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23

Troubleshooting

If a communication error occurs, check the service code shown
on the Activity Report.

SMTP Communication

The service code for a SMTP communication is prefixed with the
letter E.

Note: For service codes E001 and E002, the number of pages in

the report will be left blank.

POP3 Communication

The service code for a POP communication is prefixed with the
letter F.

Error Description
0000 Normal Shutdown
9080 Press stop key
E058 Failed SMTP connection
E074 Cable not connected
E081 DNS cannot resolve SMTP server name
E082 No response from SMTP server
E083 Error generated in SMTP command sequence
E108 Transmission attempted when destination was not set
E109 Transmission attempted when mail address of own device not set
E110 Transmission attempted when SMTP server not set
E401 communication was attempted when the IP address of the own device was

not set.

E942 Command timeout
E990 Other error
EF00 Option board I/F error

Error Description
0000 Normal Shutdown
F001 Normal shutdown (only text received)
F002 Normal shutdown (only text received but cannot print)
F059 Failed in POP connection
F074 Cable not connected
F076 DNS cannot resolve POP server name
F077 No response from POP server
F078 Incorrect POP user name/password
F079 Error generated in POP command sequence
F105 Reception attempted when POP server was not set
F106 Reception attempted when POP user name was not set
F107 Reception attempted when POP password was not set
F113 Failed in updating NIC firmware ... firmware before updating remains
F401 IP address not set
F931 Unreceivable email (TIFF NG)
F932 Unreceivable email (other than TIFF NG)

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Summary of Contents for FAX 4580

Page 1: ......

Page 2: ... 5 POP Server User Name 5 POP Server Password 5 Network Settings List 5 List of Settings 5 Materials Provided 5 User s Guide 6 Warranty Document 6 I Fax Option Guide 6 Software Utilities CD ROM 6 TIFF Utility 6 Components of an Internet Fax 6 Header 6 Email 6 Attachment s TIFF or PDF 6 Helpful Hints I Fax 7 PSTN Faxing vs Internet Faxing 7 Internet Fax 7 Email Addresses vs PSTN Phone Numbers 7 Sta...

Page 3: ...gistering addresses 17 Program OT Email Addresses 17 Program Group Email Addresses 18 User Interaction 19 Sending Email 19 Email Using Email Key 19 19 Email Key Options 19 Email Using OT Key 20 Email Using Group Email Setting 20 Email Using Broadcast Feature 21 Receiving Email 21 Manual Email Reception 22 Troubleshooting 23 SMTP Communication 23 POP3 Communication 23 Transmission troubleshooting 2...

Page 4: ...entication Unable To Send Global E mails on page 25 The I Fax feature is mutually exclusive with the parallel port connection on a 4580 Fax machine This means you can either use the I Fax feature or print from your computer to the Fax machine not both This User Guide is divided into four primary sections 1 Operation Overview on page 2 2 Network Set Up on page 8 3 User Interaction on page 19 4 Trou...

Page 5: ...ou will need to use your fax machine User s Guide Warranty Document I Fax User s Guide this book Software Setup CD ROM Please refer to Materials Provided on page 5 for further description To use Internet Fax a Network Card must be installed in the machine the machine must be connected to a LAN The Network Card for this machine can be connected to a 10 baseT or 10 100baseTX LAN will only operate at...

Page 6: ...machine is used three processes must be completed Machine Installation Network Setup Customization Installation and setup requirements may vary from system to system Machine Installation Installation covers the physical procedures such as removing the unit from the shipping packaging connecting the power tele phone and network lines installing consumables Installation may be performed by anyone Re...

Page 7: ...y con verted into a TIFF file and sent to the recipient SMTP Server Address Name 1 Enter the SMTP server name or IP Address If entering the server s IP Address be sure to type the dots full stops dividing the numbers Example 192 168 1 1 2 You may enter a server name only if a DNS server has been configured DNS Server s IP ADDRESS This setting is not required if the SMTP server has been specified b...

Page 8: ...as been configured DNS Server s IP Address This setting is not required if the POP server has been specified by its IP ADDRESS A DNS server can convert a server name into an IP ADDRESS POP Server User Name Enter the user name assigned to this machine for accessing the POP server POP Server Password Enter the password assigned to this machine for accessing the POP server 5 Network Settings List Lis...

Page 9: ...Header Email TIFF attachment s Your ability to receive view or print these components will vary according to the settings of different functions Header The header includes all routing information for the path your Internet Fax followed from the time it was sent to the time it was received The header is automatically generated as part of the Internet Fax ing process Email The email includes the To ...

Page 10: ... fax machine capable of Internet Faxing Τhe document fax sent via the Internet Email Addresses vs PSTN Phone Numbers You can combine email addresses and telephone numbers in one communication session You can send a fax to several email addresses or several tele phone numbers or a combination of email addresses and tele phone numbers Status of Server Internet Faxing is conducted over the Internet v...

Page 11: ...the network card Print the Configuration Report 1 Press the Select Function key 2 Press the 6 Report Print One Touch key The display will show 1 ACTIVITY REPORT 3 Using the numeric keypad press 5 The display will show 5 CONFIGURATION 4 Press The report will print 1 I Fax NIC Options The following lists the available options for setting up and adjusting the Network Interface Card NIC functions To a...

Page 12: ...il Send File Format Send Notification I Fax NIC Update Text Print Settings ON or OFF Default ON Whether or not to print the body text of email If this setting is ON the text in an email message is printed out Please note that I Fax NIC Settings Text Print Header Print Coding Mode Ex Fine Mode Sender ID Email Send File Format Send Notification I Fax NIC Update POP Interval On Off Network Settings I...

Page 13: ...der of the attached file is not printed A blank line in the top of TEXT is eliminated in print and will not be printed In Microsoft Outlook or Lotus Notes there is a setting to send an Email body using HTML format When set the body will be sent in both TEXT and HTML If both are received Internet Fax will print only the TEXT portion However if the setting is HTML format and there is an attached HTM...

Page 14: ...ngs ON or OFF Default ON Adds the sender ID to the main body of images scanned by Internet Fax This setting will always apply when using Internet Fax regard less of the setting for 4 SYSTEM DATA PRG When using Internet Fax as an email scanner turn this setting OFF to pre vent the sender ID data from appearing in scanned images Send File Format Settings TIFF or PDF Default TIFF This determines whet...

Page 15: ...to check the mail server once a day Thus it is required that the time of day is set for this option When the DAILY setting is selected the time of day when the mailbox is polled requires setting There are four different time settings available If the POP INTERVAL TIME is not registered then the auto POP receiving action will not occur After POP INTERVAL TIME is registered even if the setting is ch...

Page 16: ...server is found an IP address is obtained from the DHCP server From then on an IP address is obtained from the DHCP server each time the power is turned OFF and ON therefore it is not necessary to change the IP address When an IP address is obtained from the DHCP server the address is displayed and an asterisk appears at the end If you wish to set a fixed IP address input the IP address numbers Ot...

Page 17: ... key POP Server Name Enter either the IP address or the host name of the POP mail server If the DNS name of the POP server does not work try entering the IP address of the POP server 1 Press the Number keys to insert either text or numbers Press them repeatedly to enter the character desired 2 To jump to the next field use the or keys 3 Press the Start key to enter your settings Restrictions If DN...

Page 18: ...ver which must be alphanumerical characters of no more than 16 characters long 2 If a password has already been entered it is shown as XXXXXXXXXXXXXXXX sixteen Xs 3 Press the Number keys to insert either text or numbers Press them repeatedly to enter the character desired 4 To jump to the next field use the or keys 5 Press the Start key to enter your settings Restrictions Up to 16 characters may b...

Page 19: ...p to 64 characters may be entered You may use Latin letters numbers and symbols To enter symbols use either one touch keys or key 0 of the numeric ten key pad The symbols that can be used are _ The tilde symbol shows on the display as 1 The and symbols cannot be used Both uppercase and lowercase letters can be used To change the case press the 1 CAPS key I Fax NIC Initialize This resets the Networ...

Page 20: ...key pad The symbols that can be used are _ The tilde symbol shows on the display as 1 The and symbols cannot be used Both uppercase and lowercase letters can be used To change the case press the 1 CAPS key Program OT Email Addresses Programming Email addresses can be accomplished using the following procedures 1 Press Select Function to enter the menu 2 Press 8 LOCATION PROG to enter the programmi...

Page 21: ... press key to enter Group programming 3 Using the numeric keypad enter the group location desired 1 10 Example To enter location 2 press 02 4 The display will show the number of your current group and SELECT LOC S You can now add a location to your group or delete a location from it Refer to the instructions below 5 Each group can contain up to a maximum of all of the One Touch locations available...

Page 22: ...ng desired from the choices listed above Press to enter the setting press to advance in the list Enter the information required 5 Depending upon the setting press either or the the Start key to save and exit Setting Description 1 To The email address you are sending to 2 From The email address you would like to appear as the return address The default is the fax machine s own programmed email 3 Su...

Page 23: ... in the full email addresses select the Email key to enter each email addresses individually Refer to Email Using Email Key on page 19 for further details To stop transmission press the Stop key The transmission will be terminated at once without asking for confirmation Press the Stop key again to remove the document Internet Fax data is scanned into memory before transmission If the document is t...

Page 24: ...d OT3 will tell the machine to email fax to those programmed numbers 3 Press the Start key and the document will be scanned and sent 2 Receiving Email This fax machine automatically connects to the server to receive mail according to the setting POP Interval on page 12 If there is mail on the server reception will start automatically If there is more than one mail message it will receive all the m...

Page 25: ...ar Recheck the connections and try again Notes Internet Fax receives mail in memory Check to make sure that there is a sufficient free memory space to receive fax messages If there is not reception of a message may be terminated before reception is completed The size of TIFF that can be received with Internet Fax is approximately half the size of the memory capacity A memory full message may appea...

Page 26: ...ss of own device not set E110 Transmission attempted when SMTP server not set E401 communication was attempted when the IP address of the own device was not set E942 Command timeout E990 Other error EF00 Option board I F error Error Description 0000 Normal Shutdown F001 Normal shutdown only text received F002 Normal shutdown only text received but cannot print F059 Failed in POP connection F074 Ca...

Page 27: ...Internet Fax products support only the STD and FINE resolution settings and MH coding mode The Sender ID is added to the subject when transmitted The Sender ID Email setting is ON and the subject is not entered Either enter a Subject when sending an email or turn off the Sender ID Email on page 11 I want to send it by PDF TIFF or PDF transmission file formats are available You can also specify the...

Page 28: ...formats which this fax machine cannot receive The fax machine prints out a large number of meaningless char acters It may be printing out a file format that the machine cannot decode If this occurs ask the sender to resend the fax using TEXT only format Communication errors occur and service code F078 is given each time The POP server password or user ID may be wrong causing the server to return a...

Page 29: ... may not want to do this for security reasons but it is the only method available that allows the machine to send emails outside of the local LAN Additional Info Many networks today use Microsoft Exchange as their mail server with authentication enabled Microsoft does have a white paper Q255125 on their web site that explains how to exempt one IP address from requiring authentication It can be fou...

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