CJQ603

• You can retrieve stored documents scanned in scanner mode to your computer.
• Using the file format converter, you can download documents stored in copier, Document Server,
or printer mode to your computer.
• For details about how to use the Document Server, see "Document Server", Copy/ Document
Server .
• For details about the Document Server in copier mode, see "Storing Data in the Document Server",
Copy/ Document Server .
• For details about the Document Server in printer mode, see "Saving and Printing Using the
Document Server", Print .
• For details about the Document Server in fax mode, see "Storing a Document", Fax

• For details about the Document Server in scanner mode, see "Storing and Saving the Scanned
Documents", Scan .

Sending and Receiving Faxes without Paper

Sending and Receiving Faxes without Paper
Reception
You can store and save received fax documents as electronic formats in the machine's hard disk
without printing them.

CJQ604

You can use Web Image Monitor to check, print, delete, retrieve, or download documents using
your computer (Storing received documents).
• See "Confirming/Printing/Deleting Received and Stored Documents", Fax

Transmission
You can send a fax from your computer over the network (Ethernet or wireless LAN) to this
machine, which then forwards the fax via its telephone connection (LAN-Fax).

1. What You Can Do with This Machine

CJQ605

• To send a fax, print from the Windows application you are working with, select LAN-Fax as
the printer, and then specify the destination.
• You can also check the sent image data.
• For details about the machine's settings, see "Network Settings Requirements", Connecting the
Machine/ System Settings .
• For details about how to use the function, see "Sending Fax Documents from Computers", Fax
.

Sending and Receiving Faxes via the Internet

xxx@xxx.com
xxx.xxx.xxx.xxx

CJQ606

E-mail Transmission and Reception
This machine converts scanned document images to e-mail format, and transmits and receives the
e-mail data over the Internet.
• To send a document, specify an e-mail address instead of dialing the destination telephone
number (Internet Fax and e-mail transmission).
See "Specifying an Internet Fax Destination by Entering It Manually", Fax

• This machine can receive e-mail messages via Internet Fax or from computers (Internet Fax
Reception and Mail to Print).
See "Receiving E-mail by Internet Fax/Mail to Print", Fax

• Internet Fax compatible machines and computers that have e-mail addresses can receive email messages via Internet Fax.
IP-Fax
The IP-Fax function sends or receives documents between two facsimiles directly via a TCP/IP
network.
• To send a document, specify an IP address or host name instead of a fax number (IP-Fax
Transmission).
See "Specifying an IP-Fax Destination by Entering It Manually", Fax

• This machine can receive documents sent via Internet Fax (IP-Fax Reception).
See "Types of Reception", Fax

• Using a VoIP gateway, this machine can send to G3 facsimiles connected to the public
switched telephone network (PSTN).

1. What You Can Do with This Machine

• For details about the machine's settings, see "Network Settings Requirements", Connecting the
Machine/ System Settings .

Sending and Receiving Faxes by Using the Machine without Fax Unit Installed

Sending and Receiving Faxes by Using the
Machine without Fax Unit Installed
You can send and receive faxes through a different machine's fax functions via a network (Remote Fax).

CJQ612

• To use the remote fax function, install the fax connection unit on the client-side machine and remote
machine.
• The procedure for sending faxes is as same as that of for the machine with the fax unit. When a job
has finished, confirm results displayed on sending history or printed on reports.
• You can forward the received documents from the remote machine with facsimile function to the
client-side machine.
• See "Sending/Receiving Documents Using a Remote Machine (Remote Fax)", Fax

1. What You Can Do with This Machine

Using the Facsimile and the Scanner in a
Network Environment

CJQ607

• You can send scan files to a specified destination using e-mail (Sending scan files by e-mail).
See "Overview of E-mail Transmission Function", Fax

See "Basic Procedure for Sending Scan Files by E-mail", Scan

• You can send scan files directly to folders (Sending scan files by Scan to Folder).
See "Overview of Folder Transmission Function", Fax

See "Basic Procedure When Using Scan to Folder", Scan

• You can use this machine as a delivery scanner for the ScanRouter delivery software*1 (Network
delivery scanner). You can save scan files in the delivery server or send them to a folder in a
computer on the same network.
See "Basic Procedure for Delivering Files", Scan

• You can use Web Services on Devices (WSD) to send scan files to a client computer.
See "Basic Operating Procedure of WSD Scanner (Push Type)", Scan
*1 The ScanRouter delivery software is no longer available for sale.

Preventing Information Leakage (Security Functions)

Preventing Information Leakage (Security
Functions)

CJQ608

• You can protect documents from unauthorized access and stop them from being copied without
permission.
• You can control the use of the machine, as well as prevent machine settings from being changed
without authorization.
• By setting passwords, you can prevent unauthorized access via the network.
• You can erase or encrypt the data on the hard disk to minimize the risk of information leakage.
• You can limit the usage of functions for each user.
• See Security Guide

1. What You Can Do with This Machine

Monitoring and Setting the Machine Using a
Computer
Using Web Image Monitor, you can check the machine's status and change the settings.

CJQ609

You can check which tray is running out of paper, register information in the Address Book, specify the
network settings, configure and change the system settings, manage jobs, print the job history, and
configure the authentication settings.
• See "Using Web Image Monitor", Connecting the Machine/ System Settings
• See Web Image Monitor Help.

Preventing Unauthorized Copying

Preventing Unauthorized Copying
You can print embedded patterns on printouts to prevent unauthorized copying.

CJQ613

• Using the printer driver, you can embed a pattern in the printed document. If the document is
copied on a machine with the Copy Data Security unit, protected pages are grayed out in the
copy. This can minimize the risk of confidential information being copied. Protected fax messages
are grayed out before being transmitted or stored. If a document protected by unauthorized copy
guard is copied on a machine that is equipped with the Copy Data Security unit, the machine
beeps to notify users that unauthorized copying is being attempted.
If the document is copied on a machine without the Copy Data Security Unit, the hidden text
becomes conspicuous in the copy, showing that the copy is unauthorized.
• Using the printer driver, you can embed text in the printed document for unauthorized copy
prevention. If the document is copied, scanned, or stored in a Document Server by a copier or
multifunction printer, the embedded text appears conspicuous in the copy, discouraging such
unauthorized copying.
• See "Printing Documents that are not Allowed to Duplicate", Print
• For details, see the printer driver Help and Security Guide

1. What You Can Do with This Machine

2. Getting Started
This chapter describes how to start using this machine.

Guide to Names and Functions of Components
Guide to Components

(mainly Europe and Asia)

• Do not obstruct the machine's vents. Doing so risks fire caused by overheated internal
components.
Front and left view

1
2

7
8
4
9

CSL002

1. Exposure glass cover or ADF
(The illustration shows the ADF.)
Lower the exposure glass cover or the ADF over originals placed on the exposure glass.
If you load a stack of originals in the ADF, the ADF will automatically feed the originals one by one.

2. Getting Started

2. Exposure glass
Place originals face down here.
3. Ventilation holes
Prevent overheating.
4. Main power switch
To operate the machine, the main power switch must be on. If it is off, turn the switch on.
5. Control panel
See p.34 "Guide to the Names and Functions of the Machine's Control Panel".
6. Internal Tray 1
Copied/printed paper and fax messages are delivered here.
7. Front cover
Open to access the inside of the machine.
8. Paper trays
Load paper here.
The Type 1 model has one paper tray.
9. Lower paper trays
Load paper here.
For details, see p.32 "Guide to Functions of the Machine's Options".

Front and right view

3
4
6
7

1. Extender
Raise the extender to support large paper.
2. Ventilation holes
Prevent overheating.

CSL003

Guide to Names and Functions of Components

3. Paper guides
When loading paper in the bypass tray, align the paper guides flush against the paper.
4. Bypass tray
Use to copy or print on thick paper, OHP transparencies, envelopes, and label paper (adhesive labels).
5. Extender
Pull this extender out when loading A4 , 81/2 × 11

or larger size paper in the bypass tray.

6. Lower right cover
Open this cover when a paper jam occurs.
7. Lower paper tray right cover
Open this cover when a paper jam occurs.
8. Right cover
Open this cover to remove jammed paper fed from the paper tray.

Guide to Components

(mainly North America)

• Do not obstruct the machine's vents. Doing so risks fire caused by overheated internal
components.

2. Getting Started

Front and left view

1
2

7
8
4
9

CSL002

1. ADF
Lower the ADF over originals placed on the exposure glass.
If you load a stack of originals in the ADF, the ADF will automatically feed the originals one by one.
2. Exposure glass
Place originals face down here.
3. Ventilation holes
Prevent overheating.
4. Main power switch
To operate the machine, the main power switch must be on. If it is off, turn the switch on.
5. Control panel
See p.34 "Guide to the Names and Functions of the Machine's Control Panel".
6. Internal Tray 1
Copied/printed paper and fax messages are delivered here.
7. Front cover
Open to access the inside of the machine.
8. Paper trays
Load paper here.

Guide to Names and Functions of Components

9. Lower paper trays
Load paper here.
For details, see p.32 "Guide to Functions of the Machine's Options".

Front and right view

3
4
6
5

CSL003

1. Extender
Raise the extender to support large paper.
2. Ventilation holes
Prevent overheating.
3. Paper guides
When loading paper in the bypass tray, align the paper guides flush against the paper.
4. Bypass tray
Use to copy or print on thick paper, OHP transparencies, envelopes, and label paper (adhesive labels).
5. Extender
Pull this extender out when loading A4 , 81/2 × 11

or larger size paper in the bypass tray.

2. Getting Started

Guide to Functions of the Machine's Options
Guide to Functions of the Machine's External Options
Europe and Asia)
1

(mainly

CSL004

1. Exposure glass cover
Lower this cover over originals.
2. ADF
Load a stack of originals here. They will feed in automatically.
3. Lower paper tray
Holds up to 500 sheets of paper.
4. Lower paper trays
Consists of two paper trays. Holds up to 1,000 sheets of paper. Each paper tray holds 500 sheets.
5. Internal Tray 2
If you select this as the output tray, copied/printed paper or fax messages are delivered here face down.

Guide to Functions of the Machine's Options

Guide to Functions of the Machine's External Options
America)

(mainly North

1
4

2
CSL005

1. Handset
Used as a receiver when a fax unit is installed.
Allows you to use the On Hook Dial and Manual Dial functions. It also allows you to use the machine as a
telephone.
2. Lower paper tray
Holds up to 500 sheets of paper.
3. Lower paper trays
Consists of two paper trays. Holds up to 1,000 sheets of paper. Each paper tray holds 500 sheets.
4. Internal Tray 2
If you select this as the output tray, copied/printed paper or fax messages are delivered here face down.

2. Getting Started

Guide to the Names and Functions of the
Machine's Control Panel
This illustration shows the control panel of the machine with options fully installed.
1

7
8
9

18 17

20
19

CMR606

1. [Home] key
Press to display the [Home] screen. For details, see p.38 "How to Use the [Home] Screen".
2. Function keys
No functions are registered to the function keys as a factory default. You can register often used functions,
programs, and Web pages. For details, see "Configuring function keys", Getting Started .
3. Display panel
Displays keys for each function, operation status, or messages. See "How to Use the Screens on the Control
Panel", Getting Started .
4. [Reset] key
Press to clear the current settings.
5. [Program] key (copier, Document Server, facsimile, and scanner mode)
• Press to register frequently used settings, or to recall registered settings.

Guide to the Names and Functions of the Machine's Control Panel

See "Registering Frequently Used Functions", Convenient Functions

• Press to program defaults for the initial display when modes are cleared or reset, or immediately after
the main power switch is turned on.
See "Changing the Default Functions of the Initial Screen", Convenient Functions

6. Main power indicator
The main power indicator goes on when you turn on the main power switch.
7. [Energy Saver] key
Press to switch to and from Sleep mode. See "Saving Energy", Getting Started
Sleep mode, the [Energy Saver] key flashes slowly.

. When the machine is in

8. [Login/Logout] key
Press to log in or log out.
9. [User Tools/Counter] key
• User Tools
Press to change the default settings to meet your requirements. See "Accessing User Tools", Connecting
the Machine/ System Settings .
• Counter
Press to check or print the counter value. See "Counter", Maintenance and Specifications

You can find out where to order expendable supplies and where to call when a malfunction occurs. You can
also print these details. See "Checking Inquiry Using the User Tools", Maintenance and Specifications .
10. [Simple Screen] key
Press to switch to the simple screen. See "Switching Screen Patterns", Getting Started

11. [ ] key (Enter key)
Press to confirm values entered or items specified.
12. [Start] key
Press to start copying, printing, scanning, or sending.
13. [Clear] key
Press to delete a number entered.
14. [Stop] key
Press to stop a job in progress, such as copying, scanning, faxing, or printing.
15. Number keys
Use to enter the numbers for copies, fax numbers and data for the selected function.
16. Fax Received indicator, Communicating indicator, Confidential File indicator
• Fax Received indicator
Lights continuously while data other than personal box or Memory Lock file is being received and stored
in the fax memory.
See "Substitute Reception", Fax

• Communicating indicator
Lights continuously during data transmission and reception.

2. Getting Started

• Confidential File indicator
Lights continuously while personal box data is being received.
Blinks while Memory Lock file is being received.
See "Personal Boxes" and "Printing a File Received with Memory Lock", Fax

17. [Check Status] key
Press to check the machine's system status, operational status of each function, and current jobs. You can also
display the job history and the machine's maintenance information.
18. Data In indicator (facsimile and printer mode)
Flashes when the machine is receiving print jobs or LAN-Fax documents from a computer. See Fax
Print .
19. Media access lamp
Lights up when a memory storage device is inserted in the media slot.
20. Media slots
Use to insert an SD card or a USB flash memory device.

and

Changing the Display Language

Changing the Display Language
You can change the language used on the display. English is set as default.
1. Press the [User Tools/Counter] key.

CMR633

2. Press [ ].
3. Press language key until the language you want to display appears.
4. Press the [User Tools/Counter] key.

2. Getting Started

How to Use the [Home] Screen
The icons of each function are displayed on the [Home] screen.
You can add shortcuts to frequently used programs or Web pages to the [Home] screen. The icons of
added shortcuts appear on the [Home] screen. The programs or Web pages can be recalled easily by
pressing the shortcut icons.
To display the [Home] screen, press the [Home] key.
5
1

6
7

4
9

CSL014

1. [Copier]
Press to make copies.
For details about how to use the copy function, see Copy/ Document Server

2. [Document Server]
Press to store or print documents on the machine's hard disk.
For details about how to use the Document Server function, see Copy/ Document Server

3. [Facsimile]
Press to send or receive faxes.
For details about how to use the fax function, see Fax

4. Shortcut icon
You can add shortcuts to programs or Web pages to the [Home] screen. For details about how to register
shortcuts, see p.39 "Adding Icons to the [Home] Screen". The program number appears on the bottom of
the shortcut icon.

How to Use the [Home] Screen

5. Home screen image
You can display an image on the [Home] screen, such as a corporate logo. To change the image, see
"Displaying the Image on the [Home] Screen", Convenient Functions .
6. [Printer]
Press to make settings for using the machine as a printer.
For details about how to make settings for the printer function, see Print

7. [Scanner]
Press to scan originals and save images as files.
For details about how to use the scanner function, see Scan

8. [Browser]
Press to display Web pages.
For details about how to use the browser function, see Convenient Functions
9.

/
Press to switch pages when the icons are not displayed on one page.

Adding Icons to the [Home] Screen
You can add shortcuts to programs stored in copier, facsimile, or scanner mode, or Web pages
registered in Favorites using the browser function.
You can also review icons of functions and embedded software applications that you deleted from the
[Home] screen.
• Shortcuts to programs stored in Document Server mode cannot be registered to the [Home] screen.
• Shortcut names of up to 32 characters can be displayed in a standard screen. If the name of the
shortcut is longer than 32 characters, the 32nd character is replaced with "...". Only 30 characters
can be displayed in a simple screen. If the name of the shortcut is longer than 30 characters, the
30th character is replaced with "...".
• For details about how to make a program, see p.44 "Registering Functions in a Program".
• For details about the procedure for registering Web pages to Favorites, see "Specifying the
Settings for Favorites", Convenient Functions .
• Shortcuts to Web pages that are registered to Favorites by User cannot be registered to the [Home]
screen. To register the shortcuts, register Web pages to Common Favorites. For details about kinds
of Favorites, see "Specifying the Settings for Favorites", Convenient Functions .
• For details about the procedure for registering a shortcut using the [Program] screen, see
"Registering a Shortcut to a Program to the [Home] Screen", Convenient Functions .
• You can register up to 72 function and shortcut icons. Delete unused icons if the limit is reached. For
details see "Deleting an Icon on the [Home] Screen", Convenient Functions .

2. Getting Started

• You can change the position of icons. For details, see "Changing the Order of Icons on the [Home]
Screen", Convenient Functions .

Adding icons to the [Home] screen using Web Image Monitor
1. Start Web Image Monitor.
For details, see "Using Web Image Monitor", Connecting the Machine/ System Settings

2. Log in to Web Image Monitor as an administrator.
For details, see Security Guide

3. Point to [Device Management], and then click [Device Home Management].
4. Click [Edit Icons].
5. Point to [ Icon can be added.] of the position that you want to add, and then click [
Add].
6. Select the function or shortcut icon you want to add.
7. Click [OK] four times.

Adding icons to the [Home] screen using the User Tools
In the following procedure, a shortcut to a copier program is registered to the [Home] screen.
1. Register a program.
2. Press the [User Tools/Counter] key.

CMR633

How to Use the [Home] Screen

3. Press [Edit Home].

4. Press [Add Icon].

5. Press [Select Icon to Add].

6. Press [Program].

2. Getting Started

7. Press [Copier Program].

8. Select the program you want to add.

9. Press [Select Destination].

10. Specify the position where [Blank] is displayed.

How to Use the [Home] Screen

11. Press [Exit].

12. Press the [User Tools/Counter] key.
• Press [ ] on the upper-right corner of the [Select Destination] screen to check the position on the
simple screen.

2. Getting Started

Registering Functions in a Program
Depending on the functions, the number of programs that can be registered is different.
• Copier: 25 programs
• Document Server: 25 programs
• Facsimile: 100 programs
• Scanner: 25 programs
The following settings can be registered to programs:
Copier:
Density, paper tray, Orig. (Settings for Originals), Auto Reduce/Enlarge, Red./Enlg. (Reduce/
Enlarge), Other Func. (Other functions) (except for User Name, File Name, and Password in Store
File), number of copies
Document Server (on the initial document print screen):
2 Sided: Top to Top, 2 Sided: Top to Bottom, Other Func. (Other functions), number of prints
Facsimile:
Transmission type, memory transmission/immediate transmission, Select Destination from Address
Book (except for folder destinations), Manual Entry, TX Status Report, Send Settings (except for
Sender Name, Subject, and User Name, File Name, and Password in Store File)
Scanner:
Original, Send Settings (except for Security Settings in File Type, File Name, Sender Name, and
User Name, File Name, and Password in Store File)
This section explains how to register functions in a program using copier function as an example.
1. Press the [Home] key on the top left of the control panel, and press the [Copier] icon on
the [Home] screen.

CMR612

2. Edit the copy settings so all functions you want to store in a program are selected.

Registering Functions in a Program

3. Press the [Program] key.

CMT001

4. Press [Program].
5. Press the program number you want to register.

6. Enter the program name.
7. Press [OK].
8. Press [Exit] twice.
• The number of characters you can enter for a program name varies depending on the functions as
follows:
• Copier: 34 characters
• Document Server: 34 characters
• Facsimile: 20 characters
• Scanner: 34 characters
• When a specified program is registered as the default, its values become the default settings, which
are displayed without pressing the [Program] key, when modes are cleared or reset, and after the
machine is turned on. See "Changing the Default Functions of the Initial Screen", Convenient
Functions .
• When the paper tray you specified in a program is empty and if there is more than one paper tray
with the same size paper in it, the paper tray prioritized under [Paper Tray Priority: Copier] or
[Paper Tray Priority: Facsimile] in the [Tray Paper Settings] tab will be selected first. For details, see
"System Settings", Connecting the Machine/ System Settings .
45

2. Getting Started

• Programs are not deleted by turning the power off or by pressing the [Reset] key unless the
program is deleted or overwritten.
• Program numbers with

next to them already have settings made for them.

• Programs can be registered to the [Home] screen, and can be recalled easily. For details, see
"Registering a Shortcut to a Program to the [Home] Screen", Convenient Functions and p.39
"Adding Icons to the [Home] Screen". Shortcuts to programs stored in Document Server mode
cannot be registered to the [Home] screen.

Example of Programs
Copier mode
Program name

Program description

Effect

Eco copy

Specify [Cmb. 2 Sides] under
[Combine] in [Other Func.].

You can save paper and toner.

Unified-size copy

Specify [Mixed Sizes] in [Orig.] and You can print various size copies
[Auto Reduce/Enlarge] in the initial onto one size of paper, so they are
display.
easier to manage.

Thumbnail copy

Specify [Cmb. 1 Side] under
[Combine] in [Other Func.].

You can copy up to four pages onto
one side of a sheet, so that you can
save paper.

Scanner mode
Program name

Program description

Effect

Easy PDF scan

In [Send Settings], select [Full
Colour] under [Type of Original],
and select [PDF] under [File Type].

You can scan documents efficiently.

High compression
PDF scan

In [Send Settings], select [Full
Colour] under [Type of Original]
and [High Compress. PDF] under
[File Type].

You can compress the data size of
scanned documents, so that you can
send and store them.

Long-term storage
scan

Select [PDF/A] under [File Type] in
[Send Settings].

You can easily digitize documents
to "PDF/A" file format, which is
suitable for long-term storage.

Registering Functions in a Program

Program name

Program description

Effect

Unified-size scan

In [Send Settings], select [Mixed
Sizes] under [Scan Size] and
specify a paper size in [Reduce/
Enlarge].

You can skip the procedure to unify
the print size when reprinting
scanned data.

Digital signature
scan

In [Send Settings], specify [PDF],
[High Compress. PDF], or [PDF/A]
in [File Type], and also specify
[Digital Signature].

You can add a digital signature to
an important document such as a
contract, so that any data tampering
can be detected.

Dividing file scan

Specify [Divide] in [Send Settings].

You can scan a multiple page
original as one file by splitting it into
groups of a specified number of
pages.

High resolution
scan

Specify settings to save scanned
data in TIFF format. Also, specify a
higher resolution under [Resolution]
in [Send Settings].

Scanned documents maintain much
of the detail of the originals, but the
size of the data may be quite large.

Batch document
scan

Select [Batch] in [Send Settings].

You can apply multiple scans to a
large volume of originals and send
the scanned originals.

Facsimile mode
Program name

Program description

Effect

Transmission result
notification fax

Select [Preview] and specify [Email
TX Results] in [Send Settings].

You can check whether the
transmission settings are correct
before and after transmission.

Specified time fax
transmission

Specify [Send Later] in [Send
Settings].

You can send a fax at a specified
time.

Departmental fax
transmission

Specify [Fax Header Print] under
[Option Setting] in [Send Settings].

This setting can be used if the
receiver specifies forwarding
destinations by senders.

• Depending on the options installed, some functions cannot be registered. For details, see "Functions
Requiring Optional Configurations", Getting Started .

2. Getting Started

• The names of programs given above are just examples. You can assign any name to a program
according to your objectives.
• Depending on your business details or the type of documents to be scanned, registering a program
cannot be recommended.

Turning On/Off the Power

Turning On/Off the Power
The main power switch is on the left side of the machine. When this switch is turned on, the main power
turns on and the main power indicator on the right side of the control panel lights up. When this switch is
turned off, the main power turns off and the main power indicator on the right side of the control panel
goes out. When this is done, machine power is off. When the fax unit is installed, fax files in memory
may be lost if you turn this switch off. Use this switch only when necessary.

Turning On the Main Power

• Do not turn off the main power switch immediately after turning it on. Doing so may result in
damage to the hard disk or memory, leading to malfunctions.
1. Make sure the power cord is firmly plugged into the wall outlet.
2. Push the main power switch.
The main power indicator goes on.

CSL010

Turning Off the Main Power

• When disconnecting the power cord from the wall outlet, always pull the plug, not the cord.
Pulling the cord can damage the power cord. Use of damaged power cords could result in fire
or electric shock.

• After turning the machine's power off, wait at least a few seconds before turning it back on. If the
message "Turn main Power Switch off" appears, turn the machine's power off, and wait until the
main power switch indicator turns off. After the main power switch indicator is turned off, wait 10
49

2. Getting Started

seconds or more before, and then turn it on again. Never turn the power back on immediately after
turning it off.
• Before unplugging the power cord plug, turn off the main power switch and make sure the main
power switch indicator turns off. Not doing so may result in damage to the hard disk or memory,
leading to malfunctions.
• Do not turn off the power while the machine is in operation. Doing so may result in damage to the
hard disk or memory, leading to malfunctions.
• Do not hold down the main power switch while turning off the main power. Doing so forcibly turns
off the machine's power and may damage the hard disk or memory and cause malfunctions.
1. Push the main power switch.
The main power indicator goes out.

When the Authentication Screen Is Displayed

When the Authentication Screen Is Displayed
If Basic Authentication, Windows Authentication, LDAP Authentication, or Integration Server
Authentication is active, the authentication screen appears on the display. The machine only becomes
operable after entering your own Login User Name and Login Password. If User Code Authentication is
active, you cannot use the machine until you enter the User Code.
If you can use the machine, you can say that you are logged in. When you go out of the operable state,
you can say that you are logged out. After logging in the machine, be sure to log out of it to prevent
unauthorized usage.
• Ask the user administrator for the Login User Name, Login Password, and User Code. For details
about user authentication, see Security Guide .
• User Code to enter on User Code Authentication is the numerical value registered in the Address
Book as "User Code".

User Code Authentication Using the Control Panel
This section explains the procedure for logging in to the machine using the control panel while User
Code Authentication is active.
If User Code Authentication is active, a screen prompting you to enter a User Code appears.
1. Enter a User Code (up to eight digits), and then press [OK].

Logging In Using the Control Panel
This section explains the procedure for logging in to the machine when Basic Authentication, Windows
Authentication, LDAP Authentication, or Integration Server Authentication is set.

2. Getting Started

1. Press [Login].

2. Enter a Login User Name, and then press [OK].
3. Enter a Login Password, and then press [OK].
When the user is authenticated, the screen for the function you are using appears.

Logging Out Using the Control Panel
This section explains the procedure for logging out the machine when Basic Authentication, Windows
Authentication, LDAP Authentication, or Integration Server Authentication is set.
• To prevent use of the machine by unauthorized persons, always log out when you have finished
using the machine.
1. Press the [Login/Logout] key.

CMR636

2. Press [Yes].

Placing Originals

Placing Originals
Placing Originals on the Exposure Glass

(mainly Europe and Asia)

• Keep your hands away from the hinges and exposure glass when lowering the ADF. Not doing
so may result in an injury if your hands or fingers are pinched.

• Do not lift the ADF forcefully. Otherwise, the cover of the ADF might open or be damaged.
1. Lift the ADF or the exposure glass cover.
Be sure to lift the ADF or the exposure glass cover by more than 30 degrees. Otherwise, the size of
the original might not be detected correctly.
2. Place the original face down on the exposure glass. The original should be aligned to the
rear left corner.
Start with the first page to be scanned.

CSN001

1. Positioning mark

3. Lower the ADF or the exposure glass cover.

Placing Originals on the Exposure Glass

(mainly North America)

• Keep your hands away from the hinges and exposure glass when lowering the ADF. Not doing
so may result in an injury if your hands or fingers are pinched.

2. Getting Started

• Do not lift the ADF forcefully. Otherwise, the cover of the ADF might open or be damaged.
1. Lift the ADF.
Be sure to lift the ADF by more than 30 degrees. Otherwise, the size of the original might not be
detected correctly.
2. Place the original face down on the exposure glass. The original should be aligned to the
rear left corner.
Start with the first page to be scanned.

CSN001

1. Positioning mark

3. Lower the ADF.

Placing Originals in the Auto Document Feeder
Be sure not to block the sensor or load the original untidily. Doing so may cause the machine to detect
the size of the original incorrectly or display a paper misfeed message. Also, be sure not to place
originals or other objects on the top cover. Doing so may cause a malfunction.
1

CSN003

1. Sensors

1. Adjust the original guide to the original size.
54

Placing Originals

2. Place the aligned originals squarely face up in the ADF.
Do not stack originals beyond the limit mark.
The first page should be on the top.

CSN004

1. Limit mark
2. Original guide

2. Getting Started

3. Copy
This chapter describes frequently used copier functions and operations. For the information not included
in this chapter, see Copy/ Document Server on the supplied CD-ROM.

Basic Procedure
To make copies of originals, place them on the exposure glass or in the ADF.
When placing the original on the exposure glass, start with the first page to be copied. When placing
the original in the ADF, place them so that the first page is on the top.
(mainly Europe and Asia)
About placing the original on the exposure glass, see p.53 "Placing Originals on the Exposure Glass
(mainly Europe and Asia)".
(mainly North America)
About placing the original on the exposure glass, see p.53 "Placing Originals on the Exposure Glass
(mainly North America)".
About placing the original in the ADF, see p.54 "Placing Originals in the Auto Document Feeder".
To copy onto paper other than plain paper, specify the paper type in User Tools according to the weight
of the paper you are using. For details, see "System Settings", Connecting the Machine/ System Settings
.
1. Press the [Home] key on the top left of the control panel, and press the [Copier] icon on
the [Home] screen.

CMR612

2. Make sure no previous settings remain.
When there are previous settings remaining, press the [Reset] key.
3. Place the originals.
4. Make desired settings.
5. Enter the number of copies with the number keys.
The maximum copy quantity that can be entered is 999.
57

3. Copy

6. Press the [Start] key.
When placing the original on the exposure glass, press the [ ] key after all originals are scanned.
Some functions such as Batch mode may require that you press the [ ] key when placing originals
in the ADF. Follow the messages that appear on screen.
7. When the copy job is finished, press the [Reset] key to clear the settings.

Reducing or Enlarging Originals

Reducing or Enlarging Originals
This section describes methods of reducing or enlarging images by specifying a reproduction ratio, or a
paper size.
Base Point
The base point of reduce/enlarge differs depending on how the original is scanned. When the
original is placed on the exposure glass, the upper left corner will be the base point. When it is
placed in the ADF, the bottom left corner will be the base point.
• Placing the original on the exposure glass

CKN005

• Placing the original in the ADF

CKN006

Preset Reduce/Enlarge
This function allows you to reduce or enlarge images by selecting a preset ratio.

CKN004

3. Copy

1. Press [Red./Enlg.].

2. Select a ratio, and then press [OK].

3. Place the originals, and then press the [Start] key.

Zoom
You can specify the reproduction ratio in increments of 1%.

CKN007

To specify a reproduction ratio, enter the ratio using the number keys or specify the ratio with [ ] or
[ ].
This section describes how to enter the ratio using the number keys.

Reducing or Enlarging Originals

1. Press [Red./Enlg.].

2. Press [Magnification Ratio].
3. Enter the desired ratio with the number keys, and then press [ ].

4. Press [OK] twice.
5. Place the originals, and then press the [Start] key.

Auto Reduce/Enlarge
The machine automatically detects the original size and then selects an appropriate reproduction ratio
based on the paper size you select.

CKN008

• You cannot use the bypass tray with this function.
• If you select a reproduction ratio after pressing [Auto Reduce/Enlarge], [Auto Reduce/Enlarge] is
canceled and the image cannot be rotated automatically.
This is useful to copy different size originals to the same size paper.

3. Copy

If the orientation in which your original is placed is different from that of the paper you are copying onto,
the machine rotates the original image by 90 degrees and fits it on the copy paper (Rotate Copy).
For example, to reduce A3 (11 × 17) originals to fit onto A4 (81/2 × 11) paper, select a paper tray
containing A4 (81/2 × 11) paper, and then press [Auto Reduce/Enlarge]. The image is automatically
rotated.
For details about Rotate Copy, see "Rotate Copy", Copy/ Document Server

The original sizes and orientations you can use with this function are as follows:
(mainly Europe and Asia)
Original location

Original size and orientation
, A5 , 81/2 × 13

Exposure glass

A3 , B4 JIS , A4

, B5 JIS

ADF

A3 , B4 JIS , A4
× 17 , 81/2 × 11

, B5 JIS
, A5
1
, 8 /2 × 13

, B6 JIS

, 11

(mainly North America)
Original location

Original size and orientation

Exposure glass

11 × 17 , 81/2 × 14 , 81/2 × 11

ADF

11 × 17 , 81/2 × 14 , 81/2 × 11
, 51/2 × 81/2
, 10 × 14 , 71/4 × 101/2 , A3 , A4

1. Press [Auto Reduce/Enlarge].

2. Select the paper tray.
3. Place the originals, and then press the [Start] key.

, 51/2 × 81/2

Duplex Copying

Duplex Copying
Copies two 1-sided pages or one 2-sided page onto a 2-sided page. During copying, the image is
shifted to allow for the binding margin.

CKN009

• You cannot use the bypass tray with this function.
There are two types of Duplex.
1 Sided

2 Sided

Copies two 1-sided pages on one 2-sided page.
2 Sided

2 Sided

Copies one 2-sided page on one 2-sided page.
The resulting copy image will differ according to the orientation in which you place your originals ( or
).
Original orientation and completed copies
To copy on both sides of the paper, select the original and copy orientation according to how you
want the printout to appear.
Original

Placing originals

Orig.'s
Orientation

Orientation

Copy

Top to Top

Top to Bottom

3. Copy

Original

Placing originals

Orig.'s
Orientation

Orientation

Copy

Top to Top

Top to Bottom

1. Press [Other Func.].

2. Press [Duplex].
3. Select [1 Sided 2 Sided] or [2 Sided
document to be output.

2 Sided] according to how you want the

To change the original or copy orientation, press [Orientation].
To specify the original orientation is whether readable or unreadable, press [Orig.'s Orientation].

4. Press [OK] twice.
5. Place the originals, and then press the [Start] key.

Specifying the Original and Copy Orientation
Select the orientation of the originals and copies if the original is two-sided or if you want to copy onto
both sides of the paper.
64

Duplex Copying

• Top to Top

CKN011

• Top to Bottom

CKN012

1. Press [Orientation].
2. Select [Top to Top] or [Top to Bottom] for [Original] if the original is two-sided.

3. Select [Top to Top] or [Top to Bottom] for [Copy].
4. Press [OK].

3. Copy

Combined Copying
This mode can be used to select a reproduction ratio automatically and copy the originals onto a single
sheet of copy paper.
The machine selects a reproduction ratio between 25 and 400%. If the orientation of the original is
different from that of the copy paper, the machine will automatically rotate the image by 90 degrees to
make copies properly.
Orientation of the original and image position of Combine
The image position of Combine differs according to original orientation and the number of originals
to be combined.
• Portrait ( ) originals

CNU005

• Landscape ( ) originals

CNU006

Placing originals (originals placed in the ADF)
The default value for the copy order in the Combine function is [From Left to Right]. To copy
originals from right to left in the ADF, place them upside down.
• Originals read from left to right

Combined Copying

CKN010

• Originals read from right to left

CKN017

One-Sided Combine
Combine several pages onto one side of a sheet.

CKN014

• You cannot use the bypass tray with this function.
There are four types of One-Sided Combine.
1 Sided 2 Originals

Cmb. 1 Side

Copies two 1-sided originals to one side of a sheet.
1 Sided 4 Originals

Cmb. 1 Side

Copies four 1-sided originals to one side of a sheet.
2 Sided 2 Pages

Cmb. 1 Side

Copies one 2-sided original to one side of a sheet.
67

3. Copy

2 Sided 4 Pages

Cmb. 1 Side

Copies two 2-sided originals to one side of a sheet.
1. Press [Other Func.].

2. Press [Combine].
3. Select [1 Sided] or [2 Sided] for [Original].
If you selected [2 Sided], you can change the orientation by pressing [Orientation].
To specify the original orientation is whether readable or unreadable, press [Orig.'s Orientation].

4. Press [Cmb. 1 Side].
5. Select the number of originals to combine.
6. Press [OK] twice.
7. Select the paper tray.
8. Place the originals, and then press the [Start] key.

Two-Sided Combine
Combines various pages of originals onto two sides of one sheet.

Combined Copying

CKN074

• You cannot use the bypass tray with this function.
There are four types of Two-Sided Combine.
1 Sided 4 Originals

Cmb. 2 Sides

Copies four 1-sided originals to one sheet with two pages per side.
1 Sided 8 Originals

Cmb. 2 Sides

Copies eight 1-sided originals to one sheet with four pages per side.
2 Sided 4 Pages

Cmb. 2 Sides

Copies two 2-sided originals to one sheet with two pages per side.
2 Sided 8 Pages

Cmb. 2 Sides

Copies four 2-sided originals to one sheet with four pages per side.
1. Press [Other Func.].

2. Press [Combine].
3. Select [1 Sided] or [2 Sided] for [Original].
To specify the original orientation is whether readable or unreadable, press [Orig.'s Orientation].

3. Copy

4. Press [Cmb. 2 Sides].
5. Press [Orientation].
6. Select [Top to Top] or [Top to Bottom] for [Original] and/or [Copy], and then press [OK].
7. Select the number of originals to combine.
8. Press [OK] twice.
9. Select the paper tray.
10. Place the originals, and then press the [Start] key.

Copying onto Custom Size Paper from the Bypass Tray

Copying onto Custom Size Paper from the
Bypass Tray
Paper that has a horizontal length of 148.0–600.0 mm (5.83–23.62 inches) and a vertical length of
90.0–305.0 mm (3.55–12.00 inches) can be fed in from the bypass tray. Note however that the
limitation on the horizontal and vertical length range will vary depending on which options are installed.
• When prints are delivered to Internal Tray 2:
Horizontal length: 148.0–460.0 mm (5.83–18.11 inches), vertical length: 100.0–305.0 mm
(3.94–12.00 inches)
1. Load the paper face down in the bypass tray.
[Bypass] is automatically selected.
2. Press the [ ] key.
3. Press [Paper Size].
4. Press [Custom Size].
5. Enter the horizontal size with the number keys, and then press [ ].

6. Enter the vertical size with the number keys, and then press [ ].
7. Press [OK] twice.
8. Place the originals, and then press the [Start] key.

3. Copy

Copying onto Envelopes
This section describes how to copy onto regular size and custom size envelopes. Place the original on
the exposure glass and place the envelope in the bypass tray.
Specify the thickness of the paper according to the weight of the envelopes you are printing on. For
details about the relationship between paper weight and paper thickness and the sizes of envelopes that
can be used, see p.138 "Recommended Paper Sizes and Types".
About handling envelopes, supported envelope types, and how to load envelopes, see p.145
"Envelopes".
Before using this function, press [Tray Paper Settings] in User Tools, and then select [Envelope] as [Paper
Type] in [Paper Type: Bypass Tray]. For details, see "System Settings", Connecting the Machine/ System
Settings .
• The Duplex function cannot be used with envelopes. If the Duplex function is specified, press [1
Sided 2 Sided:TtoT] to cancel the setting.
To copy onto custom size envelopes, you must specify the envelope's dimensions. Specify the horizontal
and vertical length of the envelope.

CTA005

: Horizontal
: Vertical
Be sure to include the fully open flap in the horizontal dimension.
1. Load the envelopes face down in the bypass tray.
[Bypass] is automatically selected.
2. Press the [ ] key.
3. Press [Paper Size].

Copying onto Envelopes

4. Specify the envelope size, and then press [OK] twice.
5. Place the originals, and then press the [Start] key.

3. Copy

Sort
The machine assembles copies as sets in sequential order.
• You cannot use the bypass tray with Rotate Sort.
(mainly Europe and Asia)
Depending on your model and which options are installed on it, the Rotate Sort function might not be
available. For details, see "Functions Requiring Optional Configurations", Getting Started .
To use the Rotate Sort function, two paper trays loaded with paper of the same size and type, but in
different orientation (
) are required. For details, see "System Settings", Connecting the Machine/
System Settings .
Sort
Copies are assembled as sets in sequential order.

CKN018

Rotate Sort
Every other copy set is rotated by 90 degrees (

) and delivered to the copy tray.

CKN019

Sort

1. Press [Other Func.].

2. Press [ ].
3. Press [Sort].
4. Select [Sort] or [Rotate Sort], and then press [OK] twice.

5. Enter the number of copy sets using the number keys.
6. Place the originals, and then press the [Start] key.

Changing the Number of Sets
You can change the number of copy sets during copying.
• This function can be used only when the Sort function is selected.
1. While "Copying..." is displayed, press the [Stop] key.
2. Enter the number of copy sets with the number keys.

3. Press [Continue].
Copying starts again.
75

3. Copy

Storing Data in the Document Server
The Document Server enables you to store documents being read with the copy feature on the hard disk
of this machine. Thus you can print them later applying necessary conditions.
You can check the stored documents from the Document Server screen. For details about the Document
Server, see p.119 "Storing Data".
Depending on which options are installed on your machine, this function might not be available. For
details, see "Functions Requiring Optional Configurations", Getting Started .
1. Press [Other Func.].

2. Press [ ].
3. Press [Store File].
4. Enter a file name, user name, or password if necessary.
5. Press [OK] twice.
6. Place the originals.
7. Make the scanning settings for the original.
8. Press the [Start] key.
Stores scanned originals in memory and makes one set of copies. If you want to store another
document, do so after copying is complete.

4. Fax
This chapter describes frequently used facsimile functions and operations. For the information not
included in this chapter, see Fax on the supplied CD-ROM.

Basic Procedure for Transmissions (Memory
Transmission)
This section describes the basic procedure for transmitting documents using Memory Transmission.
You can specify the fax, IP-Fax, Internet Fax, e-mail, or folder destinations. Multiple types of destination
can be specified simultaneously.
• It is recommended that you call the receivers and confirm with them when sending important
documents.
• If there is a power failure (the main power switch is turned off) or the machine is unplugged for
about 12 hours, all the documents stored in memory are deleted. As soon as the main power
switch is turned on, the Power Failure Report is printed to help you check the list of deleted files. See
"Turning Off the Main Power / In the Event of Power Failure", Troubleshooting .
1. Press the [Home] key on the top left of the control panel, and press the [Facsimile] icon on
the [Home] screen.

CMR612

2. Make sure "Ready" appears on the screen.

4. Fax

3. Make sure [Immed. TX] is not highlighted.

4. Place the original into the ADF.
5. Configure the scan and transmission settings in [Send Settings].
6. Specify a destination.
You can enter the destination's number or address directly or select from the Address Book by
pressing the destination key.
If you make a mistake, press the [Clear] key, and then enter again.
7. When sending the same original to several destinations (broadcasting), specify the next
destination.
8. If you send documents to Internet Fax or e-mail destinations or enable the Email TX
Results function, specify a sender.
9. Press the [Start] key.

Sending Originals Using the Exposure Glass (Memory Transmission)
1. Make sure [Immed. TX] is not highlighted.

2. Place the first page of the original face down on the exposure glass.
3. Specify a destination.
4. Make the scan settings you require.
5. Press the [Start] key.
6. Place the next original on the exposure glass within 60 seconds when you send multiple
originals, and then repeat steps 4 and 5.
Repeat this step for each page.
78

Basic Procedure for Transmissions (Memory Transmission)

7. Press the [ ] key.
The machine dials the destination and starts transmission.

Registering a Fax Destination
1. Press the [User Tools/Counter] key.
2. Press [Address Book Mangmnt].
3. Press [New Program].
4. Press [Names].
5. Press [Name].
The name entry display appears.
6. Enter the name, and then press [OK].
7. Press [ ] to display [Title 1], [Title 2] and [Title 3].
8. Press [Title 1], [Title 2] or [Title 3] to select the key for the classification you want to use.

The keys you can select are as follows:
• [Frequent]: Added to the page that is displayed first.
• [AB], [CD], [EF], [GH], [IJK], [LMN], [OPQ], [RST], [UVW], [XYZ], [1] to [10]: Added to the
list of items in the selected title.
You can select [Frequent] and one more key for each title.
9. Press [OK].
10. Press [Exit].
11. Press [Fax Dest.].
79

4. Fax

12. Press [Fax Destination].
13. Enter the fax number using the number keys, and then press [OK].

14. Specify optional settings such as "SUB Code", "SEP Code", and "International TX Mode".
To specify [SUB Code], [SEP Code], or [Sub-add./UUI], press [Adv. Features].
15. Press [OK].
16. Press [Exit].
17. Press [OK].
18. Press the [User Tools/Counter] key.

Deleting a Fax Destination

• If you delete a destination that is a specified delivery destination, messages to its registered
Personal Box, for example, cannot be delivered. Be sure to check the settings in the fax function
before deleting any destinations.
1. Press the [User Tools/Counter] key.
2. Press [Address Book Mangmnt].
3. Press [Change].
4. Press [Fax Dest.].
5. Select the name whose fax destination you want to delete.
Press the name key, or enter the registered number using the number keys.
You can search by the registered name, user code, fax number, folder name, e-mail address, or IPFax destination.
6. Press [Fax Dest.].
7. Press [Fax Destination].

Basic Procedure for Transmissions (Memory Transmission)

8. Press [Clear], and then press [OK].

9. Press [Exit].
10. Press [OK].
11. Press the [User Tools/Counter] key.

4. Fax

Transmitting while Checking Connection to
Destination (Immediate Transmission)
Using Immediate Transmission, you can send documents while checking the connection to the
destination.
You can specify fax or IP-Fax destinations.
If you specify Internet Fax, e-mail, folder destinations, and group or multiple destinations, the
transmission mode is automatically switched to Memory Transmission.
• It is recommended that you call the receivers and confirm with them when sending important
documents.
1. Press the [Home] key on the top left of the control panel, and press the [Facsimile] icon on
the [Home] screen.

CMR612

2. Make sure "Ready" appears on the screen.
3. Press [Immed. TX].

4. Place the original into the ADF.
5. Select the scan settings you require.
6. Specify a destination.
If you make a mistake, press the [Clear] key, and then enter again.
7. Press the [Start] key.
82

Transmitting while Checking Connection to Destination (Immediate Transmission)

Sending Originals Using the Exposure Glass (Immediate Transmission)
1. Press [Immed. TX].

2. Place the first page face down on the exposure glass.
3. Specify a destination.
4. Make the scan settings you require.
5. Press the [Start] key.
6. Place the next original on the exposure glass within 10 seconds when you send multiple
originals, and then repeat steps 4 and 5.
Repeat this step for each page.

7. Press the [ ] key.

4. Fax

Canceling a Transmission
This section explains how to cancel a fax transmission.

Canceling a Transmission Before the Original Is Scanned
Use this procedure to cancel a transmission before pressing the [Start] key.
1. Press the [Reset] key.

CMK001

Canceling a Transmission While the Original Is Being Scanned
Use this procedure to cancel scanning or transmitting of the original while it is being scanned.
1. Press the [Stop] key.

CMK002

2. Press [Cancel Scan.] or [Cancel TX].
Depending on the transmission mode and function you use, either [Cancel Scan.] or [Cancel TX] is
displayed.

Canceling a Transmission

Canceling a Transmission After the Original Is Scanned (While a Transmission
Is in Progress)
Use this procedure to delete a file that is being sent after the original is scanned.
All the scanned data is deleted from memory.
1. Press the [Stop] key.

CMK002

You can also press [Comm. Status/Print], and then [Check/Stop Transmission File].
2. Press [Standby File List].
3. Select the file you want to cancel.
If the desired file is not shown, press [ ] or [ ] to find it.
4. Press [Cancel TX].
5. Press [OK].
To cancel another file, repeat steps 3 through 5.
6. Press [Exit].
After pressing [Check/Stop Transmission File] under [Comm. Status/Print] in step 1, press [Exit]
twice.

Canceling a Transmission After the Original Is Scanned (Before a Transmission
Is Started)
Use this procedure to delete a file stored in memory before its transmission has started.

4. Fax

1. Press [Comm. Status/Print].

2. Press [Check/Stop Transmission File].
3. Press [Display File List].
4. Select the file you want to cancel.
If the desired file is not shown, press [ ] or [ ] to find it.
5. Press [Cancel TX].
6. Press [OK].
To cancel another file, repeat steps 4 through 6.
7. Press [Exit] three times.

Sending at a Specific Time (Send Later)

Sending at a Specific Time (Send Later)
Using this function, you can instruct the machine to delay transmission of your fax document until a
specified later time.
This allows you to take advantage of off-peak telephone charges without having to be by the machine at
the time.
Use Memory Transmission for this function. Immediate Transmission is not possible.
• If the machine is switched off for about 12 hours, all fax documents stored in memory are lost. If
documents are lost for this reason, a Power Failure Report is automatically printed when the main
power switch is turned on. Use this report to check the list of lost documents. See "Turning Off the
Main Power / In the Event of Power Failure", Troubleshooting .
1. Press [Send Settings].

2. Press [ ], and then press [Send Later].
3. Enter the time, and then press [ ].
(mainly Europe and Asia)
Enter the time (24 hour format) using the number keys.
(mainly North America)
Enter the time using the number keys, and then select [AM] or [PM].
When entering numbers smaller than 10, add a zero at the beginning.
4. Press [OK] twice.

4. Fax

Storing a Document
You can store and send a document at the same time. You can also just store a document.
The following information can be set for the stored documents as necessary:
User Name
You can set this function if necessary to know who and what departments stored documents in the
machine. A user name can be selected from the Address Book or entered manually.
File Name
You can specify a name for a stored document. If you do not specify a name, scanned documents
will be automatically assigned names such as "FAX0001" or "FAX0002".
Password
You can set this function so as not to send to unspecified people. A four to eight digit number can
be specified as a password.
You can also change the file information after storing files.
1. Place the original, and then specify the scan settings you require.
Specify the "Original Orientation" setting correctly. If you do not, the top/bottom orientation of the
original will not be displayed correctly in the preview.
2. Press [Send Settings].

3. Press [ ] four times, and then press [Store File].
4. Select [Store to HDD] or [Store to HDD

Send].

Select [Store to HDD] to store documents.
Select [Store to HDD

Send] to send documents after they are stored.

Storing a Document

5. Set the user name, file name, and password as necessary.

• User Name
Press [User Name], and then select a user name. To specify an unregistered user name, press
[Manual Entry], and then enter the name. After specifying a user name, press [OK].
• File Name
Press [File Name], enter a file name, and then press [OK].
• Password
Press [Password], enter a password using the number keys, and then press [OK]. Re-enter the
password for confirmation, and then press [OK].
6. Press [OK] twice.
7. If you have selected [Store to HDD

Send], specify the receiver.

8. Press the [Start] key.

Sending Stored Documents
The machine sends documents stored with the facsimile function in the Document Server.
The documents stored in the Document Server can be sent again and again until they are deleted.
The stored documents are sent with the scan settings made when they were stored.
You can select the following transmission methods:
Stored File only
The machine sends the stored files only.
Original

Stored File

The machine sends the originals, and then stored files.
Stored file

Original

The machine sends the stored files, and then originals.
This function cannot be used with the following functions:
• Immediate Transmission
• Parallel Memory Transmission

4. Fax

• On Hook Dial
• Manual Dial
1. Press [Send Settings].

2. Press [ ] four times, and then press [Select Stored File].
3. Select the documents to be sent.
When multiple documents are selected, they are sent in the order of selection.
• Press [File Name] to place the documents in alphabetical order.
• Press [Date] to place the documents in order of programmed date.
• Press [Queue] to arrange the order of the documents to be sent.
To view details about stored documents, press [Details].
Press [

] to switch the screen to thumbnail display.

4. If you select a document with a password, enter the password using the number keys,
and then press [OK].
5. Specify [TX Method] as necessary.
Press [TX Method], select [Original

Stored File] or [Stored file

Original], and then press [OK].

6. Press [OK] twice.
7. To add an original to stored documents, place the original, and then select any scan
settings you require.
8. Specify the destination, and then press the [Start] key.

Printing the Journal Manually

Printing the Journal Manually
To print the Journal manually, select the printing method: [All], [Print per File No.], or [Print per User].
All
Prints the results of communications in the order made.
Print per File No.
Prints only the results of communications specified by file number.
Print per User
Prints the results of communications by individual senders.
1. Press [Comm. Status/Print].

2. Press [Print Journal].
3. Select the printing method.
4. If you selected [Print per File No.] in step 3, enter a 4-digit file number using the number
keys.
5. If you selected [Print per User] in step 3, select a user from the list, and then press [OK].
6. Press the [Start] key.
7. Press [Exit] twice.

4. Fax

5. Print
This chapter describes frequently used printer functions and operations. For the information not included
in this chapter, see Print on the supplied CD-ROM.

Quick Install
You can install the printer drivers easily from the CD-ROM provided with this machine.
Using Quick Install, the PCL 6 printer driver is installed under network environment, and the Standard
TCP/IP port will be set.
• Manage Printers permission is required to install the drivers. Log on as an Administrators group
member.
1. Quit all applications. (Do not close this manual.)
2. Insert the provided CD-ROM into the computer's CD-ROM drive.
If the [AutoPlay] dialog box appears, click [Run AUTORUN.EXE].
3. Select an interface language, and then click [OK].
4. Click [Quick Install].
5. The software license agreement appears in the [License Agreement] dialog box. After
reading the agreement, click [I accept the agreement.], and then click [Next].
6. Select the machine model you want to use in the [Select Printer] dialog box.
7. Click [Install].
8. Configure the user code, default printer, and shared printer as necessary.
9. Click [Continue].
The installation starts.
If the [User Account Control] dialog box appears, and then click [Yes] or [Continue].
10. Click [Finish].
When you are prompted to restart your computer, restart it by following the instructions that
appear.
11. Click [Exit] in the first window of the installer, and then take out the CD-ROM.

5. Print

Displaying the Printer Driver Properties
This section explains how to open the printer driver properties from [Devices and Printers].
• Manage Printers permission is required to change the printer settings. Log on as an Administrators
group member.
• You cannot change the machine default settings for individual users. Settings made in the printer
properties dialog box are applied to all users.
1. On the [Start] menu, click [Devices and Printers].
2. Right-click the icon of the printer you want to use.
3. Click [Printer properties].

Standard Printing

Standard Printing
• The default setting is duplex printing. If you want to print on only one side, select [Off] for the
duplex setting.
• If you send a print job via USB 2.0 while the machine is in Low Power mode or Sleep mode, an
error message might appear when the print job is complete. In this case, check if the document was
printed.

When Using the PCL 6 Printer Driver
1. Click the WordPad menu button in the upper left corner of the window, and then click
[Print].
2. In the [Select Printer] list, select the printer you want to use.
3. Click [Preferences].
4. In the "Job Type:" list, select [Normal Print].
5. In the "Document Size:" list, select the size of the original to be printed.
6. In the "Orientation:" list, select [Portrait] or [Landscape] as the orientation of the original.
7. In the "Input Tray:" list, select the paper tray that contains the paper you want to print
onto.
If you select [Auto Tray Select] in the "Input Tray:" list, the source tray is automatically selected
according to the paper size and type specified.
8. In the "Paper Type:" list, select the type of paper that is loaded in the paper tray.
9. If you want to print multiple copies, specify a number of sets in the "Copies:" box.
10. Click [OK].
11. Start printing from the application's [Print] dialog box.

5. Print

Locked Print
Sending a Locked Print File
1. Click the WordPad menu button in the upper left corner of the window, and then click
[Print].
2. In the "Select Printer" list, select the printer you want to use.
3. Click [Preferences].
4. In the "Job Type:" list, click [Locked Print].
5. Click [Details...].
6. Enter a User ID in the "User ID:" box, and then enter a password in the "Password:" box.
7. Click [OK].
8. Change any other print settings if necessary.
9. Click [OK].
10. Start printing from the application's [Print] dialog box.

Printing a Locked Print File Using the Control Panel

• When printing is completed, the stored file will be deleted.
1. Press the [Home] key on the top left of the control panel, and press the [Printer] icon on
the [Home] screen.

CMR612

Locked Print

2. Press the [Print Jobs] tab.

3. Press [Locked Jobs].
4. Select the files you want to print.
You can select all the Locked Print files at once by pressing [All Jobs] after selecting a file.
5. Press [Print].
6. Enter the password using the number keys, and then press [OK].
7. To change the print settings of the document, press [Det.Settings].
8. Enter the number of copies using the number keys if necessary, and then press [Resume
Prt.].

5. Print

Hold Print
Sending a Hold Print File
1. Click the WordPad menu button in the upper left corner of the window, and then click
[Print].
2. In the "Select Printer" list, select the printer you want to use.
3. Click [Preferences].
4. In the "Job Type:" list, click [Hold Print].
5. Click [Details...].
6. Enter a User ID in the "User ID:" box.
You can optionally set a file name of a Hold Print file.
7. To specify the print time of the document, select the [Set Print Time] check box, and then
specify the time.
You can specify the time in 24-hour format.
8. Click [OK].
9. Change any other print settings if necessary.
10. Click [OK].
11. Start printing from the application's [Print] dialog box.

Printing a Hold Print File Using the Control Panel

• When printing is completed, the stored file will be deleted.
1. Press the [Home] key on the top left of the control panel, and press the [Printer] icon on
the [Home] screen.

CMR612

Hold Print

2. Press the [Print Jobs] tab.

3. Press [Hold Jobs].
4. Select the files you want to print.
You can select all the Hold Print files at once by pressing [All Jobs] after selecting a file.
5. Press [Print].
6. To change the print settings of the document, press [Det.Settings].
7. Enter the number of copies using the number keys if necessary, and then press [Resume
Prt.].

5. Print

Stored Print
Sending a Stored Print File
1. Click the WordPad menu button in the upper left corner of the window, and then click
[Print].
2. In the "Select Printer" list, select the printer you want to use.
3. Click [Preferences].
4. In the "Job Type:" list, select the print method to be used for Stored Print files.
You can select four methods of Stored Print:
To use the Stored Print (Shared) and Store and Print (Shared) functions, authentication must be
enabled beforehand. For details, see Security Guide .
• Stored Print
Stores the file in the machine and prints it later using the control panel.
• Store and Print
Prints the file at once and also stores the file in the machine.
• Stored Print (Shared)
Stores the file in the machine and allows any user who has print privileges to print the file later
using the control panel.
• Store and Print (Shared)
Prints the file immediately and also stores the file in the machine. Any user who has print
privileges can print any stored file afterward.
5. Click [Details...].
6. Enter a User ID in the "User ID:" box.
You can optionally set a file name and a password of a Stored Print file.
7. Click [OK].
8. Change any other print settings if necessary.
9. Click [OK].
10. Start printing from the application's [Print] dialog box.

100

Stored Print

Printing a Stored Print File Using the Control Panel

• The stored documents are not deleted even after the printing has been completed. For the
procedure to delete the documents, see "Deleting Stored Print files", Print .
1. Press the [Home] key on the top left of the control panel, and press the [Printer] icon on
the [Home] screen.

CMR612

2. Press the [Print Jobs] tab.

3. Press [Stored Jobs].
4. Select the files you want to print.
You can select all the Stored Print files at once by pressing [All Jobs] after selecting a file.
5. Press [Print].
If you set the password in the printer driver, enter the password.
If multiple print files are selected, and some of these require a password, the machine prints files
that correspond to the entered password and files that do not require a password. The number of
files to be printed is displayed on the confirmation screen.
6. To change the print settings of the document, press [Det.Settings].
7. Enter the number of copies using the number keys if necessary, and then press [Resume
Prt.].

101

5. Print

102

6. Scan
This chapter describes frequently used scanner functions and operations. For the information not
included in this chapter, see Scan on the supplied CD-ROM.

Basic Procedure When Using Scan to Folder
• Before performing this procedure, refer to "Preparation for Sending by Scan to Folder", Scan
and confirm the details of the destination computer. Also refer to "Registering Folders", Connecting
the Machine/ System Settings , and register the address of the destination computer to the
address book.
1. Press the [Home] key on the top left of the control panel, and press the [Scanner] icon on
the [Home] screen.

CMR612

2. Make sure that no previous settings remain.
If a previous setting remains, press the [Reset] key.
3. Press the [Folder] tab.

103

6. Scan

• Press [Original], and then press [2 Sided].
• Press [Send Settings]. Select [Type of Original], and then press [Full Colour].
• Press [Send Settings]. Select [File Type], and then press [PDF].
6. Specify the destination.
You can specify multiple destinations.
7. Press the [Start] key.

Creating a Shared Folder on a Computer Running Windows/Confirming a
Computer's Information
The following procedures explain how to create a shared folder on a computer running Windows, and
how to confirm the computer's information. In these examples, Windows 7 Ultimate is the operating
system, and the computer is a member in a network domain. Write down the confirmed information.

Step 1: Confirming the user name and computer name
Confirm the user name and the name of the computer you will send scanned documents to.
1. On the [Start] menu, point to [All Programs], then [Accessories], and then click on
[Command Prompt].
2. Enter the command "ipconfig/all", and then press the [Enter] key.
3. Confirm the name of the computer.
The computer's name is displayed under [Host Name].
You can also confirm the IPv4 address. The address displayed under [IPv4 Address] is the IPv4
address of the computer.
4. Next, enter the command "set user", and then press the [Enter] key. (Be sure to put a
space between "set" and "user".)
5. Confirm the user name.
The user name is displayed under [USERNAME].

Step 2: Creating a shared folder on a computer running Microsoft Windows
Create a shared destination folder in Windows and enable sharing. In the following procedure, a
computer which is running under Windows 7 Ultimate and participating in a domain is used as an
example.
• You must log in as an Administrators group member to create a shared folder.

104

Basic Procedure When Using Scan to Folder

• If "Everyone" is left selected in step 6, the created shared folder will be accessible by all users. This
is a security risk, so we recommend that you give access rights only to specific users. Use the
following procedure to remove "Everyone" and specify user access rights.
1. Create a folder, just as you would create a normal folder, in a location of your choice on
the computer.
2. Right-click the folder, and then click [Properties].
When using Windows XP, right-click the folder, and then click [Sharing and Security].
3. On the [Sharing] tab, select [Advanced Sharing...].
When using Windows XP, on the [Sharing] tab, select [Share this folder].
Proceed to step 5.
4. Select the [Share this folder] check box.
5. Click [Permissions].
6. In the [Group or user names:] list, select "Everyone", and then click [Remove].
7. Click [Add...].
8. In the [Select Users or Groups] window, click [Advanced...].
9. Specify one or more object types, select a location, and then click [Find Now].
10. From the list of results, select the groups and users you want to grant access to, and then
click [OK].
11. In the [Select Users or Groups] window, click [OK].
12. In the [Groups or user names:] list, select a group or user, and then, in the [Allow] column
of the permissions list, select either the [Full Control] or [Change] check box.
Configure the access permissions for each group and user.
13. Click [OK].

Step 3: Specifying access privileges for the created shared folder
If you want to specify access privileges for the created folder to allow other users or groups to access
the folder, configure the folder as follows:
1. Right-click the folder created in step 2, and then click [Properties].
2. On the [Security] tab, select [Edit...].
3. Click [Add...].
4. In the [Select Users or Groups] window, click [Advanced...].
5. Specify one or more object types, select a location, and then click [Find Now].
6. From the list of results, select the groups and users you want to grant access to, and then
click [OK].

105

6. Scan

7. In the [Select Users or Groups] window, click [OK].
8. In the [Groups or user names:] list, select a group or user, and then, in the [Allow] column
of the permissions list, select either the [Full Control] or [Change] check box.
9. Press [OK] twice.

Registering an SMB Folder
1. Press the [User Tools/Counter] key.
2. Press [Address Book Mangmnt].
3. Press [New Program].
4. Press [Names].
5. Press [Name].
The name entry display appears.
6. Enter the name, and then press [OK].
7. Press [ ] to display [Title 1], [Title 2] and [Title 3].
8. Press [Title 1], [Title 2] or [Title 3] to select the key for the classification you want to use.

106

Basic Procedure When Using Scan to Folder

11. Press [Auth. Info].

12. Press [Folder Authentication].
13. Press [Specify Other Auth. Info].
When [Do not Specify] is selected, the SMB User Name and SMB Password that you have
specified in [Default User Name/Password (Send)] of File Transfer settings are applied.
14. Press [Change] under "Login User Name".
15. Enter the login user name of the destination computer, and then press [OK].
16. Press [Change] under "Login Password".
17. Enter the password of the destination computer, and then press [OK].
18. Enter the password again to confirm, and then press [OK].
19. Press [OK].
20. Press [Exit].
21. Press [Folder].
22. Check that [SMB] is selected.

23. Press [Enter] under "Path".
24. Press [Enter] or [Browse Network], and then specify the folder.
To specify a folder, you can either enter the path manually or locate the folder by browsing the
network.
25. Press [Connection Test] to check the path is set correctly.
26. Press [Exit].
If the connection test fails, check the settings, and then try again.

107

6. Scan

27. Press [OK] three times.
28. Press the [User Tools/Counter] key.

Locating the SMB folder manually
1. Press [Enter] under "Path".
2. Enter the path where the folder is located.
For example: if the name of the destination computer is "User", and the folder name is "Share", the
path will be \\User\Share.

If the network does not allow automatic obtaining of IP addresses, include the destination
computer's IP address in the path. For example: if the IP address of the destination computer is
"192.168.0.191", and the folder name is "Share", the path will be \\192.168.0.191\Share.
3. Press [OK] four times.
If the format of the entered path is not correct, a message appears. Press [Exit], and then enter the
path again.

Locating the SMB folder using Browse Network
1. Press [Browse Network].
The client computers sharing the same network as the machine appear.
Network display only lists client computers you are authorized to access.
2. Select the group that contains the destination computer.
3. Select the computer name of the destination computer.
Shared folders under it appear.

108

Basic Procedure When Using Scan to Folder

You can press [Up One Level] to switch between levels.
4. Select the folder you want to register.
5. Press [OK] four times.

Deleting an SMB Registered Folder
1. Press the [User Tools/Counter] key.
2. Press [Address Book Mangmnt].
3. Press [Change].
4. Press [Folder].
5. Select the name whose folder you want to delete.
Press the name key, or enter the registered number using the number keys.
You can search by the registered name, user code, fax number, folder name, e-mail address, or IPFax destination.
6. Press [Folder].
7. Press the protocol which is not currently selected.
8. Click [Yes].
9. Press [OK] twice.
10. Press the [User Tools/Counter] key.

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6. Scan

Entering the Path to the Destination Manually
1. Press [Manual Entry].

2. Press [SMB].
3. Press [Enter] in [Destination].
4. Press [Enter] on the right side of the path field.
5. Enter the path for the folder.
In the following example path, the shared folder name is "user" and the computer name is
"desk01":
\\desk01\user
6. Press [OK].
7. Depending on the destination setting, enter the user name for logging in to the computer.
Press [Enter] to the right of the user name field to display the soft keyboard.
8. Depending on the destination setting, enter the password for logging in to the computer.
Press [Password] for the password to display the soft keyboard.
9. Press [Connection Test].
A connection test is performed to check whether the specified shared folder exists.
10. Check the connection test result, and then press [Exit].
11. Press [OK].

110

Basic Procedure for Sending Scan Files by E-mail

Basic Procedure for Sending Scan Files by Email
1. Press the [Home] key on the top left of the control panel, and press the [Scanner] icon on
the [Home] screen.

CMR612

2. Make sure that no previous settings remain.
If a previous setting remains, press the [Reset] key.
3. Press the [Email] tab.

4. Place originals.
5. If necessary, select [Send Settings] or [Original], and specify scan settings according to
the original you want to scan.
Example: Scanning the document in color/duplex mode, and saving as a PDF file.
• Press [Original], and then press [2 Sided].
• Press [Send Settings]. Select [Type of Original], and then press [Full Colour].
• Press [Send Settings]. Select [File Type], and then press [PDF].
6. Specify the destination.
You can specify multiple destinations.
7. Press [ ] in [Send Settings] twice, select [Sender Name], and then specify the e-mail
sender (originator).

111

6. Scan

8. To use the Message Disposition Notification function, select [Send Settings], press [ ] four
times, and then press [Reception Notice].
If you select [Reception Notice], the selected e-mail sender will receive e-mail notification when the
e-mail recipient has opened the e-mail.
9. Press the [Start] key.

Registering an E-mail Destination
1. Press the [User Tools/Counter] key.
2. Press [Address Book Mangmnt].
3. Press [New Program].
4. Press [Names].
5. Press [Name].
The name entry display appears.
6. Enter the name, and then press [OK].
7. Press [ ] to display [Title 1], [Title 2] and [Title 3].
8. Press [Title 1], [Title 2] or [Title 3] to select the key for the classification you want to use.

112

Basic Procedure for Sending Scan Files by E-mail

12. Press [Email Address].

13. Enter the e-mail address.

14. Press [OK].
15. Press [Use Email Address for], and then select [Email/Internet Fax Dest.] or [Internet Fax
Destination Only].
If [Email/Internet Fax Dest.] is specified, registered e-mail addresses appear in both the internet fax
address display and E-mail address display on the fax function screen, and in the address display
on the scanner function screen.
If [Internet Fax Destination Only] is specified, registered e-mail addresses only appear in the
internet fax display on the fax function screen.
16. Press [OK].
17. If you want to use Internet fax, press [Send via SMTP Server], and set to [On].
18. Press [OK].
19. Press [Exit].
20. Press [OK].
21. Press the [User Tools/Counter] key.

Deleting an E-mail Destination
1. Press the [User Tools/Counter] key.
2. Press [Address Book Mangmnt].
3. Press [Change].

113

6. Scan

4. Press [Email].
5. Select the name whose e-mail address you want to delete.
Press the name key, or enter the registered number using the number keys. You can search by the
registered name, user code, fax number, folder name, e-mail address, or IP-Fax destination.
6. Press [Email].
7. Press [Email Address].
8. Press [Delete All], and then press [OK].
9. Press [Exit].
10. Press [OK].
11. Press the [User Tools/Counter] key.

Entering an E-mail Address Manually
1. Press [Manual Entry].

2. Press [Enter] under [Destination].
3. Enter the e-mail address.
4. Press [OK].

114

Basic Procedure for Storing Scan Files

Basic Procedure for Storing Scan Files
• You can specify a password for each stored file. Files that are not password-protected can be
accessed by other users on the same local area network using DeskTopBinder. We recommend
that you protect stored files from unauthorized access by specifying passwords.
• Scan file stored in the machine may be lost if some kind of failure occurs. We advise against using
the hard disk to store important files. The supplier shall not be responsible for any damage that may
result from the loss of files. For long-term storage of files, we recommend the use of DeskTopBinder.
For details, contact your local dealer, or see the documentation for DeskTopBinder.
1. Press the [Home] key on the top left of the control panel, and press the [Scanner] icon on
the [Home] screen.

CMR612

2. Make sure that no previous settings remain.
If a previous setting remains, press the [Reset] key.
3. Place originals.
4. Press [Send Settings].

5. Press [ ] three times, and then press [Store File].
6. Press [Store to HDD].
7. If necessary, specify file information, such as [User Name], [File Name], and [Password].
• User Name

115

6. Scan

Press [User Name], and then select a user name. To specify an unregistered user name, press
[Manual Entry], and then enter the name. After specifying a user name, press [OK].
• File Name
Press [File Name], enter a file name, and then press [OK].
• Password
Press [Password], enter a password, and then press [OK]. Re-enter the password for
confirmation, and then press [OK].
8. Press [OK] twice.
9. If necessary, press [Send Settings] or [Original] to configure settings for resolution and
scan size.
10. Press the [Start] key.

Checking a Stored File Selected from the List
This section explains how to preview a file selected from the list of stored files.
1. Press [Send Settings].

2. Press [ ] four times, and then press [Select/Manage Stored File].
3. From the list of stored files, select the file you want to check.
You can select more than one file.
4. Press [Preview].

116

Specifying the File Type

Specifying the File Type
This section explains the procedure for specifying the file type of a file you want to send.
File types can be specified when sending files by e-mail or Scan to Folder, sending stored files by e-mail
or Scan to Folder, and saving files on a memory storage device.
You can select one of the following file types:
• Single Page: [PDF], [High Compress. PDF], [PDF/A], [TIFF/JPEG]
If you select a single-page file type when scanning multiple originals, one file is created for each
single page and the number of files sent is the same as the number of pages scanned.
• Multi-page: [PDF], [High Compress. PDF], [PDF/A], [TIFF]
If you select a multi-page file type when scan multiple originals, scanned pages are combined and
sent as a single file.
Selectable file types differ depending on the scan settings and other conditions. For details about
file types, see "Notes About and Limitations of File Types", Scan .
1. Press [Send Settings].

2. Press [File Type].
3. Select a file type.
4. Press [OK] twice.

117

6. Scan

Specifying Send Settings
1. Press [Send Settings].

2. Specify resolution, scan size, and other settings, as required.
3. Press [OK].

118

7. Document Server
This chapter describes frequently used Document Server functions and operations. For the information
not included in this chapter, see Copy/ Document Server on the supplied CD-ROM.

Storing Data
This section describes the procedure for storing documents on the Document Server.
• A document accessed with a correct password remains selected even after operations are
complete, and it can be accessed by other users. After the operation, be sure to press the [Reset]
key to cancel the document selection.
• The user name registered to a stored document in the Document Server is to identify the document
creator and type. It is not to protect confidential documents from others.
• When turning on the fax transmission or scanning by the scanner, make sure that all other
operations are ended.
File Name
A file name such as "COPY0001" and "COPY0002" is automatically attached to the scanned
document. You can change the file name.
User Name
You can register a user name to identify the user or user group that stored the documents. To assign
it, select the user name registered in the Address Book, or enter the name directly. Depending on
the security setting, [Access Privileges] may appear instead of [User Name]. For details about the
Address Book, see "Registering Addresses and Users for Facsimile/Scanner Functions",
Connecting the Machine/ System Settings .
Password
To prevent unauthorized printing, you can specify a password for any stored document. A
protected document can only be accessed if its password is entered. If a password is specified for
the documents, the key icon appears on the left side of the file name.

119

7. Document Server

1. Press the [Home] key on the top left of the control panel, and press the [Document Server]
icon on the [Home] screen.

CMR612

2. Press [To Scanning Scrn.].
3. Press [User Name].
4. Specify a user name, and then press [OK].
The user names shown are names that were registered in the Address Book. To specify a name not
shown in the screen, press [Manual Entry], and then enter a user name.
5. Press [File Name].
6. Enter a file name, and then press [OK].
7. Press [Password].
8. Enter a password with the number keys, and then press [OK].
You can use four to eight digits for the password.
9. For double-check, enter the password again, and then press [OK].
10. Place the original.
11. Specify the original scanning conditions.
12. Press the [Start] key.
The original is scanned. The document is saved in the Document Server.
After scanning, a list of stored documents will be displayed. If the list does not appear, press [Finish
Scanning].

120

Printing Stored Documents

Printing Stored Documents
Prints stored documents on the Document Server.
The items you can specify on the printing screen are as follows:
• Paper tray
• The number of prints
• [2 Sided: Top to Top], [2 Sided: Top to Bottom]
• [Sort], [Rotate Sort]
• [Margin Adjustment]
For details about each function, see Copy/ Document Server

1. Select a document to be printed.

2. When printing two or more documents at a time, repeat step 1.
Up to 30 documents can be printed.
3. When specifying printing conditions, press [To Printing Screen], and then configure print
settings.
4. Enter the number of print copies with the number keys.
The maximum quantity that can be entered is 999.
5. Press the [Start] key.

121

7. Document Server

122

8. Web Image Monitor
This chapter describes frequently used Web Image Monitor functions and operations. For the
information not included in this chapter, see Connecting the Machine/ System Settings on the
supplied CD-ROM or Web Image Monitor Help.

Displaying Top Page
This section explains the Top Page and how to display Web Image Monitor.
• When entering an IPv4 address, do not begin segments with zeros. For example: If the address is
"192.168.001.010", you must enter it as "192.168.1.10".
1. Start your Web browser.
2. Enter "http://(machine's IP address or host name)/" in your Web browser's URL bar.
Top Page of Web Image Monitor appears.
If the machine's host name has been registered on the DNS or WINS server, you can enter it.
When setting SSL, a protocol for encrypted communication, under environment which server
authentication is issued, enter "https://(machine's IP address or host name)/".
Web Image Monitor is divided into the following areas:
2

3
1

CTS010

1. Menu area
If you select a menu item, its content will be shown.
2. Header area
The dialog box for switching to the user mode and administrator mode appears, and each mode's menu will
be displayed.
The link to Help and dialog box for keyword search appears.

123

8. Web Image Monitor

3. Refresh/Help
(Refresh): Click
at the upper right in the work area to update the machine information. Click the Web
browser's [Refresh] button to refresh the entire browser screen.
(Help): Use Help to view or download Help file contents.
4. Basic Information area
Displays the basic information of the machine.
5. Work area
Displays the contents of the item selected in the menu area.

124

Viewing Received Fax Documents Using Web Image Monitor

Viewing Received Fax Documents Using Web
Image Monitor
1. Start Web Image Monitor.
2. Click [Fax Received File] on the [Print Job/Stored File] menu in the left pane.
3. If you have programmed a user code for the stored reception file, enter the code, and
then press [OK].
If the programmed user code was deleted from the Address Book, a message indicating incorrect
user code entry appears. If this is the case, reprogram a user code.
4. Click the property icon

of the desired fax document.

5. View the content of the fax document.
6. To download the received fax document, select [PDF], [PDF/A], or [Multi-page: TIFF],
and then click [Download].
When you select [PDF], make the necessary "PDF File Security Settings" before clicking
[Download]. Adobe Acrobat Reader/Adobe Reader starts and the selected document is
displayed.
7. Quit Web Image Monitor.

125

8. Web Image Monitor

126

9. Adding Paper and Toner
This chapter describes how to load paper into the paper tray and recommended paper sizes and types.

Loading Paper into Paper Trays
Every paper tray is loaded in the same way.
In the following example procedure, paper is loaded into Tray 1.
• If a paper tray is pushed vigorously when putting it back into place, the position of the tray's side
fences may slip out of place.
• Check the paper edges are aligned at the right side.
• When loading a low number of sheets, be sure not to squeeze the side fences in too tightly. If the
side fences are squeezed too tightly against the paper, the edges may crease or the paper may
misfeed.
1. Check that paper in the paper tray is not being used, and then pull the tray carefully out
until it stops.

CSN007

2. While pinching the release lever of the end fence, slide the end fence outward.

CSN008

127

9. Adding Paper and Toner

3. Square the paper and load it print side up.
Do not stack paper over the limit mark.

CSN009

4. Align the end fence gently against the paper you loaded.

CSN010

5. Carefully slide the paper tray fully in.
• Various sizes of paper can be loaded in the paper trays by adjusting the positions of side fences
and end fence. For details, see "Changing the Paper Size in the Paper Trays", Paper Specifications
and Adding Paper .

128

Loading Paper into the Bypass Tray

Loading Paper into the Bypass Tray
Use the bypass tray to use OHP transparencies, adhesive labels, translucent paper, and paper that
cannot be loaded in the paper trays.
• The maximum number of sheets you can load at the same time depends on paper type. Do not
stack paper over the limit mark. For the maximum number of sheets you can load, see p.138
"Recommended Paper Sizes and Types".
1. Open the bypass tray.

CSN005

2. Insert the paper face down until you hear the beep.
3. Align the paper guides to the paper size.
If the guides are not flush against the paper, images might be skewed or paper misfeeds might
occur.

CSN006

• When you use the bypass tray, it is recommended to load the paper in

orientation.

• Certain types of paper might not be detected properly when placed on the bypass tray. If this
happens, remove the paper and place it on the bypass tray again.
• Pull the extender out when loading A4 , 81/2 × 11

or larger size paper in the bypass tray.
129

9. Adding Paper and Toner

• When loading thick paper or OHP transparencies, specify the paper size and the paper type.
• Letterhead paper must be loaded in a specific orientation. For details, see p.135 "Loading
Orientation-fixed Paper or Two-sided Paper".
• You can load envelopes into the bypass tray. Envelopes must be loaded in a specific orientation.
For details, see p.145 "Envelopes".
• Specify the sizes of paper that are not automatically detected. For details about the sizes that can
be detected automatically, see p.138 "Recommended Paper Sizes and Types". For details about
how to specify sizes, see p.130 "Printing from the Bypass Tray Using the Printer Function" or
"Copying from the Bypass Tray", Copy/ Document Server .
• When copying from the bypass tray, see "Copying from the Bypass Tray", Copy/ Document
Server . When printing from a computer, see p.130 "Printing from the Bypass Tray Using the
Printer Function".
• When the [Panel Key Sound] is turned off, it does not sound if you load paper into the bypass tray.
For details about [Panel Key Sound], see "System Settings", Connecting the Machine/ System
Settings .

Printing from the Bypass Tray Using the Printer Function

• If you select [Machine Setting(s)] in [Bypass Tray] under [Tray Setting Priority] in [System] of the
Printer Features menu, the settings made using the control panel have priority over the printer driver
settings. For details, see "System", Print .
• The default of [Bypass Tray] is [Driver/Command].
• Settings remain valid until they are changed.
• For details about setting printer drivers, see "Printing Documents", Print
• [Auto Detect] is the default for [Printer Bypass Paper Size].

130

Loading Paper into the Bypass Tray

Specifying regular sizes using the control panel
1. Press the [User Tools/Counter] key.

CMR633

2. Press [Tray Paper Settings].
3. Press [ ].
4. Press [Printer Bypass Paper Size].
5. Select the paper size.

6. Press [OK].
7. Press the [User Tools/Counter] key.

131

9. Adding Paper and Toner

Specifying a custom size paper using the control panel
1. Press the [User Tools/Counter] key.

CMR633

2. Press [Tray Paper Settings].
3. Press [ ].
4. Press [Printer Bypass Paper Size].
5. Press [Custom Size].
If a custom size is already specified, press [Change].
6. Press [Vertical].
7. Enter the vertical size using the number keys, and then press [ ].

8. Press [Horizontal].
9. Enter the horizontal size using the number keys, and then press [ ].
10. Press [OK] twice.
11. Press the [User Tools/Counter] key.

Specifying thick paper or OHP transparencies for paper type using the control panel
• Use A4 or 81/2 × 11 size OHP transparencies, and specify their size.

132

Loading Paper into the Bypass Tray

• Usually only one side of OHP transparencies can be used for printing. Be sure to load them with the
print side down.
• When printing onto OHP transparencies, remove printed sheets one by one.
1. Press the [User Tools/Counter] key.

CMR633

2. Press [Tray Paper Settings].
3. Press [ ].
4. Press [Printer Bypass Paper Size], and then specify the paper size.
5. Press [OK].
6. Press [Paper Type: Bypass Tray].
7. Press [Paper Type].
8. Select the paper type.
To load thick paper, press [ ], and then press [Thick Paper].
To load OHP transparencies, press [ ], and then press [OHP (Transparency)].

9. Press [OK].
When printing onto OHP transparencies, proceed to step 11.
10. When printing onto thick paper, make sure that the specified paper thickness is displayed
in [Paper Thickness].
11. Press the [User Tools/Counter] key.

133

9. Adding Paper and Toner

• For details about paper thickness, see "System Settings", Connecting the Machine/ System Settings
.

134

Loading Orientation-fixed Paper or Two-sided Paper

Loading Orientation-fixed Paper or Two-sided
Paper
Orientation-fixed (top to bottom) or two-sided paper (for example, letterhead paper, punched paper, or
copied paper) might not be printed correctly, depending on how the originals and paper are placed.
Settings for the User Tools
In [Tray Paper Settings], specify [Letterhead] for [Paper Type] of the paper tray you want to use.
• Copier mode
Specify [On] for [Letterhead Setting] in [Input/Output] under the Copier/Docu. Server
Features menu, and then place the original and paper as shown below.
• Printer mode
Specify [Auto Detect] or [On (Always)] for [Letterhead Setting] in [System] under the Printer
Features menu, and then place the paper as shown below.
For details about the letterhead settings, see "Copier/Document Server Features", Copy/
Document Server , or "Printer Features", Print .
Original orientation and paper orientation
The meanings of the icons are as follows:
Icon

Meaning
Place or load paper scanned or printed side face up.

Place or load paper scanned or printed side face down.

• Original orientation

135

9. Adding Paper and Toner

Original orientation

Exposure glass

ADF

Readable orientation

Unreadable
orientation

• Copy

• Scanner

• Paper orientation
• Copier mode
When placing originals in the ADF and copying on orientation-fixed paper from the
bypass tray, specify the paper size.
Copy side

Paper trays

Bypass tray*1

One-sided

Two-sided

Unavailable

*1 If you place originals in the ADF and copy on orientation-fixed paper from the bypass tray
without specifying the paper size, the image might be copied upside down. In order to make
copies correctly, place the paper upside down or specify the paper size.

• Printer mode

136

Loading Orientation-fixed Paper or Two-sided Paper

Print side

Paper trays

Bypass tray

One-sided

Two-sided

Unavailable

• In copier mode:
• For details about how to make two-sided copies, see p.63 "Duplex Copying".
• In printer mode:
• To print on letterhead paper when [Auto Detect] is specified for [Letterhead Setting], you must
specify [Letterhead] as the paper type in the printer driver's settings.
• If a print job is changed partway through printing from one-sided to two-sided printing, onesided output after the first copy may be printed facing a different direction. To ensure all
paper is output facing the same direction, specify different input trays for one-sided and twosided printing. Note also that two-sided printing must be disabled for the tray specified for
one-sided printing.
• For details about how to make two-sided prints, see "Printing on Both Sides of Sheets", Print
.

137

9. Adding Paper and Toner

Recommended Paper Sizes and Types
This section describes recommended paper sizes and types.
• If you use paper that curls, either because it is too dry or too damp, a paper jam may occur.
• Do not use paper designed for inkjet printers, as these may stick to the fusing unit and cause a
misfeed.
• When you load OHP transparencies, check the front and back of the sheets, and place them
correctly, or a misfeed might occur.
Tray 1 (Type 1) and Trays 1 and 2 (Type 2)
Paper type and weight

(mainly Europe and Asia)
Paper size

60–105 g/m2 (16–28 lb.
Bond)

Paper sizes that can be detected
automatically:

Plain Paper–Middle Thick

A3 , A4
, A5 , B4 JIS , B5
JIS
, 81/2 × 11

60–105 g/m2 (16–28 lb.
Bond)

Select the paper size using the
System Settings menu:

Plain Paper–Middle Thick

11 × 17 , 81/2 × 14 , 81/2 ×
13 , 81/2 × 11 , 81/4 × 14 ,
81/4 × 13 , 8 × 13 , 8 × 101/2
, 8 × 10
, 71/4 × 101/2
1
1
, 5 /2 × 8 /2 , 8K , 16K
,
11 × 15 , 11 × 14 , 10 × 15 ,
10 × 14

60–105 g/m2 (16–28 lb.
Bond)

Custom size*1:
Vertical: 182.0–297.0 mm

Plain Paper–Middle Thick

Horizontal: 152.0–432.0 mm

Paper capacity
250 sheets

250 sheets

*1 When loading paper with a vertical length of more than 279 mm (11.0 inches) in the paper trays, use
paper that has a horizontal width of 420 mm (16.6 inches) or less.

138

Recommended Paper Sizes and Types

Trays 1 and 2

(mainly North America)

Paper type and weight

Paper size

60–105 g/m2 (16–28 lb.
Bond)

Paper sizes that can be detected
automatically:

Plain Paper–Middle Thick

11 × 17 , 81/2 × 14 , 81/2 ×
11
, 71/4 × 101/2 , 51/2 ×
1
8 /2 , A4 , B5 JIS

60–105 g/m2 (16–28 lb.
Bond)

Select the paper size using the
System Settings menu:

Plain Paper–Middle Thick

81/2 × 13 , 81/4 × 14 , 81/4 ×
13 , 8 × 13 , 8 × 101/2
,8
1
1
× 10
, 7 /4 × 10 /2 , A3 ,
A4 , A5 , B4 JIS , B5 JIS , 8K
, 16K
, 11 × 15 , 11 × 14
, 10 × 15 , 10 × 14

60–105 g/m2 (16–28 lb.
Bond)

Custom size*1:
Vertical: 7.17–11.69 inches

Plain Paper–Middle Thick

Horizontal: 5.99–17.00 inches

Paper capacity
250 sheets

250 sheets

*1 When loading paper with a vertical length of more than 279 mm (11.0 inches) in the paper trays, use
paper that has a horizontal width of 420 mm (16.6 inches) or less.

Lower paper tray and lower paper trays
Paper type and weight

(mainly Europe and Asia)
Paper size

60–105 g/m2 (16–28 lb.
Bond)

Paper sizes that can be detected
automatically:

Plain Paper–Middle Thick

A3 , A4
, A5 , B4 JIS , B5
JIS
, 81/2 × 11

Paper capacity
500 sheets

139

9. Adding Paper and Toner

Paper type and weight

Paper size

60–105 g/m2 (16–28 lb.
Bond)

Select the paper size using

Plain Paper–Middle Thick

A5 , B6 JIS , 11 × 17 , 81/2 ×
14 , 81/2 × 13 , 81/2 × 11 ,
81/4 × 14 , 81/4 × 13 ,

Paper capacity
500 sheets

the System Settings menu:

8 × 13 , 8 × 101/2
, 8 × 10
, 71/4 × 101/2
, 51/2 ×
81/2 , 8K , 16K
, 11 × 15
, 11 × 14 , 10 × 15 , 10 × 14
60–105 g/m2 (16–28 lb.
Bond)

Custom size*1:
Vertical: 182.0–297.0 mm

Plain Paper–Middle Thick

Horizontal: 148.0–432.0 mm

500 sheets

*1 When loading paper with a vertical length of more than 279 mm (11.0 inches) in the paper trays, use
paper that has a horizontal width of 420 mm (16.6 inches) or less.

Lower paper tray and lower paper trays
Paper type and weight

(mainly North America)
Paper size

60–105 g/m2 (16–28 lb.
Bond)

Paper sizes that can be detected
automatically:

Plain Paper–Middle Thick

11 × 17 , 81/2 × 14 , 81/2 ×
11
, 71/4 × 101/2 , A4 , A5
, B5 JIS

60–105 g/m2 (16–28 lb.
Bond)

Select the paper size using the
System Settings menu:

Plain Paper–Middle Thick

81/2 × 13 , 81/4 × 14 , 81/4 ×
13 , 8 × 13 , 8 × 101/2
,8
1
1
× 10
, 7 /4 × 10 /2 ,
51/2 × 81/2 , A3 , A4 , A5 ,
B4 JIS , B5 JIS , B6 JIS , 8K ,
16K
, 11 × 15 , 11 × 14 ,
10 × 15 , 10 × 14

140

Paper capacity
500 sheets

500 sheets

Recommended Paper Sizes and Types

Paper type and weight

Paper size

60–105 g/m2 (16–28 lb.
Bond)

Custom size*1:
Vertical: 7.17–11.69 inches

Plain Paper–Middle Thick

Horizontal: 5.83–17.00 inches

Paper capacity
500 sheets

*1 When loading paper with a vertical length of more than 279 mm (11.0 inches) in the paper trays, use
paper that has a horizontal width of 420 mm (16.6 inches) or less.

Bypass tray

(mainly Europe and Asia)

Paper type and weight

Paper size

Paper capacity

60–162 g/m2 (16 lb. Bond–
90 lb. Index)

Paper sizes that can be detected
automatically:

• Plain Paper: 100
sheets

Plain Paper–Thick Paper

A3 , A4
, A5
JIS
, B6 JIS

• Thick Paper: *1

60–162 g/m2 (16 lb. Bond–
90 lb. Index)

Select the paper size*2:

Plain Paper–Thick Paper

, B4 JIS , B5

A6 , 11 × 17 , 81/2 × 14 ,
81/2 × 13 , 81/2 × 11
, 81/4
1
× 14 , 8 /4 × 13 , 8 × 13 , 8
× 101/2
, 8 × 10
,

• Plain Paper: 100
sheets
• Thick Paper: *1

71/4 × 101/2
, 51/2 × 81/2
, 8K , 16K
, 12 × 18 , 11
× 15 , 11 × 14 , 10 × 15 , 10
× 14
60–162 g/m2 (16 lb. Bond–
90 lb. Index)

Custom size*3, *4:

Plain Paper–Thick Paper

Horizontal: 148.0–600.0 mm

Translucent paper

A3 , A4

OHP transparencies

A4 , 81/2 × 11

10 sheets

Label paper (adhesive labels)

A4 , B4 JIS

1 sheet

Envelopes

Paper sizes that can be detected
automatically:

Vertical: 90.0–305.0 mm

, B4 JIS , B5 JIS

• Plain Paper: 100
sheets
• Thick Paper: *1
10 sheets

41/8 × 91/2 , 37/8 × 71/2 ,
C5 Env
, C6 Env , DL Env

141

9. Adding Paper and Toner

*1 When loading thick paper in the bypass tray, do not stack paper over the limit mark. The number of
sheets you can load in the bypass tray varies depending on the weight and condition of the paper.
*2 For copier mode, see "Copying onto Regular Size Paper from the Bypass Tray", Copy/ Document
Server . For printer mode, see p.131 "Specifying regular sizes using the control panel".
*3 Enter the paper size. For copier mode, see "Copying onto Custom Size Paper from the Bypass Tray",
Copy/ Document Server . For printer mode, see p.132 "Specifying a custom size paper using the
control panel".
*4 When loading paper with a horizontal width of 433 mm (17.1 inches) or more in the bypass tray, use
paper that has a vertical length of 297 mm (11.7 inches) or less. However, when paper larger than
433 mm (17.1 inches) in size is used, the paper may become wrinkled, may not be fed into the
machine, or may cause paper jams.
*5 Load envelopes so that the height of the stack of envelopes does not exceed the limit mark of the bypass
tray without pressing on the stack of envelopes.

Bypass tray

(mainly North America)

Paper type and weight

Paper size

Paper capacity

60–162 g/m2 (16 lb. Bond–
90 lb. Index)

Paper sizes that can be detected
automatically:

• Plain Paper: 100
sheets

Plain Paper–Thick Paper

11 × 17 , 81/2 × 11
81/2

• Thick Paper: *1

60–162 g/m2 (16 lb. Bond–
90 lb. Index)

Select the paper size*2:

Plain Paper–Thick Paper

, 51/2 ×

81/2 × 14 , 81/2 × 13 , 81/4 ×
14 , 81/4 × 13 , 8 × 13 , 8 ×
101/2
, 8 × 10
,

• Plain Paper: 100
sheets
• Thick Paper: *1

71/4 × 101/2
, A3 , A4
,
A5
, A6 , B4 JIS , B5 JIS
,
B6 JIS , 8K , 16K
, 12 × 18
, 11 × 15 , 11 × 14 , 10 × 15
, 10 × 14

142

60–162 g/m2 (16 lb. Bond–
90 lb. Index)

Custom size*3, *4:

Plain Paper–Thick Paper

Horizontal: 5.83–23.62 inches

Translucent paper

A3 , A4

OHP transparencies

A4 , 81/2 × 11

10 sheets

Label paper (adhesive labels)

A4 , B4 JIS

1 sheet

Vertical: 3.55–12.00 inches

, B4 JIS , B5 JIS

• Plain Paper: 100
sheets
• Thick Paper: *1
10 sheets

Recommended Paper Sizes and Types

Paper type and weight
Envelopes

Paper size

Paper capacity
*5

Paper sizes that can be detected
automatically:
41/8 × 91/2 , 37/8 × 71/2 ,
C5 Env
, C6 Env , DL Env

Paper Thickness
Paper Thickness *1

Paper weight

Plain Paper 1

60–74 g/m2 (16–20 lb. Bond)

Plain Paper 2

75–81 g/m2 (20 lb. Bond)

Middle Thick

82–105 g/m2 (20–28 lb. Bond)

Thick Paper

106–162 g/m2 (28 lb. Bond-90 lb. Index)

*1 Print quality will decrease if the paper you are using is close to the minimum or maximum weight.
Change the paper weight setting to thinner or thicker.

• Certain types of paper, such as translucent paper or OHP transparencies, may produce noise
when delivered. This noise does not indicate a problem and print quality is unaffected.
• The paper capacity described in the tables above is an example. Actual paper capacity might be
lower, depending on the paper type.
• When loading paper, make sure the stack height does not exceed the limit mark of the paper tray.
• If multiple sheet feeding occurs, fan sheets thoroughly or load sheets one by one from the bypass
tray.

143

9. Adding Paper and Toner

• Flatten out curled sheets before loading them.
• Depending on the paper sizes and types, the copy/print speed may be slower than usual.
• When loading envelopes, see p.145 "Envelopes".
• When loading thick paper of 106–162 g/m2 (28 lb. Bond–90 lb. Index), see p.144 "Thick
Paper".
• When copying or printing onto letterhead paper, the paper placing orientation is different
depending on which function you are using. For details, see p.135 "Loading Orientation-fixed
Paper or Two-sided Paper".
• If you load paper of the same size and same type in two or more trays, the machine automatically
shifts to the other tray when the first tray in use runs out of paper. This function is called Auto Tray
Switching. This saves interrupting a copy run to replenish paper when making a large number of
copies. You can specify the paper type of the paper trays under [Paper Type: Tray 1]–[Paper Type:
Tray 4]. For details, see "System Settings", Connecting the Machine/ System Settings . For the
setting procedure of the Auto Tray Switching function, see "Copier/Document Server Features",
Copy/ Document Server .
• When loading label paper:
• We recommend that you use specified label paper.
• After pressing [Bypass], press [Paper Type], and then press [Thick Paper].
• When loading OHP transparencies:
• If multiple sheet feeding occurs, place one sheet at a time.
• When copying onto OHP transparencies, see "Copying onto OHP Transparencies", Copy/
Document Server .
• When printing on OHP transparencies from the computer, see p.132 "Specifying thick paper
or OHP transparencies for paper type using the control panel".
• Fan OHP transparencies thoroughly whenever you use them. This prevents OHP
transparencies from sticking together, and from feeding incorrectly.
• Remove copied or printed sheets one by one.
• When loading translucent paper:
• Place one sheet at a time.
• When loading translucent paper, always use long grain paper, and set the paper direction
according to the grain.
• Translucent paper easily absorbs humidity and becomes curled. Remove curl in the translucent
paper before loading.

Thick Paper
This section gives you various details about and recommendations concerning thick paper.
144

Recommended Paper Sizes and Types

When loading thick paper of 106–162 g/m2 (28 lb. Bond-90 lb. Index) in the bypass tray, follow the
recommendations below to prevent misfeeds and loss of image quality.
• Jams and misfeeds can occur when printing on thick smooth paper. To prevent such problems, be
sure to fan smooth paper thoroughly before loading them. If paper continues to become jammed or
feed in together even after they are fanned, load them one by one from the bypass tray.
• When loading thick paper, set the paper direction according to its grain, as shown in the following
diagram:
Direction of paper
grain

Bypass tray

• Select [Thick Paper] as the paper type for the bypass tray in [Tray Paper Settings].
• Even if thick paper is loaded as described above, normal operations and print quality might still not
be possible, depending on the paper type.
• Prints might have prominent vertical creases.
• Prints might be noticeably curled. Flatten out prints if they are creased or curled.

Envelopes
This section gives you various details about and recommendations concerning envelopes.
• Do not use window envelopes.
• Fan the envelopes before loading them. Otherwise, the envelopes may stick together because of
the glue on them. If fanning does not prevent them sticking together, load them one by one. Note
that some types of envelopes cannot be used with this machine.
• Misfeeds might occur depending on the length and shape of the flaps.
• When loading envelopes in the orientation, load them with flaps fully open. Otherwise, they
might not feed into the machine.

145

9. Adding Paper and Toner

• Before loading envelopes, press down on them to remove any air from inside, flatten out all four
edges. If they are bent or curled, flatten their leading edges (the edge going into the machine) by
running a pencil or ruler across them.
• When loading envelopes, do not stack paper over the limit mark. If you squeeze extra envelopes
into the bypass tray, misfeeds might occur.
In copier mode
When copying onto envelopes, load them according to the applicable orientation shown below.
Load the envelopes in the same direction as the original.
How to load envelopes
Orientation of envelopes

Exposure glass

Bypass tray

Side-opening envelopes

• Flaps: open

• Bottom side of envelopes:
toward the left of the
machine

• Side to be scanned: face
down

• Side to be printed: face
down

• Flaps: closed

• Bottom side of envelopes:
toward the front of the
machine

• Side to be scanned: face
down

• Side to be printed: face
down

Side-opening envelopes

When loading envelopes, specify the envelope size and thickness. For details, see p.72 "Copying
onto Envelopes".
In printer mode
When printing onto envelopes, load them according to the applicable orientation shown below:

146

Recommended Paper Sizes and Types

How to load envelopes
Types of envelopes

Bypass tray

Side-opening envelopes

• Flaps: open
• Bottom side of envelopes: toward the left of the
machine
• Side to be printed: face down
Side-opening envelopes

• Flaps: closed
• Bottom side of envelopes: toward the front of the
machine
• Side to be printed: face down
When loading envelopes, select "Envelope" as the paper types using both the User Tools and
printer driver, and specify the thickness of envelopes. For details, see "Printing on Envelopes", Print
.
Recommended envelopes
For information about recommended envelopes, contact your local dealer.
For details about the sizes of envelopes you can load, see p.138 "Recommended Paper Sizes and
Types".
• Load only one size and type of envelope at a time.
• To get better output quality, it is recommended that you set the right, left, top, and bottom print
margin, to at least 10 mm (0.4 inches) each.
• Output quality on envelopes may be uneven if parts of an envelope have differing thicknesses. Print
one or two envelopes to check print quality.
• Flatten out prints if they are creased or curled.
• Check the envelopes are not damp.

147

9. Adding Paper and Toner

• High temperature and high humidity conditions can reduce print quality and cause envelopes to
become creased.
• Depending on the environment, copying or printing on envelopes may wrinkle them even if they
are recommended.
• Certain types of envelopes might come out creased, dirtied, or misprinted. If you are printing a
solid color on an envelope, lines may appear where the overlapped edges of the envelope make it
thicker.

148

Adding Toner

Adding Toner
This section explains precautions when adding toner, how to send faxes or scanned documents when
the toner has run out, and how to dispose of used toner.

• Do not incinerate toner (new or used) or toner containers. Doing so risks burns. Toner will ignite
on contact with naked flame.

• Do not store toner (new or used) or toner containers anywhere near naked flames. Doing so
risks fire and burns. Toner will ignite on contact with naked flame.

• Do not use the cleaner to suck spilled toner (including used toner). Sucked toner may cause
firing or explosion due to electrical contact flickering inside the cleaner. However, it is possible
to use the cleaner designed for dust explosion-proof purpose. If toner is spilled over the floor,
sweep up spilled toner slowly and clean remainder with wet cloth.

• Do not crush or squeeze toner containers. Doing so can cause toner spillage, possibly resulting
in dirtying of skin, clothing, and floor, and accidental ingestion.

• Store toner (new or used), toner containers, and components that have been in contact with
toner out of reach of children.

• If toner or used toner is inhaled, gargle with plenty of water and move into a fresh air
environment. Consult a doctor if necessary.

• If toner or used toner gets into your eyes, flush immediately with large amounts of water. Consult
a doctor if necessary.

• If toner or used toner is swallowed, dilute by drinking a large amount of water. Consult a doctor
if necessary.

149

9. Adding Paper and Toner

• When removing jammed paper or replacing toner, avoid getting toner (new or used) on your
clothing. If toner comes into contact with your clothing, wash the stained area with cold water.
Hot water will set the toner into the fabric and make removing the stain impossible.

• When removing jammed paper or replacing toner, avoid getting toner (new or used) on your
skin. If toner comes into contact with your skin, wash the affected area thoroughly with soap and
water.

• Always replace the toner cartridge when a notification appears on the machine.
• Fault may occur if you use toner other than the recommended type.
• When adding toner, do not turn off the main power. If you do, settings will be lost.
• Store toner where it will not be exposed to direct sunlight, temperatures above 35°C (95°F), or
high humidity.
• Store toner on a flat surface.
• Do not shake the toner cartridge with its mouth down after removing it. Residual toner may scatter.
• Do not repeatedly install and remove toner cartridges. This will result in toner leakage.
Follow the instruction on the screen regarding how to replace a toner cartridge.
• Do not remove the cap before shaking.
• Do not remove the inner cap.
• If " Toner Cartridge is almost empty." appears, the toner has almost run out. Have a replacement
toner cartridge at hand.
• If appears when there is a lot of toner, follow the toner replacement instructions that appear on
the screen: Pull out the cartridge, and then reinstall it.
• You can make about 50 output even after
output quality.

appears, but replace the toner early to prevent poor

• You can check the name of the required toner and the replacement procedure using the [ Add
Toner] screen.
• For details about how to check contact number where you can order supplies, see "Inquiry",
Maintenance and Specifications .

150

Adding Toner

Sending Faxes or Scanned Documents When Toner Has Run Out
When the machine has run out of toner, the indicator on the display lights. Note that even if there is no
toner left, you can still send faxes or scanned documents.
• If number of communications executed after the toner has run out and not listed in the automatically
output Journal exceeds 200, communication is not possible.
1. Press the [Home] key on the top left of the control panel, and press the [Facsimile] icon or
the [Scanner] icon on the [Home] screen.

CMR612

2. Press [Exit], and then perform transmission operation.
The error message disappears.
• Any reports are not printed.

Disposing of Used Toner
This section describes what to do with used toner.
Toner cannot be re-used.
Pack used toner containers in the container's box or a bag to prevent the toner from leaking out of the
container when you dispose of it.
(mainly Europe and Asia)
If you want to discard your used toner container, please contact your local sales office. If you discard it
by yourself, treat it as general plastic waste material.
(mainly North America)
Please see our local company website for information on the recycling of supply products, or you can
recycle items according to the requirements of your local municipalities or private recyclers.

151

9. Adding Paper and Toner

152

10. Troubleshooting
This chapter describes basic troubleshooting procedures.

Indicators
This section describes the indicators displayed when the machine requires the user to remove misfed
paper, to add paper, or to perform other procedures.
Indicator
: Paper Misfeed indicator

Status
Appears when a paper misfeed occurs.
For details about removing jammed paper, see "Removing
Jammed Paper", Troubleshooting .

: Original Misfeed indicator

Appears when an original misfeed occurs.
For details about removing jammed paper, see "Removing
Jammed Paper", Troubleshooting .

: Load Paper indicator

Appears when paper runs out.
For details about loading paper, see "Loading Paper",
Paper Specifications and Adding Paper .

: Add Toner indicator

Appears when toner runs out.
For details about adding toner, see "Adding Toner",
Maintenance and Specifications .

: Waste Toner Full indicator

Appears when the waste toner bottle is full.
Contact your sales or service representative.

: Service Call indicator

Appears when the machine is malfunctioning or requires
maintenance.

: Cover Open indicator

Appears when one or more covers of the machine are
open.

153

10. Troubleshooting

When an Indicator for the [Check Status] Key
Is Lit
If an indicator for the [Check Status] key lights up, press the [Check Status] key to display the [Check
Status] screen. Check the status of each function in the [Check Status] screen.
[Check Status] screen
1

4
CSU002

1. [Mac/ApliStat] tab
Indicates the status of the machine and each function.
2. Status icons
Each icon that can be displayed is described below:
: The function is performing a job.
: An error has occurred on the machine.
: An error has occurred in the function being used. Or, the function cannot be used because an error has
occurred on the machine.
3. Messages
Displays a message that indicates the status of the machine and each function.
4. [Check]
If an error occurs in the machine or a function, press [Check] to view details.
Pressing [Check] displays an error message or the corresponding function screen. Check the error message
displayed on the function screen and take the appropriate action.
• p.164 "Messages Displayed When Using the Copy/Document Server Function"
• p.167 "Messages Displayed When Using the Facsimile Function"
• p.183 "Messages Displayed When Using the Printer Function"
• p.196 "Messages Displayed When Using the Scanner Function"

The following table explains problems that cause the indicator to light:

154

When an Indicator for the [Check Status] Key Is Lit

Problem

Causes

Solutions

Documents and reports do
not print out.

The paper output tray is full.

Remove the prints from the tray.

Documents and reports do
not print out.

There is no paper left.

Load paper. For details about loading
paper, see "Loading Paper", Paper
Specifications and Adding Paper .

An error has occurred.

A function which has the
status "Error Occurred" in
the [Check Status] screen is
defective.

Press [Check] in the function which the
error has occurred. Then check the
displayed message, and take
appropriate action. For details about
error messages and their solutions, see
p.164 "When Messages Are
Displayed on the Control Panel".
You can use other functions normally.

The machine is unable to
connect to the network.

A network error has
occurred.

• Press [Check] in the function
which error is occurred. And then
check the displayed message,
and take appropriate action. For
details about error messages and
their solutions, see p.164 "When
Messages Are Displayed on the
Control Panel".
• Check that the machine is
correctly connected to the
network, and that the machine is
correctly set. For details about
how to connect the network, see
"Interface Settings", Connecting
the Machine/ System Settings .
• For details about connecting to
the network, contact your
administrator.
• If the indicator is still lit even after
trying to solve the problem as
described here, contact your
service representative.

155

10. Troubleshooting

Panel Tone
The following table describes the meaning of the various beep patterns that the machine produces to
alert users about left originals and other machine conditions.
Beep pattern

Meaning

Causes

Single short beep

Panel/screen input
accepted.

A control panel or screen key was
pressed.

Short, then long beep

Panel/screen input rejected.

An invalid key was pressed on the
control panel or screen, or the entered
password was incorrect.

Single long beep

Job completed successfully.

A Copy/Document Server Features
job has finished.

Two long beeps

Machine has warmed up.

When the power is turned on or the
machine exits Sleep mode, the
machine has fully warmed up and is
ready for use.

Five long beeps

Soft alert

An auto reset was performed through
the Simple Screen of the Copy/
Document Server function, the
Facsimile function, or the Scanner
function.

Five long beeps repeated
four times.

Soft alert

An original has been left on the
exposure glass or paper tray is empty.

Five short beeps repeated
five times.

Strong alert

The machine requires user attention
because paper has jammed, the toner
needs replenishing, or other problems
have occurred.

• Users cannot mute the machine's beep alerts. When the machine beeps to alert users of a paper
jam or toner request, if the machine's covers are opened and closed repeatedly within a short
space of time, the beep alert might continue, even after normal status has resumed.
• You can select to enable or disable beep alerts. For details about Panel Key Sound, see "General
Features", Connecting the Machine/ System Settings .

156

When You Have Problems Operating the Machine

When You Have Problems Operating the
Machine
This section describes common problems and messages. If other messages appear, follow the
instructions displayed.
Problem
The [Facsimile] or [Scanner]
icon does not appear on the
[Home] screen even though
the copier screen appears
when the machine is turned
on using the main power
switch.

Causes

Solutions

Functions other than the
copier function are not yet
ready.

Functions appear on the [Home]
screen when they become ready for
use. Time required varies by function.
Wait a little longer.

The machine has just been
Functions other than the
turned on and the User Tools copier function are not yet
screen is displayed, but the
ready.
User Tools menu has items
missing.

Functions appear in the User Tools
menu when they become ready for
use. Time required varies by function.
Wait a little longer.

The lamp remains lit and the
machine does not enter
Sleep mode even though the
[Energy Saver] key was
pressed.

• The ADF is open.

• Close the ADF.

• The machine is
communicating with
external equipment.

• Check if the machine is
communicating with external
equipment.

• The hard disk is active.

• Wait a little longer.

The display is off.

The machine is in Sleep
mode.

Press the [Energy Saver] key or the
[Check Status] key to cancel Sleep
mode.

Nothing happens when the
[Check Status] key or the
[Energy Saver] key is
pressed.

The main power switch is
turned off.

Turn on the main power switch.

157

10. Troubleshooting

Problem

Causes

Solutions

"Please wait." appears.

This message appears when Wait for a while. If the machine is not
you press the [Energy Saver] ready in five minutes, turn off the main
key.
power switch and make sure the main
power indicator turns off. Wait at least
ten seconds and then turn the main
power switch on again. If the machine
is still not ready in five minutes, contact
your service representative.

"Please wait." appears.

This message appears when
the machine is warming up.

• Wait until the message
disappears. Do not turn off the
main power switch while the
message is displayed.
• If the machine is not ready in five
minutes, turn off the main power
switch and make sure the main
power indicator turns off. Wait at
least ten seconds and then turn
the main power switch on again.
If the machine is still not ready in
five minutes, contact your service
representative.

"Please wait." appears.

The current environmental
condition is outside the
recommended temperature
range for the machine.

• Check the optimum environmental
conditions for the machine and
move it to a different location.
• Leave the machine for a while
and allow it to adapt to the
environment.
For details about the optimum
environmental conditions for the
machine, see "Optimum Environmental
Conditions After Moving the Machine",
Maintenance and Specifications .

158

When You Have Problems Operating the Machine

Problem
"Please wait." appears.

Causes
This message appears when
you change the toner
cartridge.

Solutions
• Wait until the message
disappears. Do not turn off the
main power switch while the
message is displayed.
• If the machine is not ready in five
minutes, turn off the main power
switch and make sure the main
power indicator turns off. Wait at
least ten seconds and then turn
the main power switch on again.
If the machine is still not ready in
five minutes, contact your service
representative.

"Memory is full. Do you
want to store scanned file?"
appears.

The scanned originals
exceed the number of
sheets/pages that can be
stored on the hard disk.

• Press [Yes] to store pages that
have been scanned. Delete
unnecessary files by pressing
[Delete File].
• Press [No] if you are not storing
pages that have been scanned.
Delete unnecessary files by
pressing [Delete File].

The user code entry screen is Users are restricted by User
displayed.
Code Authentication.

For details about how to log in when
User Code Authentication is enabled,
see "When the Authentication Screen is
Displayed", Getting Started .

The Authentication screen
appears.

Basic Authentication,
Windows Authentication,
LDAP Authentication or
Integration Server
Authentication is set.

Enter your Login User Name and Login
Password. For details about the
Authentication screen, see "When the
Authentication Screen is Displayed",
Getting Started .

"Authentication has failed."
appears.

The entered Login User
Name or Login Password is
not correct.

For details about the correct Login User
Name and Login Password, see
Security Guide .

"Authentication has failed."
appears.

The machine cannot perform
authentication.

For details about authentication, see
Security Guide .

159

10. Troubleshooting

Problem
"You do not have the
privileges to use this
function." continues to be
displayed even though you
have entered a valid user
name.
An error message remains,
even if misfed paper is
removed.

Causes

Solutions

The logged in user name
For details about how to set
does not have permission for permissions, see Security Guide
the selected function.

• When a misfeed
message appears, it
remains until you open
and close the cover as
required.

After removing misfed paper, fully
open the front cover, and then close it.
For details about removing jammed
paper, see "Removing Jammed Paper",
Troubleshooting .

• Paper is still jammed in
the tray.

160

An error message remains,
even if consumables are
replaced and/or misfed
paper is removed.

This may occur if the HDD is
not installed.

Press the [Start] key.

An error message remains
displayed even after the
indicated cover is closed.

One or more covers of the
machine other than the
indicated one are still open.

Close all the covers of the machine.

Original images are printed
on the reverse side of the
paper.

You may have loaded the
paper incorrectly.

Misfeeds occur frequently.

Using curled paper often
causes misfeeds, soiled
paper edges, or slipped
positions while performing
stack printing.

• Load paper into the paper trays
with the print side up.
• Load paper into the bypass tray
with the print side down.
• Take the stiffness out of the paper
with your hands to straighten out
the curl.
• Load the paper up side down.
• Lay paper on a flat surface to
prevent paper from curling, and
do not lean it against the wall. For
details about the proper way to
store paper, see "Paper Storage",
Paper Specifications and Adding
Paper .

When You Have Problems Operating the Machine

Problem
Misfeeds occur frequently.

Causes

Solutions

The tray's side or end fences
may not be set properly.

• Remove misfed paper. For details
about removing jammed paper,
see "Removing Jammed Paper",
Troubleshooting .
• Check that the side or end fences
are set properly. Also, check that
the side fences are locked. For
details about setting the side and
end fences, see "Changing the
Paper Size", Paper Specifications
and Adding Paper .

Misfeeds occur frequently.

Paper of undetectable size
has been loaded.

• Remove misfed paper. For details
about removing jammed paper,
see "Removing Jammed Paper",
Troubleshooting .
• If you load a paper size that is not
selected automatically, you need
to specify the paper size with the
control panel. For details about
specifying paper size with the
control panel, see "Changing to a
Size That Is Not Automatically
Detected", Paper Specifications
and Adding Paper .

Cannot print in duplex
mode.

You have selected a paper
tray that is not set for duplex
printing.

Change the setting for "Apply 2 sided"
in [System Settings] to enable duplex
printing for the paper tray. For details
about setting "Apply 2 sided", see
"Tray Paper Settings", Connecting the
Machine/ System Settings .

Cannot print in duplex
mode.

Duplex printing cannot be
done with paper set in the
bypass tray.

When using duplex printing, make
settings to use paper from a tray other
than the bypass tray.

161

10. Troubleshooting

Problem

Causes

Solutions

"Turn main Power Switch off" The machine does not shut
appears.
down normally when the
main power switch is turned
off, and then immediately
turned on.

Turn off the main power switch and
make sure the main power indicator
turns off. Wait at least 10 seconds and
then turn the main power switch on
again.

"Shutting down... Please
wait. Main power will be
turned off automatically.
Maximum waiting time: 2
minute(s)" appears.

Follow the message that appears and
wait until the machine has shut down.
Do not turn on the main power switch
while this message is displayed. If the
main power switch has been turned on,
follow the message that appears. For
details about turning the main power
switch on and off, see "Turning On/Off
the Power", Getting Started .

The shut down procedure
has begun because the main
power switch was turned off
while the machine was in
standby mode or performing
an operation.

• If the main power indicator
remains lit after the maximum
waiting time has elapsed, contact
your service representative.

162

The machine makes a loud
clicking sound shortly after
the main power switch is
turned off.

The main power switch
makes a loud clicking sound
inside the machine when the
main power is turned off
automatically.

You will hear a loud clicking sound
inside the machine when it shuts down.
This is not a malfunction.

An error has occurred when
the Address Book is
changed from the display
panel or Web Image
Monitor.

The Address Book cannot be Wait a while, and then retry the
changed while deleting the
operation.
multiple stored documents.

Cannot use Web Image
Monitor to print documents
stored in Document Server.

When [Print Volum. Use
Limit.] is specified, users
cannot print beyond their
print volume use limitations.
Print jobs selected by users
who have reached their print
volume use limitations will be
canceled.

• For details about specifying [Print
Volum. Use Limit.], see Security
Guide .
• To view the status of a print job,
see [Print Job History]. In Web
Image Monitor, click [Job] on the
[Status/Information] menu. And
then click [Print Job History] in
"Document Server".

When You Have Problems Operating the Machine

Problem

Causes

Solutions

"Home is in use by another
function." appears.

The [Home] screen is being
edited by another function.

Wait for a while, and then try to create
the shortcut on the [Home] screen
again.

"The image data size is not
valid. See the manual for
required data." appears.

The image data size is not
valid.

For details about the image data size
for shortcut images, see "Customizing
the [Home] Screen", Convenient
Functions .

"The format of the image
data is not valid." appears.

The file format of the shortcut
image to be added is not
supported.

The file format of shortcut images to be
added must be JPEG. Specify the
image again.

• If you cannot make copies as you want because of paper type, paper size, or paper capacity
problems, use recommended paper. For details about recommended paper, p.138
"Recommended Paper Sizes and Types".

163

10. Troubleshooting

When Messages Are Displayed on the Control
Panel
Messages Displayed When Using the Copy/Document Server Function
This section describes the machine's main messages. If other messages appear, follow their instructions.
• If you cannot make copies as you want because of the paper type, paper size or paper capacity
problems, use recommended paper. For details about recommended paper, see p.138
"Recommended Paper Sizes and Types".
• For messages that are not listed here, see p.157 "When You Have Problems Operating the
Machine".
Message
"Cannot detect size of
original."

Causes
The original placed on the
exposure glass is a nonstandard size.

Solutions
• Place the original on the exposure
glass again. Face the original
down.
• If the machine cannot detect the
size of the original, specify the
size manually - do not use Auto
Paper Select mode or the Auto
Reduce/Enlarge function. For
details about specifying the
settings, see "Sizes Detectable
with Auto Paper Select", Paper
Specifications and Adding Paper
.

"Cannot detect size of
original."

164

Original is not placed, or the
original placed on the
exposure glass is a nonstandard size.

• Place the original correctly.
• Specify the paper size.
• When placing an original directly
on the exposure glass, the lifting/
lowering action of the ADF
triggers the automatic original
size detection process. Lift the
ADF by 30 degrees or more.

When Messages Are Displayed on the Control Panel

Message

Causes

Solutions

"Check paper size."

An irregular paper size is
set.

"2 Sided Copy is not
available with this paper
size. Select another paper
size or cancel 2 Sided
Copy."

A paper size not available in Select a proper paper size. For details
Duplex mode has been
about Duplex mode, see "Duplex
selected.
Copying", Copy/ Document Server
.

"Exceeded max. number of
pages per file. Do you want
to store the scanned pages
as 1 file?"

The number of scanned
pages exceeds the capacity
per file of the Document
Server.

"Exceeded the maximum
number of sheets that can be
used. Copying will be
stopped."

The number of pages the
user is permitted to copy has
been exceeded.

For details about how to check the
number of copies available per user,
see Security Guide .

"File being stored exceeded
max. number of pages per
file. Copying will be
stopped."

The scanned originals have
too many pages to store as
one document.

Press [Exit], and then store again with
an appropriate number of pages.

"Maximum number of sets is
n."

The number of copies
exceeds the maximum copy
quantity.

You can change the maximum copy
quantity from [Max. Copy Quantity] in
[General Features] under [Copier/
Doc. Srvr. Featr.]. For details about
Max. Copy Quantity, see "General
Features", Copy/ Document Server .

A function of the machine
other than the Copier
function is being used such
as the Document Server
function.

Cancel the job that is being processed.
For example, press [Exit], and then
press the [Home] key. Next, press the
[Document Server] icon on the [Home]
screen, and then press the [Stop] key.
When the message appears on the
screen, follow the instructions to cancel
the job.

(A figure is placed at n.)

"Orig. scanned for diffrnt
fnctn."

If you press the [Start] key, the copy
will start using the selected paper.

• If you want to store the scanned
pages as a file in the Document
Server, press [Yes].
• If you do not want to store
scanned pages, press [No].
Scanned data is deleted.

165

10. Troubleshooting

Message

Causes

Solutions

"Please wait."

The destination list is being
updated from the network
using Web Image Monitor.

Wait until the message disappears. Do
not turn off the main power switch
while this message is displayed.
Depending on the number of
destinations to be updated, there may
be some delay before you can resume
operation. Operations are not possible
while this message is displayed.

"Please wait."

This message might appear
for a second or two while
the machine is preparing,
performing initial
adjustments, or adding
toner.

Wait a while.

"Please wait."

The current environmental
condition is outside the
recommended temperature
range for the machine.

166

"Rotate Sort is not available
with this paper size."

A size of paper for which
Select a proper paper size. For details
Rotate Sort is not available is about paper, see "Sort", Copy/
selected.
Document Server .

"The selected file(s)
contained file(s) without
access privileges. Only
file(s) with access privileges
will be deleted."

You have tried to delete files
without the authority to do
so.

"You do not have the
privileges to use this
function."

The logged in user name
For details about how to set
does not have permission for permissions, see Security Guide
the selected function.

Files can be deleted by the person who
created the file. To delete a file which
you are not authorized to delete,
contact the person who created the
file.
.

When Messages Are Displayed on the Control Panel

When the memory becomes full while using the copy/document server function
Message

Causes

Solutions

"Memory is full. nn originals
have been scanned. Press
[Print] to copy scanned
originals."

The scanned originals
exceed the number of pages
that can be stored in
memory.

• Press [Print] to copy scanned
originals and cancel the scanning
data.

"nn" in the message
represents a changeable
number.
"Press [Continue] to scan
and copy remaining
originals."

The machine checked if the
remaining originals should
be copied, after the scanned
originals were printed.

• Press [Clear Memory] to cancel
the scanning data and not copy.

• Remove all copies, and then press
[Continue] to continue copying.
• Press [Stop] to stop copying.

• If you set [Memory Full Auto Scan Restart] in [Input/Output] of User Tools to [On], even if the
memory becomes full, the memory overflow message will not be displayed. The machine will make
copies of the scanned originals first, and then automatically proceed to scan and to copy the
remaining originals. In this case, the resulting sorted pages will not be sequential. For details about
Memory Full Auto Scan Restart, see "Input/Output", Copy/ Document Server .

Messages Displayed When Using the Facsimile Function
This section describes the machine's main messages. If other messages appear, follow their instructions.
• Settings that can be confirmed in System Settings or Facsimile Features on the control panel can
also be confirmed from Web Image Monitor. For details about how to confirm the settings from
Web Image Monitor, see Web Image Monitor Help.
Message
"Cannot detect the size of
original. Select scan size."

Causes
The machine failed to detect
the size of the original.

Solutions
On the control panel, under [Send
Settings], specify the scan area in
[Scan Size], and then resend the
document. For details about setting
scan size, see "Scan Settings", Fax

167

10. Troubleshooting

Message

Causes

Solutions

"Connection with the
The name of the computer or Check that the computer name and the
destination has failed. Check folder entered as the
folder name for the destination are
the settings. Entered path
destination is wrong.
correct.
name might be incorrect, or
firewall and security settings
might be blocking network
connectivity."
"Check whether there are
any network problems."
[13-10]

The alias telephone number
you entered is already
registered on the gatekeeper
by another device.

• Check that the correct alias phone
number is listed in [H.323
Settings] of [Facsimile Features].
For details about H.323 Settings,
see "Initial Settings", Fax .
• For details about network
problems, contact your
administrator.

"Check whether there are
any network problems."

Cannot access gatekeeper.

[13-11]

• Check that the correct gatekeeper
address is listed in [H.323
Settings] of [Facsimile Features].
For details about H.323 Settings,
see "Initial Settings", Fax .
• For details about network
problems, contact your
administrator.

"Check whether there are
any network problems."
[13-17]

Registering of user name is
rejected by SIP server.

• Check that the correct SIP Server
IP Address and SIP User Name
are listed in [SIP Settings] of
[Facsimile Features]. For details
about SIP Settings, see "Initial
Settings", Fax .
• For details about network
problems, contact your
administrator.

168

When Messages Are Displayed on the Control Panel

Message
"Check whether there are
any network problems."

Causes
Cannot access SIP server.

[13-18]

Solutions
• Check that the correct SIP Server
IP Address is listed in [SIP
Settings] of [Facsimile Features].
For details about SIP Settings, see
"Initial Settings", Fax .
• For details about network
problems, contact your
administrator.

"Check whether there are
any network problems."
[13-24]
"Check whether there are
any network problems."
[13-25]

The password registered for For details about network problems,
the SIP server is not the same contact your administrator.
as the password registered
for this machine.
In [Effective Protocol], the IP
address is not enabled, or
an incorrect IP address has
been registered.

• Check that "IPv4" in [Effective
Protocol] is set to "Active" in
[System Settings]. For details
about Effective Protocol, see
"Interface Settings", Connecting
the Machine/ System Settings .
• Check that the correct IPv4
address is specified for the
machine in [System Settings]. For
details about IPv4 address, see
"Interface Settings", Connecting
the Machine/ System Settings .
• For details about network
problems, contact your
administrator.

"Check whether there are
any network problems."
[13-26]

The "Effective Protocol" and
"SIP Server IP Address"
settings are different, or an
incorrect IP address has
been registered.

• Check that the correct IP address
is specified for the machine in
[System Settings]. For details
about IP address, see "Interface
Settings", Connecting the
Machine/ System Settings .
• For details about network
problems, contact your
administrator.

169

10. Troubleshooting

Message
"Check whether there are
any network problems."
[14-01]

Causes

Solutions

The DNS server, SMTP
server, or folder specified for
transfer to was not found, or
the destination for Internet
Fax around (not through) the
SMTP server could not be
found.

• Check that the following settings
in [System Settings] are listed
correctly.
• DNS server
• Server name and IP address
for the SMTP Server
For details about these settings,
see "Interface Settings" or "File
Transfer", Connecting the
Machine/ System Settings .
• Check that the folder for transfer is
correctly specified.
• Check that the computer in which
the folder for transfer is specified
is correctly operated.
• Check that the LAN cable is
correctly connected to the
machine.
• For details about network
problems of the destinations,
contact the administrator of the
destinations.
• For details about network
problems, contact your
administrator.

170

When Messages Are Displayed on the Control Panel

Message
"Check whether there are
any network problems."
[14-09]

Causes

Solutions

E-mail transmission was
refused by SMTP
authentication, POP before
SMTP authentication, or
login authentication of the
computer in which the folder
for transfer is specified.

• Check that User Name and
Password for the following
settings in [System Settings] are
listed correctly.
• SMTP Authentication
• POP before SMTP
• Fax Email Account
For details about these settings,
see "File Transfer", Connecting the
Machine/ System Settings .
• Check that the user ID and
password for the computer with
the folder for forwarding are
correctly specified.
• Check that the folder for
forwarding is correctly specified.
• Confirm that the computer with the
folder for forwarding is properly
working.
• For details about network
problems, contact your
administrator.

"Check whether there are
any network problems."
[14-33]

E-mail addresses for the
machine and the
administrator are not
registered.

• Check that the correct Email
Address is listed in [Fax Email
Account] of [System Settings]. For
details about Fax Email Account,
see "File Transfer", Connecting the
Machine/ System Settings .
• For details about network
problems, contact your
administrator.

171

10. Troubleshooting

Message
"Check whether there are
any network problems."

Causes
No POP3/IMAP4 server
address is registered.

[15-01]

Solutions
• Check that the correct Server
Name or Server Address is listed
in [POP3/IMAP4 Settings] of
[System Settings]. For details
about POP3/IMAP4 Settings, see
"File Transfer", Connecting the
Machine/ System Settings .
• For details about network
problems, contact your
administrator.

"Check whether there are
any network problems."

Cannot log in to the POP3/
IMAP4 server.

[15-02]

• Check that the correct User Name
and Password are listed in [Fax
Email Account] of [System
Settings]. For details about Fax
Email Account, see "File Transfer",
Connecting the Machine/ System
Settings .
• For details about network
problems, contact your
administrator.

"Check whether there are
any network problems."
[15-03]

No machine e-mail address
is programmed.

• Check that the correct machine email address is specified in
[System Settings]. For details
about settings of e-mail address,
see "File Transfer", Connecting the
Machine/ System Settings .
• For details about network
problems, contact your
administrator.

172

When Messages Are Displayed on the Control Panel

Message
"Check whether there are
any network problems."

Causes

Solutions

Cannot find the DNS server
or POP3/IMAP4 server.

• Check that the following settings
in [System Settings] are listed
correctly:

[15-11]

• IP address of the DNS
Server
• the server name or IP
address of the POP3/
IMAP4 server
• the port number of the
POP3/IMAP4 server
• Reception Protocol
For details about these settings,
see "Interface Settings" or "File
Transfer", Connecting the
Machine/ System Settings .
• Check that the LAN cable is
correctly connected to the
machine.
• For details about network
problems, contact your
administrator.
"Check whether there are
any network problems."
[15-12]

Cannot log in to the POP3/
IMAP4 server.

• Check that the following settings
in [System Settings] are listed
correctly:
• the user name and password
for [Fax Email Account]
• the user name and password
for POP before SMTP
authentication
For details about these settings,
see "File Transfer", Connecting the
Machine/ System Settings .
• For details about network
problems, contact your
administrator.

173

10. Troubleshooting

Message

Causes

"Check whether there are
any network problems."

• No IP address has
been registered.

[16-00]

• A network is not
connected properly.

Solutions
• Check that the correct IP address
is specified for the machine in
[System Settings]. For details
about IP address, see "Interface
Settings", Connecting the
Machine/ System Settings .
• For details about network
problems, contact your
administrator.

"Connection with LDAP
server has failed. Check the
server status."

A network error has
occurred and connection
has failed.

• Try the operation again. If the
message is still shown, the
network may be busy.
• Check the settings for LDAP server
in [System Settings]. For details
about settings for LDAP server,
see "Programming the LDAP
server", Connecting the
Machine/ System Settings .

"Error occurred, and
transmission was cancelled."

• Original jammed
during Immediate
Transmission.

Press [Exit], and then send the
documents again.

• A problem occurred in
the machine, or noise
occurred on the
telephone line.
"Exceeded max. number to
display. Max. No.: n"
(A figure is placed at n.)

174

The number of search results
has exceeded the maximum
number of items that can be
displayed.

Search again after changing the
search conditions.

When Messages Are Displayed on the Control Panel

Message
"Exceeded time limit for
LDAP server search. Check
the server status."

Causes
A network error has
occurred and connection
has failed.

Solutions
• Try the operation again. If the
message is still shown, the
network may be busy.
• Check that the correct settings for
LDAP server are listed in
[Administrator Tools] of [System
Settings]. For details about LDAP
server, see "Programming the
LDAP server", Connecting the
Machine/ System Settings .

"Functional problem
occurred. Stopped
processing."

The main power switch was
turned off while the machine
was receiving a document
by Internet Fax.

Even if you turn the main power switch
back on immediately, depending on
the mail server, the machine might not
be able to resume reception of the
Internet Fax if the timeout period has
not expired. Wait until the mail server's
timeout period has expired, and then
resume reception of the Internet Fax.
For details about reception of the
Internet Fax, contact your
administrator.

"Functional problems with
facsimile. Data will be
initialized."

There is a problem with the
fax.

Record the code number shown on the
screen, and then contact your service
representative. Other functions can be
used.

"LDAP server authentication
has failed. Check the
settings."

A network error has
occurred and connection
has failed.

Make settings correctly for the user
name and the password for LDAP
server authentication.

"Orig. scanned for diffrnt
fnctn."

A function of the machine
other than the Facsimile
function is being used such
as the Document Server
function.

Before sending a file by fax, cancel the
job in progress. For example, press
[Exit], and then press the [Home] key.
Press the [Document Server] icon on
the [Home] screen. Next, press the
[Stop] key. When the message
appears on the screen, follow the
instructions to cancel the job.

175

10. Troubleshooting

Message

176

Causes

Solutions

"Put original back, check it
and press the Start key."

Original jammed during
Memory Transmission.

Press [Exit], and then send the
documents again.

"Some invalid destination(s)
contained. Do you want to
select only valid
destination(s)?"

The specified group contains In the message that appears at each
fax destinations, e-mail
transmission, press [Select].
destinations, and/or folder
destinations, either of which
are incompatible with the
specified transmission
method.

"Some page(s) are almost
blank. To cancel press the
Stop key."

The first page of the
document is almost blank.

The original's blank side might have
been scanned. Be sure to place your
originals correctly. For details about
determining the cause of blank pages,
see "Detecting Blank Pages", Fax .

"The selected file(s)
contained file(s) without
access privileges. Only
file(s) with access privileges
will be deleted."

You tried to delete a
document for which you do
not have permission to
delete.

To check your access permission for
stored documents, or to delete a
document you do not have permission
to delete, see Security Guide .

"Updating the destination
list... Please wait. Specified
destination(s) or sender's
name has been cleared."

The destination list is being
updated from the network
using Web Image Monitor.

"You do not have the
privileges to use this
function."

The logged in user name
For details about how to set
does not have permission for permissions, see Security Guide
the selected function.

When Messages Are Displayed on the Control Panel

Message
"Authentication with rmt
machine failed. Check rmt
machine's auth settings."

Causes
Authentication failed while
using the remote fax
function. The likely causes
are as follows:

Solutions
For details about user authentication,
see Security Guide .

• An attempt was made
to connect to a device
that does not support
the remote function.
• User authentication on
the remote machine has
failed.
"Connection with remote
machine failed. Check the
remote machine status."

A network error occurred
while using the remote fax
function.

• Check that the remote machine
supports the remote fax function.
• Check that the remote machine is
working normally.
• Check that the correct IP address
or host name is set for the remote
machine in [System Settings]. For
details about these settings, see
"Interface Settings", Connecting
the Machine/ System Settings .
• Check that the LAN cable is
correctly connected to the
machine.
• For details about network
problems, contact your
administrator.

"Connection with remote
machine failed. Check the
remote machine status."

User Code Authentication is
set on the device connected
via the remote fax function.

The remote fax function does not
support User Code Authentication.
Disable User Code Authentication on
the remote machine.

177

10. Troubleshooting

Message
"Connection with remote
machine failed. Check the
remote machine status."

Causes
• User authentication of
the device connected
via the remote fax
function has failed.

Solutions
For details about user authentication
and how to set permissions, see
Security Guide .

• The user does not have
permission to use the
function on the remote
machine.
"Connection with remote
machine failed. Check the
remote machine status."

A timeout error occurred
while an attempt was made
to connect the device via
remote fax function.

• Check that the LAN cable is
correctly connected to the
machine.
• Check that the remote machine is
working correctly.
• For details about connection with
remote machine, see "Sending/
Receiving Documents Using a
Remote Machine (Remote Fax)",
Fax .

"Remote fax is not available
because [User Code
Authentication] is active."

The remote fax function does When using the remote fax function,
not support User Code
disable User Code Authentication. For
Authentication.
details about User Code
Authentication, see Security Guide .

"Transfer error has occurred.
Check status of remote
machine."

A network error occurred
during transfer.

• Check that the correct IP address
or host name is set for the remote
machine in [System Settings]. For
details about these settings, see
"Interface Settings", Connecting
the Machine/ System Settings .
• Check that the remote machine is
working correctly.
• Check that the LAN cable is
correctly connected to the
machine.
• For details about transmission,
contact your administrator.

178

When Messages Are Displayed on the Control Panel

Message

Causes

Solutions

"The HDD of the remote
machine is full."

The hard disk became full
after using the remote fax
function to scan an original.

Delete unnecessary files.

"Specified operation cannot
be performed. The file is in
use or the file transmission
has completed."

When you attempt to check
the status of a job on the
remote machine from your
machine, the job had
already been sent.

To check the details of a job, under
[Comm. Status/Print], see the [Check/
Stop Transmission File] screen.

"The destination cannot be
selected because its
encryption certificate is not
currently valid."

The user certificate
(destination certificate) has
expired.

A new user certificate must be installed.
For details about the user certificate
(destination certificate), see Security
Guide .

"The group destination
cannot be selected because
it contains a destination with
an encryption certificate that
is not currently valid."

The user certificate
(destination certificate) has
expired.

A new user certificate must be installed.
For details about the user certificate
(destination certificate), see Security
Guide .

"Transmission cannot be
performed because the
certificate used for the S/
MIME signature is not
currently valid."

The device certificate (S/
MIME) has expired.

A new device certificate (S/MIME)
must be installed. For details about
how to install a device certificate (S/
MIME), see Security Guide .

"The program contains a
destination(s) with an
encryption certificate that is
not currently valid. The
destination(s) cannot be
recalled."

The user certificate
(destination certificate) has
expired.

A new user certificate must be installed.
For details about the user certificate
(destination certificate), see Security
Guide .

"The specified destination for The user certificate
Email TX Result, which is
(destination certificate) has
registered to the program,
expired.
has an encryption certificate
that is not currently valid.
The destination cannot be
recalled."

A new user certificate must be installed.
For details about the user certificate
(destination certificate), see Security
Guide .

179

10. Troubleshooting

Message

Causes

Solutions

"The specified dest. for Email
TX Result, which is registered
to program, contains a dest.
that has a encryption
certificate that is not
currently valid. The dest.
cannot be recalled."

The user certificate
(destination certificate) has
expired.

A new user certificate must be installed.
For details about the user certificate
(destination certificate), see Security
Guide .

"Transmission cannot be
performed because the
encryption certificate is not
currently valid."

The user certificate
(destination certificate) has
expired.

A new user certificate must be installed.
For details about the user certificate
(destination certificate), see Security
Guide .

"XXX cannot be YYY
because the device
certificate used for the S/
MIME signature is not
currently valid."

The device certificate (S/
MIME) has expired.

A new device certificate (S/MIME)
must be installed. For details about
how to install a device certificate (S/
MIME), see Security Guide .

"Email TX Result cannot be
set because the specified
destination's encryption
certificate is not currently
valid."

The user certificate
(destination certificate) has
expired.

For details about the user certificate
(destination certificate), see Security
Guide .

"The program contains a
destination(s) that does not
have an encryption
certificate."

There is no user certificate
(destination certificate).

For details about the user certificate
(destination certificate), see Security
Guide .

"The specified destination for There is no user certificate
Email TX Result, which is
(destination certificate).
registered to the program,
has no encryption
certificate."

For details about the user certificate
(destination certificate), see Security
Guide .

(XXX and YYY indicate the
user action.)

180

When Messages Are Displayed on the Control Panel

Message

Causes

Solutions

"The specified destinations
for Email TX Result, which is
registered to the program,
contain a destination(s) that
has no encryption
certificate."

There is no user certificate
(destination certificate).

For details about the user certificate
(destination certificate), see Security
Guide .

"The device certificate used
for the S/MIME signature is
not currently valid. XXX
which is registered to the
program cannot be
recalled."

The device certificate (S/
MIME) has expired.

For details about the device certificate
(S/MIME), see Security Guide .

There is no device certificate
(S/MIME), or the certificate
is invalid.

For details about the device certificate
(S/MIME), see Security Guide .

There is no device certificate
(S/MIME), or the certificate
is invalid.

For details about the device certificate
(S/MIME), see Security Guide .

(XXX indicates the e-mail
destination(s) or
destination(s) for [Email TX
Results].)
"XXX cannot be YYY
because there is a problem
with the device certificate
used for the S/MIME
signature. Check the device
certificate."
(XXX and YYY indicate the
user action.)
"XXX cannot be recalled
because there is a problem
with the device certificate
used for the S/MIME
signature."
(XXX indicates the e-mail
destination(s) or
destination(s) for [Email TX
Results].)

181

10. Troubleshooting

Message

Causes

Solutions

"The Digital Signature's
device certificate is not
currently valid. The email
destination(s) which is
registered to the program
cannot be recalled."

The device certificate (PDF
with digital signature) has
expired.

A new device certificate (PDF with
digital signature) must be installed. For
details about how to install a device
certificate (PDF with digital signature),
see Security Guide .

"XXX cannot be YYY
because the Digital
Signature's device certificate
is not currently valid."

The device certificate (PDF
with digital signature) has
expired.

A new device certificate (PDF with
digital signature) must be installed. For
details about how to install a device
certificate (PDF with digital signature),
see Security Guide .

There is no device certificate
(PDF with digital signature),
or the certificate is invalid.

A new device certificate (PDF with
digital signature) must be installed. For
details about how to install a device
certificate (PDF with digital signature),
see Security Guide .

There is no device certificate
(PDF with digital signature),
or the certificate is invalid.

A new device certificate (PDF with
digital signature) must be installed. For
details about how to install a device
certificate (PDF with digital signature),
see Security Guide .

(XXX and YYY indicate the
user action.)
"XXX cannot be YYY
because there is a problem
with the Digital Signature's
device certificate. Check the
device certificate."
(XXX and YYY indicate the
user action.)
"The email destination(s)
which is registered to the
program cannot be recalled
because there is a problem
with the Digital Signature's
device certificate."

• If "Check whether there are any network problems." appears, the machine is not correctly
connected to the network or the settings of the machine are not correct. If you do not need to
connect to a network, you can specify the setting so this message is not displayed, and then the
[Check Status] key no longer lights. For details about how to do this, see "Parameter Settings", Fax
. If you reconnect the machine to the network, be sure to set "Display" by configuring the
appropriate User Parameter.
• If the paper tray runs out of paper, "Cannot print fax message. Load paper." appears on the
screen, asking you to add paper. If there is paper left in the other trays, you can receive documents
as usual, even if the message appears on the screen. You can turn this function on or off with
"Parameter Settings". For details about how to do this, see "Parameter Settings", Fax .

182

When Messages Are Displayed on the Control Panel

When the memory becomes full while using the facsimile function
Message
"Memory is full. Cannot scan
more. Transmission will be
stopped."

Causes
The memory is full.

Solutions
If you press [Exit], the machine returns
to standby mode and starts transmitting
the stored pages. Check the pages that
have not been sent using the
Communication Result Report, and
then resend those pages.

Messages Displayed When Using the Printer Function
This section describes the principal messages that appear on the display panel, error logs or reports. If
other messages appear, follow their instructions.

Status messages
Message

Status

"Hex Dump Mode"

In Hex Dump mode, the machine receives data in hexadecimal format.
Press [Job Reset] to cancel Hex Dump mode.

"Suspended job exists."

Printing was temporarily stopped by SmartDeviceMonitor for Client.
You can resume printing via [My Job List] in SmartDeviceMonitor for
Client, or via the Web Image Monitor. To resume printing via Web
Image Monitor, ask your system administrator first.

"Offline"
"Please wait."

The machine is offline.
• This message might appear for a second or two while the
machine is preparing, performing initial adjustments, or adding
toner. Wait a while.
• The current environmental condition is outside the recommended
temperature range for the machine. Check the optimum
environmental conditions for the machine and move it to a
different location, or leave the machine for a while and allow it to
adapt to the environment.

"Printing..."

The machine is printing. Wait a while.

183

10. Troubleshooting

Message

Status

"Ready"

This is the default ready message. The machine is ready for use. No
action is required.

"Resetting job..."

The machine is resetting the print job. Wait until "Ready" appears on
the display panel.

"Setting change..."

The machine is changing settings. You cannot use the control panel
while this message is displayed. Wait a while.

"Waitg. for prt.data"

The machine is waiting for the next data to print. Wait a while.

"Job suspended."

Printing was temporarily suspended because [Job Operation] or the
[Stop] key was pressed.

"Updating certif..."

The @Remote certificate is being updated. Wait a while.

Messages displayed on the control panel when using the printer function

• Before turning the main power switch off, see p.49 "Turning On/Off the Power".
Message

Causes

Solutions

"Cannot connect with the
wireless card. Turn the main
power switch off, then check
the card."

• The wireless LAN
board was not inserted
when the machine was
turned on.

(A "wireless LAN board" or
"Bluetooth interface unit" is
referred to as a "wireless
card".)

• The wireless LAN
board was pulled out
after the machine was
turned on.

Turn off the main power switch, and
then confirm the wireless LAN board is
inserted correctly. And then, turn on the
main power switch again. If the
message appears again, contact your
service representative.

• The settings are not
updated although the
unit is detected.

184

When Messages Are Displayed on the Control Panel

Message
"Cannot connect with the
Bluetooth interface. Check
the Bluetooth interface."

Causes

Solutions

• The Bluetooth interface
unit was installed while
the machine was turned
on.

Turn off the main power switch, and
then confirm that the Bluetooth
interface unit was installed correctly.
And then, turn on the main power
• The Bluetooth interface switch again. If the message appears
unit was removed while again, contact your service
the machine was turned representative.
on.

"Hardware Problem:
Ethernet"

An error has occurred in the
Ethernet interface.

Turn off the main power switch, and
then back on again. If the message
appears again, contact your service
representative.

"Hardware Problem: HDD"

An error has occurred in the
hard disk.

Turn off the main power switch, and
then back on again. If the message
appears again, contact your service
representative.

"Hardware Problem: Parallel An error has occurred in the
I/F"
IEEE 1284 interface board.

Turn off the main power switch, and
then back on again. If the message
appears again, contact your service
representative.

"Hardware Problem: USB"

An error has occurred in the
USB interface.

Turn off the main power switch, and
then back on again. If the message
appears again, contact your service
representative.

"Hardware Problem:
Wireless Card"

The wireless LAN board can
be accessed, but an error
was detected.

(A "wireless LAN board" or
"Bluetooth interface unit" is
referred to as a "wireless
card".)

185

10. Troubleshooting

Message
"Hardware Problem:
Wireless Card"
(A "wireless LAN board" or
"Bluetooth interface unit" is
referred to as a "wireless
card".)

"Out of paper in n. Load
paper of the following size
and type. To cancel the
current job, press [Job
Reset]."

Causes

Solutions

• The Bluetooth interface
unit was connected
while the machine was
turned on.

Turn off the main power switch, and
then confirm the Bluetooth interface unit
is inserted correctly. And then, turn on
the main power switch again. If the
message appears again, contact your
service representative.

• The Bluetooth interface
unit was removed while
the machine was turned
on.
The printer driver settings are
incorrect or the tray does not
contain paper of the size
selected in the printer driver.

Check that the printer driver settings
are correct, and then load paper of the
size selected in the printer driver into
the tray. For details about how to
change the paper size, see "Changing
the Paper Size", Paper Specifications
and Adding Paper .

The printer driver settings are
incorrect or the tray does not
contain paper of the size or
type selected in the printer
driver.

• Check that the printer driver
settings are correct, and then load
paper of the size selected in the
printer driver into the tray. For
details about how to change the
paper size, see "Changing the
Paper Size", Paper Specifications
and Adding Paper .

(A figure is placed at n.)
"Tray setg. do not match
spcfd siz&typ. Select new
tray or use siz&typ below."

• Select the tray manually to
continue printing, or cancel a
print job. For details about how to
select the tray manually, or cancel
a print job, see "If an Error Occurs
with the Specified Paper Size and
Type", Print .

186

"n ppr siz msmtch Select new The size of the paper in the
tray or use ppr size below." tray does not match the
(A tray name is placed at n.) paper size specified in the
printer driver.

Select a tray containing paper that is
the same size as the specified paper
size.

"Problem: Printer Font Error"

Contact your service representative.

An error has occurred in the
font settings.

When Messages Are Displayed on the Control Panel

Message
"Problems with the wireless
board. Please call service."
(A "wireless LAN board" or
"Bluetooth interface unit" is
referred to as a "wireless
board".)
"The selected file(s)
contained file(s) without
access privileges. Only
file(s) with access privileges
will be deleted."

Causes

Solutions

The machine has detected a
Bluetooth failure, or it could
not detect a Bluetooth
interface unit. It may be
incorrectly installed.

Check that the Bluetooth interface unit
is installed properly, or contact your
service representative.

You have tried to delete files
without the authority to do
so.

To check your access permission for
stored documents, or to delete a
document you do not have permission
to delete, see Security Guide .

"The same paper tray cannot The tray selected for other
Reset the job. Be sure the tray you
be set for the main sheets
pages is the same as the one select for slip sheets is not providing
and slip sheets ([Designate]). for slip sheets.
paper for other pages.
Check the setting."
"Updating the destination
list... Please wait. Specified
destination(s) or sender's
name has been cleared."

The destination list is being
updated from the network
using Web Image Monitor.

"You do not have the
privileges to use this
function."

The logged in user name
For details about how to set
does not have permission for permissions, see Security Guide
the selected function.

187

10. Troubleshooting

Messages during Direct print from a removable memory device
Message
"Unable to access the
specified memory storage
device."

"Exceeded the limit value for
total data size of the
selected files. Cannot select
more files."

Causes
The memory device used
cannot be recognized.

• The size of the selected
file exceeds 1 GB.
• The total size of the
selected files exceeds
1 GB.

Solutions
For details about the recommended
memory devices for the Direct printing
function from removable memory
devices, contact your service
representative. The USB flash memory
that features password protection or
other security features may not work
normally.
Files or groups of files larger than 1 GB
cannot be printed.
• When the total size of the multiple
files that are selected exceeds 1
GB, select files separately.
• When the size of selected file
exceeds 1 GB, print by using a
function other than the Direct
printing function from removable
memory devices.
You cannot select files of different
formats at the same time.

Other messages
This section describes likely causes of and possible solutions for the error messages that are printed on
the error logs or reports.
Message

188

Causes

Solutions

"86: Error"

Parameters of the control
code are invalid.

Check the print settings.

"91: Error"

Printing was canceled by the Check that the data is valid.
auto job cancel function due
to a command error.

"92: Error"

Printing was canceled
because [Job Reset] or the
[Stop] key was selected on
the machine's control panel.

Perform the print operation again if
necessary.

When Messages Are Displayed on the Control Panel

Message

Causes

Solutions

"98: Error"

The machine could not
access the hard disk
correctly.

Turn off the main power switch, and
then back on again. If the message
appears frequently, contact your
service representative.

"Address Book is currently in
use by another function.
Authentication has failed."

The machine currently
cannot perform
authentication because the
Address Book is being used
by another function.

Wait a while, and then retry the
operation.

"Unauthorized Copy
Prevention error occurred.
Job cancelled."

You tried to store a file in the
Document Server when
[Unauthorized Copy
Prevention] was specified.

Only when using PCL 6 / PostScript
3

"Unauthorized Copy
Prevention error occurred.
Job cancelled."

The [Enter User Text:] field
on the [Unauthorized Copy
Prevention for Pattern
Details] screen is blank.

Only when using PCL 6 / PostScript
3

"Auto-registration of user
information has failed."

Automatic registration of
For details about automatic registration
information for LDAP
of user information, see Security Guide
Authentication or Windows
.
Authentication failed
because the Address Book is
full.

"Cannot store data of this
size."

The paper size exceeded
the capacity of the
Document Server.

On the printer driver, select a job
type other than [Document Server]
in "Job Type:" or deselect
[Unauthorized Copy Prevention].

On the printer driver's [Detailed
Settings] tab, click [Effects] in
"Menu:". Select [Unauthorized
Copy Prevention], and then click
[Details] to display [Unauthorized
Copy Prevention for Pattern
Details]. Enter text in [Enter User
Text:].

Reduce the paper size of the file that
you want to send to a size that the
Document Server can store. Custom
size files can be sent but not stored
afterward.

189

10. Troubleshooting

Message

Causes

Solutions

"Classification Code is
incorrect."

The classification code has
not been entered, or the
classification code has been
entered incorrectly.

Enter the correct classification code.

"Classification Code is
incorrect."

The classification code is not
supported with the printer
driver.

Select Optional for classification code.
For details about how to specify
classification code settings, see
"Configuring Classification Codes",
Print .

"Collate has been
cancelled."

Collate was canceled.

Turn off the main power switch, and
then back on again. If the message
appears again, contact your service
representative.

"Command Error"

An RPCS command error
occurred.

• Check if the communication
between the computer and the
machine is working correctly.
• Check if the correct printer driver
is being used.
• Check if the machine's memory
size is set correctly in the printer
driver.
• Check that the printer driver is the
most up-to-date version available.

"Compressed Data Error."

The printer detected corrupt
compressed data.

• Check the connection between
the computer and the printer.
• Check that the program you used
to compress the data is
functioning correctly.

"Data storage error."

190

You tried to print a Sample
Print, Locked Print, Hold
Print, or Stored Print file, or
to store a file in the
Document Server when the
hard disk was
malfunctioning.

Contact your service representative.

When Messages Are Displayed on the Control Panel

Message
"Document Server is not
available to use. Cannot
store."

Causes
You cannot use the
Document Server function.

Solutions
• For details about using Document
Server function, contact your
administrator.
• For details about how to set
permissions, see Security Guide
.

"Duplex has been
cancelled."

Duplex printing was
canceled.

• Select the proper paper size for
the duplex function. For details
about paper, see "Specifications
for the Main Unit", Maintenance
and Specifications .
• Change the setting for "Apply 2
sided" in [System Settings] to
enable duplex printing for the
paper tray. For details about
setting "Apply 2 sided", see "Tray
Paper Settings", Connecting the
Machine/ System Settings .

"Error has occurred."

A syntax error, etc.,
occurred.

Check that the PDF file is valid.

"Exceeded max. capacity of
Document Server. Cannot
store."

The hard disk became full
after a file was stored.

Delete some of the files stored in the
Document Server or reduce the size
that you want to send.

"Exceeded max. number of
files of Document Server.
Cannot store."

The maximum file capacity
of the Document Server was
exceeded.

Delete some of the files stored in the
Document Server.

"Exceeded max. number of
files to print for temporary/
stored jobs."

While printing a Sample
Print, Locked Print, Hold
Print, or Stored Print file, the
maximum file capacity was
exceeded.

Delete unneeded files stored in the
machine.

191

10. Troubleshooting

Message

192

Causes

Solutions

"Exceeded max. number of
files. (Auto)"

While using the error job
store function to store
Normal Print jobs as Hold
Print files, the maximum file
capacity for file storage or
Hold Print file management
(automatic) was exceeded.

Delete Hold Print files (automatic) or
unneeded files stored in the machine.

"Exceeded max. number of
pages of Document Server.
Cannot store."

The maximum page
capacity of the Document
Server was exceeded.

Delete some of the files stored in the
Document Server or reduce the number
of pages that you want to send.

"Exceeded max. number of
pages to print for
temporary/stored jobs."

While printing a Sample
Print, Locked Print, Hold
Print, or Stored Print file, the
maximum page capacity
was exceeded.

"Exceeded max. pages.
Collate is incomplete."

The number of pages
exceeds the maximum
number of sheets that you
can use Collate with.

"Exceeded max. number of
pages. (Auto)"

While using the error job
store function to store
Normal Print jobs as Hold
Print files, the maximum
page capacity was
exceeded.

• Delete unneeded files stored in the
machine.
• Reduce the number of pages to
print.
Reduce the number of pages to print.

• Delete unneeded files stored in the
machine.
• Reduce the number of pages to
print.

"Exceeded the maximum unit The number of pages the
count for Print Volume Use.
user is permitted to print has
The job has been
been exceeded.
cancelled."

For details about Print Volum. Use
Limit., see Security Guide .

"Failed to obtain file system." PDF direct printing could not
be performed because the
file system could not be
obtained.

Turn off the main power switch, and
then back on again. If the message
appears again, contact your service
representative.

"File system is full."

Delete all unnecessary files from the
hard disk, or decrease the file size sent
to the machine.

PDF file does not print out
because the capacity of the
file system is full.

When Messages Are Displayed on the Control Panel

Message
"HDD is full."

Causes
The hard disk became full
while printing a Sample
Print, Locked Print, Hold
Print, or Stored Print file.

"HDD is full."

When printing with the
PostScript 3 printer driver,
the hard disk capacity for
fonts and forms has been
exceeded.

"HDD is full. (Auto)"

The hard disk became full
while using the error job
store function to store
Normal Print jobs as Hold
Print files.

"I/O buffer overflow."

An input buffer overflow
occurred.

Solutions
• Delete unneeded files stored in the
machine.
• Reduce the data size of the
Sample Print, Locked Print, Hold
Print, or Stored Print file.
Delete unneeded forms or fonts
registered in the machine.

• Delete unneeded files stored in the
machine.
• Reduce the data size of the
Temporary Print file and/or the
Stored Print file.
• In [Printer Features], under
[System], set [Memory Usage] to
[Font Priority].
• In [Printer Features], under [Host
Interface], select [I/O Buffer],
and then set the maximum buffer
size to a larger value.
• Reduce the number of files being
sent to the machine.

"Information for user
authentication is already
registered for another user."

The user name for LDAP
Authentication or Integration
Server Authentication was
already registered in a
different server with a
different ID, and a
duplication of the user name
occurred due to a switching
of domains (servers), etc.

For details about User Authentication,
see Security Guide .

193

10. Troubleshooting

Message
"Insufficient Memory"

Causes
A memory allocation error
occurred.

Solutions
PCL 5e
Select a lower resolution on the
printer driver. For details about
how to change the resolution
setting, see the printer driver Help.
PCL 6
On the printer driver's [Detailed
Settings] tab, click [Print Quality]
in "Menu:", and then select
[Raster] in the "Vector/Raster:" list.
In some cases, it will take a long
time to complete a print job.

194

"Memory Retrieval Error"

A memory allocation error
occurred.

Turn off the main power switch, and
then back on again. If the message
appears again, replace the RAM. For
details about replacing the RAM,
contact your service representative.

"No response from the
server. Authentication has
failed."

A timeout occurred while
connecting to the server for
LDAP Authentication or
Windows Authentication.

Check the status of the server.

"Output tray has been
changed."

The output tray was
changed because the paper
size of the specified output
tray is limited.

Specify the proper output tray.

"Print overrun."

Images were discarded
while printing.

PCL 5e

"Printing privileges have not
been set for this document."

The PDF document you have
tried to print has no
privileges to print.

Contact the owner of the document.

"Receiving data failed."

Data reception was aborted. Resend the data.

Select a lower resolution on the
printer driver. For details about
how to change the resolution
setting, see the printer driver Help.

When Messages Are Displayed on the Control Panel

Message

Causes

Solutions

"The selected paper size is
not supported. This job has
been cancelled."

Job Reset is automatically
performed if the specified
paper size is incorrect.

Specify the correct paper size, and
then print the file again.

"Sending data failed."

The machine received a
command to stop
transmission from the printer
driver.

Check if the computer is working
correctly.

"The print job has been
cancelled because capture
file(s) could not be stored:
Exceeded max. memory."

The hard disk became full
after a file was stored.

Delete the files stored in the Document
Server or reduce the file size to be sent.

"The print job has been
cancelled because capture
file(s) could not be stored:
Exceeded max. number of
files."

The maximum file capacity
of the Document Server was
exceeded.

Delete the files stored in the Document
Server.

"The print job has been
cancelled because capture
file(s) could not be stored:
Exceeded max. No. of
pages per file."

The maximum page
capacity of the Document
Server was exceeded.

Delete some of the files stored in the
Document Server or reduce the number
of pages that you want to send.

"The selected paper type is
not supported. This job has
been cancelled."

Job Reset is automatically
performed if the specified
paper type is incorrect.

Specify the correct paper type, and
then print the file again.

"You do not have a privilege The entered Login User
to use this function. This job
Name or Login Password is
has been cancelled."
not correct.

Check that the Login User Name and
Login Password are correct.

"You do not have a privilege The logged in user is not
to use this function. This job
allowed to use the selected
has been cancelled."
function.

For details about how to set
permissions, see Security Guide

"You do not have a privilege
to use this function. This
operation has been
cancelled."

For details about how to set
permissions, see Security Guide

The logged in user does not
have the privileges to
register programs or change
the paper tray settings.

195

10. Troubleshooting

Messages during Direct print from a removable memory device
Message
"99: Error"

Causes

Solutions

This data cannot be printed.
The specified data is either
corrupt or not supported by
the Direct printing function
from removable memory
devices.

Check that the data is valid. For details
about the kinds of data supported by
the Direct printing function from
removable memory devices, see
"Direct Printing from a Removable
Memory Device", Print .

If printing does not start, contact your service representative.
• The contents of errors may be printed on the Configuration Page. Check the Configuration Page in
conjunction with the error log. For details about how to print the Configuration Page, see "List / Test
Print", Print .

Messages Displayed When Using the Scanner Function
This section describes likely causes of and possible solutions for the error messages that appear on the
control panel. If a message not described here appears, act according to the message.
Message

Causes

"Authentication with the
The entered user name or
destination has failed. Check password was invalid.
settings. To check the current
status, press [Comm. Status/
Print]."

Solutions
• Check that the user name and
password are correct.
• Check that the ID and password
for the destination folder are
correct.
• A password of 128 or more
characters may not be
recognized.

"Cannot communicate with
PC. Contact the
administrator."

196

WSD (Device) protocol or
WSD (Scanner) protocol is
disabled.

For details about how to enable or
disable the WSD protocol, see Security
Guide .

When Messages Are Displayed on the Control Panel

Message
"Cannot detect the size of
original. Select scan size."

Causes
The original placed on the
exposure glass is a
nonstandard size.

Solutions
• Place the original correctly.
• Specify the scan size.
• When placing an original directly
on the exposure glass, the lifting/
lowering action of the ADF
triggers the automatic original
size detection process. Lift the
ADF by 30 degrees or more.

"Connection with the
The destination computer
destination has failed. Check name or folder name is
the settings. Entered path
invalid.
name might be incorrect, or
firewall and security settings
might be blocking network
connectivity."

Check whether the computer name and
the folder name for the destination are
correct.

"Connection with the
destination has failed. Check
the settings. Entered path
name might be incorrect, or
firewall and security settings
might be blocking network
connectivity."

Antivirus programs and firewalls can
prevent client computers from
establishing connection with this
machine.

An antivirus program or a
firewall is preventing the
machine connecting to your
computer.

• If you are using anti-virus
software, add the program to the
exclusion list in the application
settings. For details about how to
add programs to the exclusion
list, see the anti-virus software
Help.
• To prevent a firewall blocking the
connection, register the machine's
IP address in the firewall's IP
address exclusion settings. For
details about the procedure for
excluding an IP address, see your
firewall's Help.

"Cannot start scanning
Scan Profile is not set on the
because communication was client computer.
failed."

Set Scan Profile. For details about how
to do this, see "Changing a Scan
Profile", Scan .

197

10. Troubleshooting

Message

Causes

Solutions

"Cannot start scanning
The [Take no action] setting
because communication was has been selected on the
failed."
client computer, forcing the
client computer to remain
inactive when it receives
scan data.

Open scanner properties, click the
[Events] tab, and then select [Start this
program] as the computer's response
on receipt of scan data. For details, see
your operating system's Help.

"Cannot start scanning.
Check the setting(s) on the
PC."

The Scan Profile might be
incorrectly configured.

Check the Scan Profile configuration.

"Cannot write on the
memory storage device.
Check the memory storage
device and machine
settings."

The memory device is faulty,
or the file name contains a
character that cannot be
used.

• Check to see if the memory device
is defective.
• Check the memory device. It
might be unformatted, or its
format might be incompatible with
this machine.
• Check the file name set at the time
of scanning. For details about the
characters that can be used in file
names, see "Available Characters
and How to Enter Them", Getting
Started .

"Cannot write on the
memory storage device
because remaining free
space is insufficient."

"Cannot write on the
memory storage device
because the device is writeprotected."

198

• The memory device is
full and scan data
cannot be saved.
• Even if the memory
device appears to have
sufficient free space,
data might not be
saved if the maximum
number of files that can
be saved is exceeded.
The memory device is writeprotected.

• Replace the memory device.
• If the document is scanned as
single-page or divided multiple
pages, data already written to the
memory device is saved as is.
Replace the memory device, and
then press [Retry] to save the
remaining data, or press [Cancel]
to redo the scan.
Unlock the write-protection on the
memory device.

When Messages Are Displayed on the Control Panel

Message
"Connection with LDAP
server has failed. Check the
server status."

Causes
A network error has
occurred and connection
has failed.

"The data could not be sent
because the PC timed out
before it was sent."

A time out occurred when
using WSD Scanner. Time
outs occur when too much
time passes between
scanning an original and
sending its data. The
followings are likely causes
of time outs:
• Too many originals per
set.

• Reduce the number of originals,
and then scan again.
• Remove any misfed original, and
then scan again.
• Use Scanner Journal to check
there are no jobs awaiting
transmission, and then scan
again.

• Misfed originals.
• Transmission of other
jobs.
"Entered protection code for
destination is incorrect.
Please re-enter."

The correct protection code
was not entered.

Make sure the protection code is
correct, and then enter it again. For
details about a protection code, see
"Registering a Protection Code",
Connecting the Machine/ System
Settings .

"Entered user code is not
correct. Please re-enter."

You have entered an
incorrect user code.

Check the authentication settings, and
then enter a correct user code.

199

10. Troubleshooting

Message

Causes

"Exceeded max. email size.
Sending email has been
cancelled. Check [Max.
Email Size] in Scanner
Features."

The file size per page has
reached the maximum email size specified in
[Scanner Features].

"Exceeded max. number to
display. Max. No.: n"

Search results have
exceeded the max.
displayable number.

Search again after changing the
search conditions.

"Exceeded max. data
capacity. Check the
scanning resolution, then
press the Start key again."

The scanned data exceeded
maximum data capacity.

Specify the scan size and resolution
again. Note that it may not be possible
to scan very large originals at a high
resolution. For details about the settings
for scan function, see "Relationship
between Resolution and Scan Size",
Scan .

"Exceeded max. data
capacity. Check resolution,
then reset n orig."

The scanned original
exceeded maximum data
capacity.

The maximum number of
specifiable alphanumeric
characters in a path has
been exceeded.

The maximum number of characters
which can be entered for the path is
256. Check the number of characters
you entered, and then enter the path
again.

(A figure is placed at n.)

"Exceeded max. number of
alphanumeric characters for
the path."

Change the [Scanner Features] settings
as follows:
• Increase the e-mail size limit in
[Max. Email Size].
• Change the [Divide & Send
Email] setting to [Yes (per Page)]
or [Yes (per Max. Size)]. For
details about these settings, see
"Send Settings", Scan .

(A figure is placed at n.)

200

Solutions

When Messages Are Displayed on the Control Panel

Message

Causes

Solutions

"Exceeded max. number of
alphanumeric characters."

The maximum enterable
number of alphanumeric
characters has been
exceeded.

Check the maximum number of
characters which can be entered, and
then enter it again. For details about
the maximum enterable number of
characters, see "Values of Various Set
Items for Transmission/Storage/
Delivery Function", Scan .

"Exceeded max. number of
files which can be sent at the
same time. Reduce the
number of the selected files."

The number of files
exceeded the maximum
number possible.

Reduce the number of files, and then
send them again.

"Exceeded max. number of
files which can be used in
Document Server at the
same time."

The maximum number of
files that can be stored in the
Document Server has been
exceeded.

Check the files stored by the other
functions, and then delete unneeded
files. For details about how to delete
files, see "Deleting Stored Documents",
Copy/ Document Server .

"Exceeded max. number of
pages per file. Do you want
to store the scanned pages
as 1 file?"

The file being stored has
Specify whether to store the data or
exceeded the maximum
not. Scan the pages that were not
number of pages for one file. scanned, and then store them as a new
file. For details about storing files, see
"Storing and Saving the Scanned
Documents", Scan .

"Exceeded max. number of
standby files. Try again after
the current file is sent."

The maximum number of
standby files was exceeded.

"Exceeded max. number of
stored files. Cannot send the
scanned data as capturing
files is unavailable."

Too many files are waiting to Try again after they have been
be delivered.
delivered.

"Exceeded max. page
capacity per file. Press
[Send] to send the scanned
data, or press [Cancel] to
delete."

The number of scanned
pages exceeded the
maximum page capacity.

There are 100 files waiting in the
sending queue for e-mail, Scan to
Folder, or delivery functions. Wait until
files have been sent.

Select whether to send the data that
has already been scanned.

201

10. Troubleshooting

Message

Causes

Solutions

"Exceeded max. page
capacity per file. Press
[Write] to write the scanned
data to the memory storage
device, or press [Cancel] to
delete."

The scan could not be
completed because the
maximum number of pages
that can be scanned by this
machine was exceeded
during writing to the memory
device.

Reduce the number of documents to be
written to the memory device, and then
try again.

"Exceeded maximum
number of files to store.
Delete all unnecessary files."

Too many files are waiting to Try again after they have been
be delivered.
delivered.

"Exceeded time limit for
LDAP server search. Check
the server status."

A network error has
occurred and connection
has failed.

• Try the operation again. If the
message is still shown, the
network may be busy.
• Check that the correct settings for
LDAP server are listed in
[Administrator Tools] of [System
Settings]. For details about LDAP
server, see "Programming the
LDAP server", Connecting the
Machine/ System Settings .

"LDAP server authentication
has failed. Check the
settings."

The user name and
password differ from those
set for LDAP Authentication.

"Memory device error
A non-writable medium is
occurred. Check the memory being used.
device."

202

For details about LDAP Authentication,
see Security Guide .
Use a different medium.

When Messages Are Displayed on the Control Panel

Message
"Memory is full. Cannot
scan. The scanned data will
be deleted."

Causes
Because of insufficient hard
disk space, the first page
could not be scanned.

Solutions
• Wait for a while, and then retry
the scan operation.
• Reduce the scan area or scanning
resolution. For details about
changing scan area and scanning
resolution, see "Various Scan
Settings", Scan .
• Delete unneeded stored files. For
details about how to delete stored
files, see "Deleting a Stored File",
Scan .

"Memory is full. Do you
want to store scanned file?"

Because there is not enough Specify whether to use the data or not.
free hard disk space in the
machine for storing in the
Document Server, only some
of the pages could be
scanned.

"Memory is full. Press [Write]
to write the current scanned
data to the memory storage
device, or press [Cancel] to
delete."

The scan could not be
completed because there
was insufficient hard disk
memory at the time of saving
to the memory device.

Select whether or not to save the
scanned document to the memory
device.

"Memory is full. Scanning
has been cancelled. Press
[Send] to send the scanned
data, or press [Cancel] to
delete."

Because there is not enough
free hard disk space in the
machine for delivering or
sending by e-mail while
storing in the Document
Server, only some of the
pages could be scanned.

Specify whether to use the data or not.

"Memory storage device not
detected. Insert the device."

There is no memory device
inserted.

Insert a memory device, or check to
see whether the memory device is
properly inserted in the media slot.

"No paper. Load paper of
one of the following sizes."

No paper is set in the
specified paper tray.

Load paper of the sizes listed in the
message. For details about loading
paper, see "Loading Paper", Paper
Specifications and Adding Paper .

203

10. Troubleshooting

Message

204

Causes

Solutions

"Orig. scanned for diffrnt
fnctn."

A function of the machine
other than the Scanner
function is being used such
as the Copier function.

Cancel the job that is being processed.
For example, press [Exit], and then
press the [Home] key. Next, press the
[Copier] icon on the [Home] screen,
and then press the [Stop] key. When
the message appears on the screen,
follow the instructions to cancel the job.

"Output buffer is full.
Sending the data has been
cancelled. Please try again
later."

Too many jobs are in
standby state, and sending
was canceled.

Retry sending after sending jobs in
standby state completes.

"SMTP authentication email
address and administrator
email address mismatch."

The SMTP authentication email address and the
administrator's e-mail
address do not match.

For details about how to set SMTP
authentication, see "File Transfer",
Connecting the Machine/ System
Settings .

"Scanner journal full. Cannot
send data. Delete
scan.journals in
Scan.Features."

"Print & Delete Scanner
Journal" in [Scanner
Features] is set to [Do not
Print: Disable Send], and
Scanner Journal is full.

Print or delete Scanner Journal. For
details about printing or deleting
Scanner Journal, see "General
Settings", Scan .

"Selected file is currently in
use. File name cannot be
changed."

You cannot change the
name of a file whose status
is "Waiting to send data..."
or that is being edited with
DeskTopBinder.

Cancel transmission ("Waiting to send
data..." status cleared) or the
DeskTopBinder setting, and then
change the file name.

"Selected file is currently in
use. Password cannot be
changed."

You cannot change the
password of a file whose
status is "Waiting to send
data..." or that is being
edited with DeskTopBinder.

Cancel transmission ("Waiting to send
data..." status cleared) or the
DeskTopBinder setting, and then
change the password.

"Selected file is currently in
use. User name cannot be
changed."

You cannot change the
sender's name whose status
is "Waiting to send data..."
or that is being edited with
DeskTopBinder.

Cancel transmission ("Waiting to send
data..." status cleared) or the
DeskTopBinder setting, and then
change the user name.

When Messages Are Displayed on the Control Panel

Message

Causes

Solutions

"Some destinations cannot
receive encrypted files.
Sending to these
destinations may be unsafe."

If you have selected multiple
destinations including
destinations for which
encryption has not been
configured, e-mail sent to
those destinations will not be
encrypted even if you
specify encryption.

Using Web Image Monitor, check the
file encryption settings for all
destinations.

"Some destinations will
receive automatically
encrypted files. All files sent
to these destinations will be
encrypted."

If you have selected multiple
destinations including
destinations for which
encryption has been
configured, e-mail sent to
such destinations will be
automatically encrypted.

Using Web Image Monitor, check the
file encryption settings for all
destinations.

"Some invalid destination(s)
contained. Do you want to
select only valid
destination(s)?"

The specified group contains In the message that appears at each
e-mail destinations and Scan transmission, press [Select].
to Folder destinations, either
of which are incompatible
with the specified
transmission method.

"Some of selected files are
currently in use. They could
not be deleted."

You cannot delete a file
which is waiting to be
transmitted ("Waiting to
send data..." status
displayed) or whose
information is being
changed with
DeskTopBinder.

Cancel transmission ("Waiting to send
data..." status cleared) or the
DeskTopBinder setting, and then delete
the file.

"Some page(s) are almost
blank. To cancel press the
Stop key."

The first page of the
document is almost blank.

The original's blank side might have
been scanned. Be sure to place your
originals correctly.

205

10. Troubleshooting

Message

Causes

"The entered file name
The file name contains a
contains invalid character(s). character that cannot be
Enter the file name again
used.
using any of the following 1
byte characters. " 0 to 9 ", "
A to Z ", " a to z ", " . - _""

Solutions
• Check the file name specified at
the time of scanning. For details
about characters that can be used
in file names, see "Available
Characters and How to Enter
Them", Getting Started .
• Check the file name specified at
the time of scanning. The file
name specified in the Sending
Scan Files to Folders function
cannot contain the following
characters:
\/:*?"<>|
The file name cannot start or end
with a period ".".

206

"The number of destinations
that can be entered
manually at the same time is
as shown above."

The e-mail has too many
destinations.

Split the destinations into two or more
groups.

"The number of destinations
that can be specified at the
same time is as shown
above."

The e-mail has too many
destinations.

Split the destinations into two or more
groups.

"The selected file(s)
contained file(s) without
access privileges. Only
file(s) with access privileges
will be deleted."

You have tried to delete files
without the authority to do
so.

To check your access permission for
stored documents, or to delete a
document you do not have permission
to delete, see Security Guide .

"Transmission has failed.
Insufficient memory in the
destination hard disk. To
check the current status,
press [Comm. Status/Print]."

Transmission has failed.
Allocate sufficient space.
There was not enough free
space on the hard disk of the
SMTP server, FTP server, or
client computer at the
destination.

When Messages Are Displayed on the Control Panel

Message

Causes

Solutions

"Transmission has failed. To
check the current status,
press [Comm. Status/Print]."

While a file was being sent,
a network error occurred
and the file could not be sent
correctly.

If the same message appears again
after scanning again, the cause could
be a mixed network, or else network
settings were changed during WSD
scanner transmission. For details about
network error, contact your
administrator.

"Updating the destination list
has failed. Try again?"

A network error has
occurred.

• Check whether the server is
connected.
• Antivirus programs and firewalls
can prevent client computers from
establishing connection with this
machine.
• If you are using anti-virus
software, add the program
to the exclusion list in the
application settings. For
details about how to add
programs to the exclusion
list, see the anti-virus
software Help.
• To prevent a firewall
blocking the connection,
register the machine's IP
address in the firewall's IP
address exclusion settings.
For details about the
procedure for excluding an
IP address, see your
firewall's Help.

"Updating the destination
list... Please wait. Specified
destination(s) or sender's
name has been cleared."

A specified destination or
sender's name was cleared
when the destination list in
the delivery server was
updated.

Specify the destination or sender's
name again.

207

10. Troubleshooting

Message

Solutions

"Updating the destination
list... Please wait. Specified
destination(s) or sender's
name has been cleared."

The destination list is being
updated from the network
using Web Image Monitor.

"You do not have the
privileges to use this
function."

The logged in user name
For details about how to set
does not have permission for permissions, see Security Guide
the selected function.

"Exceeded max. data
capacity. Check the
resolution and the ratio and
then press the Start key
again."

The data being scanned is
too large for the scale ratio
specified in [Specify Size].

Reduce the resolution or [Specify Size]
value, and then try to scan the original
again.

"The size of the scanned
data is too small. Check the
scanning resolution, then
press the Start key again."

The data being scanned is
too small for the scale ratio
specified in [Specify Size].

Specify a higher resolution or a large
size in [Specify Size], and then try to
scan the original again.

"Not all of the image will be
scanned."

If the scaling factor specified
in "Reproduction Ratio" is
too large, part of the image
may be lost.

• Reduce the scaling factor in
"Reproduction Ratio", and then try
to scan the original again.

Using "Reproduction Ratio"
to scale down a large
document may cause part of
the image to be lost.

• Specify a large size in [Specify
Size], and then try to scan the
original again.

"Not all of the image will be
scanned."

208

Causes

• If displaying the entire image is
not necessary, press the [Start]
key to start scanning with the
current scaling factor.

When Messages Are Displayed on the Control Panel

Message

Causes

Solutions

"Check original's
orientation."

Documents may sometimes
not be scanned depending
on a combination of items
such as the specified scaling
factor and document size.

Change the orientation of the original,
and then try to scan the original again.

"The Digital Signature's
device certificate has
expired. The file cannot be
sent."

The device certificate (PDF
with digital signature) has
expired.

A new device certificate (PDF with
digital signature) must be installed. For
details about how to install a device
certificate (PDF with digital signature),
see Security Guide .

"XXX cannot be YYY
because the Digital
Signature's device certificate
is not currently valid."

The device certificate (PDF
with digital signature) has
expired.

A new device certificate (PDF with
digital signature) must be installed. For
details about how to install a device
certificate (PDF with digital signature),
see Security Guide .

"The Digital Signature's
device certificate is invalid.
The file cannot be sent."

There is no device certificate
(PDF with digital signature),
or the certificate is invalid.

A new device certificate (PDF with
digital signature) must be installed. For
details about how to install a device
certificate (PDF with digital signature),
see Security Guide .

"XXX cannot be YYY
because there is a problem
with the Digital Signature's
device certificate."

There is no device certificate
(PDF with digital signature),
or the certificate is invalid.

A new device certificate (PDF with
digital signature) must be installed. For
details about how to install a device
certificate (PDF with digital signature),
see Security Guide .

There is no device certificate
(S/MIME), or the certificate
is invalid.

A new device certificate (S/MIME)
must be installed. For details about
how to install a device certificate (S/
MIME), see Security Guide .

(XXX and YYY indicate the
user action.)

(XXX and YYY indicate the
user action.)
"XXX cannot be YYY
because there is a problem
with the device certificate
used for the S/MIME
signature. Check the device
certificate."
(XXX and YYY indicate the
user action.)

209

10. Troubleshooting

Message
"XXX cannot be YYY
because the device
certificate used for the S/
MIME signature is not
currently valid."

Causes

Solutions

The device certificate (S/
MIME) has expired.

A new device certificate (S/MIME)
must be installed. For details about
how to install a device certificate (S/
MIME), see Security Guide .

"Transmission cannot be
performed because the
certificate used for the S/
MIME signature is not
currently valid."

The device certificate (S/
MIME) has expired.

A new device certificate (S/MIME)
must be installed. For details about
how to install a device certificate (S/
MIME), see Security Guide .

"The destination cannot be
selected because its
encryption certificate is not
currently valid."

The user certificate
(destination certificate) has
expired.

A new user certificate must be installed.
For details about the user certificate
(destination certificate), see Security
Guide .

"The group destination
cannot be selected because
it contains a destination with
an encryption certificate that
is not currently valid."

The user certificate
(destination certificate) has
expired.

A new user certificate must be installed.
For details about the user certificate
(destination certificate), see Security
Guide .

"Transmission cannot be
performed because the
encryption certificate is not
currently valid."

The user certificate
(destination certificate) has
expired.

A new user certificate must be installed.
For details about the user certificate
(destination certificate), see Security
Guide .

(XXX and YYY indicate the
user action.)

210

When Messages Are Displayed on Your Computer Screen

When Messages Are Displayed on Your
Computer Screen
Messages Displayed When Using the Scanner Function
This section describes likely causes of and possible solutions for the main error messages displayed on
the client computer when using the TWAIN driver. If a message not described here appears, act
according to the message.
Message

Causes

Solutions

"Any of Login User Name,
Login Password or Driver
Encryption Key is incorrect."

The entered Login User
Name, Login Password, or
DriverEncryp.Key was
invalid.

Check your Login User Name, Login
Password, or DriverEncryp.Key, and
then enter them correctly. For details
about Login User Name, Login
Password, and DriverEncryp.Key, see
Security Guide .

"Authentication succeeded.
However, the access
privileges for scanner
function has been denied."

The logged in user name
For details about how to set
does not have permission for permissions, see Security Guide
scanner function.

"Call Service Please call
your service representative."

An unrecoverable error has
occurred in the machine.

Contact your service representative.

"Cannot add any more
scanning mode."

The maximum number of
registerable scan modes has
been exceeded.

The maximum number of modes that
can be stored is 100. Delete unneeded
modes.

"Cannot connect to the
scanner. Check the network
Access Mask settings in User
Tools."

An access mask is set.

For details about an access mask,
contact your administrator.

211

10. Troubleshooting

Message

Causes

"Cannot detect the paper
size of the original. Specify
the scanning size."

The set original was
misaligned.

"Cannot find "XXX" scanner
used for the previous scan.
"YYY" will be used instead."

The main power switch of
the previously used scanner
is not set to "On".

("XXX" and "YYY" indicate
scanner names.)
"Cannot find "XXX" scanner
used for the previous scan.
"YYY" will be used instead."

The machine is not
connected to the network
correctly.

("XXX" and "YYY" indicate
scanner names.)

• Check that the previously used
scanner is connected to the
network correctly.
• Cancel the personal firewall of
the client computer. For details
about firewall, see Windows
Help.
• Use an application such as telnet
to make sure SNMPv1 or
SNMPv2 is set as the machine's
protocol. For details about how to
check this, see "Remote
Maintenance Using telnet",
Connecting the Machine/ System
Settings .
• Select the scanner used for the
previous scan.

"Cannot specify any more
scanning area."

212

The maximum number of
registerable scan areas has
been exceeded.

The maximum number of scanning
areas that can be stored is 100. Delete
unneeded scanning areas.

When Messages Are Displayed on Your Computer Screen

Message
"Clear Misfeed(s) in ADF."

Causes
A paper misfeed has
occurred inside the ADF.

Solutions
• Remove jammed originals, and
then insert them again. For details
about how to remove jammed
paper, see "Removing Jammed
Paper", Troubleshooting .
• When a misfeed occurs, replace
the jammed originals.
• Check whether the originals are
suitable to be scanned by the
machine.

"Communication error has
occurred on the network."

A communication error has
occurred on the network.

"Error has occurred in the
scanner driver."

An error has occurred in the
driver.

Check whether the client computer can
use the TCP/IP protocol.
• Check whether the network cable
is connected correctly to the client
computer.
• Check whether the Ethernet board
of the client computer is
recognized correctly by
Windows.
• Check whether the client
computer can use the TCP/IP
protocol.

"Error has occurred in the
scanner."

The application-specified
scan conditions have
exceeded the setting range
of the machine.

Check whether the scanning settings
made with the application exceed the
setting range of the machine.

"Fatal error has occurred in
the scanner."

An unrecoverable error has
occurred on the machine.

An unrecoverable error has occurred
in the machine. Contact your service
representative.

"Insufficient memory. Close
all other applications, then
restart scanning."

Memory is insufficient.

• Close all the unnecessary
applications running on the client
computer.
• Uninstall the TWAIN driver, and
then reinstall it after restarting the
computer.

213

10. Troubleshooting

Message

Causes

"Insufficient memory. Reduce Scanner memory is
the scanning area."
insufficient.

Solutions
• Reset the scan size.
• Lower the resolution.
• Set with no compression. For
details about the settings, see
TWAIN driver Help.
The problem may also be due to the
following causes:
• Scanning cannot be performed if
large values are set for brightness
when using halftone or high
resolution. For details about the
relationship between scan
settings, see "Relationship
between Resolution and Scan
Size", Scan .
• If a misfeed occurs, you might not
scan an original. Remove the
misfeed, and then scan the
original again.

"Invalid Winsock version.
Please use version 1.1 or
higher."

You are using an invalid
version of Winsock.

"No User Code is registered. Access is restricted with user
Consult your system
codes.
administrator."
"No response from the
scanner."

The machine or client
computer is not connected to
the network correctly.

Install the operating system of the
computer or copy Winsock from the
operating system CD-ROM.
For details about User Code
Authentication, see Security Guide

• Check whether the machine or
client computer is connected to
the network correctly.
• Disable the client computer's own
firewall. For details about firewall,
see Windows Help.

"No response from the
scanner."

214

The network is crowded.

Wait for a while, and then try to
reconnect.

When Messages Are Displayed on Your Computer Screen

Message
"Scanner is in use for other
function. Please wait."

Causes
A function of the machine
other than the Scanner
function is being used such
as the Copier function.

Solutions
• Wait for a while, and then
reconnect.
• Cancel the job that is being
processed. For example, press
[Exit], and then press the [Home]
key. Next, press the [Copier] icon
on the [Home] screen, and then
press the [Stop] key. When the
message appears on the screen,
follow the instructions to cancel
the job.

"Scanner is not available on
the specified device."

The TWAIN scanner function Contact your service representative.
cannot be used on this
machine.

"Scanner is not available.
Check the scanner
connection status."

The machine's main power
switch is off.

"Scanner is not available.
Check the scanner
connection status."

The machine is not
connected to the network
correctly.

Turn on the main power switch.

• Check whether the machine is
connected to the network
correctly.
• Deselect the personal firewall
function of the client computer.
For details about firewall, see
Windows Help.
• Use an application such as telnet
to make sure SNMPv1 or
SNMPv2 is set as the machine's
protocol. For details about how to
check this, see "Remote
Maintenance Using telnet",
Connecting the Machine/ System
Settings .

215

10. Troubleshooting

Message
"Scanner is not available.
Check the scanner
connection status."

216

Causes
Network communication is
not available because the
machine's IP address could
not be obtained from the
host name. If only "IPv6" is
set to [Active], the IPv6
address might not be
obtained.

Solutions
• Check whether the machine's host
name is specified in the Network
Connection Tool. For the WIA
driver, check the [Network
Connection] tab in the properties.
• Use Web Image Monitor to set
"LLMNR" of "IPv6" to [Active].
• In Windows XP, IPv6 addresses
cannot be obtained from the host
name. Specify the machine's IPv6
address in the Network
Connection Tool.

"Scanner is not ready.
Check the scanner and the
options."

The ADF cover is open.

Check whether the ADF cover is
closed.

"The name is already in use.
Check the registered
names."

You tried to register a name
that is already in use.

Use another name.

11. Appendix
This chapter describes the trademarks.

Trademarks
Adobe, Acrobat, PostScript, PostScript 3, and Reader are either registered trademarks or trademarks of
Adobe Systems Incorporated in the United States and/or other countries.
The Bluetooth® word mark and logos are registered trademarks owned by Bluetooth SIG, Inc. and any
use of such marks by Ricoh Company, Ltd. is under license.
Microsoft and Windows are either registered trademarks or trademarks of Microsoft Corp. in the United
States and/or other countries.
The SD and SD logo are trademarks of SD-3C, LLC.
The proper names of the Windows operating systems are as follows:
• The product names of Windows XP are as follows:
Microsoft® Windows® XP Professional
Microsoft® Windows® XP Home Edition
Microsoft® Windows® XP Media Center Edition
Microsoft® Windows® XP Tablet PC Edition
• The product names of Windows 7 are as follows:
Microsoft® Windows® 7 Home Premium
Microsoft® Windows® 7 Professional
Microsoft® Windows® 7 Ultimate
Microsoft® Windows® 7 Enterprise
Other product names used herein are for identification purposes only and might be trademarks of their
respective companies. We disclaim any and all rights to those marks.
Microsoft product screen shots reprinted with permission from Microsoft Corporation.

217

11. Appendix

218

INDEX

Address book 11, 79, 80, 106, 108, 109, 112, 113
ADF................................................. 8, 27, 30, 32, 54
Authentication screen............................................ 51
Auto Document Feeder................. 8, 27, 30, 32, 54
Auto Reduce/Enlarge.................................... 14, 61

Energy Saver key.................................................. 35
Enlarging originals................................................ 59
Enter key................................................................. 35
Envelope........................................................ 72, 145
Error message. 164, 167, 183, 184, 188, 196, 211
Exposure glass.......................................... 28, 30, 53
Exposure glass cover...................................... 27, 32
Extender.................................................... 28, 29, 31
External options...............................................32, 33

Base point.............................................................. 59
Beep alert............................................................ 156
Bypass tray....................................... 29, 31, 71, 129

Fax destination................................................ 79, 80
Fax Received indicator......................................... 35
File type................................................................ 117
Folder destination......................106, 108, 109, 110
Front cover....................................................... 28, 30
Function keys......................................................... 34

2 Sided Print............................................................. 9
A

C
Canceling a transmission............................... 84, 85
Check Status key...........................................36, 154
Check Status screen............................................ 154
Checking a stored file......................................... 116
Clear key................................................................ 35
Combine...................................................... 9, 14, 66
Communicating indicator......................................35
Confidential File indicator..................................... 35
Control panel............................................ 28, 30, 34
Converting documents to electronic formats....... 10
Copier.................................................................... 57
Copy Data Security unit........................................ 25
Copy orientation....................................................64
Counter key............................................................35
Creating a shared folder.................................... 104
Custom size paper........................................ 71, 132
D
Data In indicator.................................................... 36
Display language.................................................. 37
Display panel......................................................... 34
Document Server........ 10, 16, 76, 88, 89, 119, 121
Duplex..............................................................14, 63
Duplex Copy..................................................... 9, 63
E
E-mail address................................... 112, 113, 114
E-mail destination...............................112, 113, 114

H
Handset.................................................................. 33
Hold Print......................................................... 15, 98
Home key............................................................... 34
Home screen............................................. 13, 38, 39
How to read the manuals........................................6
I
Icon............................................................ 38, 39, 40
Immediate Transmission..................................82, 83
Indicator............................................................... 153
Information screen................................................... 9
Internal Tray 1................................................. 28, 30
Internal Tray 2................................................. 32, 33
Internet Fax............................................................ 19
IP-Fax......................................................................19
J
Journal.................................................................... 91
L
LAN-Fax............................................................. 9, 17
Language............................................................... 37
Loading orientation-fixed paper........................ 135
Loading paper............................................ 127, 129
Loading two-sided paper................................... 135
Locked Print..................................................... 15, 96
219

Logging in to the machine.....................................51
Logging out the machine.......................................52
Login key................................................................ 35
Login/Logout key.................................................. 35
Logout key.............................................................. 35
Lower paper tray...................................... 28, 32, 33
Lower paper tray right cover......................... 29, 31
Lower paper trays................................................. 31
Lower right cover............................................ 29, 31
M
Main power indicator........................................... 35
Main power switch................................... 28, 30, 49
Media access lamp............................................... 36
Media slots............................................................ 36
Memory....................................................... 167, 183
Memory Transmission..................................... 77, 78
Message. 157, 164, 167, 183, 184, 188, 196, 211
Model-specific information..................................... 7
N
Names of major features........................................ 8
Number keys..........................................................35
O
OHP transparency.............................................. 132
One-sided Combine............................................. 67
Options................................................................... 32
Orientation-fixed paper......................................135
P
Paper capacity.................................................... 138
Paper guides................................................... 29, 31
Paper size....................................................131, 138
Paper thickness.................................................... 138
Paper tray............................................... 28, 30, 127
Paper type............................................................138
Paper weight........................................................138
Paperless Fax.....................................................9, 17
Parallel connection................................................ 93
PCL.......................................................................... 93
Placing originals.............................................. 53, 54
Preset Reduce/Enlarge......................................... 59
Preventing information leakage........................... 23

220

Printer......................................................................95
Printer Bypass Paper Size................. 130, 131, 132
Printer driver properties.........................................94
Problem................................................................ 157
Program..................................................... 12, 44, 46
Program as Defaults.............................................. 12
Program key........................................................... 34
Q
Quick Install........................................................... 93
R
Reducing originals................................................. 59
Region A................................................................... 7
Region B................................................................... 7
Registering destinations.........................................11
Remote Fax............................................................ 21
Reset key................................................................ 34
Right cover....................................................... 29, 31
Running out of toner............................................ 151
S
Sample Print........................................................... 15
Saving paper........................................................... 9
Scan to E-mail............................................... 22, 111
Scan to Folder............................................... 22, 103
Security functions................................................... 23
Send Later.............................................................. 87
Send Settings....................................................... 118
Sending stored documents................................... 89
Shared folder.......................................................104
Shortcut icon....................................... 12, 38, 39, 40
Simple Screen key................................................. 35
SMB folder......................................... 106, 108, 109
Sort............................................................ 14, 74, 75
Standard printing...................................................95
Start key................................................................. 35
Status message.................................................... 183
Stop key................................................................. 35
Stored Print........................................... 15, 100, 101
Storing a document............................................... 88
Storing data........................................................... 76
Storing received documents................................. 17
Storing scan files................................................. 115

Symbols.................................................................... 6
T
Thick paper................................................. 132, 144
Toner............................................................149, 151
Trademark............................................................217
Turning off the power............................................ 49
Turning on the power............................................ 49
Two-sided Combine.............................................. 68
Two-sided paper................................................. 135
U
Unauthorized copy prevention............................ 25
Used toner........................................................... 151
User code authentication...................................... 51
User Tools key....................................................... 35
User Tools/Counter key....................................... 35
V
Ventilation holes....................................... 28, 30, 31
W
Web Image Monitor............................ 24, 123, 125
Z
Zoom...................................................................... 60

221

MEMO

222

MEMO

223

MEMO

224

EN GB

EN US

EN AU

D159

EN GB

EN US

EN AU

D159-7503

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