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Safety tips

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Safety tips

The optimail is a fully electronic franking machine for franking letters.

The optimail complies with the pertinent safety regulations for office information
equipment. Please observe the following tips for your own safety.

•

Use only the power and interface cables supplied with the machine by
Francotyp-Postalia. Makes sure that connecting cables are not damaged.

•

Connect the optimail only to a grounded PE mains socket with 240 V AC.

•

Make sure the socket for connecting the optimail is close by and the mains plug is
easily accessible at all times.

•

Switch off the optimail and all devices connected to it before plugging in or
removing interface cables.

•

Never plug in interface cables during a thunderstorm.

•

Switch off optimail before cleaning the franking machine or moving it to another
location.

•

Make sure that no liquids or foreign objects penetrate the interior of the optimail. If
this happens, pull out the mains plug immediately. Have the optimail checked by
your local servicing dealer before using it again.

•

Only have maintenance and repair work done by qualified personnel authorised by
Francotyp-Postalia. Failure to do so will result in voiding of your warranty and loss
of your postal licence. You will be liable for any damages.

The optimail is designed so that you can install and start it yourself. Please read the
chapter “Instructions for installation and commissioning” in the appendix to this
manual. You are also welcome to contact our Service department who will help you
get started.

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Summary of Contents for optimail

Page 1: ...optimail Franking machine Operator Manual ...

Page 2: ... in injury Caution indicates a potential hazard that may result in damage to the optimail or impair the franking process The following symbols and graphic representations are used in this operator manual A tip offers advice or additional suggestions for improving the operation Displays show the inputs and current settings Fields which refer to the text have a dark background An arrow points out a ...

Page 3: ...asure Time display Fault System clock Available postage warning Low postage No postage Franking not possible Fault Ribbon cassette or mail jam Postage calculatorconnected automatic postage value mail type setting Flashing Print offset ON 1 Register 1 8 Account 1 9 Postage used by the account Number of frankings of the account Type of mail endorsement Slogan imprint Incoming mail stamp 1 Date in da...

Page 4: ...nt Display register Display set time Display number of frankings of an account Program basic settings Connect disconnect postage calculator scales Delete abort input High postage value Confirm for franking Set limit value Back to franking mode 3 Set postage value Legend 1 in incoming mail stamp mode only 2 optional only if special incoming mail stamps are ordered 3 close incoming mail stamp mode o...

Page 5: ...oading postage TELESET ____________________________________24 8 Basic settings ________________________________________________27 8 1 Setting the date __________________________________________27 8 2 Setting the time __________________________________________27 8 3 Setting a high postage value ________________________________28 8 4 Set limit value for the low postage limit ________________________...

Page 6: ... faults _____________________________ 43 13 2 Error messages TELESET _______________________________ 46 13 3 Tips for helping yourself ___________________________________ 49 Appendix Instructions for installation and commissioning________________________ 51 Setting the outside dialling parameters for the modem _________________ 58 Glossary _____________________________________________________ 62 T...

Page 7: ... interface cables Never plug in interface cables during a thunderstorm Switch off optimail before cleaning the franking machine or moving it to another location Make sure that no liquids or foreign objects penetrate the interior of the optimail If this happens pull out the mains plug immediately Have the optimail checked by your local servicing dealer before using it again Only have maintenance an...

Page 8: ...nt with ribbon cassette behind Release key for flap ribbon cassette compartment Keylock with key Power connection Modem socket 25 pole port for connecting the postage calculator Letter guide Letter receiving tray Operating instructions removable with slogan imprints and type of mail endorsements Post Office lock ...

Page 9: ...e The thermal printing process provides a clean smudge proof imprint The solid ink on the ribbon is heated up as it passes the thermal printhead Under pressure the liquefied ink penetrates the paper of the envelope and remains permanently bonded The ribbon cassette is simple to replace with just a few actions TELESET You load postage with the TELESET process via a built in modem fast comfortable a...

Page 10: ...e optimail displays today s date after the self test After about 3 seconds the display changes and the last set postage value appears The optimail is ready for franking Sleep mode If the optimail is not used for about one minute i e no frankings are made or no key is pressed the franking machine switches over to the time display Reactivate the optimail with the key Switching off Turn the key to th...

Page 11: ...imprint The assigned field is shown filled on the respective keys You can test the current printing settings in a trial run Set the postage value 0 00 for trial runs Input errors The optimail will not accept incorrect inputs An acoustic signal warns you that the setting is not possible with the entered values The previous setting reappears in the display You can delete wrong entries with the key T...

Page 12: ...ignals sounds and HP and the postage value flash in the display after confirming the postage value the High postage value is exceeded In this way the optimail helps you to avoid overfranking and loss of postage If you want to frank with the set postage value Confirm the displayed postage value with the key again If you have accidentally set too high a postage value Type a new postage value Confirm...

Page 13: ... the assigned numbers can be found as operating hints on the optimail can be pulled out at the front left Enter the number of the desired slogan imprint N B If you are using an optimail with the DX fea ture the slogan imprint 9 is reserved for DX mail frankings Read Chapter 9 Confirm with the key The number of the set slogan imprint appears in the appropriate field of the stamp image symbol ...

Page 14: ... CLASS Special Delivery Overseas Mail The available type of mail endorsements and the assigned numbers can be found as operating hints on the optimail can be pulled out at the front left Enter the number of the desired type of mail endorsement Confirm with the key The number of the set endorsement appears in the appropriate field of the stamp image symbol ...

Page 15: ...ate appears in the date stamp when franking You can end the date display with the key The display shows the postage value again Read Chapter 8 1 to find out how to change the date of the system clock Printing the date stamp without a date The optimail allows the date to be omitted from the date stamp Press the key The optimail shows the set date Press the key ...

Page 16: ...account The optimail can record and evaluate frankings separately according to accounts In Chapter 5 you will find detailed information about the account function To record frankings for an account Enter the desired account number N B If you are using an optimail with the DX fea ture the account 9 is reserved for DX mail frankings Read Chapter 9 Confirm with the key The selected account number app...

Page 17: ...nock the upper edge of the envelopes against a smooth underlay By aligning the content of the letter with the upper edge of the envelope you get an even surface to achieve bet ter franking imprints It is best to let go of normal format letters DL C6 during franking Give large envelopes C5 B4 a little support Under no circumstances should you attempt to straighten the envelope whilst it is running ...

Page 18: ...er and value of frankings Evaluate You can read the number and postage used in for every account You can also print out an account report of all accounts if you want to 5 1 Showing account data Reading postage used by an account Enter the desired account number 1 9 Remember that account no 9 has a special significance when using an optimail with the DX feature See Chapter 9 Confirm with the key Th...

Page 19: ...with the key The selected account number appears in the M field Press the key The optimail shows the number of value frankings which have been made for this account since last resetting the counter to zero Zero frankings are not recorded 5 2 Printing an account report The account report contains the account information postage used and quantity of all accounts and the register states of your optim...

Page 20: ...are visible in the display Insert a franking label or any sheet as normal The optimail prints the account report You return to the franking function with the key 5 3 Deleting account information To delete account information reset the postage used counter and the quantity counter individually to zero Enter the number of the account Confirm with the key The selected account number appears in the M ...

Page 21: ... briefly The quantity counter is deleted for the set account The optimail displays 0 pieces The account 0 cannot be deleted directly The total postage used and total quantity of all accounts are stored under account 0 When the information of individual accounts is deleted the appropriate values are subtracted from account 0 If you are using an optimail with DX feature the frankings for the DX serv...

Page 22: ...n is stored in the individual registers Available Postage available postage in Postage Used Sum of all frankings in Total Postage Sum of all loaded amounts in Total Pieces number of all value frankings not including zero frankings High Postage set limit for the HP warning in Limit Postage set limit for the low postage warning in Status information about machine settings for the service technician ...

Page 23: ...ter value appears in the display You will see the appropriate register number in the R field You return to the postage value display function with the key Printing register values The register values and account information are summarised in the account report Read Chapter 5 2 to find out how to print the account report ...

Page 24: ... Make sure the scales function is switched off Enter your PIN Type the 8 digit personal identification number PIN of your optimail 12345678 in the example Please take the personal identification number PIN for your optimail from the PIN card Caution The optimail locks after 8 attempts to confirm a false personal identification number PIN Your optimail can only be released for franking and loading ...

Page 25: ...played position numbers in the left of the display provide information about the current status connection established data exchange completed successfully The postage is loaded when an acoustic signal sounds and the postage value appears in the display Check the new available postage register R1 To do this press the keys and one after another failed No postage has been loaded if position 9 appear...

Page 26: ...ction setup Position 3 Press the key The optimail aborts postage call The display shows the postage value again Technical note Please do not use telephones connected to the same telephone socket 431a during postage loading if possible Unnecessary charges may be incurred when you lift and do not replace the telephone handset during the loading process The modem cannot terminate the charged connecti...

Page 27: ... Example 010103 for the 1st of January 2003 Confirm the entered date with the key You will see the set date and DATE in the stamp image symbol End the date display with the key The display shows the postage value again The optimail will not accept incorrect date inputs The last set date reappears 8 2 Setting the time Enter 2 digits each for the hours and minutes of the new time Example 1420 for 14...

Page 28: ...e please reset the date and time Chapter 8 1 and 8 2 If this does not work or this problem occurs repeatedly please contact Service 8 3 Setting a high postage value The High postage value function indicates when the postage value exceeds the set limit The High postage value is set to 1 08 at the factory Type the desired High postage value in the example 108 for a limit of 1 08 Press the key The va...

Page 29: ...postage drops below the set limit The limit is set to 100 at the factory Type the desired limit in the example 15000 for a limit of 150 Press the key The value disappears from the display Press the keys and one after another The optimail shows the new limit register R6 You return to the postage value display function with the key ...

Page 30: ... for DX mail No postage is required in register R1 The postage costs for the DX mail frankings are booked separately to account 9 undeletable The postage costs for DX mail are settled directly with the private carrier The slogan imprint number 9 is reserved for DX mail 9 2 Switching DX mode on off on the optimail If you are working without a postage calculator Set slogan imprint 9 or Set account 9...

Page 31: ...r account number 9 Confirm with the key The account number 9 appears in the M field At the same time the number for the slogan imprint 9 is activated and displayed in the appropriate field of the stamp image symbol The stamp imprint for DX mail is set The optimail is now ready for franking for despatch by DX mail Frank your mail as usual The frankings are booked to account 9 Switching off DX mode ...

Page 32: ...button on the flexiscale The flexiscale opens the menu for selecting the carrier Select DX mail and confirm with The flexiscale is now set to calculation of postage for despatch with the private carrier DX mail Account 9 and slogan imprint 9 are set automatically on the optimail The stamp imprint for DX mail is set Switching off DX mode Press the blue button on the flexiscale The flexiscale opens ...

Page 33: ...your text and graphic designs You can print the incoming mail stamp on envelopes up to 5 mm thick or directly on documents The optimail prints the incoming mail stamp around 8 mm from the upper edge and 10 mm from the right hand edge of the incoming mail You can set a print offset to relocate the imprint up to 99 mm to the left To print the incoming mail stamp on another area of the envelope you c...

Page 34: ...e with the key and adjust date and time as normal Chapter 8 1 and 8 2 For setting a print offset read Chapter 10 3 on page 35 If several incoming mail stamps are available you can select the imprint Read Chapter 10 4 on page 36 Printing the incoming mail stamp Please note information on handling of the letters on page 17 Insert the incoming mail envelope or document on the letter receiving tray so...

Page 35: ...imail with the key operated switch as normal 10 3 Setting a print offset The optimail prints the incoming mail stamp around 10 mm from the right hand edge of the incoming mail You can set a print offset and thus increase the distance by a maximum of 99 mm Enter the desired distance with the numeric keys in the example 12 mm Confirm with the key A flashing arrow pointing to the left shows that the ...

Page 36: ...oming mail stamp optional Francotyp Postalia can equip the optimail with additional incoming mail stamps according to the customer s wishes Enter the number of the desired incoming mail stamp Confirm with the key The current setting appears in the display ...

Page 37: ...ble Caution Read the operator manual of the FP postage calculator before connecting it to the optimail Switch off the optimail and the FP postage calculator Connect the FP postage calculator to the 25 pole port of the optimail with the data transmission cable Screw the plugs of the data transmission cable to optimail and the FP postage calculator Switch on the optimail and the FP postage calculato...

Page 38: ...e on the weighing tray The FP postage calculator determines the weight and calculates the right postage value The postage value and the endorsement setting optional are transferred automatically to the optimail An acoustic signal signals the end of data transmission The optimail displays the new settings Check the other settings for the franking imprint slogan imprint date if necessary Remove the ...

Page 39: ...culator is only valid for one franking Proceed as follows when you want to frank a stack of identical mailpieces Weigh and frank one of the mailpieces in the normal way Then switch off the scales function You can now frank any number of further mailpieces with the displayed postage value The High postage value function is switched off as long as an FP postage calculator is controlling the postage ...

Page 40: ...ow cost care and maintenance agreement You can do the following work yourselves Cleaning the outside of the housing Chapter 12 1 Changing the ribbon cassette Chapter 12 2 12 1 Cleaning Warning Make sure that no liquids or foreign objects penetrate the interior of the device If this happens pull out the mains plug immediately Have the optimail checked by your local servicing dealer before using it ...

Page 41: ...lap swings up automatically to the stop Pull out the used ribbon cassette to the front Remove the new ribbon cassette from its packing and remove the transport fixture red paper strip Caution Make sure you do not crease or tear the ribbon when inserting it This prevents breaking of the ribbon Make sure the edges of the ribbon do not fold over Creased ribbons are thicker and prematurely fill the us...

Page 42: ...ing tray and the inside of the cassette compartment provide additional information about changing the cassette 12 3 Disposal Francotyp Postalia is the first franking machine manufacturer to offer a recycling concept for acces sories Your ribbon cassettes are granulated at the FP recycling centre and put back into production Help us The environment will be grateful When you wish to scrap your optim...

Page 43: ...g and avoiding faults 13 1 Error messages device faults The self diagnosis system of the optimail gives you information about the respective operating state Acoustic signal An acoustic signal is sounded in the case of operating errors The optimail does not accept the input action Error messages in the display The optimail signals errors and warning with the appropriate error messages in the displa...

Page 44: ...ed when switching on Remove the letter Confirm the error messages with the key If the error cannot be eliminated like this call Service Caution Jam Do not remove the jammed letter by force The ribbon could tear Always clear a mail jam like this Press any key except the key or switch off The optimail releases the letter Remove the letter Then check the ribbon cassette Remove the ribbon cassette and...

Page 45: ...is not closed properly Close the flap Acknowledge the error message with the key No postage The set postage value cannot be franked Load new postage Chapter 7 Call Service Caution The optimail can only be used for another 3000 frankings or 3 months and then locks automatically Call Service Caution The optimail can only be used for another 3000 frankings or 3 months and then locks automatically Err...

Page 46: ...nnection to the TELESET data centre is only temporarily disturbed The procedure is repeated automatically up to 3 times Error message Correction by Code Cause User TELESET data centre Servicing dealer C 13 Link disrupted C 18 Line quality too poor C 14 C 23 C 39 Processing in TELESET data centre not possible at present maintenance work C 26 C 29 Modem has not received dial tone Telephone line not ...

Page 47: ... data centre or Service Please observe the notes in the table below Start loading postage again Error message Correction by Code Cause User TELESET data centre Servicing dealer E 16 Wrong dialing procedure Modem not operable E 24 E 25 Modem not operable or defective E 17 E 19 E 20 Internal error E 21 Loading procedure terminated by operator E 29 Connection could not be set up within 70 seconds E 3...

Page 48: ...cannot be called up by franking machine E 37 Loading amount exceeds post age available E 38 Postage account denied E 40 E 41 E 42 Postage register not correct E 43 Impermissible postage amount E 44 Maximum total loaded postage reached E 50 E 51 E 52 Wrong PIN number E 99 Internal error Error message Correction by Code Cause User TELESET data centre Servicing dealer ...

Page 49: ...lly when franking letters containing several sheets Before imprinting knock the upper edge of the envelopes against a smooth underlay Please note information on page 17 Frank the empty envelope or use franking labels optimail does not frank No postage available display Limit End The set postage value cannot be franked Load new postage Chapter 7 Scales function is switched on display but no postage...

Page 50: ...ctly Data transmission is faulty Switch off the optimail and the postage calculator wait briefly and switch back on optimail is not ready to receive data from the postage calculator On the optimail Press the key On the postage calculator Remove the mailpiece from the weighing tray and place it back on the tray again The postage calculator is not set up properly for operation with the optimail Read...

Page 51: ...perating steps for installing and commissioning the optimail Commissioning overview The individual operating steps are described in detail on the following pages Step 1 Unpack Step 2 Check the contents of the package Step 3 Install the optimail Step 4 Insert the ribbon cassette Step 5 Connect the optimail Step 6 Switch on Step 7 Load postage ...

Page 52: ...tive foil Unpack the accessories Do not throw away the packaging Use it again when you need to transport the optimail or send it in to Service Step 2 Checking the contents of the package Warning Do not start operating the optimail if parts are damaged or missing Please contact your Francotyp Postalia Service Check that the contents of the package are complete and free from any damage 1 2 3 4 5 6 ...

Page 53: ... Choose an installation site with the following ambient conditions Room temperature 10 C to 40 C The best printing quality is achieved at a room temperature of 15 C to 35 C No direct sunlight Power socket in the immediate vicinity Place the optimail on a firm level horizontal base Step 4 Inserting the ribbon cassette Open the flap of the ribbon cassette compartment by lightly pressing the release ...

Page 54: ...t fixture red paper strip Tensioning the ribbon Turn the white ribbon spool in the direction of the arrow Place the ribbon cassette on the letter receiving tray with the ribbon facing downwards Push in the ribbon cassette carefully to the stop The ribbon cassette must slide easily into the holders in the cassette compartment Close the flap The catch snaps in tangibly Labels attached to the letter ...

Page 55: ...ket 240 V AC Plug the power cable plug into the mains socket The mains socket is on the back of the optimail Plug the mains plug into the grounded PE contact socket 240 V AC Plug the modem cable with the 6 6 Western plug into the optimail s modem socket The modem socket is on the back of the optimail The spring on the plug must be facing the side panel Connect the modem cable to the telephone sock...

Page 56: ...izure by digit digit sequence e g 9 You will find further information about the connection types and setting the outside dialling parameters for the built in modem on page 58 Read Chapter 11 1 to find out how to connect an FP postage calculator to your optimail Step 6 Switching on Caution When you move the optimail from a cold environment i e below 10 C Wait at least 2 hours before starting the fr...

Page 57: ...y appears after about 3 seconds Step 7 Loading postage Before you can frank letters with the optimail for the first time you have to load a certain postage amount at least 10 into the optimail Read Chapter 7 on page 24 to find out how to load postage We will gladly provide support for installing and commissioning your optimail Simply contact our Service FP Mailing Ltd Lakeside House 74 Questor Pow...

Page 58: ...eset them if you change your telephone connection The following examples show the procedure for the four typical connection types Example 1 Main line with dual tone multifrequency dialling DTMF Main line You do not have to dial a digit e g 0 or press the R key to dial into the public telephone network outside line seizure You will recognise dual tone multifrequency dialling from the audible tones ...

Page 59: ...ialling method PD Main line You do not have to dial a digit e g 0 or press the R key to dial into the public telephone network outside line seizure You will recognise pulse dialling from the clicking heard when dialling This is how you set the outside dialling parameters Outside dialling parameters ...

Page 60: ...utside line seizure with digit 0 and pause Extension You have to dial a digit e g 0 to dial into the public telephone network You will recognise dual tone multifrequency dialling from the audible tones when dialling This is how you set the outside dialling parameters Outside dialling parameters ...

Page 61: ...Outside line seizure with digit 9 and pause Extension You have to dial a digit digit sequence e g 9 to dial into the public telephone network outside line seizure You will recognise pulse dialling PD from the clicking heard when dialling This is how you set the outside dialling parameters Outside dialling parameters ...

Page 62: ...sive labels which you can frank and stick onto your mobilises Necessary for large heavy and thick mobilises Incoming mail stamp Additional optimail function the optimail prints date and time incoming mail stamp on your incoming mail You can print the incoming mail stamp on envelopes up to a thickness of 5 mm or directly on documents Modem Electronic unit built into the optimail which enables excha...

Page 63: ...ata centre TDC Data centre of Francotyp Postalia Here the called postage is released and accounts managed The Teleset data centre is at your service 24 hours a day via the built in modem Trial run Franking imprint with the postage value 0 zero franking This enables you to check the settings for the franking Value stamp Area on the right hand side of the franking imprint Consists of the postage val...

Page 64: ...le port for connecting postage calculator up to 9 slogan imprints up to 8 type of mail endorsements incoming mail stamp function account function for 9 accounts printing of account information and register values high postage value warning available postage warning Ambient conditions 10 C to 40 C do not expose to direct sunlight recommended for optimum printing quality 15 to 35 C Noise emission LW...

Page 65: ...Appendix Technical data 65 Declaration of Conformity ...

Page 66: ...5 postage calculator 8 power cable 55 D Date 3 date stamp 15 set 27 show 15 without date specification 15 Date stamp 11 62 hide date 15 show date 15 Declaration of Conformity 65 Delete 4 11 Display 3 8 Disposal 42 DTMF See dual tone multifrequency dialling Dual tone multifrequency dialling 56 58 60 DX mail 30 DX mode on off on flexiscale 32 switch off 31 switch on 30 E Eliminating faults general t...

Page 67: ...58 59 Mode of operation 9 Modem connection types 56 on an extension 56 on main line 56 outside dialling parameters 56 Modem cable 53 55 Modem socket 8 N Notes about this manual 2 Number of imprints 22 O Operating instructions 8 13 14 optimail general overview 8 things worth knowing about 9 Outside dialling parameters 58 P PD See pulse dialling method Personal identification number 24 62 PIN card 2...

Page 68: ...3 set 13 Stamp image 11 Stamp image symbol 11 Switching off DX mode 31 DX mode on flexiscale 32 incoming mail stamp mode 35 optimail 10 scales function 39 Switching on DX mode 30 DX mode on flexiscale 32 incoming mail stamp mode 33 optimail 10 56 scales function 38 Symbols in the display 3 T Technical data 64 Telephone connection 58 Telephone systems 56 TELESET 9 by modem 24 error messages 46 hotl...

Page 69: ...control please contact your local servicing dealer Our main office will be pleased to tell you the address of your local servicing dealer FP Mailing Ltd Lakeside House 74 Questor Powdermill Lane Dartford Kent DA1 1EF Technical support 01322 405500 email enquiries fpmailing co uk Hotline Teleset 09063650805 www fpmailing co uk Service ...

Page 70: ...51 0019 8201 00 Rev 01 AE Nr 03 7517 2003 11 500 helbig berlin ...

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