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Ricoh Aficio SP 1200SF User's Guide - Page 81

PC fax receive

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PC fax receive 9 If you turn on the PC Fax Receive feature your machine will store received faxes in memory and send them to your PC automatically. You can then use your PC to view and store these faxes. Even if you have turned off your PC (at night or on the weekend, for example), your machine will receive and store your faxes in its memory. The LCD will show the number of stored faxes received, for example: PC Fax Msg:001 When you start your PC and the PC Fax Receiving software runs, your machine transfers your faxes to your PC automatically. To transfer the received faxes to your PC you must have the PC-FAX Receiving software running on your PC. (For details, see PC-FAX receiving in the Software User's Guide on the CD-ROM.) a Press Menu, 2, 5, 1. b Press a or b to choose PC Fax Receive. Press OK. c Press a or b to choose . Select ab or OK Press OK. d Press a or b to choose On or Off. Backup Print Off Press OK. e Press Stop/Exit. Remote fax options Note • Before you can set up PC Fax Receive you must install the Multi-Function Suite software on your PC. Make sure your PC is connected and turned on. (For details see PC-FAX Receiving in the Software User's Guide on the CD-ROM.) • If your machine has a problem and is unable to print faxes in memory, you can use this setting to transfer your faxes to a PC. (For details, see Error and maintenance messages on page 127.) • If you choose Backup Print On, the machine will also print the fax at your machine so you will have a copy. This is a safety feature in case there is a power failure before the fax is forwarded or a problem at the receiving machine. The SP 1200SF can store faxes to up to 4 days if there is a power failure. • PC Fax Receive is not supported in Mac OS. (See PC Fax receiving in the Software User's Guide on the CD-ROM) 9 71

Section	Page
SP 1200SF User’s Guide	1
Table of Contents	3
Section I: General	11
1 General information	12
Using the documentation	12
Symbols and conventions used in the documentation	12
Accessing the Software User’s Guide	12
Viewing documentation	13
Viewing documentation	13
How to find scanning instructions	14
Software User's Guide:	14
ScanSoft™ PaperPort™ 11SE with OCR How-to-Guides	14
Control panel overview (For EU only)	15
Control panel overview (For USA, Canada and Asia/Oceania)	17
2 Loading paper and documents	19
Loading paper and print media	19
Loading paper in the paper tray	19
Printing on plain paper, recycled paper or transparencies from the paper tray	19
Loading paper in the manual feed slot	21
Printing on plain paper, recycled paper or transparencies from the manual feed slot	21
Printing on thick paper, bond paper, labels and envelopes	22
Unprintable area (A4)	24
Unprintable area for faxes and copies	24
Unprintable area when printing from a computer	24
Unprintable area (Letter)	25
Unprintable area for copies	25
Unprintable area when printing from a computer	25
Acceptable paper and other print media	26
Recommended paper and print media (for EU)	26
Recommended paper and print media (For USA and Canada)	26
Type and size of paper	27
Standard paper tray	27
Manual Feed Slot	27
Paper capacity of the paper trays	27
Recommended paper specifications	27
Handling and using special paper	28
Types of paper to avoid	28
Envelopes	29
Types of envelopes to avoid	29
Labels	30
Types of labels to avoid	30
Loading documents	31
Using the automatic document feeder (ADF)	31
Recommended environment	31
Using the scanner glass	32
3 General setup	33
Mode timer	33
Paper settings	33
Paper type	33
Paper size	33
Volume settings	34
Ring volume	34
Beeper volume	34
Speaker volume	34
Automatic daylight savings time	35
Ecology features	35
Toner Save	35
Sleep time	35
LCD contrast	35
Dial prefix (For USA, Canada and Asia only)	36
Setting up the prefix number	36
Changing the prefix number	36
4 Security features	37
Security	37
Memory Security	37
Setting up the password	37
Changing the Memory Security password	38
Setting lock	38
Setting up the password	38
Changing your setting lock password	39
Turning setting lock on/off	39
Turning setting lock on	39
Turning setting lock off	39
Restricting dialling	39
Dial pad restriction	39
One Touch restriction	39
Speed Dial restriction	40
Section II: Fax	41
5 Sending a fax	42
How to fax	42
Entering fax mode	42
Sending a fax from the ADF	42
Sending a fax from the scanner glass	42
Cancelling a fax in progress	43
Broadcasting	43
Cancelling a broadcast in progress	43
Additional sending operations	44
Sending faxes using multiple settings	44
Electronic cover page	44
Composing your own comments	44
Send a cover page for the next fax	45
Send a cover page for all faxes	45
Using a printed cover page	45
Contrast	45
Changing fax resolution	46
To change the fax resolution for the next fax	46
To change the default fax resolution	46
Dual access	46
Real time transmission	46
Sending in real time for all faxes	47
Sending in real time for the next fax only	47
Not sending in real time for the next fax only	47
Overseas mode	47
Delayed fax	47
Delayed batch transmission	47
Checking and cancelling waiting jobs	48
Sending a fax manually	48
Manual transmission	48
Out of memory message	48
6 Receiving a fax	49
Receive modes	49
Choosing the receive mode	49
Using receive modes	50
Fax Only	50
Fax/Tel	50
Manual	50
External TAD	50
Receive mode settings	51
Ring delay	51
F/T ring time (Fax/Tel mode only)	51
Fax Detect (Easy Receive)	51
Setting the print density	52
Additional receiving operations	52
Printing a reduced incoming fax	52
Setting the fax receive stamp	52
Receiving a fax at the end of a conversation	53
Receiving faxes into memory	53
If Memory Receive is On:	53
If Memory Receive is Off:	53
Printing a fax from the memory	53
7 Telephone and external devices	54
Telephone Service for U.K.	54
Caller ID	54
Setting the Caller ID to On	54
Viewing the Caller ID List	54
Printing the Caller ID List	54
Setting the telephone line type	55
PBX and TRANSFER	55
BT call sign (U.K. only)	56
To enable the machine to work with BT Call Sign	56
Telephone Service for USA and Canada	56
Voice Mail	56
Distinctive Ring	57
What does your telephone company’s ‘Distinctive Ring’ do?	57
What does the ‘distinctive ring’ do?	57
Do you have Voice Mail?	57
Before you choose the ring pattern to register	58
Registering the distinctive ring pattern Very important!	58
Turning off distinctive ring	58
Caller ID	59
Viewing the Caller ID List	59
Printing the Caller ID List	59
Telephone Service for Australia	60
Do you have Voice Mail?	60
Telstra® FaxStream® Duet® (Distinctive Ringing)	60
What is the Advantage of using Telstra® FaxStream® Duet® Function?	61
How does Telstra® FaxStream® Duet® Work?	61
Set the Distinctive Ring to ON	62
Turning off Distinctive Ring	62
Telephone Service for Some Countries	62
Do you have Voice Mail?	62
Distinctive Ringing (For Singapore and Hong Kong)	62
Registering the Distinctive Ring pattern	63
Turning off Distinctive Ring	63
Caller ID	64
Viewing the Caller ID List	64
Printing the Caller ID List	64
Connecting an external TAD	65
Connections	65
Recording an outgoing message (OGM)	66
Multi-line connections (PBX)	66
External and extension telephones	67
Operation from extension telephones	67
If you answer a call and no one is on the line:	67
Using external and extension telephones	67
Using extension telephones	67
Using an external telephone (connected to the EXT. jack of the machine.)	67
If you answer a call and no one is on the line:	67
For Fax/Tel mode only	68
Connecting an external or extension telephone	68
Special line considerations for U.K	69
Using extension telephones (U.K. only)	69
Special line considerations for USA and Canada	70
Roll over telephone lines	70
Two-line telephone system	70
Converting telephone wall outlets	71
Installing machine, external two-line TAD and two-line telephone	71
Using a cordless external handset	71
Using remote codes	72
Remote Activation code	72
Remote Deactivation code	72
Turning on the remote codes	72
Changing the remote codes	72
8 Dialling and storing numbers	73
How to dial	73
Manual dialling	73
One touch dialling	73
Speed dialling	73
Search	73
Fax redial	74
Storing numbers	74
Storing a pause	74
Storing one touch dial numbers	75
Storing speed dial numbers	75
Changing one touch and speed dial numbers	76
Setting up groups for broadcasting	76
Combining quick dial numbers	77
Pause	77
Tone or pulse	78
Tone or pulse (not available in USA and New Zealand)	78
9 Remote fax options	79
Fax forwarding	79
Paging (For USA and Canada only)	79
Fax storage	80
PC fax receive	81
Changing remote fax options	82
Turning off remote fax options	82
Remote retrieval	83
Setting a remote access code	83
Using your remote access code	83
Retrieving fax messages	84
Changing the fax forwarding number	84
Remote fax commands	85
10 Polling	86
Polling receive	86
Secure polling (for EU and Asia/Oceania)	86
Delayed polling (for EU and Asia/Oceania)	86
Sequential polling	87
Polled transmit	87
Setup for polled transmit (For EU, Asia and Oceania)	87
Setup for polled transmit (for USA and Canada)	88
Setup for polled transmit with a secure code (for EU, Asia and Oceania)	88
11 Printing reports	90
Fax reports	90
Transmission verification report	90
Fax journal	90
Reports	91
How to print a report	91
Section III: Copy	93
12 Making copies	94
How to copy	94
Entering copy mode	94
Making a single copy	94
Making multiple copies	94
Stop copying	94
2 in 1 ID Copy	94
Copy options (temporary settings)	95
Enlarging or reducing the image copied	95
Using the Options key	97
Improving copy quality	98
Sorting copies using the ADF	98
Adjusting contrast	99
Contrast	99
Making N in 1 copies (page layout)	99
Important	99
If you are copying from the ADF:	100
If you are copying from the scanner glass:	100
Out of memory message	100
Section IV: Software	101
13 Software features	102
How to read PDF User’s Guide	102
Section V: Appendixes	103
A Safety and legal	104
Choosing a location	104
Important information	105
Safety precautions	105
Certification	108
Declaration of conformity	108
Notice to Users in EU Countries	108
Notice to Users Accessing Analog PSTN in EU Countries	108
Symbols for the main power switch	109
IEC 60825-1:2007 Specification	109
Disconnect device	110
Wiring information (U.K. only)	110
Radio interference	110
Recycling information in accordance with the WEEE (2002/96/EC) and Battery (2006/66/EC) Directives	111
International ENERGY STAR® Qualification Statement	111
Important safety instructions for EU	112
Important information (for USA and Canada)	114
Standard telephone and FCC notices	114
Caution	116
Important-about the interface cable	116
Industry Canada Compliance Statement (Canada only)	116
Laser safety	116
FDA regulations	117
Important safety instructions (for USA and Canada)	117
Important Information for Australia	119
IMPORTANT-For Your Safety	119
Important safety instructions	119
Important Information for Some Countries	121
Important Safety Instructions	121
Legal limitations for copying	123
Trademarks	124
B Troubleshooting and routine maintenance	125
Troubleshooting	125
If you are having difficulty with your machine	125
Improving the print quality	130
Setting dial tone detection	136
Telephone line interference	136
Error and maintenance messages	137
Transferring your faxes or Fax Journal report	141
Transferring faxes to another fax machine	141
Transferring faxes to your PC	141
Transferring Fax Journal report to another fax machine	141
Document jams	142
Document is jammed in the top of the ADF unit	142
Document is jammed under the document cover	142
Document is jammed at the output tray	142
Paper jams	143
Paper is jammed inside the machine	143
Paper is jammed at the back of the machine	145
Paper is jammed inside the drum unit and toner cartridge assembly	146
Routine maintenance	147
Cleaning the outside of the machine	147
Cleaning the scanner glass	148
Cleaning the laser scanner window	149
Cleaning the corona wire	151
Cleaning the drum unit	153
Replacing the consumable items	155
Replacing a toner cartridge	156
Replacing the drum unit	159
Machine information	162
Checking the serial number	162
Checking the page counters	162
Checking the Drum life	162
Packing and shipping the machine	162
C Menu and features	164
On-screen programming	164
Menu table	164
Memory storage	164
Menu keys	164
How to access the menu mode	165
Menu table	166
Entering text	175
D Specifications	177
General	177
Print media	179
Fax	180
Copy	181
Scan	182
Print	183
Interfaces	183
Computer requirements	184
Consumable items	185
E Glossary	186