Pitney Bowes 4100 Operator'S Manual Download Page 228

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227

What’s inside this section

Clearing paper jams

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Print quality problems

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Communication problems

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Caring for your fax machine

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Common questions

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Glossary

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Summary of Contents for 4100

Page 1: ...SSION PROGRAMMING 204 RECEIVING FAXES 64 DEPARTMENT CODES 175 REDIAL SETTINGS 61 DISPLAY KEYS 20 REDUCTION MARGIN 84 DISTINCTIVE RING 145 REGULATORY INFORMATION 271 ECM 86 RELAY BROADCAST PROGRAMMING 211 ENLARGEMENT REDUCTION OF COPIES 75 RELAY BROADCASTING 115 ERASING A BATCH BOX 127 REVIEWING OR CANCELING DELAYED COMMAND 120 ERASING A ONE TOUCH KEY 99 SCAN SETTINGS 79 ERASING A PROGRAMMABLE ONE ...

Page 2: ...Operator s Guide Pitney Bowes 4100 Plain Paper Fax Machine ...

Page 3: ...at this product meets the ENERGY STAR guidelines for energy efficiency 1998 Pitney Bowes Inc all rights reserved ENERGY STAR is a registered trademark of the United States Environmental Protection Agency Windows is a registered trademark of Microsoft Corporation ...

Page 4: ...ve time look through it to learn more about your machine s many features as well as fax in general Finally Just in case see page 226 will help you decide what to do if you ever have a problem with your machine It also tells you how to give it the kind of easy sensible care that should help keep troubles to a minimum Pages 5 through 9 show you the entire contents of these instructions Skim through ...

Page 5: ...u set up your machine Use the blank at the bottom of this page NOTE The IC label and ID label required by government regulations do not contain serial number information Close up the bar code label looks something like this Important Of course this is not the number which should appear on your machine s label Rather this is only to give you an idea of how your label will look Now please copy down ...

Page 6: ...ug in and power up 39 Turn off the transport mode 40 Adjust the monitor speaker s volume 41 EasyStart 42 Clearing settings before beginning 42 What do you want to do 43 Using EasyStart to enter initial settings 43 Sending faxes 47 Some guidelines 47 How big and small your pages can be 47 Things not to put in your fax 47 Resolution grayscale and contrast 47 Entering a pause character when dialing 4...

Page 7: ...ngs for printing faxes 82 Print reduction rate 82 Reduction margin 83 Half page reception 83 Making the printing settings 83 Setting the number of rings 85 Setting ECM 85 Setting silent mode 86 Setting the transmission confirmation stamp 87 Setting the language 88 Printing your settings 89 Printing a program list 89 Autodialer 90 Autodialer basics 90 How do you autodial 90 How big is the memory 90...

Page 8: ...d in a batch box 130 Special features 131 Cover page 131 Toggling the cover page 132 Entering the cover page message 133 Printing the cover page 134 Managing your fax with its journal and reports 134 Setting the activity journal 134 Printing an activity journal manually 135 Setting the reports TCRs and RCRs 135 Information please What the reports tell you 136 Polling 138 Regular polling 139 Databa...

Page 9: ...tivating or turning off department code protection 176 Sending a fax using a department code 177 Printing a department time list 178 Clearing a department time 178 F Code communication 179 F Code an introduction 179 How sub addressing works think of a mailroom 179 Setting up or changing F Code boxes 179 Which type of box 180 Creating or modifying an F Code box 180 Erasing an empty F Code box 189 P...

Page 10: ...5 Error reports 245 Kinds of error codes 246 Specific errors 246 Check Message printouts 248 Caring for your fax machine 249 Cleaning tips 249 Corrective cleaning 250 Curing frequent jams in the ADF 250 Cleaning the FBS 252 If you have unsatisfactory printout quality 252 Cleaning the LED print head 253 Storing the toner and drum unit s 253 Common questions 254 General questions 254 Sending faxes 2...

Page 11: ...10 Getting started A quick and friendly trip through the basics of your Pitney Bowes fax machine ...

Page 12: ...quick introduction to fax in general 12 General precautions 13 Make sure it s all out of the packaging 14 What are all the parts 16 What do the keys do 19 Setting up 25 EasyStart 42 Sending faxes 47 Receiving faxes 63 Making copies 67 ...

Page 13: ... to the sharpness of a fax transmission It s expressed in lines per inch lpi An international agency has defined three specific levels of resolution Normal 203 horizontal x 98 vertical lpi Fine 203 x 196 lpi Superfine 203 x 392 lpi Similarly one can judge a fax transmission by its number of grayscale levels or shades of gray really halftones such as you might see in a newspaper photo It s likely m...

Page 14: ...ion for up to 100 hours The machine s backup battery must have been charged for at least 24 hours Before you attach or remove the AC power cord from the power outlet make sure that your hands are dry To avoid paper jams do not load wrinkled or curled paper in the machine This refers to both original documents and paper for printing Keep liquids and other cleaners away from your machine unless you ...

Page 15: ...phone line cord AC power cord Operating instructions this document obviously you have it Paper size stickers Protection seals This seal may actually be used when your authorized dealer installs your fax machine Main unit Document feed tray assembly AC power cord Paper tray Telephone line cord Operating instructions Protection seals Paper size stickers Multipurpose tray B4 B5 A4 A5 LTR LGL F4 B4 B5...

Page 16: ...make voice calls and use your machine s other telephone features see page 111 without having to attach a separate phone Memory upgrades Extra memory lets your machine save more documents for operations such as memory transmission either live or delayed broadcasting out of paper reception and more Additional paper cassette You may add up to two 200 page letter legal sized cassettes boosting your ma...

Page 17: ...ine x 20 character which shows the machine s status and lets you see what you re entering during various operations 2 Control Panel The keys you use to operate your fax machine See pages 19 21 for more details 3 Paper cassette One of two locations where you put the recording paper the Multipurpose tray is the other Holds up to 400 sheets either letter or legal sized paper 4 Recording paper level i...

Page 18: ... original document for straighter feeding into the automatic document feeder ADF 12 Document guides You can adjust these for the width of the original document so it will feed properly into the ADF 13 Automatic document feeder ADF The slot into which you place your original document for faxing or copying It holds up to 50 sheets of letter sized paper 25 pages of legal sized paper or 15 pages of 11...

Page 19: ...our machine this is where you plug the cord 19 PHONE1 jack Where you plug in the optional handset 20 AC power jack Where you plug in the AC power cord 21 AC power switch Turns your fax machine on and off 22 Paper tray Holds up the printout fax or copy after it emerges 23 Printed document exit Where the printout fax or copy emerges 24 Handset standard Used for voice communication ...

Page 20: ...w or alter pending fax commands 6 MONITOR CALL During on hook dialing turns the monitor speaker off or on When you re sending a fax activates the call request feature 7 ALARM light If glowing indicates a problem has occurred during fax communication or your fax machine encounters a problem printing a fax or copy Check the display or an error report for more information 8 PAPER JAM light Glows when...

Page 21: ... 16 STOP An all purpose Whoa key Stops the current operation ejects a document from the automatic document feeder and cancels alarms 17 SPEED DIAL TEL INDEX Starts a speed dialing operation which you finish by pushing three of the keys on the numeric keypad Also displays one touch and speed dial entries sorted alphanumerically as in a telephone directory 18 BOOK DOC SIZE Sets the fax for either le...

Page 22: ...s you quickly disconnect a call and go right to the next one without having to hang up the handset Or in Copy mode ENLARGE Press this key to choose one of several fixed copy enlargement rates See page 74 for more information 26 In Fax mode 䊳 Scrolls moves through features and command options as displayed on the LCD In Fax mode while scanning a document NEXT Press to tell your machine to scan one o...

Page 23: ...e using fliptab B offer one touch dialing convenience You also can use the keys labeled 73 80 if you re using fliptab B for programmable functions this lets you teach your machine an advanced multi step function just once then recall the function at any time by pressing one of these keys ...

Page 24: ...so tried to make these operating instructions just as easy In that spirit let s make sure there s no confusion about how to give your machine its marching orders To press 0 zero 1 2 3 4 5 6 7 8 9 or Use The numeric keypad Tip At no other time in this manual will we refer to the letters printed below the numeric keys such as abc by the 2 key They are there only for your greater convenience in using...

Page 25: ...acters appear in our instructions merely to serve their usual separative functions and are not intended for actual entry from your machine s control panel While there is a function broadcasting which requires the entry of commas we provide special ways to do that as we ll explain when the time comes ...

Page 26: ...stall heavy curtains or blinds to protect the fax from direct sunlight Dry Avoid any location where splatters or sprays such as from a water fountain could reach your fax machine Level and vibration free Near a phone jack Your fax machine uses a standard modular telephone jack also known as an RJ 11 Near an AC power outlet The AC power cord is about 5 long when stretched to its limit and that s no...

Page 27: ...gh consumption appliances can cause draw downs temporary drops in the power available for other equipment on the circuit which could damage your fax machine If at all possible use an electrical surge suppressor preferably one which guards both telephone and electrical lines This device helps to shield your fax machine from damaging high voltage electrical surges Voltage requirements 120 VAC 10 50 ...

Page 28: ...nsport screws as shown 2 Get the protection seals from your manual kit and attach one protection seal on each transport screw s now open hole This shields the hole while you are using the machine Important Before you use the machine you must turn off the transport mode see page XX Note Be sure to save the screws for reshipment If you must ship your machine for some reason turn off the transport mo...

Page 29: ...he drum unit It yields up to 10 000 normal letter sized printouts see Specifications page 273 By normal we re referring to the amount of text and or graphics on each page This is based on an industry standard test document The toner cartridge It yields up to 10 000 such printouts see Specifications page 273 Here s how to install these supplies 1 Open the top cover 2 Open the printer cover ...

Page 30: ... 4 Place the new toner cartridge on a flat clean surface 5 Unpack the drum unit from its carton Important Shield the drum unit from light especially strong light Later if you have to remove the cartridge from the fax immediately wrap it in a thick cloth to protect it from light 6 Set the drum unit on the toner cartridge making sure that the drum unit s two pins fit in the slits inside the toner ca...

Page 31: ...rtridge s four pins fit in the slits inside the printer frame 9 Insert the fuser cleaner into the slot in the fuser unit Fuser cleaner cleans the fuser unit roller You should replace the fuser cleaner every time you change the new toner cartridge 10 Close the printer cover 11 Close the top cover Be sure to push on a portion of the cover to lock it into its original closed position Note The fax mac...

Page 32: ...ng it into the appropriate holes as shown 2 Attach the Multipurpose tray by inserting its two pegs at a slightly upward angle into the appropriate holes as shown 3 Attach the paper tray by inserting its two pegs at a slightly upward angle into the appropriate holes as shown ...

Page 33: ...luded with the cradle 3 Plug one end of the handset cord it s curled into the PHONE1 jack on the left of your machine 4 Plug the other end of the handset cord into the jack on the handset If connected to a phone line your fax machine is now off hook Note The handset has a small flash button which you can press while holding the handset putting the fax machine back on hook until you can hang up the...

Page 34: ...our fax machine Now let s proceed 1 If your second phone is already plugged into a wall phone jack disconnect it from that jack at the jack Hold onto the phone plug you ll need it in step 2 Note Of course if your second phone is a model which also requires AC power as is true for the base of a cordless phone don t unplug it from its AC power jack 2 Using the plug mentioned in step 1 plug the phone...

Page 35: ... to accept letter or legal sized paper Before you load the cassette you will need to tell your fax machine which size of paper letter or legal sized you will be loading You can do this by setting a pin located on the rear side of the paper cassette Note If you will be using letter sized paper there s no need to adjust the cassette your fax is initially set for this paper size Simply attach the LTR...

Page 36: ... 4 Install the paper guide into the holes corresponding to the paper size you are installing Important Remember you ve now told your fax that the paper cassette holds legal sized paper If you now try to use letter sized paper without returning the pin to the upper holes the setting for letter sized your fax will sound an alarm tone and display the following message when you try to print 5 Be sure ...

Page 37: ...er than the limit mark on the side of the cassette Place the edges of the top sheet under the metal tabs on the cassette s left and right side as viewed from its front as shown The paper cassette can hold about 400 sheets of paper Note Each of the two optional additional cassettes can hold about 200 sheets of paper Thus you can have as many as 800 sheets of paper on line For more details on these ...

Page 38: ...per cassette lets you see how much paper is in the cassette without your having to open the cassette When you see the paper level indicator drop i e show more dark area make sure you have a supply of paper nearby Then when you see the Please Supply Paper message on the display you ll be ready to refill the cassette Important To avoid paper jams do not refill this tray without first removing all of...

Page 39: ... machine uses for only copying not for faxing 1 Adjust the multi feeder tray for the width of paper you plan to load by sliding the guide to the slot for the paper size you ll be loading 2 Insert a paper into the multi feeder tray until it won t go in any farther Note The multi feeder tray can hold only one sheet of paper at a time ...

Page 40: ...26 Important Be sure that you do not turn the power on next step until after you have removed the transport screws see page 27 4 Use the AC power switch to turn on your machine The markings are international standards means On 䡬 means Off It will take a few seconds for the machine to warm up The display will show When the machine is ready to use standby mode you will see either or Fax mode Copy mo...

Page 41: ...ess COPY FAX to switch the machine to Fax mode 3 Press PROGRAM E 4 Select Off by pressing PROGRAM Then press ENTER to turn off the transport mode The mirror carriage will move to the home position Important If you must reship the machine to any other location turn on this mode to move the mirror carriage to the transport position in step 4 above press PROGRAM to set the transport mode to On then p...

Page 42: ...ear a dial tone make sure your fax machine is plugged into a working phone line 2 If the volume you hear is satisfactory skip to step 4 Otherwise proceed to step 3 3 Adjust the volume as you wish To turn the volume up press 䊳 To turn the volume down press 䊴 The LCD indicates the volume Here are the possible settings Volume off Low setting Medium setting Loudest setting 4 Press MONITOR CALL again t...

Page 43: ...r machine s built in user data memory which stores settings This insures the memory will hold only your settings Important After you use EasyStart please do not clear the memory again unless an authorized technician asks you to do so To clear the machine s memory 1 Press COPY FAX to change the Fax mode Then press PROGRAM 2 The display now asks whether you re sure about clearing the memory Note If ...

Page 44: ...re you begin EasyStart since this feature can print a handy settings list at the conclusion Important If you press STOP during EasyStart your fax machine will return to standby mode its normal condition but will retain what settings you saved by pressing ENTER as described in these instructions 1 If the machine is in Fax mode proceed to step 2 If it is in Copy mode press COPY FAX to change to Fax ...

Page 45: ...twice until your choice appears here we ve changed the setting to On 7 Press ENTER to save the setting and continue 8 The LCD now asks you to enter your fax number as you want it to appear on other fax machine s displays or printouts The fax industry term for this number is Subscriber ID 9 Use the numeric keypad to enter the desired number To put in a dash for easier reading as shown here press DI...

Page 46: ...desired characters shown on the one touch keypad In Beyond the basics we ll show you how to use the CODE function at CODE to enter a wide variety of characters see page 80 For now however become familiar with the ALPHABET key Note If you make a mistake or want to erase characters entered in a previous setting press CANCEL to erase leftward Or if you want to change just one character in the number ...

Page 47: ...s current default reception mode which is Fax Ready If the setting you see is acceptable skip to step 18 Otherwise proceed to step 17 17 To change the setting either to Fax Ready or Tel Ready press PROGRAM once or twice until your choice appears Here we ve stayed with Fax Ready mode 18 Press ENTER to save the setting You re all done Phone Type Pulse Program Enter Fax Ready Program Enter Fax Ready ...

Page 48: ...led torn wrinkled or very thin pages Documents with staples glue tape paper clips or correction fluid Sticky notes or documents with sticky notes attached Cardboard newspaper or fabric Pages with duplicating carbon on either side Credit cards or similar small thick items Resolution grayscale and contrast Reviewing resolution and grayscale Normal resolution indicated if neither the FINE light S FIN...

Page 49: ...y that LED For example in the drawing left the machine is set for fine resolution Contrast Setting the contrast allows you to compensate for any excessive lightness or darkness as the case may be of document pages you are sending or copying To change the contrast setting 1 Press CONTRAST on the control panel The display or LCD liquid crystal display indicates the current contrast setting 2 To adju...

Page 50: ...ve dialed at least one other character The display will show the pause character Each pause you enter lasts for a factory set five seconds see Changing the pause length right column for how to change this setting For example assuming the pause is at the factory setting pressing 9 REDIAL PAUSE 1 9 7 2 4 0 3 2 0 0 9 dials 9 5 second pause 1 9 7 2 4 0 3 2 0 0 9 Important Each pause uses two of the ch...

Page 51: ...ause it does it can finish fax jobs more quickly than otherwise would be possible By automatically scanning your fax document into then transmitting it from its memory rather than transmitting each part of the scan only as quickly as the receiving fax machine can receive it your fax machine can hand you back your original document more rapidly And here s a real money saver on long distance fax cal...

Page 52: ...re data for your fax machine to remember and send When the machine s memory supply is full it can transmit only in normal i e non memory mode Important When you transmit using the FBS your machine always transmits from memory This choice is available only when you transmit using the ADF To make memory transmission the default for transmissions from the ADF 1 If the machine is in Fax mode proceed t...

Page 53: ...52 Toggling between Fax mode and Copy mode To toggle switch between Fax mode or Copy mode simply press COPY FAX The glowing LED tells you the current machine mode Fax mode Copy mode ...

Page 54: ...h see page 78 is set to A4 and you insert a letter sized document your machine scans the center 8 2 and sends it unreduced see pages 82 84 for more on reduction This means that each side of the page will have a 0 16 margin that your fax machine will not scan 3 If you re sending a multi page document fan the pages slightly The bottom sheet should extend just slightly from the others 4 Insert the do...

Page 55: ...ng with the number just as you would for a regular phone call or Press a one touch key to dial the number See page 92 or Press SPEED DIAL TEL INDEX once followed by a three digit speed dial number to dial the number See page 99 or Press SPEED DIAL TEL INDEX twice and search for the name to dial the number See page 109 9 Press START Now everything is up to the machines yours and the one you re dial...

Page 56: ... displays Important Whenever you transmit whether this way or in the numerous ways we ll describe throughout this manual what actually appears on the top line of the display will depend upon how the remote fax number is set The line may even be blank Note What if the call fails for some reason See pages 59 62 Sending using the FBS 1 If the machine is already in Fax mode skip to step 2 If the machi...

Page 57: ...1 x 17 0 6 Adjust resolution and contrast if necessary If these are OK skip to step 7 Otherwise as desired Press RESOLUTION to change the resolution Press CONTRAST the press 䊴 or 䊳 to change the contrast 7 Now enter the fax number In fax terms you re calling the remote fax on its remote fax number Use the numeric keypad to enter the number As you can see you also enter any access codes such as a 9...

Page 58: ...ompleting the current scanning job If you don t wish to send any more pages press NEXT to clear the NextDoc message your fax will dial as soon as the machine finishes scanning Document size of document currently being scanned 9 When the scanning is done the display will show To send more pages proceed to step 10 If the machine has finished scanning all the pages you want to send on this transmissi...

Page 59: ...Otherwise as desired Press RESOLUTION to change the resolution Press CONTRAST then press 䊴 or 䊳 to change the contrast 4 Obtain a dial tone You can do this by either Activating the monitor speaker by pressing MONITOR CALL or Lifting the handset In either case the display shows 5 Enter the fax number by using the numeric keypad Note For information on entering one touch and speed dial numbers see p...

Page 60: ...e monitor speaker or a handset your machine s display will show something similar to This means your fax machine is set to redial automatically the fax call you just tried While in this Auto Redial mode the machine can receive faxes and make as many as 99 fax transmissions If you dialed without using either the monitor speaker or an optional handset your fax automatically re dials the number every...

Page 61: ...e either press MONITOR CALL or lift the handset 3 Press REDIAL PAUSE 4 When you hear fax tones from the remote unit press START Note If a person answers the phone tell him or her you re trying to send a fax When his her machine sends you fax tones then press START To redial a voice call manually using an optional handset 1 Obtain a dial tone either press MONITOR CALL or lift the handset 2 Press RE...

Page 62: ...edial that makes that document one of those stored commands Because your fax machine can store multiple transmission commands in memory it keeps track of each command by assigning it a command number e g C00 The Review function gives you the power not only to check on review each command currently pending in your machine s memory but also to detect a command if you decide not to go ahead with the ...

Page 63: ...ng this command but do want to review other commands in the queue press PROGRAM to view the next command and go back to step 3 If you want to stop reviewing the stored commands press STOP to return the machine to standby mode This function gives you enormous control over your machine s most powerful features For more information on the REVIEW COMMANDS function please see pages 119 121 C00 5552009 ...

Page 64: ... and Fax Ready each of which we ll explain in a moment along with giving you an idea of which one you should use depending upon your setup Answering calls manually for both reception modes In either reception mode you can always answer calls manually with the handset Just pick it up as you would if using a normal phone If you hear someone speaking to you go ahead and have a normal phone call If yo...

Page 65: ... must answer each call and handle it as described in Answering calls manually for all reception modes see previous page To select Tel Ready 1 Press COPY FAX to change to the Fax mode if the machine isn t in the Fax mode 2 Press PROGRAM I and then ENTER six times The LCD will show your current reception mode 3 To change the reception mode press PROGRAM once or twice until Tel Ready appears 4 Press ...

Page 66: ... Fax Ready appears 4 Press ENTER to save the setting 5 The machine will return to the standby mode In Fax Ready mode the Auto Answer light is lit What if you answer a fax call Using a phone connected directly to your fax machine If you answer a directly connected phone and hear fax tones simply press START and hang up the handset Your fax machine will go ahead and receive the fax call Using a phon...

Page 67: ...ourse your fax machine cannot print fax messages or copies without paper However Receiving when fresh out of paper If your machine runs out of paper while you re away it will store in memory up to 100 separate receptions see the note below This is called out of paper reception Then when you replenish the paper supply the fax machine will print the stored messages automatically This is a great ease...

Page 68: ...source C1 First paper cassette C2 Optional second paper cassette if attached C3 Optional third paper cassette if attached T Multipurpose tray Contrast level see pages 47 49 Making copy settings Number of pages Use the numeric keypad to enter the desired number of copies for the document Copy reduction or enlargement rate Your fax machine can make enlarged and reduced copies For more information se...

Page 69: ...IZE to set paper size This is the size of the paper in either the paper cassette or cassettes if you have one or both of the optional cassettes or Multipurpose tray You can set letter or legal sized paper in the paper cassette s and letter legal or half letter sized paper in the Multipurpose tray When you set the transparency film on the Multipurpose tray please select OHP mode Contrast level See ...

Page 70: ...age extends just slightly from the rest Your machine s ADF will hold up to 50 pages of letter sized paper 25 pages of legal sized paper or 15 pages of 11 x 17 paper Make sure that all the pages are the same size and thickness Do not attempt to feed documents of different size and thickness in the same stack Note Before copying your machine automatically tries to select suitable sized paper from it...

Page 71: ...p 7 7 Use the numeric keypad to enter the desired number of copies for each page in the document You may choose 1 to 99 copies Here we ve entered 03 to choose a setting of three copies Number of copies 8 Press SORT COPY once or twice to toggle switch on or off the sorting of copies as desired 9 Press START to begin the copying process Note To stop the copying before it is through press STOP Note T...

Page 72: ...ion and contrast if necessary Press RESOLUTION to change the resolution Press CONTRAST then press 䊴 or 䊳 to change the contrast Note For copying your only resolution choices are either superfine or halftone mode 6 Set the reduction or enlargement rate if you want See Setting of enlargement or reduction for copying page 74 7 If you want to make only one copy of each page of the document skip to ste...

Page 73: ...you want to use a special type of paper such as transparency film use the Multipurpose tray 1 Either insert the document in the ADF or place it on the FBS 2 Place a sheet of printout paper on the Multipurpose tray Then align the paper guides to the sheet s edge and insert the sheet until it comes to a stop Note Place the original document in the same orientation as the paper in the paper source wh...

Page 74: ... paper backed transparency film with a strip along the edge remove the strip before loading it Some printers use this strip to sense the end of the sheet your machine does not use this 6 If necessary select desired resolution contrast reduction enlargement rate See Setting of enlargement or reduction for copying right column 7 Press START to begin the copying process Copy Ready Num 1 䊴䊴 H䊳 T OHP ...

Page 75: ... a rate Selecting a preset rate Either Press ENLARGE to select one of the following fixed enlargement rates 100 129 200 129 Half letter Letter or Press REDUCE to select one of the following fixed reduction rates 100 78 64 50 78 Legal Letter 64 Ledger 11 x 17 Letter Directly entering a rate Using the numeric keypad directly enter the reduction or enlargement rate by doing one of the following Eithe...

Page 76: ... to change to Fax mode 2 Press PROGRAM J 0 3 ENTER 3 Press PROGRAM to turn on copy protection 4 Press ENTER While this setting is active whenever someone tries to change the machine to Copy mode the machine will sound a brief alarm tone and display Important To turn off copy protection so that you can again use the machine s copying function repeat steps 2 4 above step 1 is unnecessary since the m...

Page 77: ...76 Beyond the basics We ve covered the musts Now let s explore the goodies ...

Page 78: ...ything just the way you want it 78 Autodialer 90 It s a great phone too 111 Broadcasting 112 Delayed transmission 117 Batch transmission 123 Special features 131 Keeping things secure 150 F Code communication 179 Programmable one touch keys 202 ...

Page 79: ...nner width Sets how wide an area your fax machine scans per page Note This setting doesn t affect copies you may make with your machine 1 If the machine is in Fax mode proceed to step 2 If it is in Copy mode press COPY FAX to change to Fax mode 2 Press PROGRAM J 0 1 ENTER The display asks which resolution you wish to select If the setting you see is acceptable skip to step 4 Otherwise proceed to s...

Page 80: ...each page See A4 B4 A3 in the Glossary beginning on page 259 If the setting you see is acceptable skip to step 8 Otherwise proceed to step 7 7 To change the setting press PROGRAM repeatedly until your chosen setting appears In this example we ve chosen B4 8 Press ENTER to saved the setting Of course you always can change the resolution and contrast before sending you can change the scanning width ...

Page 81: ...art below and find the character you wish to enter The legends just outside the box indicate which key you press and in which order to get a given character For example to get a backslash character you d press C 8 The blank areas for 2 0 and C 0 indicate where spaces occur 0 1 2 3 4 5 6 7 8 9 A B C D E F 2 3 4 5 6 7 A B C D E F 0 P p Ç É α p 1 A Q a q ü æ q 2 B R b r é Æ á β θ 3 C S c s â ô í ε 4 ...

Page 82: ...s through the one touch keys in combination with the ALPHABET key Important If you make a mistake press CANCEL to erase leftward Or if you want to change just one character in the name press 䊴 to move the cursor leftward or 䊳 to move it rightward to that character and press CANCEL to erase it Then re enter until the name is just as you want it 4 Press ENTER to save the name ...

Page 83: ...ze if it can t it prints the image at 100 size on two or more pages 100 Performs no reduction Due to the sender s TTI this may print two pages when receiving a one page fax document See 97 below 97 Reduces an original so that the final printout of a one page document if the original isn t larger than the paper in your machine will be only one page long despite the TTI 91 Provides slightly more red...

Page 84: ...specially handy for saving paper if some of the faxes you receive are half page memo sized messages When activated this feature tells the machine to combine two of these half page receptions onto a single sheet Half page reception combines separate half page messages if sent back to back during the same transmission If you have half page reception turned on your fax won t hold a standalone half pa...

Page 85: ...press PROGRAM to move the cursor In this example we ve chosen 35mm 6 Press ENTER to save the setting The display now shows the machine s current setting regarding half page reception If the setting you see is acceptable skip to step 8 Otherwise proceed to step 7 7 To change the setting press PROGRAM once or twice until your choice appears In this example we ve chosen On 8 Press ENTER to save the s...

Page 86: ... nuisance but worse it may ruin your attempts to communicate via fax This is because line noise can easily disrupt the flow of data from one fax machine to another That s why your fax machine gives you the chance of operating in Error Correction Mode ECM When two fax machines communicate while running in ECM the sending machine automatically checks the data block by block as it sends If the receiv...

Page 87: ...ing Setting silent mode If you and your fax share a quiet place you ll really appreciate being able to put the machine into silent mode This mutes both the ringer and the I m done beep your machine makes after sending or receiving a fax or making a copy Note Let s say it again silent mode mutes both the ringer and the beep So if you re using your fax machine as both a fax and phone with the option...

Page 88: ...transmission confirmation stamp You can set your fax machine so that it will automatically place a small stamp mark on the front of each original document that it successfully scans Note This feature is available only for documents scanned through the document feeder Important Be sure that this feature is turned off if you are sending original documents you don t want the fax to stamp 1 If the mac...

Page 89: ...ish and then back to English To make the change from one language to the next change to the Fax mode then press PROGRAM Qué es or What is it If after making a language change you re not sure which language is showing press PROGRAM A 1 do not press ENTER and decide based on what results on the display is French is Spanish If the language you see is the one you want press STOP to return to standby m...

Page 90: ... settings list 1 If the machine is in Fax mode proceed to step 2 If it is in Copy mode press COPY FAX to change to Fax mode 2 Press PROGRAM J 2 0 ENTER The display will show the following as the list prints Printing a program list You also can have your machine print a program list This list gives a brief summary of the various instructions available on your fax machine organized in a program tree...

Page 91: ...your warehouse s fax number How Because when you command the autodialer to dial a number the fax checks to see whether there s a document in the feeder or the flatbed If there is the machine dials as a fax machine i e dials while sending fax tones If there isn t it dials as a phone EasyDial directory A preview Your machine also features a built in EasyDial directory see page 109 This lets you ente...

Page 92: ... store in the autodialer Char What it does Keystroke s Makes long numbers easier to read Doesn t change dialing operation Has no effect in the United States Tells your fax machine to pause until it hears a dial tone Enters a pause Each pause lasts five seconds or whatever length you set see page 49 Each pause uses two of the characters you can store in one phone number If your fax machine is on a ...

Page 93: ...bers to call groups for maximum convenience Also you can easily print a directory of your call groups see page 108 Using one touch numbers As indicated previously your fax machine will store up to 72 one touch numbers by using the keys marked 01 40 fliptab A and 41 72 fliptab B Entering or changing a one touch number Important To erase a number see Erasing a one touch number page 98 1 If the machi...

Page 94: ...ange just one character in the number press 䊴 to move the cursor leftward or 䊳 to move it rightward to that character and press CANCEL to erase it Then re enter until the number is just as you want it 7 When the number is as you want it press ENTER to store it 8 The display now shows or You may now enter or change an alternate number just as you entered the regular number This number too can be up...

Page 95: ...ters through the one touch keys The word Upper means the machine is currently set for entering only upper case letters If you press R the machine will see it as an R not an r To change it so that pressing a one touch key will produce a lower case letter rather than an upper case letter press ALPHABET The display will change to This means pressing one touch keys will enter lower case letters pressi...

Page 96: ...o change this number s call group status proceed to step 14 14 Use the numeric keypad to enter the call groups to which this number will belong There are 32 possible call groups numbered 1 32 If you re changing a previous call group entry see the note at the end of this step This shows the entry of 3 to assign this one touch number to Call Group 3 Note As you can see you don t have to insert a lea...

Page 97: ... one touch number or two let s discuss the ease of using one touch keys to make calls You ll probably use one touch numbers to dial fax not voice calls most of the time We ll show you a bit later how to dial a one touch voice call but first here s how to dial a fax call using a one touch number 1 If the machine is in Fax mode proceed to step 2 If it is in Copy mode press COPY FAX to change to Fax ...

Page 98: ...sion ADF only Your fax machine dials the other fax machine When the other machine answers your fax feeds the document through its scanner transmitting as it goes The display shows the Location ID and the document s width and the resolution settings Note If the number doesn t have a Location ID the number appears One touch dialing To dial a phone call using a one touch number you must have the tele...

Page 99: ...t hang it up at this point Erasing a one touch number 1 If the machine is in Fax mode proceed to step 2 If it is in Copy mode press COPY FAX to change to Fax mode 2 Press PROGRAM A 2 ENTER The display shows If 01 is the key you want to erase skip to step 4 3 Press the key for the one touch number you want to erase Here we ve selected 02 If you change your mind and wish to erase the number stored i...

Page 100: ...t number through 128 Important When entering the identifier code for a speed dial number you must enter leading zeros if necessary to make three digits e g 001 or 027 Of course speed dial numbers 100 128 don t require leading zeros Entering or changing a speed dial number Important To erase a number see Erasing a speed dial number pages 106 107 1 If the machine is in Fax mode proceed to step 2 If ...

Page 101: ...ialing characters page 91 The number can be up to 40 characters in length Your display can show only 20 characters at a time To view characters beyond those 20 such as with an international long distance number press 䊴 to scroll leftward or 䊳 to scroll rightward Note If you make a mistake or want to erase characters entered in a previous setting press CANCEL to erase leftward Or if you want to cha...

Page 102: ...u do not wish to enter or change an alternate number skip to step 9 If you do wish to enter or change an alternate number do so by using the numeric keypad the same way you did in step 6 9 Press ENTER 10 The display now shows or The machine now is prompting you for a name a Location ID remember so you ll be able to find it easily in the EasyDial directory see page 109 If you do not wish to enter o...

Page 103: ...his means pressing one touch keys will enter lower case letters pressing R will produce an r not an R on the display To switch back for upper case entries press ALPHABET again To enter spaces punctuation and symbols enter the characters shown on the one touch keypad you want To use CODE to enter a wide variety of characters please review the explanation on page 80 The vast majority of the time you...

Page 104: ...l number to Call Group 6 Note You do not have to insert a leading zero for the call group Note To assign this number to all 32 call groups enter 0 zero If you want to assign the number to more than one call group insert a comma after each number except the last one of course by pressing GROUP DIAL This shows the entry of 6 GROUP DIAL 7 GROUP DIAL 1 0 to assign this speed dial number to Call Group ...

Page 105: ...ge to Fax mode 2 Insert the document 3 Adjust resolution and contrast if necessary 4 Toggle between transmission from the feeder or from memory if necessary by pressing MEMORY TRANSMIT Note This toggle affects only a transmission from the ADF Transmission from the FBS is always memory transmission 5 Press SPEED DIAL TEL INDEX The display will show 6 Use the numeric keypad to enter the three digit ...

Page 106: ...ified non memory transmission ADF only Your fax machine dials the other fax machine When the other machine answers your fax feeds the document through its scanner transmitting as it goes The display shows the Location ID and the document s width and the resolution settings Note If the speed dial number doesn t have a Location ID the number appears Phoning via speed dial To dial a phone call using ...

Page 107: ...er your handset or the monitor speaker press START to send the document in the feeder if you re using your handset hang it up at this point Erasing a speed dial number 1 If the machine is in Fax mode proceed to step 2 If it is in Copy mode press COPY FAX to change to Fax mode 2 Press PROGRAM B 2 ENTER The display shows or If 001 is the speed dial number you want to erase skip to step 5 3 Use the n...

Page 108: ...d dial number repeat steps 3 6 Or press STOP to return to standby mode Printing a list of your speed dial numbers You can easily print a list of your speed dial numbers The list includes each number s three digit identifier the Location ID if any number and any group number s you ve stored in the number To print the list press PROGRAM B 3 ENTER Erase Speed Dial Check Program Enter Erase Speed Dial...

Page 109: ... 09 10 19 20 29 and 30 32 00 means a number is in all call groups For example the directory might show No Location 00 10 20 30 001 And Sew It G 2 4 002 QP Enterpris 7 0 1 003 Katz Cat Car 0 2 01 Carson List 4 0 4 02 Texas Office 1 03 e e gummings 2 In this list speed dial number 001 is in call groups 2 and 4 speed dial number 002 is in groups 7 10 and 21 speed dial number 003 is in groups 20 and 3...

Page 110: ...r of the following Lifting the handset and then skip to step 3 Press MONITOR CALL to use the monitor speaker and then skip to step 3 2 Adjust resolution and contrast if necessary 3 If you want to toggle between transmission from memory and transmission from the feeder press MEMORY TRANSMIT Note This toggle affects only a transmission from the ADF Transmission from the FBS is always memory transmis...

Page 111: ...and dial a regular phone call Remember that to make a regular phone call from your machine you must use the attached handset At this point you may either Lift the handset now or Listen to the monitor speaker until you hear the other person answer and then lift the handset What if an EasyDial call doesn t go through If an EasyDial call fails for example because of a busy signal what happens next de...

Page 112: ...have set your speaker volume to off see page 41 and the display will show 2 Dial the number you want You may use either the numeric keypad a one touch key or a speed dial number Note Remember your fax machine s monitor speaker is not a speakerphone so be sure to pick up the handset if the other person answers Note You can also dial a fax call this way if for some reason you want to hear the other ...

Page 113: ...transmission and shorten the instructions a bit so you can more readily see the differences 1 If the machine is in Fax mode proceed to step 2 If it is Copy mode press COPY FAX to change to Fax mode 2 Insert the document and make any necessary adjustments as usual 3 Press BROADCAST 4 Enter the first fax number a one touch number a speed dial number a call group or just a regular number dialed from ...

Page 114: ...ION OPTIONS ENTER 3 Use the numeric keypad to enter the day of the month and time when you want the fax to perform the broadcast Here we ve set it to occur at 10 15 p m on the 17th When the entry is complete press ENTER 4 Press START Your machine will return to its normal standby mode while showing this on the display This means your fax machine is reserved for the delayed broadcast you just progr...

Page 115: ...Let s use this example when you mail invitations to a party you re taking part in a relay operation After all you re not personally delivering each invitation to its destination rather you re sending all of the invitations to one central point the post office which then actually does broadcast the invitations Now let s be a little more specific about what happens when you perform relay broadcast i...

Page 116: ...ode if necessary 2 Insert the document and make any necessary adjustment as usual 3 Press COMMUNICATION OPTIONS three times and then press ENTER The display will show 4 Use the numeric keypad to enter the two digit of each applicable call group in the remote hub fax machine you ll be calling You may specify up to 10 groups for each relay broadcast initiation Do not press START To add each group af...

Page 117: ... keypad to enter the day of the month and the time when you want to begin initiating the relay broadcast Then press ENTER 9 Press START If in step 7 you chose an immediate relay broadcast initiation your fax machine will begin dialing the remote hub machine However if you requested a delayed command the machine will display Reserved on the display s top line this means the command is in memory Bro...

Page 118: ...o perform a delayed transmission So if say you want your fax to do something at 5 05 p m on June 26 don t make that setting sooner than 5 06 p m on May 26 To set up a delayed transmission 1 Press COPY FAX to change to Fax mode if necessary 2 Insert the document and make any necessary adjustment as usual 3 Press COMMUNICATION OPTIONS The display will show 4 Press ENTER The display shows the current...

Page 119: ...mber press 䊴 to move the cursor leftward or 䊳 to move it rightward to that character and press CANCEL to erase it Then re enter until the number is just as you want it 8 Press START Your machine will return to its normal standby mode while showing this on the display This means your fax machine is reserved for the delayed transmission command you just programmed If you had set the machine for tran...

Page 120: ...STOP To toggle the confirmation report feature for only the next fax transmission press REVIEW COMMANDS If there are commands in your machine s memory the display will show in order of time for performing the stored command Here you see command 00 followed by the phone number it s to dial If the command is to perform a one touch dial one touch number such as 01 will appear instead of the phone num...

Page 121: ... to step 2 2 If necessary press PROGRAM repeatedly to scroll through currently stored commands Note You may stop this operation any time you wish just press STOP 3 If you want to cancel the currently shown command press CANCEL The display will show 4 To keep this command i e to abort cancellation but continue reviewing stored commands press PROGRAM To keep this command and stop reviewing commands ...

Page 122: ...s Note You may stop this operation any time you wish just press STOP 3 To review individual numbers within this broadcast press BROADCAST to see the first number The display will show If this is the number you want to cancel skip to step 5 If it is not proceed to step 4 4 Press PROGRAM to move on to the next number and keep doing so until you find a number you do wish to cancel then proceed to ste...

Page 123: ...relay broadcast initiation operation see pages 114 116 Any selected call groups SecureMail boxes or database files To print a delayed command list press PROGRAM F 1 ENTER Printing a stored document Your fax machine can produce a printout of each document stored for delayed transmission You ll need to know the document s command number which you can confirm by either reviewing the commands see page...

Page 124: ...n feature is to create batch boxes in your fax machine This procedure also lets you modify existing batch boxes Important To erase a batch box see Erasing an empty batch box page 126 To create or modify a batch box 1 If the machine is in Fax mode proceed to step 2 If it is in Copy mode press COPY FAX to change to Fax mode 2 Press PROGRAM N 1 ENTER Depending on whether you already have a number ent...

Page 125: ...ered in a previous setting press CANCEL to erase leftward Or if you want to change just one character in the number press 䊴 to move the cursor leftward or 䊳 to move it rightward to that character and press CANCEL to erase it Then re enter until the number is just as you want it 7 When the fax number is as you want it press ENTER The display shows 8 Instruct your fax to send from this batch box in ...

Page 126: ...sh to enter or change this batch box s name proceed to step 11 11 A batch box s name may be up to 24 characters in length You enter the name the same way you entered your fax name during EasyStart We ll review the process here If you re changing a previously entered name see the note at the end of this step Important As in EasyStart you enter letters and other non numeric characters through the on...

Page 127: ... and press CANCEL to erase it Then re enter until the name is just as you want it 12 Press ENTER to save the batch box information To create or modify another batch box repeat steps 3 12 To finish press STOP Erasing an empty batch box You can erase an empty batch box if a box has documents stored in it you cannot erase it see the first Important note after step 5 below To erase an empty batch box ...

Page 128: ...to quit without erasing the batch box you ve selected press PROGRAM The fax will return to step 3 Important If you want to quit without erasing any batch box press STOP The machine will return to standby mode 6 Press ENTER to erase the batch box To erase another batch box repeat steps 3 6 To finish press STOP Printing a list of your batch boxes You can easily print a list of your batch boxes The l...

Page 129: ...ATION OPTIONS five times and then press ENTER The display will show 4 Use the numeric keypad to enter the one digit number for the batch box you wish to use Here we ve entered 5 to indicate batch box 5 Note Tx is a common abbreviation for transmission 5 Press ENTER The display will show Important The file numbers shown above as 00 tell you how many documents are in this batch box Your machine numb...

Page 130: ...tch box set up on your fax machine Here s how 1 If the machine is in Fax mode proceed to step 2 If it is in Copy mode press COPY FAX to change back to Fax mode 2 Press PROGRAM N 4 ENTER The display will show 3 Use the numeric keypad to enter the number 1 5 of the batch box currently holding the document you wish to print 4 Press ENTER The display will show 5 Use the numeric keypad to enter the doc...

Page 131: ...eric keypad to enter the document s two digit file number 00 39 If the file number is 00 99 be sure to enter the leading zero 6 Press ENTER The fax machine now gives you one last chance to change your mind about the erasure Important To quit the operation without erasing this particular document press PROGRAM and go back to step 5 Important To quit the operation without erasing this or any other d...

Page 132: ...to this Fax Message From May 26 1998 14 00 Name And Sew It Goes Co Fax Number 972 555 2009 We appreciate your business Thank you Note If you send to another plain paper fax machine that machine will print this cover page as a full sized page with the information box at the top followed by the actual document you re faxing How large a bottom margin will result when a thermal paper fax machine print...

Page 133: ...it press PROGRAM Note If you want to abort the operation so the cover page feature won t work press PROGRAM again so that Off appears and press STOP 4 Press ENTER to saved the setting Now the cover page feature is working but your message line shown in the example on the previous page as We appreciate your business Thank you is blank To enter that message see Entering the cover page message on the...

Page 134: ...produce a lower case letter rather than an upper case letter press ALPHABET The display will change to This means pressing one touch keys will enter lower case letters pressing R will produce an r not an R on the display To switch back for upper case entries press ALPHABET again To enter spaces punctuation and symbols enter the characters shown on the one touch keypad you want To use CODE to enter...

Page 135: ...ed Resolution mode Starting date and time Duration in minutes and seconds Length in number of pages Department code see pages 174 178 Result of the call If preceded by an asterisk this signifies an ECM communication see page 85 Any special operations For example a fax call made using an optional handset will appear as Manual If you wish your fax machine will print the activity journal automaticall...

Page 136: ...e are two different reports a transmit confirmation report TCR and a receive confirmation report RCR You can receive a TCR after sending a fax to any group 3 fax machine but the RCR function works only when you send a fax to a compatible Pitney Bowes machine Consult your local Pitney Bowes office with any questions about such compatibility Choose the type of report you want based on the brand of f...

Page 137: ...call made using an optional handset will appear as Manual Sample of the document An image of the first page of the document If an error occurs the TCR tells you the remote location called and the error code and error message see pages 245 248 RCR The RCR gives you the following information for each communication Date and time Remote location called Assigned number starting over each day at 001 Res...

Page 138: ...e proceed to step 5 5 To toggle the printing setting press PROGRAM once or twice until your desired choice appears Here we ve chosen On 6 Press ENTER to save the setting Your fax machine also lets you override this setting for just the next fax transmission This means you can choose not to print to report even if you ve specified Auto Print On which might make sense if you were low on paper and di...

Page 139: ...ieves a document from the remote fax machine Database polling Pitney Bowes proprietary Possible only in communication with certain memory equipped Pitney Bowes fax machines Retrieves a document stored as a file in the remote fax machine s memory Great for getting work assignments updated price lists contest standings and other frequently updated documents Continuous polling Retrieves continuously ...

Page 140: ...g the number normally through the numeric keypad To perform regular polling now skip to step 7 To perform delayed regular polling proceed to step 4 4 Press COMMUNICATION OPTIONS ENTER The display will show 5 Use the numeric keypad to enter the date and time when your machine should perform the delayed regular polling 6 Press ENTER 7 Press START When it performs the polling command your machine wil...

Page 141: ...ple press COMMUNICATION OPTIONS between each to insert a comma but do not insert a comma after the last file number 4 Press ENTER The display will show 5 Enter the remote fax machine s number by either pressing a one touch key entering a speed dial number or just dialing the number normally through the numeric keypad 6 Press COMMUNICATION OPTIONS ENTER The display will show 7 Use the numeric keypa...

Page 142: ... 4 When the start time is as you wish press ENTER to save it The display will show 5 Use the numeric keypad to enter the time when your machine should finish the continuous polling Here we ve set it for 3 00 p m Note If you set an end time earlier than the start time you entered in step 3 the continuous polling will end at the selected end time tomorrow Note To more the cursor to a specific digit ...

Page 143: ...d your machine will dial each number and upon making contact with the other machine begin receiving the document as if the other machine had placed the call Every day it will continue the process throughout the time period you have selected in steps 3 5 Note When you wish to end this operation use REVIEW COMMANDS to delete this command see pages 119 122 The other side of the coin being polled Not ...

Page 144: ...ment To erase from your machine s memory a document you ve stored for either regular or database polling by another machine 1 If the machine is in Fax mode proceed to step 2 If it is in Copy mode press COPY FAX to change to Fax mode 2 Press PROGRAM D 2 ENTER The display will show If erasing a document set up for regular polling skip to step 4 If erasing a document set up for database polling proce...

Page 145: ...he Block Junk Fax feature see page 170 even incoming calls which meet the passcode test must come from appropriate phone numbers OneLine distinctive ring detection DRD It used to be that to have two phone numbers you had to have two phone lines and the more expensive phone equipment that usually involves But many phone companies now offer their customers a special service which makes it possible f...

Page 146: ...ing pattern Some telephone companies provide only a very general description for example short short long of their DRD ring patterns Fortunately however your machine has eight possible distinctive ring patterns for use with OneLine DRD one of them should work with your phone company s DRD service This chart lists the patterns Pattern One complete ring pattern seconds A 0 8 on 0 4 off 0 8 on 4 0 of...

Page 147: ...PROGRAM repeatedly until your desired pattern appears in our example here C 7 Press ENTER to set your machine to the displayed ring pattern Important If your telephone company gives you only very general ring pattern specifications or if you otherwise encounter a problem while trying to use your machine s DRD feature please try ALL of the listed ring patterns If you still have a problem after tryi...

Page 148: ...ached Faxing receiving first then talking 1 While your machine is sending or receiving the fax press MONITOR CALL 2 At the remote fax machine the ringer will ring after that machine receives each page 3 If someone answers at the remote fax machine your fax machine will ring several times If so pick up the handset In a few seconds the line will open and you can begin your conversation Talking first...

Page 149: ...ear a brief series of fax tones 2 Shortly the line will open and the person at the other end will answer You and he she now can have a normal phone conversation Numbering pages Just before sending a fax you can set your fax machine to number each page in order This will help the recipient or recipients keep track of all pages To set up page numbering 1 If the machine is in Fax mode proceed to step...

Page 150: ...feature sharply reduces the time you might otherwise spend waiting for the machine to finish its work and let you get back to your own work TriAccess is a more powerful version of what already is a pretty powerful feature called dual access While a fax with normal dual access performs one memory operation you can do a second operation set up a memory or delayed transmission print a report make set...

Page 151: ... operation But if you set the passcode to anything besides 0000 this passcode provides access to numerous other security capabilities we ll describe in succeeding pages To set your machine s passcode 1 If the machine is in Fax mode proceed to step 2 If it is in Copy mode press COPY FAX to change to Fax mode 2 Decide upon and then write down the four digit passcode 0000 9999 you want to use and put...

Page 152: ...settings on the machine Activating operation protection 1 If the machine is in Fax mode proceed to step 2 If it is in Copy mode press COPY FAX to change to Fax mode 2 Press PROGRAM J 1 8 ENTER The display shows 3 Use the numeric keypad to enter the passcode Here we ve entered 6296 4 Press ENTER The display shows If the setting you see is acceptable skip to step 6 Otherwise proceed to step 5 5 To c...

Page 153: ...ever the first operation will proceed unaffected even if you fail to enter the correct passcode for the second entry Print it later when it s safe security reception Your fax machine has a security reception capability This means that you can tell the machine to keep all received faxes in memory but not print them after a certain time then later you instruct it to go ahead and print out the saved ...

Page 154: ... chosen On 6 Press ENTER The display shows the machine s current clock setting If you want security reception to begin now and at this same time every day skip to step 8 Otherwise proceed to step 7 7 Use the numeric keypad to enter the time 24 hour format when security reception should begin every day Type over the numerals displayed Here we ve entered 17 35 5 35 p m To change a digit press 䊴 to m...

Page 155: ...the letter O not a zero 2 ENTER The display shows 3 Use the numeric keypad to enter the passcode Here we ve entered 6296 4 Press ENTER If you ve entered the correct passcode your fax machine will print all documents in and then erase them from its memory and it will turn security reception back off until reaching the appropriate time again If you ve entered an incorrect code your fax machine will ...

Page 156: ...memory as paperless electronic mailboxes You machine can use up to 10 of these mailboxes Note Please don t confuse SecureMail s 10 electronic mailboxes with your machine s five electronic batch boxes see pages 123 127 While both use electronic memory they are not the same Also you can send SecureMail to any of certain Pitney Bowes fax machines Your Pitney Bowes representative can give you further ...

Page 157: ...lbox s name proceed to step 7 If you wish to clear this SecureMail mailbox s name press CANCEL to erase all characters in the mailbox name and proceed to step 7 7 A mailbox s name may be up to 16 characters in length You enter the name the same way you entered your fax name during EasyStart We ll review the process here If you re changing a previously entered name see the note at the end of this s...

Page 158: ...ailbox information The display now shows The machine is asking for the SecureMail box s four digit ID code This is the code which as we will see one must enter in order to print a document which any remote SecureMail compatible fax sends to this mailbox 9 Check the following list to determine your next move If in step 7 you changed the name of an existing SecureMail mailbox and you want to keep it...

Page 159: ...u want your fax machine to keep received SecureMail documents This setting affects all SecureMail mailboxes set up on your machine Here we ve entered 09 for nine days 4 Press ENTER to save the setting Printing SecureMail you receive When your fax machine receives a SecureMail document from another Pitney Bowes fax machine your fax will print a message alerting the person for whom the document is i...

Page 160: ...ilbox has received no document No Document Stored message will show on the display and your fax return to standby mode 5 Use the numeric keypad to enter the mailbox s four digit ID code Here we ve entered 2345 6 Press ENTER If you ve entered the correct ID code your fax machine will print all documents in and then erase them from the mailbox If you ve entered an incorrect code your fax machine wil...

Page 161: ...umber To send a SecureMail transmission 1 If the machine is in Fax mode proceed to step 2 If it is in Copy mode press COPY FAX to change to Fax mode 2 Insert the document 3 Adjust resolution and contrast if necessary 4 If you wish to toggle between transmission from the feeder and transmission from memory press MEMORY TRANSMIT Note This toggle affects only a transmission from the ADF Transmission ...

Page 162: ...eMail transmission should begin then press ENTER Note If you make a mistake press CANCEL to erase leftward Or to change just one digit in the setting press 䊴 to move the cursor leftward or 䊳 to move it rightward to that digit and press CANCEL to erase it Then re enter until the date and time are just as you want it 12 Press START If in step 9 you chose an immediate transmission your fax machine wi...

Page 163: ...t characters in length Important For this feature to work the passcode see page 150 must be something besides 0000 and of course you must know the passcode There are three possible settings for the PIN mask feature Off The feature isn t working Any PIN you enter will appear on any display or printout which shows what you dial Mode 1 the display calls it Mode1 Each remote fax unit has a departmenta...

Page 164: ...the machine s security feature will reject the attempt and abort the operation 4 Press ENTER If the setting you see is acceptable skip to step 6 Otherwise proceed to step 5 5 To change the setting press PROGRAM repeatedly until your desired setting appears In this example we ve chosen Mode 1 6 Press ENTER Autodialing while using the PIN mask Note The following instructions presume you are familiar...

Page 165: ...to eight characters in length 5 Press ENTER to save the PIN Note If you press ENTER without entering the PIN the fax machine beeps indicates Invalid Number on the display and then returns you to step 3 Now you may autodial the number as usual Important While in PIN Mode 1 any autodialer numbers you use must include the PIN Thus this applies also to autodialer numbers used with batch transmission s...

Page 166: ...e 1 or Mode 2 and will be using batch transmission see pages 123 130 you must store the PIN access code for the remote unit within the appropriate batch box Dialing from the numeric keypad while using the PIN mask Note If the PIN mask feature is off you dial normally If you ve specified Mode1 use star power 1 Enter the phone number then press the star key and enter the PIN The PIN always goes last...

Page 167: ...ore on batch transmission Note If the PIN mask feature is off you dial normally If you ve specified Mode1 or Mode2 Important Any autodialer number you use with batch transmission must include the PIN To review how to include this information in an autodialer number review the Mode 1 instructions under Autodialing while using the PIN mask page 163 Before sending a batch transmission to a desired nu...

Page 168: ...t four digits of the dialed number to the other unit s Subscriber ID the phone number at the top of that unit s transmissions see page 42 If these digits match your call goes through If they don t your machine disconnects the call and prints an error message telling you to check the condition of the remote unit Before you activate this feature please consider Not all fax machine owners enter their...

Page 169: ...e Important The passcode you use for closed network operation and limiting polling access see page 144 is not the same as the protection passcode Once set this way your machine will disconnect calls coming in from other machines Setting your fax machine s closed network passcode 1 Decide upon and the write down the four digit closed network passcode 0000 9999 you want to use and put it in a safe p...

Page 170: ...a closed network 1 If the machine is in Fax mode proceed to step 2 If it is in Copy mode press COPY FAX to change to Fax mode 2 Press PROGRAM J 0 9 ENTER The display shows your fax s current setting If the setting you see is acceptable skip to step 4 Otherwise proceed to step 3 3 To change the setting press PROGRAM once or twice until your chosen setting appears In this example we ve chosen On 4 P...

Page 171: ...to see if any phone number in your blocked numbers list matches the last eight digits of the calling fax machine s phone number If it does find such a match your machine will disconnect the call Mode 3 the display calls it Mode3 This combines Modes 1 and 2 this is for use if for example you do wish to send a document to but do not wish to receive from a fax machine whose phone number is stored in ...

Page 172: ...at you selected in step 2 or 3 If you selected either Off or Mode 1 the machine will return to its normal standby mode Ignore steps 5 10 in this procedure If you selected either Mode 2 or Mode 3 the display will show Press ENTER and proceed to step 5 to enter or modify a junk dial number Otherwise press PROGRAM and skip to step 10 5 Depending on whether you already have a number entered into the b...

Page 173: ...972 555 3038 you should enter 5 5 5 3 0 3 8 To change only a specific digit of an entry press 䊴 to move leftward or 䊳 to move rightward until the cursor is under the digit then use the numeric keypad to enter the correct digit 8 Press ENTER to save the setting The display will show the next slot in the blocked number list If you do not wish to enter or change a fax number proceed to step 9 If you ...

Page 174: ... The display shows If this is the fax number you wish to clear from the list skip to step 6 Otherwise proceed to step 5 5 Press PROGRAM repeatedly until you see the number you wish to clear from the list 6 Press CANCEL to clear the number To clear another number from the blocked numbers list repeat steps 5 6 Otherwise proceed to step 7 7 Press STOP The display now asks whether you wish to print th...

Page 175: ...de Your machine can store up to 100 separate four digit department codes Note To clear a department code see Clearing a department code see page 175 To enter or modify a department code 1 If the machine is in Fax mode proceed to step 2 If it is in Copy mode press COPY FAX to change to Fax mode 2 Press PROGRAM M 2 ENTER Depending upon whether you ve already entered a department code the display sho...

Page 176: ...1 Change to the Fax mode then press PROGRAM M 2 ENTER The display shows Note If department code operation is protected see page 176 the fax will beep briefly and then return to standby mode You will have to turn off the protection first then repeat this step If this is the code you wish to clear skip to step 3 Otherwise proceed to step 2 2 Press 䊴 or 䊳 repeatedly until you see the code you wish to...

Page 177: ...ing or turning off department code protection Important This feature will work only if you ve set the passcode see page 150 1 If the machine is in Fax mode proceed to step 2 If it is in Copy mode press COPY FAX to change to Fax mode 2 Press PROGRAM M 1 ENTER The display shows 3 Use the numeric keypad to enter the four digit passcode To change only one digit repeatedly press 䊴 to move leftward or 䊳...

Page 178: ...t the document 3 Adjust resolution and contrast if necessary 4 If you want to toggle between transmission from the feeder or from memory press MEMORY TRANSMIT Note This toggle affects only a transmission from the ADF Transmission from the FBS is always memory transmission 5 Enter the fax number by either pressing a one touch key entering a speed dial number or dialing from the numeric keypad 6 Pre...

Page 179: ... page are counted every time of communication using department code The maximum count time is 999 59 59 999 hours 59 minutes 59 seconds and the time more than it is not counted The maximum count pages are 65535 and the pages more than that are not counted Clearing a department time To reset the department time list 1 If the machine is in Fax mode proceed to step 2 If it is in Copy mode press COPY ...

Page 180: ...cation they exchange special F Code signals to indicate just where the fax really should go It s as if the sending fax were saying Take this one and carry it on down the hallway to room 148 and the receiving fax were replying 148 Okay will do Now with F Code you can set up an ITU T compatible sub address and password which lets you use SecureMail and database polling in communication with any othe...

Page 181: ...t use a password if this is to be a security box otherwise there would be no security Creating or modifying an F Code box 1 Keep paper and pen with you as you follow this procedure As you decide upon and enter each sub address and if applicable password or passcode write it down noting to which box the information refers When you complete this procedure keep the printed record in a safe place 2 If...

Page 182: ...the proper passcode not the ITU T sub address and not the ITU T password using the numeric keypad then press ENTER Note If you enter an invalid passcode the fax machine will reject the attempt and abort this operation 8 The machine now is prompting you for a name for this F Code box Depending on whether you already have a name entered for this F Code box the display now shows either or To enter or...

Page 183: ...DE to enter a wide variety of characters please review the explanation on page 80 The vast majority of the time you will probably find the ALPHABET keys to be sufficient Note If you make a mistake or want to erase characters entered in a previous setting press CANCEL to erase leftward Or if you want to change just one character in the name press 䊴 to move the cursor leftward or 䊳 to move it rightw...

Page 184: ...box s sub address 13 Next the machine asks for your F Code box s password This is the password for ITU T compatible F Code fax transactions It is not a passcode your machine uses to control who can make settings for the box If you set the password a caller must know and use it in order to send a fax to you via F Code communication You don t have to have a password to use the F Code box However usi...

Page 185: ...ve the cursor leftward or 䊳 to move it rightward to that character and press CANCEL to erase it Then re enter until the number is just as you want it 15 Press ENTER The display will show either or The machine is asking which box type you wish to assign to this box bulletin or security To select your desired box type if it s not already on the display press PROGRAM to display your choice 16 Press E...

Page 186: ...otected reception is On this box will not accept documents making the next two settings irrelevant although the machine will show them anyway If protected reception is Off this box will accept documents Make your choice and press ENTER to proceed to the next setting Automatic printing determines whether the machine will print a document automatically upon receiving it into this box Note This setti...

Page 187: ...ur choice and press ENTER to proceed to the next setting Erasure of transmitted documents the final setting for the bulletin box determines whether the machine erases a document from the box after a caller polls the document If this setting is On your machine erases a document from the box as soon as it sends it thus this bulletin box can be polled only once per document If this setting is Off you...

Page 188: ... wish to change this passcode skip to step 21 19 Decide upon and then write down a four digit passcode 0000 9999 for this bulletin box and put it in a safe place Important Do not use 0000 as a passcode This disarms protection for this box 20 Use the numeric keypad to enter the four digit passcode for this bulletin box Important After you proceed with step 21 one must know this passcode to access t...

Page 189: ... security box s four digit security passcode This passcode affects only the box s security box capabilities and is not the same passcode you entered in steps 6 7 If you set this passcode you subsequently will have to enter the passcode before you can make any changes to the box s security box settings or before you either can print or view any document received in this security box If you do wish ...

Page 190: ...n a bulletin box page 194 if the box is a security box you can clear the box by printing the documents it holds see page 196 To erase an empty F Code box 1 If the machine is in Fax mode proceed to step 2 If it is in Copy mode press COPY FAX to change to Fax mode 2 Press PROGRAM P 5 ENTER The display shows or If this is the box you want to erase skip to step 5 However our examples from here on will...

Page 191: ...de in step 6 the fax machine will reject the attempt and abort this operation If you entered the correct passcode in step 6 the display will show Note If you want to quit without erasing the F Code box you ve selected press PROGRAM The fax will return to step 2 Note If you want to quit without erasing any F Code box press STOP The machine will return to standby mode 8 Press ENTER to erase the F Co...

Page 192: ...g the F Code box as a security box you need to know the box s passcode to print all documents thus erasing them from the box To print the list change to Fax mode then press PROGRAM P 3 ENTER Using a bulletin box Storing a document Your fax machine can store up to 30 documents as opposed to pages in each bulletin box The documents can be either received or scanned at the machine which holds them fo...

Page 193: ...e documents from the bulletin box when you add this document With the setting at Off your machine will erase the documents when you add this document If the setting you see is acceptable skip to step 8 Otherwise proceed to step 7 7 Press PROGRAM to toggle the Add Document setting to your preference 8 Press ENTER The machine will start scanning the document into the selected bulletin box Important ...

Page 194: ...e two digit number 01 50 of the bulletin box currently holding the document you wish to print We ve entered 03 5 Press ENTER The display will show Note If you have not previously set this box s passcode this message won t appear in that event skip to step 8 6 Use the numeric keypad to enter your F Code s four digit passcode Here we ve entered 2345 7 Press ENTER Note If you enter an invalid passcod...

Page 195: ...x set up on your fax machine 1 If the machine is in Fax mode proceed to step 2 If it is in Copy mode press COPY FAX to change to Fax mode 2 Press PROGRAM P 6 The display will show 3 Press ENTER If this is the box storing the document you want to erase skip to step 5 Otherwise proceed to step 4 4 Use the numeric keypad to enter the number 01 50 of the bulletin box currently holding the document you...

Page 196: ...ill reject the attempt and abort this operation 8 The display will show 9 Use the numeric keypad to enter the document s file number 01 30 Note To erase all documents stored in this box enter 0 zero 10 Press ENTER The fax machine now gives you one last chance to change your mind about the erasure Important To quit without erasing this or any other document press PROGRAM or STOP The machine will re...

Page 197: ... things must be true You must know the security box s number You must know the four digit passcode for the security box To print a received message from a security box 1 If the machine is in Fax mode proceed to step 2 If it is in Copy mode press COPY FAX to change to Fax mode 2 Press PROGRAM P 4 The display will show 3 Press ENTER If this box holds the document you want to print skip to step 5 Oth...

Page 198: ... proprietary SecureMail see pages 155 161 and performing database polling see page 140 from only other Pitney Bowes models can send secure transmissions to and perform database polling from other makers machines as well You may accomplish such transmissions in either of two ways Programmable one touch key see pages 218 223 Direct entry of the ITU T sub addresses and password which is what we will ...

Page 199: ...Press COPY FAX to change to Fax mode if necessary 2 Insert the document 3 Adjust resolution and contrast if necessary 4 If you wish to toggle between transmission from the feeder and transmission from memory press MEMORY TRANSMIT Note This toggle affects only a transmission from the ADF Transmission from the FBS is always memory transmission 5 Press COMMUNICATION OPTIONS seven times and then press...

Page 200: ...he numeric keypad Do not press START 12 What you do now depends upon when you wish the transmission to begin To have it begin now skip to step 15 To delay it proceed to step 13 13 Press COMMUNICATION OPTIONS ENTER The display will show 14 Use the numeric keypad to enter the day and time when the transmission should begin then press ENTER Note If you make a mistake or you want to change just one ch...

Page 201: ...le we ve entered 654321 Note If you know that this sub address does not have a password skip to step 8 7 Press ENTER The display will show 8 Enter the fax number either by pressing a one touch key entering a speed dial number or dialing from the numeric keypad Do not press START 9 What you do now depends upon when you wish the transmission to begin To have it begin now skip to step 12 To delay it ...

Page 202: ...er press 䊴 to move the cursor leftward or 䊳 to move it rightward to that character Then re enter until the number is just as you want it 12 Press START If in step 9 you chose an immediate transmission your fax machine will begin dialing If you chose a delayed command the machine will display Reserved on the top line of the display indicating that the machine has stored the command in memory and wi...

Page 203: ...s 117 122 Broadcasting see pages 112 116 Relay broadcast initiation see pages 114 116 SecureMail transmission see pages 155 161 Polling regular and database but not continuous see pages 138 140 Batch transmission see pages 123 130 F Code transmission see pages 197 199 F Code polling see page 200 There is a great deal of similarity among how you set the various operations but for your convenience w...

Page 204: ... going on to step 4 4 Press ENTER The display now shows either or 5 Use the numeric keypad to enter the number exactly as your machine should dial it including whatever codes your phone system may require The number can be up to 40 characters in length Your display can show only 20 characters at a time To view characters beyond those 20 such as with an international long distance number press 䊴 to...

Page 205: ... Option 2 Perform the command at a certain time each day you press the key For example Do this at 5 05 p m today To select this option use the numeric keypad to enter 0 0 i e 00 and then the time when the fax should perform the command 8 Press ENTER ENTER 9 The display now shows the next programmable one touch key If you do not wish to change any other key s programming press STOP to return your m...

Page 206: ...r change a previously stored command if necessary turn the fliptab to see it as described earlier and then press it Here we ve selected 79 3 If you change your mind and wish to select a different programmable one touch key go back to step 2 before going on to step 4 4 Press ENTER The display now shows either or 5 Use the numeric keypad to enter up to 220 fax numbers any combination of call groups ...

Page 207: ...ime you press the key press ENTER and skip to step 9 If you want to delay the broadcast perhaps to take advantage of lower phone rates press COMMUNICATION OPTIONS ENTER 7 There s a choice to make Instruct your fax to carry out this delayed command in one of the following ways Option 1 Perform the command once at a certain time on a certain day of the month For example Do this at 5 05 p m on the 30...

Page 208: ...ou re faxing must exist on the remote machine You must know the mailbox s one digit mailbox number To program a SecureMail transmission into a programmable one touch key 1 Change to the Fax mode then press PROGRAM C 1 ENTER The display either shows or indicates a command already is programmed into this key If 73 is the key you want to program skip to step 4 However our examples from here on will s...

Page 209: ...n the number press 䊴 to move the cursor leftward or 䊳 to move it rightward to that character and press CANCEL to erase it Then re enter until the number is just as you want it 6 Now while you still can see the fax number on the display press COMMUNICATION OPTIONS two times and then press ENTER The display shows 7 Use the numeric keypad to enter the appropriate one digit SecureMail mailbox number I...

Page 210: ...time each day you press the key For example Do this at 5 05 p m today To select this option use the numeric keypad to enter 0 0 i e 00 and then the time when the fax should perform the command 10 Press ENTER ENTER 11 The display now shows the next programmable one touch key If you do not wish to change any other key s programming press STOP to return your machine to its usual standby mode If you d...

Page 211: ... Fax mode then press PROGRAM C 1 ENTER The display either shows or indicates a command already is programmed into this key If 73 is the key you want to program skip to step 4 However our examples from here on will say 77 rather than 73 2 Select the key into which you want to program a command or change a previously stored command if necessary turn the fliptab to see it as described earlier and the...

Page 212: ... it rightward to that character and press CANCEL to erase it Then re enter until the number is just as you want it 6 Now while you still can see the fax number on the display press COMMUNICATION OPTIONS three times and then press ENTER The display shows 7 Use the numeric keypad to enter the two digit identifier 01 32 for the first call group You can specify up to 10 separate groups for each relay ...

Page 213: ...ic keypad to enter the date and time when the fax should perform the command Option 2 Perform the command at a certain time each day you press the key For example Do this at 5 05 p m today To select this option use the numeric keypad to enter 0 0 i e 00 and then the time when the fax should perform the command 10 Press ENTER ENTER 11 The display now shows the next programmable one touch key If you...

Page 214: ...m a polling operation whether regular or database into a programmable one touch key 1 Change to the Fax mode then press PROGRAM C 1 ENTER The display either shows or indicates a command already is programmed into this key If 73 is the key you want to program skip to step 4 However our examples from here on will say 76 rather than 73 2 Select the key into which you want to program a command or chan...

Page 215: ... number is just as you want it 6 Now while you still can see the fax number on the display press COMMUNICATION OPTIONS three times and then press ENTER The display shows If you re performing regular not database polling press ENTER and skip to step 8 7 Use the numeric keypad to enter the one or two digit identifier for each database file you want to poll You can specify up to 10 files between the ...

Page 216: ...ypad to enter the date and time when the fax should perform the command Option 2 Perform the command at a certain time each day you press the key For example Do this at 5 05 p m today To select this option use the numeric keypad to enter 0 0 i e 00 and then the time when the fax should perform the command 10 Press ENTER ENTER 11 The display now shows the next programmable one touch key If you do n...

Page 217: ...see page 225 Then return to these instructions and select that key If a batch transmission is already programmed into this key you can change the batch box number in step 6 But you can t change the key to another kind of command To do that you must first erase the key and then program that key as described elsewhere in this section If 73 is the key you want to program skip to step 4 However our ex...

Page 218: ...ER The display shows 6 Use the numeric keypad to enter the one digit number for the batch box you wish to assign to this key Here we ve entered 5 Note To change an identifier already entered press CANCEL to erase it Then re enter until the number is just as you want it 7 Press ENTER 8 The display now shows the next programmable one touch key If you do not wish to change any other key s programming...

Page 219: ...mmable one touch key 1 Change to the Fax mode then press PROGRAM C 1 ENTER The display either shows or indicates a command already is programmed into this key If 73 is the key you want to program skip to step 4 However our examples from here on will say 74 rather than 73 2 Select the key into which you want to program a command or change a previously stored command if necessary turn the fliptab to...

Page 220: ...t to change just one character in the number press 䊴 to move the cursor leftward or 䊳 to move it rightward to that character and press CANCEL to erase it Then re enter until the number is just as you want it 6 Now while you still can see the fax number on the display press COMMUNICATION OPTIONS seven times The following display appears 7 Press ENTER The display will show 8 Use the numeric keypad t...

Page 221: ... Perform the command once at a certain time on a certain day of the month For example Do this at 5 05 p m on the 30th To select this option use the numeric keypad to enter the date and time when the fax should perform the command Option 2 Perform the command at a certain time each day you press the key For example Do this at 5 05 p m today To select this option use the numeric keypad to enter 0 0 ...

Page 222: ...her shows or indicates a command already is programmed into this key If 73 is the key you want to program skip to step 4 However our examples from here on will say 74 rather than 73 2 Select the key into which you want to program a command or change a previously stored command if necessary turn the fliptab to see it as described earlier and then press it Here we ve selected 74 3 If you change your...

Page 223: ...e just one character in the number press 䊴 to move the cursor leftward or 䊳 to move it rightward to that character and press CANCEL to erase it Then re enter until the number is just as you want it 6 Now while you still can see the fax number on the display press COMMUNICATION OPTIONS eight times The following display appears 7 Press ENTER The display will show 8 Use the numeric keypad to enter th...

Page 224: ...rform the command once at a certain time on a certain day of the month For example Do this at 5 05 p m on the 30th To select this option use the numeric keypad to enter the date and time when the fax should perform the command Option 2 Perform the command at a certain time each day you press the key For example Do this at 5 05 p m today To select this option use the numeric keypad to enter 0 0 i e...

Page 225: ... is always memory transmission 5 Press the programmable one touch key in which you ve stored the number The machine will handle the call from here performing the operation you ve programmed either now or later depending on what you specified Note To review the details of each available operation please review its appropriate area in these instructions See page 202 for a list of where you may find ...

Page 226: ...hout erasing the programmable one touch key you ve selected press PROGRAM The fax will return to step 3 6 Press ENTER to erase the number To erase another programmable one touch key repeat steps 3 5 Or press STOP to return to standby mode Printing a list of your programmable one touch keys Your fax machine can print a list of the commands you ve stored in your programmable one touch keys The list ...

Page 227: ...226 Just in case Now here s how to care for your machine Also we ll suggest procedures to try in case of trouble Finally the Glossary will explain fax terms you may encounter ...

Page 228: ...227 What s inside this section Clearing paper jams 229 Print quality problems 234 Communication problems 238 Caring for your fax machine 249 Common questions 254 Glossary 259 ...

Page 229: ... you 24 hours a day seven days a week You can use your fax machine to call this fax on demand system and receive system set up and autodial programming instructions To call the Pitney Bowes fax on demand system 1 On your fax machine obtain a dial tone by pressing MONITOR CALL If you re in a noisy area you may wish to lift the telephone handset instead 2 Call 1 800 521 4537 3 Follow the voice instr...

Page 230: ...ry all pages stored during this operation and the machine will return to the standby mode Note If this document is a non sorting ADF job either copying or faxing the machine will abort the operation anyway instead you ll have to perform the job again from scratch 2 The display will show which page i e which page number is jammed To continue scanning from the jammed page forward keeping in mind the...

Page 231: ...y open by itself 2 Lift the original document from the machine Note If you cannot remove the original document open the inner cover as shown at right then remove the document 3 Gently close the scanner cover making sure both sides are snapped down securely Note If the original document has become wrinkled or torn do not re send it ...

Page 232: ...opy jammed inside your machine 1 Open the top cover 2 Open the printer cover 3 Remove the toner and drum unit Important Shield the drum unit from light especially strong light Later if you have to remove the cartridge from the fax immediately wrap it in a thick cloth to protect it from light ...

Page 233: ...e fixing unit when you are removing a paper jam Note Avoid getting unfixed toner on your hands and clothes 5 Re set the toner and drum unit 6 Gently close the printer cover 7 Gently close the top cover pressing firmly on both sides of the top cover until you hear it click CAUTION ...

Page 234: ...intout jams inside at a paper cassette s side cover 1 Remove the multipurpose tray 2 Open the side cover 3 Carefully remove the jammed sheet s from the machine 4 Close the side cover back into its normal position ...

Page 235: ... cartridge The toner cartridge may be defective Remove and check the toner cartridge for damage If the problem persists replace the toner cartridge Pages are black The toner cartridge may be defective Remove and check the toner cartridge for damage If the problem persists replace the toner cartridge Your fax machine s printer may be due for a service check Call your local Pitney Bowes office or ca...

Page 236: ...ridge for damage If the problem persists replace the toner cartridge Printouts are of uneven density The toner may be unevenly distributed inside the toner cartridge Remove the cartridge and shake it a few times to redistribute the toner inside The drum unit may be defective Remove and check the drum unit for damage If the problem persists replace the drum unit ABCDE ABCDE ABCDE ABCDE ABCDE ABCDE ...

Page 237: ... local Pitney Bowes office or call the Pitney Bowes Diagnostic Center Printouts have toner smudges The toner may be unevenly distributed inside the toner cartridge Remove the cartridge and shake it a few times to redistribute the toner inside If the problem persists replace the cartridge The toner cartridge or drum unit may be defective Remove and check the cartridges for damages If the problem pe...

Page 238: ...ots The charger may be dirty Your machine normally cleans the charger automatically If other solutions fail please contact your local Pitney Bowes office or contact the Pitney Bowes Diagnostic Center ABCDE ABCDE ABCDE ABCDE ABCDE ...

Page 239: ...paper Display error messages listed alphabetically What you see on the display What it means What to do All Commands in Use Your fax machine has all of its 99 possible delayed commands an automatic redialing counts as one stored in memory and cannot accept another Delete an existing command by using REVIEW COMMANDS or wait until your fax has completed one of the delayed commands Box In Use You tri...

Page 240: ...Close 1st Cassette The first paper cassette is open or has not been closed securely Close it Close 2nd Cassette The optional second paper cassette is open or has not been closed securely Close it Close 3rd Cassette The optional third paper cassette is open or has not been closed securely Close it Close 1st Side Cover The first paper cassette s side cover is open or has not been closed securely Clo...

Page 241: ... page 75 is on preventing such use Turn off copy protection Document Full You tried to enter a document into an F Code box but the machine has reached its capacity Delete documents stored in F Code boxes until the machine will let you proceed Document Jam An original document jam while you are using the ADF for either faxing or copying See page 229 for instructions on clearing the jam Document Sto...

Page 242: ...se of the ADF which is already in use Wait for the machine to stop using the ADF then try again Hang Up Phone The optional handset is off hook Hang it up making sure the upper part of the handset presses down on the hook button In Secure Box You tried to store a document for polling in an F Code box which is set to be a security box Select an F Code box which is set to be a bulletin box then try a...

Page 243: ...ge 40 No Command You pressed REVIEW COMMANDS to review upcoming commands but your fax machine had none stored No Dept Code You tried to turn on the department code setting but there are no department codes stored in your fax machine Store at least one department code then try again No Document Stored You tried to print a document from memory but your fax machine had none stored No Drum The drum un...

Page 244: ...e the jammed paper carefully Open 2nd Side Cover Please Remove Paper Your fax machine has detected a paper jam inside the second cassette s side cover Open the cassette s side cover and remove the jammed paper carefully Open 3rd Side Cover Please Remove Paper Your fax machine has detected a paper jam inside the third cassette s side cover Open the cassette s side cover and remove the jammed paper ...

Page 245: ...gain Printer In Use The command you re trying to enter requires the use of the printer which is already in use Wait for the fax to finish printing then try again Protect Doc Stored A received document was in your fax s memory when you tried to turn off the security reception passcode Print the received document from your fax s memory then re try the desired operation Remove Tray Paper Open Close T...

Page 246: ...ain Errors When sending faxes your machine occasionally will run into communication errors These can be caused by anything from lightning to telephone line interference These same factors cause the static or line noise you sometimes hear on phone calls They also can be caused by problems with the fax machine at the other end of the line Often simply trying your call again is all that s necessary H...

Page 247: ...n t go through or someone pressed STOP while the calling fax machine was dialing Call again Reception errors R 1 1 The calling fax machine didn t respond to your fax machine This can happen if someone dials a wrong number or if the remote machine restricts access through use of a passcode R 1 2 The two fax machines were incompatible Your machine sends and receives only ITU T Group 3 see Glossary p...

Page 248: ... of the fax communication when the two units agree on the settings they ll share T 2 1 Either the phone line disconnected during transmission or fax communication became impossible due to bad phone line conditions Re try the call T 2 2 The two fax machines were incompatible Your fax machine sends and receives only ITU T Group 3 see Glossary page 259 fax communication the industry standard since th...

Page 249: ...GE POSSIBLE MEANINGS Check condition of Remote machine malfunctioned remote fax No handshake signals from remote fax Wrong phone number reached Repeat transmission Poor phone line conditions No handshake signals from remote fax Document misfeed or miscount Unable to reach remote machine after attempting specified number of redial tries Line is busy Remote machine s line was busy Remote machine s l...

Page 250: ...leaning tips Here are some things to keep in mind about cleaning your fax machine Do clean it Dust and dirt especially around the fax machine s air vents can shorten your machine s life Always unplug the fax machine before you clean it Never spray any cleaner DIRECTLY onto your fax machine The drifting spray could damage components inside Never try to clean SEALED areas inside your fax machine The...

Page 251: ...machine 2 Get two soft lint free cloths and moisten them as follows One with a cleaner suitable for use on platen rubber rollers In steps 4 and 6 we ll call this the rollers cleaner The other with isopropyl alcohol 3 Open the scanner cover by holding the scanner cover release Important You must hold the cover open It won t stay open by itself 4 Use the cloth with the rollers cleaner to clean the f...

Page 252: ... cleaner to clean the face of the rollers Rotate the rollers by hand to allow cleaning of the entire roller surface 7 Use the cloth with isopropyl alcohol to clean the contact glass Important You must hold the cover open It won t stay open by itself 8 Gently close the scanner cover making sure you securely snap down both sides ...

Page 253: ...rea on the underside of the book cover If you have unsatisfactory printout quality Your machine automatically cleans its charger and transport roller two items which are very important to printout quality So if you notice poor printout quality whether on received faxes or on copies it may mean that your machine requires service Review Print quality problems pages 234 237 and see whether any of the...

Page 254: ... cover The fixing unit becomes very hot Do not touch the fixing unit when you are cleaning the LED print head 4 Using the cloth gently clean the LED print head Note Do not use abrasive materials on the LED print head Storing the toner and drum unit s Follow these guidelines when you store the machine s toner and drum units Do not unpack a cartridge until you are ready to install it Store cartridge...

Page 255: ...machine which protects user settings for several days if power fails or if you decide to move your machine However while the battery will last for years we do advise you to restore power to the machine as soon as possible Q Can I use a dust cover on my fax machine A No A dust cover blocks air circulation which could cause your machine to overheat See page 25 for other guidelines Sending faxes Q So...

Page 256: ...ny s requirements For most international calls call 011 then the appropriate country code city code and phone number You may find country and city codes in the front section of the telephone directory Q Can I transmit if my fax machine runs out of paper A Yes however confirmation reports see page 136 aren t available when you transmit without recording paper in your fax machine Q Can I transmit a ...

Page 257: ...oes this mean A The remote fax machine was busy so your machine reserved in its memory a command to try the call again As long as it hasn t stored more than 99 delayed commands counting automatic redials your machine should still accept commands from you If it has exceeded this quantity and will accept no more commands try canceling one of the delayed commands see pages 119 122 If the machine stil...

Page 258: ...en I answer my machine with the optional handset I hear a beeping sound that repeats every few seconds Is this a fax A Yes When you hear such tones someone is trying to send you a fax Next time press START and hang up the handset Your fax will now receive the message Q Does my fax machine have to be plugged in i e into the AC power just to receive a message A Yes Your phone will ring if the phone ...

Page 259: ...ow your machine sends the document On the other end of the line The remote fax machine receives the code The remote fax machine uncompresses and deciphers the code turning it into a representation of the scan your machine made That s how your machine unwraps the document The remote fax machine prints the representation Now the recipient can use the document and that s how fax works The only differ...

Page 260: ...de to a unit with an 8 5 print width the receiving fax machine will receive a reduced size printout of the complete image Bit The smallest unit of information in a computer Contraction of the term binary digit Some Pitney Bowes fax machines which are themselves computers dedicated to telecommunications allow users to change bits of information to provide or cancel features through software setting...

Page 261: ... flat bar of light emitting diodes LEDs Compatibility The term compatible describes the ability of separate things to function together Your Pitney Bowes fax machine features ITU T Group 3 compatibility the modern standard for worldwide fax communication Confidential transmission See SecureMail Confirmation report See RCR and TCR Copy mode Lets one use a fax machine as a convenience copier Cover p...

Page 262: ...e or fax A form of communication involving the scanning and decoding of a document into electrical signals and transmitting of the document over telephone lines to another device which then reconstructs the signals to produce an exact duplicate of the document Also a machine that performs such communication Fallback Group 3 fax machines operate at the highest transmission speed possible on a given...

Page 263: ...covering communication protocol and transmission Pitney Bowes Group 3 fax machines offer the fastest transmissions allowed by ITU T when communicating with other Group 3 units ITU T Test Document 1 Also called the Slerexe slehr rehks letter sometimes erroneously called ITU T Test Chart 1 An ITU T standard document with a known black density which fax makers often use in testing and subsequently pu...

Page 264: ... This is not a speakerphone because it has no microphone for speaking to the person being called for regular two way voice communication one must use the handset See also On hook dialing MSE SMSE Pitney Bowes proprietary data compression methods allowing Pitney Bowes manufactured fax machine to transmit more quickly when communicating with another Pitney Bowes manufactured unit MSE and SMSE are fe...

Page 265: ...remote fax or reception of a document from a remote fax set for this operation Polling is convenient whenever a central unit must receive information from one or several remote faxes The caller bears all telephone charges and prevents several remote units from calling at the same time In database polling a remote fax polls a document directly from the memory of a Pitney Bowes fax Regular polling r...

Page 266: ...communication and allows a single command to initiate document transmission to hundreds of pre programmed fax locations also saves phone charges for the originating fax machine Your machine can either serve as a hub unit or initiate a relay broadcast Remote fax machine The machine on the other end of a fax communication Resolution The resolution of documents transmitted or copied by fax machine is...

Page 267: ...s provides proof that your Pitney Bowes fax did send the document you set for transmission Printed after transmission the TCR also identifies the telephone number to which the fax sent the document plus the actual time of transmission and how many pages the unit transmitted Also see RCR Thermal paper printing A thermal head heats chemically treated thermally sensitive paper in patterns conforming ...

Page 268: ...267 White line skip A technique used to speed up fax transmission bypassing redundant areas such as white space ...

Page 269: ...268 Appendix and Index ...

Page 270: ...e FBS 9 9 copying only or 8 2 copying or faxing selectable Scanning method Flatbed CCD Memory capacity Standard 2 MB approximately 158 pages Total possible with optional upgrades 10 MB approximately 798 pages Memory backup 100 hours in the standard memory configuration Printing method Dry electrophotographic LED process Consumables yield Drum unit 10 000 pages toner cartridge 10 000 pages Recordin...

Page 271: ...rovide this information upon request In certain circumstances it may be necessary for the telephone company to request information from you about the equipment which you have connected to your telephone line Upon request of the telephone company provide the FCC registration number and the Ringer Equivalence Number REN of the equipment which is connected to your line Both of these numbers are liste...

Page 272: ...gle line individual service may be extended with a certified connector assembly telephone extension cord The customer should be aware that compliance with these conditions may not prevent degradation of service in some situations Repairs to certified equipment should be made by an authorized Canadian maintenance facility designated by the supplier Any equipment malfunctions or repairs or alteratio...

Page 273: ...est 147 Call waiting possible trouble with 50 Cancelling commands 59 Cleaning your fax machine 249 Clearing jams 229 Document original 229 Printout 231 Clearing settings before using EasyStart 23 Closed network 169 CODE U4 CODE key using 80 Communications problems 238 Alarm 238 Check Message printouts 248 Displayed messages 238 Errors 245 Error codes printouts 246 Confidential communication see F ...

Page 274: ... 29 Dual access See TriAccess E EasyDial 109 EasyStart 42 Electrical requirements 39 Electrical surge suppressor 39 Entering date and time 43 Entering TTI 43 Error Correction Mode ECM 85 Errors see Communication problems Extension telephone yours not included with fax machine 14 Connecting 14 Fax reception while using 65 F Fax Ready mode 65 FBS 55 F Code 170 Fine resolution 47 Flatbed scanner FBS ...

Page 275: ...Telephone yours 33 ITU T sub addressing and password see F Code J Jammed paper removing 229 Journal 134 Junk Fax blocking 170 L Light contrast 48 Line connections See Installation Location ID defined 90 M Mailboxes See F Code and Secure Mail Making copies 38 Memory transmission 50 Monitor speaker setting volume of 41 Multipurpose tray 31 N Normal resolution 48 Numbering pages 148 O OneLine 144 One...

Page 276: ...on 39 Precautions 13 Printing machine settings 89 Printing a program list 89 Print reduction 83 Copies only 74 Faxes only 82 Print quality problems 234 Program list printing 89 Programmable one touch keys 202 R RCRs receives confirmation reports 135 Receiving faxes basic instructions 63 Redialing 59 Reduction 83 Regulatory information 270 Relay broadcasting 114 Reports confirmation TCR and RCR 136...

Page 277: ...99 Stamp transmission confirmation 87 Subscriber ID 42 Superfine resolution 48 Surge suppressor 26 T TCRs transmit confirmation reports 135 Telephone features 111 Time and date setting 42 Toner and drum units installing 29 Transmission See Sending faxes TriAccess 149 Troubleshooting 229 Transmit Terminal Identifier TTI 43 U Unpacking 14 User settings 42 V Voice mail possible trouble with 50 Volume...

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Pitney Bowes 4100, Operator'S Manual

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