Basic Operations for Sending Faxes

This section describes the basic operations for sending fax documents.

Place the original. Placing Originals

Press <Fax>. <Main Menu> Screen

Specify the destination on the Fax Basic Features screen. Fax Basic Features Screen

Specifying Destinations from the Address Book

Specifying Destinations from One-Touch Buttons

Entering Destinations Manually

Specifying Destinations in the LDAP Server

To check the detailed information about the specified destination, select the desired destination using

and

and press <Details>. To delete a destination from the specified destinations, press <Delete Dest.>.

You can only change destinations from <Details> specified using the New Destination and destinations obtained via an LDAP server.

<ECM TX>, <Sending Speed>, and <Long Distance> do not appear when you specify a destination from the Remote Address Book.

If the server machine is performing the System Manager information settings, authentication between the server machine and the client machine is performed while the client machine is obtaining the Remote Address Book/one-touch buttons. Authentication is performed by matching the System Manager ID and System Manager PIN set by the server machine and client machine. Changing the System Manager ID and PIN
The availability of the Remote Address Book/one-touch buttons depends on the status of the System Manager information settings for the server machine and client machine, as shown below.

When the server machine is performing the System Manager information settings	When the client machine is performing the System Manager information settings	The System Manager ID and System PIN for the server machine and client machine match	Can use the Remote Address Book/One-Touch Button
Performing	Performing	Matches	Yes
	Performing	Does Not Match	No
	Not Performing	-	No
Not Performing	Performing	-	Yes
Not Performing	Not Performing	-	Yes

Specifying Destinations from the Address Book

Press <Address Book>.

Select the destination and press <OK>.

If an access number is set when the destination is registered, press <Access No.> and enter the access number using the numeric keys. The corresponding destination is displayed in the Address Book.

To use the Remote Address Book, press <To Remote Address Book>. When <Change Address Book> is displayed, press <Change Address Book>

<Remote>.

Destination type buttons

Pressing

and

displays fax and group destinations, respectively.

Drop-down list for selection of Address Book types

Enables you to display a specific group of destinations. When you are logged in to the machine with personal authentication management, selecting <Personal Address List> displays your personal Address Book.

Enables you to search the destination by the name you are entering.

Search buttons by first letter

Enables you to narrow down a search by the first letter of the destination name.


If you select the group destination containing destinations other than fax destinations, sending a fax is not allowed.


<Register New Destination>, <Details/Edit>, and <Delete> on the <Address Book (Local)> screen can be used to register new destinations, check details, and edit/delete destinations. To use the Remote Address Book, it is necessary to configure the server machine settings. Set to open the Remote Address Book externally on the server machine.

Specifying Destinations from One-Touch Buttons

Press the desired one-touch button.

To specify the destination using a one-touch button number (one-touch number), press

and enter the number for the desired one-touch button.

To use the Remote Address Book, press <To Remote Address Book>.


The destinations registered in the one-touch buttons of the server machine are updated in the following times: When a fax job has been sent on the client machine When you press the Reset key on the client machine When Auto Reset is activated on the client machine

Entering Destinations Manually

You can specify destinations manually that are not registered in the Address Book or one-touch buttons.

Enter a fax number using the numeric keys and press <OK>.

To add another fax number, repeat this step.

120 V machine:

To enter the PIN code, press <PIN Code> in the position you want to insert the code. This button is available only when <PIN Code Position> is set to <Option>. <PIN Code Access> (for the 120 V machine only)

230 V machine:

If the machine is connected to a PBX (Private Branch Exchange), press <R> before entering the destination. If <R> is not available, you need to register the R-key settings. <R-Key Setting> (for the 230 V machine only)

You can press <Register to Address Book> to register the entered destination. Set the required conditions, and specify <Name> and <Address Book>. For information on the settings, see Registering Destinations in the Address Book.


To send faxes overseas Enter the international access number, the country code, and the fax number, in that order. If you cannot successfully connect to the destination overseas, press <Pause> to insert a pause between a number and the next number. To send faxes with a subaddress The machine supports the use of ITU-T* standard subaddresses. If the recipient's fax machine is compatible with the use of ITU-T subaddresses, you can enhance the confidentiality of sent documents using a subaddress and password. To send a document with a subaddress, enter a fax number, press <Subaddress> or <Set Details>, and then enter the subaddress and password. * Stands for International Telecommunication Union-Telecommunication Standardization Sector, which is the group that makes recommendations towards the standardization of worldwide telecommunications.

To send faxes overseas

Enter the international access number, the country code, and the fax number, in that order. If you cannot successfully connect to the destination overseas, press <Pause> to insert a pause between a number and the next number.

To send faxes with a subaddress

The machine supports the use of ITU-T* standard subaddresses. If the recipient's fax machine is compatible with the use of ITU-T subaddresses, you can enhance the confidentiality of sent documents using a subaddress and password. To send a document with a subaddress, enter a fax number, press <Subaddress> or <Set Details>, and then enter the subaddress and password.

* Stands for International Telecommunication Union-Telecommunication Standardization Sector, which is the group that makes recommendations towards the standardization of worldwide telecommunications.

Specifying Destinations in the LDAP Server

You can search and specify destinations registered in the LDAP server.

Press <Address Book>.

Press <To LDAP Server>.

When <Change Address Book> is displayed, press <Change Address Book>

<LDAP Server>.

If the network password input screen is displayed, enter the user name and password and press <OK>.

Press <Search by Conditions>.

To display all the destinations in the LDAP server without specifying any conditions, proceed to step 5.

Specify the search conditions.

Search categories

Select a criterion to search for destinations from name, fax number, organization name, and organization unit (department name, etc).

Search conditions

Select a search condition such as a destination name that contains "John" and a department name that begins with "Development."

Search characters

Press <Set> and enter search characters for the search condition.

To search with multiple conditions

You can search destinations with multiple conditions. Specify the first search condition, press <Add Search Condition>, and then select <or> or <and> for the next condition.

Press <Start Searching>.

The search results are displayed.

To search with another condition, press <Delete> to delete the specified settings and then set a new condition.

A maximum of 2,000 destinations can be displayed in the search results.

Select the destination and press <OK>.

Specify the scan settings as necessary.

Specifying How to Scan Originals

Adjusting Image Quality

Enlarging or Reducing

Erasing Dark Borders (Erase Frame)

Specifying How to Scan Originals

	If you are scanning free size/highly transparent originals, or the edge of image is missing when scanning, you need to manually specify the scanning size. Specifying the Scanning Size of Originals

	The machine can automatically scan both the front and back sides of an original. Scanning Both Sides of Originals

	You can scan two facing pages in a book or magazine onto separate pages in one operation. Scanning a Facing Page Original and Faxing it as Two Separate Pages

Specifying the Scanning Size of Originals

Press the setting button for scanning size.

Select the scanning size and press <OK>.

To set the machine to detect the size of the original, select <Auto>.

120 V machine:

If you want to scan an 11" x 17" original with an image that extends all the way to the edges without the periphery of the original being cut off, place the original on the platen glass and press <11x17+>.

230 V machine:

If you want to scan an A3 original with an image that extends all the way to the edges without the periphery of the original being cut off, place the original on the platen glass and press <A3+>.

When scanning a free size original

Place the original in the feeder and select <Free Size>.

When specifying the values of scanning size

Place the original on the platen glass, select <Custom>, and enter the length and width of the original.

When scanning a long original

Place the original in the feeder and select <Long Original>.


To register the scanning size If you frequently specify the scanning size with the same values, register the size in <Custom> <Register Size> to quickly recall the setting for convenience.

Scanning Both Sides of Originals

Place the original in the feeder. For landscape-oriented originals, place them horizontally.

Press <Options>

<2-Sided Original>.

Select <Book Type> or <Calendar Type> and press <OK>.

Select <Book Type> for originals whose images on the front and back sides face the same direction, or <Calendar Type> for originals whose images on the front and back sides face in opposite directions.

Press <Close>.

Scanning a Facing Page Original and Faxing it as Two Separate Pages


When scanning facing pages of a book or bound original, place the original on the platen glass. Place it face down with its corner aligned with the top-left corner of the platen glass, as shown below.

Press<Options>

<Book

2 Pages>.

Press <Close>.

Adjusting Image Quality

	You can select the resolution suitable for your type of original. The higher the resolution is, the clearer the image becomes, but the longer it takes to send. Selecting Resolution

	Specifying the type of original such as documents with characters only or magazines with photographs enables you to send with optimal image quality. Selecting the Type of Original

	You can adjust the density of the entire original. For example, increasing the density enables you to easily read faint characters written in pencil. Adjusting the Density of the Entire Original

	You can adjust the density of the background. You can clearly send originals with a colored background or thin originals such as newspapers whose characters and images on the back side are transparently visible. Adjusting the Density of the Background

	You can scan the image with clear contours and lines by increasing the sharpness, or soften the image by decreasing the sharpness. Use this function when you want to sharpen blurred text and diagrams, or to reduce moire (a shimmering, wavy pattern) to smoothen the finished image. Adjusting Sharpness (Sharpness)

Selecting Resolution

Press the setting button for resolution.

Select the resolution and press <OK>.

A lower resolution is suitable for originals containing text only, while a higher resolution is suitable for originals containing photographs. The higher the resolution is, the more finely originals can be scanned.

Selecting the Type of Original

Press <Options>

<Original Type>.

Select the type of original and press <OK>.

Press <Close>.

Adjusting the Density of the Entire Original

Press <Options>

<Density>.

Adjust the density and press <OK>.

Press

to decrease the density. Press

to increase the density.

Press <Close>.

Adjusting the Density of the Background

Press <Options>

<Density>.

Press <Adjust> in <Background Density>.

To adjust the background automatically, press <Auto> and proceed to step 4.

When the type of original is set to <Text> (Selecting the Type of Original) and <Quality Priority> is specified for <Speed/Image Quality Priority for B&W Scan>, the density of the background is automatically adjusted. <Speed/Image Quality Priority for B&W Scan>

Adjust the density and press <OK>.

If <-> is pressed, the density of the entire background decreases. If <+> is pressed, the density of the entire background increases.

Depending on the colors of originals, sections other than the background may be affected.

Press <OK>

<Close>.

Adjusting Sharpness (Sharpness)

The setting for <Sharpness> is invalid when all of the conditions below are met. The setting is reflected in the image displayed for <Preview>, but not for the actual scanned image.

Press <Options>

<Sharpness>.

Adjust the sharpness and press <OK>.

To sharpen blurred text, adjust the control to <High>.

To reduce moire when scanning originals that contain printed photos, such as magazines or pamphlets, adjust the control to <Low>.

Press <Close>.

Enlarging or Reducing

	You can enlarge or reduce standard size originals to other standard sizes when scanning. Enlarging or Reducing in Standard Paper Sizes

	You can enlarge or reduce by specifying magnification (%). Enlarging or Reducing by Specifying Magnification

Enlarging or Reducing in Standard Paper Sizes

Press <Options>

<Copy Ratio>.

To reduce, select magnification from

, to enlarge, select magnification from

and press <OK>.

Press <Close>.

Enlarging or Reducing by Specifying Magnification

Press <Options>

<Copy Ratio>.

Specify magnification and press <OK>.

Press <Close>.

Erasing Dark Borders (Erase Frame)

When scanning originals that are smaller than the scanning size, frame lines of the originals may appear in the scanned image. When scanning a thick book, dark borders may appear. This function enables you to erase these frame lines and dark borders. You can also set the machine to not copy punch holes in the originals.


Place the original with punch holes on the platen glass. Placing in the feeder may result in damage.

Press <Options>

<Erase Frame>.

Specify the erasing type and width.

Erasing the frames in copies of documents

1	Press <Erase Original Frame> and check <Original Size>. If the size displayed in <Original Size> is different from the size of the original, press <Change> to select the size. You can only set the Erase Original Frame mode for the original sizes shown on the touch panel display.
2	Enter the width of the frame to erase.

Erasing dark borders in copies of books

You can erase the dark borders both in the center and contour lines that appear when you scan facing pages in a book.

1	Press <Erase Book Frame> and check <Original Size>. If the size displayed in <Original Size> is different from the size of the book, press <Change> to select the size. You can only set the Erase Book Frame mode for the original sizes shown on the touch panel display.
2	Press <Center> or <Sides> and enter each erasing width.

Erasing punch holes in copies of documents

1	Press <Erase Binding> and select the punch hole location.
2	Enter the erasing width.


If you want to adjust the width for each border independently, press <Erase Original Frame> or <Erase Book Frame>, and then press <Adjust Independently> to enter the erasing widths. If you are using <Erase Binding>, the borders you do not select are also erased by 1/8" (4 mm).

Press <OK>

<Close>.

Press

(Start).

Originals are scanned and sending starts.

To cancel scanning, press <Cancel> or

(Stop)

<Yes>.

When <Press the [Start] key to scan the next original.> is displayed

Place the next original to scan and press

(Start). When scanning all of the originals is complete, press <Start Sending> to send the fax.

To cancel sending, see Canceling Sending Faxes.


To check the total number of specified destinations The total number of specified destinations is displayed on the top right of the screen. This enables you to confirm that the number of destinations is correct before sending. To send with the sender information You can send with the sender's name and fax number. <TX Terminal ID> To check the statuses for sent documents On the <Status Monitor/Cancel> screen, you can check the statuses for sent documents. This screen enables you to send faxes again or cancel sending after checking the statuses. Checking Status and Log for Sent and Received Documents When <Display Notification When Job Is Accepted> is set to <On>, the <Status Monitor/Cancel> screen can be displayed from the following screen that is shown after a send job is received. <Display Notification When Job Is Accepted> When a transmission error occurs because the recipient's line is busy The machine automatically redials after a certain period of time. You can change the settings such as how many times the machine redials and the interval between redials. <Auto Redial> TX Report To print the report for the results of sending On the Fax Basic Features screen, pressing <Options> <TX Report> enables you to set to automatically print the report listing the results of sending. To set this for each job from <Options>, it is necessary to select <For Error Only> or <Off> in <TX Report>, and then set <Allow Printing from Options> to <On>. Detect Feeder Multi Sheet Fd. When multiple sheets are fed Scanning is stopped and the message is displayed on the screen. Follow the instructions to clear the jam. When you have cleared the jam, the resume job screen is displayed. If the machine mistakenly detects multiple sheet feeding, press <Do Not Detect Multi. Sheet Feed> to resume scanning. To set the machine in advance to not notify you of multiple sheet feeding, perform one of the following operations. Each time you send, press <Options> on the Fax Basic Features screen select <Detect Feeder Multi Sheet Fd.> to disable the setting. Set <Set Detection of Feeder Multi. Sheet Feed as Default> to <Off> (<Set Detection of Feeder Multi. Sheet Feed as Default>). When photos in the sent image are too dark or light colors in the background of color originals cannot be removed The quality of the sent image may be able to be improved if the following conditions/settings are met. Job type: Fax (Memory Sending) or Scan and Send (Fax/I-fax) <Select Color>: <Black & White> (Scan and Send) <Original Type>: <Text> <Density> <Background Density>: <Auto> <Resolution>: 200 dpi x 400 dpi, 300 dpi x 300 dpi, 400 dpi x 400 dpi, or 600 dpi x 600 dpi *Can be set for Scan and Send <Speed/Image Quality Priority for B&W Scan> Fax/I-Fax Send Jobs: <Quality Priority> (<Speed/Image Quality Priority for B&W Scan>) Select Line Select Line When multiple telephone lines are set You can select the telephone line to use for sending faxes by pressing <Options> <Select Line>. For instructions on specifying fax line settings, see Fax Line Settings.

To check the total number of specified destinations

The total number of specified destinations is displayed on the top right of the screen. This enables you to confirm that the number of destinations is correct before sending.

To send with the sender information

You can send with the sender's name and fax number. <TX Terminal ID>

To check the statuses for sent documents

On the <Status Monitor/Cancel> screen, you can check the statuses for sent documents. This screen enables you to send faxes again or cancel sending after checking the statuses. Checking Status and Log for Sent and Received Documents

When <Display Notification When Job Is Accepted> is set to <On>, the <Status Monitor/Cancel> screen can be displayed from the following screen that is shown after a send job is received. <Display Notification When Job Is Accepted>

When a transmission error occurs because the recipient's line is busy

The machine automatically redials after a certain period of time. You can change the settings such as how many times the machine redials and the interval between redials. <Auto Redial>

To print the report for the results of sending

On the Fax Basic Features screen, pressing <Options>

<TX Report> enables you to set to automatically print the report listing the results of sending.

To set this for each job from <Options>, it is necessary to select <For Error Only> or <Off> in <TX Report>, and then set <Allow Printing from Options> to <On>.

When multiple sheets are fed

Scanning is stopped and the message is displayed on the screen. Follow the instructions to clear the jam. When you have cleared the jam, the resume job screen is displayed. If the machine mistakenly detects multiple sheet feeding, press <Do Not Detect Multi. Sheet Feed> to resume scanning.

To set the machine in advance to not notify you of multiple sheet feeding, perform one of the following operations.

Each time you send, press <Options> on the Fax Basic Features screen

select <Detect Feeder Multi Sheet Fd.> to disable the setting.

Set <Set Detection of Feeder Multi. Sheet Feed as Default> to <Off> (<Set Detection of Feeder Multi. Sheet Feed as Default>).

When photos in the sent image are too dark or light colors in the background of color originals cannot be removed

The quality of the sent image may be able to be improved if the following conditions/settings are met.

Job type: Fax (Memory Sending) or Scan and Send (Fax/I-fax)

<Select Color>: <Black & White> (Scan and Send)

<Resolution>: 200 dpi x 400 dpi, 300 dpi x 300 dpi*, 400 dpi x 400 dpi, or 600 dpi x 600 dpi*

*Can be set for Scan and Send

Fax/I-Fax Send Jobs: <Quality Priority> (<Speed/Image Quality Priority for B&W Scan>)

When multiple telephone lines are set

You can select the telephone line to use for sending faxes by pressing <Options>

<Select Line>. For instructions on specifying fax line settings, see Fax Line Settings.

TIPS
Saving a copy of a sent document You can set the machine so that a copy of a sent document is automatically saved in a file server. The copy is converted into an electric file such as PDF and saved, allowing you to easily check the contents from your computer. Saving a Copy of a Sent Document Sender Name (TTI) Sender Name (TTI) Selecting a sender's name On the Basic Fax Features screen, pressing <Options> <Sender Name (TTI)> enables you to select a name from a list of registered sender's names to include in the sender information. <Register Sender Name (TTI)> If logging in using User Authentication, the login name appears in <100> of Sender Name (TTI). Checking scanned images before sending You can check scanned images on the preview screen before sending. Checking Scanned Images Before Sending (Preview) Registering frequently used settings You can combine frequently used destinations and scan settings into a button of the machine for later use. By pressing the registered button when scanning originals, you can quickly complete your settings. Registering a Combination of Frequently Used Functions

TIPS

Saving a copy of a sent document

You can set the machine so that a copy of a sent document is automatically saved in a file server. The copy is converted into an electric file such as PDF and saved, allowing you to easily check the contents from your computer. Saving a Copy of a Sent Document

Selecting a sender's name

On the Basic Fax Features screen, pressing <Options>

<Sender Name (TTI)> enables you to select a name from a list of registered sender's names to include in the sender information. <Register Sender Name (TTI)>

If logging in using User Authentication, the login name appears in <100> of Sender Name (TTI).

Checking scanned images before sending

You can check scanned images on the preview screen before sending. Checking Scanned Images Before Sending (Preview)

Registering frequently used settings

You can combine frequently used destinations and scan settings into a button of the machine for later use. By pressing the registered button when scanning originals, you can quickly complete your settings. Registering a Combination of Frequently Used Functions

Canceling Sending Faxes

Sending Faxes Successfully

Simplifying Sending Operations

Useful Functions When Sending

Registering Destinations

Registering the LDAP Server

Managing Users