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Ricoh Aficio MP 4000B Operating Instructions - Page 1020

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3. Storing Files Using the Scanner Function 3. Select the user name to be used for the search. The user names shown here are names that were registered on the [Administrator Tools] tab in [System Settings]. To change a user name not shown here, press [Manual Entry], and then enter the user name. 4. Press [OK]. The search begins, and then files belonging to the specified user appear. Searching by file name 3 You can search for a stored file by its file name. 1. Press [Select Stored File]. 2. Press [File Name]. The soft keyboard appears. 3. Enter the file name. For information about how to enter characters, see "Entering Text", About This Machine. 4. Press [OK]. The search starts, and files whose name starts with the entered string appear. 84

Section	Page
About This Machine	1
Manuals for This Machine	3
Manuals List	5
What You Can Do with This Machine	6
Using This Machine as a Copier	6
Using This Machine as a Printer	7
Utilizing Stored Documents	7
Paperless Fax Transmission and Reception	8
Fax Transmission and Reception Over the Internet	9
Using the Facsimile and the Scanner in a Network Environment	10
Administrating the Machine/Protecting Documents (Security Functions)	11
Monitoring the Machine Via Computer	11
Preventing an Unauthorized Copy	12
TABLE OF CONTENTS	13
Notice	16
Important	16
Note to Users	16
Note to users in the United States of America	16
Note to users in Canada	17
Remarque concernant les utilisateurs au Canada	17
Regulatory Information	17
Note to users in the state of California	17
How to Read This Manual	18
Symbols	18
Names of Major Options	18
Safety Information	19
Safety During Operation	19
Safety Precautions to be Followed	19
Environments where the machine can be used	19
Handling power cords and power plugs	19
Handling the main machine	20
Handling the machine's interior	21
Handling the machine's supplies	21
For people using a pacemaker	22
Positions of WARNING and CAUTION labels	23
Machine Types	24
1. Getting Started	25
Guide to Components	25
Options	27
External options	27
Internal options	29
Control Panel	31
Display Panel	34
Simplified Display	34
When the Authentication Screen is Displayed	36
User Code Authentication (Using the Control Panel)	36
User Code Authentication (Using a Printer Driver)	37
Login (Using the Control Panel)	37
Logout (Using the Control Panel)	38
Login (Using a Printer Driver)	39
Login (Using Web Image Monitor)	39
Logout (Using Web Image Monitor)	39
Changing Modes	40
System Reset	41
Turning On/Off the Power	42
Turning On the Main Power	42
Turning On the Power	43
Turning Off the Power	43
Turning Off the Main Power	44
Saving Energy	45
2. Entering Text	47
Entering Text	47
Available Characters	47
Keys	47
How to Enter Text	48
Entering letters	48
Deleting characters	48
Adding user text	49
3. Operating Instructions	51
Installing Operating Instructions	51
PDF Manuals	52
How to Use the Operating Instructions	53
Opening from the Icon	53
Opening from the [Start] Menu	53
Opening from the CD-ROM	54
4. Appendix	55
Dos and Don'ts	55
Software and Utilities Included on the CD-ROM	57
Viewing the Contents of the CD-ROM	57
Printer Drivers for This Machine	57
TWAIN Driver	59
LAN-Fax Driver	59
DeskTopBinder Lite	60
SmartDeviceMonitor for Admin	61
DeskTopBinder-SmartDeviceMonitor for Client	62
Specifications for the Main Unit	64
Document Server	68
Auto Document Feeder	69
Specifications for 1000-Sheet Finisher (Optional)	70
Finisher Upper Tray	70
Finisher Shift Tray	70
Specifications for 2 Tray Finisher (Optional)	72
Finisher Upper Tray	72
Finisher Shift Tray	72
Specifications for Booklet Finisher (Optional)	74
Finisher Upper Tray	74
Finisher Shift Tray	74
Finisher Booklet Tray	75
Specifications for Punch Kit (2 Tray Finisher, Booklet Finisher) (Optional)	77
Specifications for Bridge Unit (Optional)	79
Specifications for Internal Tray 2 (1 bin tray) (Optional)	80
Specifications for Lower Paper Trays (Optional)	81
Specifications for Tray 3 (LCT) (Optional)	82
Specifications for Large Capacity Tray (LCT) (Optional)	83
Specifications for IEEE 1284 Interface Board (Optional)	84
Specifications for Wireless LAN Board (Optional)	85
Specifications for Bluetooth Interface Unit (Optional)	86
Specifications for Gigabit Ethernet (Optional)	87
Recommended Paper Sizes and Types	88
Unusable Paper	93
Paper Storage	94
INDEX	95
Troubleshooting	103
Manuals for This Machine	105
TABLE OF CONTENTS	107
How to Read This Manual	110
Symbols	110
Names of Major Options	110
1. When the Machine Does Not Operate As Wanted	111
Indicators	111
Panel Tone	112
Checking Machine Status and Settings	113
When an Indicator to the Right of a Function Key Is Lit	116
When You Have Problems Operating the Machine	118
When a Job Is Not Performed	122
2. Troubleshooting When Using the Copy/Document Server Function	125
Messages Displayed When Using the Copy/Document Server Function	125
When You Cannot Make Clear Copies	128
When You Cannot Make Copies As Wanted	131
When Memory Is Full	136
3. Troubleshooting When Using the Facsimile Function	139
Adjusting the Volume	139
Messages Displayed When Using the Facsimile Function	141
When You Cannot Send or Receive Fax Messages As Wanted	150
When Memory Is Full	155
If an Error Report Is Printed	156
Turning Off the Main Power / In the Event of Power Failure	157
When an Error Occurs Using Internet Fax	158
Error Mail Notification	158
Error Report (E-mail)	158
Server-Generated Error E-mail	158
4. Troubleshooting When Using the Printer Function	159
Messages Displayed When Installing the Printer Driver	159
Windows 2000	159
Windows XP Professional or Windows Server 2003/2003 R2	159
Windows XP Home Edition	160
Windows Vista	160
If USB Connection Fails	162
Messages Displayed When Using the Printer Function	163
Status Messages	163
Messages Displayed on the Control Panel When Using the Printer Function	163
Messages Printed on the Error Logs or Reports	165
Checking the Error Log	171
When You Cannot Print	173
When the Data In Indicator Does Not Light Up or Flash	175
When the machine is connected to the computer using the interface cable	175
Network connection	176
Other Printing Problems	177
5. Troubleshooting When Using the Scanner Function	185
When Scanning Is Not Done As Expected	185
When You Cannot Send Scanned Files	187
When Stored Files Cannot Be Accessed	187
When You Cannot Browse the Network to Send a Scan File	187
When the TWAIN Driver Cannot Be Started	187
When Stored Files Cannot Be Edited	188
When the Network Delivery Function Cannot Be Used	188
When S/MIME Cannot Be Used	188
Operations Are Not Possible When Messages Are Displayed	189
Messages Displayed When Using the Scanner Function	190
Messages Displayed on the Control Panel When Using the Scanner Function	190
Messages Displayed on the Client Computer	196
6. Adding Paper, Toner and Staples	201
Loading Paper	201
Loading Paper into the Paper Trays	201
Loading Paper into Tray 3 (LCT)	202
Loading Paper into the Large Capacity Tray (LCT)	203
Orientation-Fixed Paper or Two-Sided Paper	204
Changing the Paper Size	206
Changing the Paper Size in the Paper Trays	206
Changing to a Size That Is Not Automatically Detected	208
Adding Toner	210
Removing Toner	211
Inserting Toner	211
Sending Faxes or Scanned Documents When Toner Has Run Out	212
Used Toner	213
Adding Staples	214
1000-sheet Finisher	214
3000-sheet Finisher	215
Booklet Finisher	215
Booklet Finisher (Saddle Stitch)	216
Replacing the Stamp Cartridge	218
7. Clearing Misfeeds	221
Removing Jammed Paper	221
Locating Jammed Paper	221
Removing Jammed Paper	223
When A is displayed	223
When B is displayed	223
When C is displayed	224
When D is displayed	224
When P is displayed	225
When R1 - R5 is displayed in the case of 1000-sheet finisher	226
When R1 - R4 is displayed in the case of 3000-sheet finisher	226
When R5 - R8 is displayed in the case of 3000-sheet finisher	227
When R1 - R4 is displayed in the case of booklet finisher	228
When R5 - R7 is displayed in the case of booklet finisher	228
When R8 - R12 is displayed in the case of booklet finisher	229
When U is displayed	229
When Y is displayed	230
When Y is displayed in the case of Large Capacity Tray (LCT)	230
When Z is displayed	230
Removing Jammed Staples	231
1000-sheet Finisher	231
3000-sheet Finisher	232
Booklet Finisher	232
Booklet Finisher (Saddle Stitch)	233
Removing Punch Waste	235
3000-sheet Finisher and Booklet Finisher	235
8. Remarks	237
Where to Put Your Machine	237
Machine Environment	237
Moving	237
Optimum environmental conditions	238
Environments to avoid	238
Access to the machine	239
Power Connection	239
Maintaining Your Machine	241
Cleaning the Exposure Glass	241
Cleaning the Auto Document Feeder	241
INDEX	243
Copy/Document Server Reference	251
Manuals for This Machine	253
What You Can Do with This Machine	255
Reducing/Enlarging Originals by Specifying the Paper Size	255
Saving Paper	255
Copying onto Special Paper	257
Creating a Booklet or Magazine	257
Copying Originals Such as Books	259
Registering the Initial Display's Default Functions	260
TABLE OF CONTENTS	261
How to Read This Manual	265
Symbols	265
Functions Requiring Optional Configurations	266
Display	267
Simplified Display	268
1. Placing Originals	269
Originals	269
Sizes and Weights of Recommended Originals	269
Non-compatible originals for the ADF	269
Sizes Detectable with Auto Paper Select	270
Sizes difficult to detect	272
Missing Image Area	273
Placing Originals	274
Original Orientation	274
Left Original Beeper	276
Placing Originals on the Exposure Glass	276
Placing Originals in the ADF	277
Batch Mode	278
SADF Mode	279
Mixed Sizes Mode	280
Specifying Original Sizes	281
Regular sizes	281
Custom sizes	282
2. Basic Copying	285
Basic Procedure	285
Interrupt Copy	286
Job Preset	287
Copying from the Bypass Tray	289
Copying onto Regular Size Paper	291
Copying onto Custom Size Paper	292
Registering a custom size	293
Recalling the registered custom size	293
Copying onto Special Paper	294
Reducing or Enlarging Originals	295
Preset Reduce/Enlarge	295
Zoom	296
Specifying the ratio with [] and []	297
Entering the ratio with the number keys	298
Auto Reduce/Enlarge	298
Duplex/Combined Copying	301
Duplex	301
Originals and copy orientation	303
One-Sided Combine	304
Two-Sided Combine	308
Finishing	312
Sort	312
Sample Copy	315
Changing the number of sets	315
Stack	316
Staple	318
Punch	322
Storing Data in the Document Server	325
Managing Jobs	327
Job List Screen	327
Checking Jobs in the Job List	328
Changing the Order of Jobs	329
Holding Jobs	329
Deleting Jobs	330
Checking the Job History	331
Registering Frequently Used Functions	332
Registering Functions in a Program	332
Changing a Stored Program	333
Recalling a Stored Program	334
Deleting a Stored Program	334
Registering the Initial Display's Default Functions	336
3. Advanced Copying	339
Adjusting Copy Image Density	339
Auto Image Density	339
Manual Image Density	339
Combined Auto and Manual Image Density	340
Copy Quality	340
Sharp / Soft	341
Contrast	342
Background Density	342
Selecting the Original Type	343
Selecting Copy Paper	344
Auto Paper Select	345
Rotate Copy	345
Manual Paper Select	346
Advanced Reduce/Enlarge Copying	347
Size Magnification	347
Directional Magnification (%)	348
Specifying the ratio with [] and []	348
Entering the ratio with the number keys	349
Directional Size Magnification (inch)	350
Create Margin	352
Stamps	353
Background Numbering	353
Preset Stamp	354
Changing the stamp position, size and density	356
User Stamp	357
Changing the user stamp position	358
Registering the user stamp	359
Deleting the user stamp	360
Date Stamp	361
Changing the format of date	363
Changing the date stamp position	364
Page Numbering	364
Changing the stamp position	366
Specifying the first printing page and start number (“P1,P2...”, “-1-,-2-...”, “P.1,P.2... ”, “1,2... ”)	367
Specifying the first printing page and start number (“1/5,2/5...”)	368
Specifying the first printing page and start number (“1-1,1-2...”)	369
Advanced Copier Functions	370
Margin Adjustment	370
Erase Center / Border	371
Erase Border (same width)	373
Erase Border (different width)	373
Erase Center	374
Erase Center / Border (same width)	375
Erase Center / Border (different width)	376
Image Repeat	377
Double Copies	379
Centering	380
Positive/Negative	382
Series Copies	382
Booklet/Magazine	384
Covers	389
Designate	391
Chapters	392
Slip Sheets	394
4. Document Server	397
Relationship between Document Server and Other Functions	397
Document Server Display	398
Simplified Display	399
Preview Display	400
Using the Document Server	402
Storing Data	402
Specifying a User Name	404
Specifying a File Name	404
Specifying a Password	405
Changing the User Name of a Stored Document	406
Changing the File Name of a Stored Document	407
Changing the Password of a Stored Document	408
Checking the Details of a Stored Document	408
Searching for Stored Documents	409
Searching by file name	410
Searching by user name	410
Printing Stored Documents	411
Interrupting a print job	413
Changing the number of sets	413
Sample Print	414
Printing the first page	415
Printing a specified page	415
Printing a specified range	416
Deleting a Stored Document	417
Displaying Stored Documents with Web Image Monitor	418
Downloading Stored Documents with Web Image Monitor	418
5. Appendix	421
Function Compatibility	421
Supplementary Information	423
User Tools Menu (Copier / Document Server Features)	434
INDEX	439
Facsimile Reference	447
Manuals for This Machine	449
NOTICE	451
Important Safety Instructions	454
Caution	454
TABLE OF CONTENTS	455
How to Read This Manual	462
Symbols	462
Names of Major Functions	462
Reading the Display	463
Reading the Display Panel and Using Keys	463
Simplified Display	466
1. Transmission	467
Transmission Modes	467
Selecting Type of Transmission	468
Memory Transmission	470
Sending originals using the exposure glass (Memory Transmission)	472
Parallel Memory Transmission	473
Automatic Redial	473
Dual Access	474
Broadcasting sequence	474
Immediate Transmission	475
Sending originals using the exposure glass (Immediate Transmission)	476
Displaying Confirmation of Transmission	477
IP-Fax Functions	479
Terminology	481
Notes on Using IP-Fax	482
Functions Not Available for IP-Fax Transmission	482
Internet Fax Functions	483
Notes on Using Internet Fax	484
Functions Not Available by Internet Fax Transmission	485
Functions Not Available by Internet Fax Reception	486
T.37 Full Mode	486
E-mail Encryption	487
Sending to E-mail/Folder Destinations	489
Functions Not Available for E-mail Transmission	489
Functions Not Available for Folder Transmission	490
E-mail Encryption	490
Placing Originals	492
Setting the Original Orientation	494
Scanning Two-Sided Originals	495
Acceptable Original Sizes	498
Paper Size and Scanned Area	498
When placing an original on the exposure glass	498
When placing an original into the ADF	500
Types of Original whose Sizes are Difficult to Detect	501
Transmission with Image Rotation	502
Stamp	502
Checking the Content of a Scanned Original (Preview Before Transmission)	504
Scan Settings	507
Scan Type	507
JBIG Transmission	509
Resolution	509
Scan Size	511
Auto Detect	511
Regular	513
Area	514
Mixed Original Sizes	515
Density (Contrast)	517
Mixing Scan Settings for a Multiple Page Original	519
Changing the Line Port	521
Simultaneous Broadcast Using Multiple Line Ports	523
Specifying a Destination	525
Sending over a Fax Line	525
Entering a pause	526
Entering a tone	527
Re-entering a fax number to confirm destination	528
Sending by IP-Fax	529
Regarding IP-Fax destinations	532
Sending by Internet Fax	533
Bypassing the SMTP server	536
Sending an E-mail	539
Bypassing the SMTP server	542
Sending to Folder Destinations	544
Using the Address Book to Specify Destinations	547
Switching the type of title in the Address Book	548
Specifying Group Destinations	548
Selecting Destinations from Recent Destinations	549
Programming Destinations in the Address Book	551
Registering a Fax Destination	551
Changing a Fax Destination	553
Deleting a Fax Destination	555
Registering Entered Destinations to the Address Book	557
Searching for a Destination in the Address Book	558
Search by Destination Name	558
Search by Fax Number/IP-Fax Destination	561
Search by Internet Fax Destination	563
Search by E-mail Destination	565
Search by Folder Destination	567
Search Using Advanced Search	570
Search by Registration Number	572
On Hook Dial	575
Manual Dial	577
Sender Settings	579
Advanced Features	582
Setting SUB Codes for Transmission	582
Setting a password	585
Setting SEP Codes for Reception	585
Entering a password	588
SEP Code RX Reserve Report	588
SEP Code RX Result Report	589
Canceling a Transmission	590
Before the Original Is Scanned	590
While the Original Is Being Scanned	590
While the Original Is Being Transmitted	591
Before the Transmission Is Started	593
Confirming a Transmission	597
Checking the Storage Result (Memory Storage Report)	599
Setting Transmission Function Defaults	600