optimail 30 Franking machine Operator Manual
optimail 30 – Display and Keyboard Display Multifunction keys (soft keys) Arrow keys – navigate – scroll – increase / decrease values Confirm input Acknowledge messages Shift key: switch upper / lower case letters Press briefly back to higher-level menu / window Hold key pressed: back to the home menu Call up menu for: – special functions – administration and statistics – system settings – etc.
Contents About this Operator Manual _____________________________________6 1 Safety tips ____________________________________________________7 2 A short description of the optimail 30 _____________________________8 3 The basics of operation ________________________________________11 3.1 Turning on / off _________________________________________11 3.2 Stand-by ______________________________________________12 3.3 Access control – MASTER / USER _________________________12 3.
optimail 30 Operator Manual 7 Special functions _____________________________________________ 42 7.1 Using the DX feature (optional) _____________________________ 42 7.1.1 Things worth knowing about the DX feature __________________ 42 7.1.2 Franking DX-mail _______________________________________ 43 7.1.3 Viewing and printing information on DX mode ________________ 45 7.2 Stamping incoming mail _________________________________ 46 7.
Contents 13.6 13.7 13.8 13.8.1 13.8.2 13.8.3 13.9 13.10 13.11 13.12 13.13 13.13.1 13.13.2 13.13.3 13.13.4 13.
optimail 30 Operator Manual About this Operator Manual Please read this Operator Manual before using the optimail 30 franking machine. Please keep the manual near the optimail 30 at all times for reference. This Operator Manual describes the optimail 30 – in its standard version – with integrated scale as well as the optional accessory. Functions which are only available with certain configurations are recognisable by a suffix, e.g. (optional).
Safety tips 1 Safety tips The optimail 30 is a digital franking machine with a thermal printer for franking letter mail. The optimail 30 complies with the pertinent safety regulations for office information equipment. Please observe the following tips for your own safety: • Install and commission the optimail 30 according to the instructions in the Installation Guide. • When you move the optimail 30 from a cold environment (i.e.
optimail 30 Operator Manual 2 A short description of the optimail 30 Scale with scale platform (optional) Display Keyboard Power switch Sealer (optional) Card reader with card Letter guide Letter receiving tray Flap with ribbon cassette behind Flap release key (ribbon cassette compartment) Catch tray Ventilation slots Modem socket Power connection Power switch Serial interface (25-pin)
A short description of the optimail 30 Things worth knowing about the optimail 30 The optimail 30 is a franking machine for small and medium-sized mail volumes. It franks letters up to a thickness of 6 mm (0,24") and self-adhesive FP labels. With up to 30 franking imprints per minute you manage your daily mail volume in virtually no time at all.
optimail 30 Operator Manual Additional functions The optimail 30 offers a number of convenient additional functions that will soon be among your favourites: – Memory function for frequently used Royal Mail products. – Account function for separate registration and billing of portage costs. – Incoming mail stamp. Print date and time on incoming mail. – Print lists for account data, register states, system information and other information.
The basics of operation 3 The basics of operation In this chapter you will learn about the basic optimail 30 functions and how to handle the franking machine user interface. 3.1 Turning on / off Push the power switch, the toggle switch on the back left side of the franking machine, to turn the optimail 30 ON or OFF. Caution! Wait for at least one minute before you turn the optimail 30 on again. Turning on • Push I (= ON) on the power switch. The display lights up and a self check starts.
optimail 30 Operator Manual 3.2 Stand-by When in stand-by the optimail 30 displays a clock. The display is dark. The optimail 30 goes to stand-by if you do not feed any letters or press any keys for some time. You can reactivate the optimail 30 by pressing any key. Refer to Chapter 13.9 on page 74 on how to set the stand-by period. 3.3 Access control – MASTER / USER The MASTER and USER cards, commonly referred to as access cards, control the access rights to the franking machine.
The basics of operation 3.4 The user interface This chapter covers the optimail 30 user interface. You will be introduced to the menu and window types, the used symbols, the modes of operation and how the present manual presents menu / operating sequences. 3.4.1 Key functions Multifunction keys The keys to the right of the display are multifunction keys (also called soft keys). These keys are assigned different functions. Display text and symbols indicate the currently assigned function.
optimail 30 Operator Manual Opens the MENU for system settings, administration, special and service functions for the optimail 30. Back key – Key pressed briefly: back to last menu / window. – Keeping the key pressed (approx. 2 seconds): back to the home menu. Numeric keys – For typing numbers. – For typing text (account names, etc.). To insert blanks: key . Available special characters, key : .
The basics of operation 3.4.2 Display symbols The letter symbol indicates: The optimail 30 is ready for franking. You can feed and frank mail. The letter box symbol indicates the Incoming mail stamp is enabled and ready. You can load incoming mail. The printer symbol indicates the Print lists function. A list, report, preview image, etc. can be printed. The text symbol indicates that text can be typed. The numeric keys are released for text input.
optimail 30 Operator Manual 3.4.3 Description of operating procedures and menu sequences in the present Operator Manual Illustrations of display screens show current settings and what to type. The multifunction key that must be pressed to trigger an action / function is shown in black. The ‘way’ through the menu to reach a function as well as inputs / settings for this function are indicated as follows: System Settings Standby Time Current setting: 5 min Save • Press the key.
The basics of operation 3.4.4 The home menu Ready for franking Postage Weight Selected memory item Dispatch data The home menu appears after the machine was turned on and the selfcheck has been successfully completed. It displays the current franking settings (postage, advert, text message, endorsement, etc.). Dispatch data and weight only appear when the postage calculation function is used (optimail 30 with scale only).
optimail 30 Operator Manual 3.4.5 The menu Use key to open the MENU. From this menu you can access the administration functions, the system settings and service functions. Use the arrow keys to scroll to the next page and back. Other functions: scroll with arrow keys Use the multifunction keys to select the functions. Depending on the function a menu with further options, an adjustment menu, a list or the like appear. Pressing the key always returns you to the higher-level menu.
The basics of operation 3.4.6 Lists Caption Symbolises the Print lists function Lists (e.g. for memory items, adverts, text messages) offer all available settings in list form. The assigned number appears on the display right. You can scroll the list with the arrow keys if more than four memory items are available. Use the multifunction keys to select one of the available settings. The caption displays the list’s title.
optimail 30 Operator Manual 3.4.7 Adjustment menus Caption The optimail 30 opens a separate menu each for editing system parameters and for typing, editing, clearing user-specific data. Structure and function of these menus are similar. On the display left the optimail 30 shows the current setting. To the right you see other settings and functions you can select with the multifunction keys. A cursor, the flashing underscore _ indicates a box where you can type text or numbers.
The basics of operation 3.5 Text input Letters including accents, punctuation marks and special characters are assigned to the numeric keys for entering texts such as account names, advert names and text messages. Page 14 shows available special characters. Typing characters Symbolises the text input mode A cursor _ marks the point where a character can be typed in a text box. • Press the appropriate numeric key as many times in rapid succession until the desired character appears in the display.
optimail 30 Operator Manual 3.6 Test imprint You can check the settings for the franking process and the imprint quality by doing a test imprint with postage value 0,00 (zero imprint). It is always good practice to use envelopes of reasonable quality as this will ensure a perfect franked impression every time, for more envelope specifications please refer to page 107 of this manual. • Type the postage value “0” in the home menu. “0” is displayed in the status bar.
Setting the franking imprint 4 Setting the franking imprint Text message Endorsement Advert Date Postage The present chapter describes the franking imprint settings required by Royal Mail and the optional advertising imprints. The following settings in the home menu define the franking imprint: – – – – – Postage (see Chapter 4.1) Endorsement (see Chapter 4.2) Advert (see Chapter 4.3) Text message (see Chapter 4.4) Date (see Chapter 4.5).
optimail 30 Operator Manual • Type the desired postage. • Press USE to set the postage. The optimail 30 returns to the home menu. The postage is set. Only available on an optimail 30 with integrated scale High postage The optimail 30 issues a warning if you set too high a postage. The optimail 30 thus helps you to prevent overfranking and loss of postage. You can edit the limit for this monitoring function in the SYSTEM SETTINGS menu (see Chapter 13.3 on page 68).
Setting the franking imprint 4.2 Endorsement You can mark special mail types with an appropriate endorsement (e.g. First Class, Special delivery). In the home menu: • Press the key next to . You see a list with all available endorsements. • Select the desired endorsement. In the example it is “First Class” (endorsement No. 1). The optimail 30 returns to the home menu. The endorsement is set. Quick results for the advanced user. In the home menu: • Type the desired endorsement number.
optimail 30 Operator Manual 4.3 Advert You can print an advert of your choice on your mail. The optimail 30 offers the following options for advert printing: – The franking machine can hold a maximum of 6 different adverts. The saved adverts are available to all users. – Advert on USER card. On request Francotyp-Postalia will supply USER cards with an advert of your choice. The advert is read from the card as soon as the card is inserted.
Setting the franking imprint Using the advert from the USER card • Insert USER card with advert. • Press the key next to . The advert from the USER card appears at the end of the list. • Press the key next to the last advert in the list. The optimail 30 returns to the home menu. The advert on the USER card is set for franking. You can also define the advert on the USER card as the default advert for this account (see page 58).
optimail 30 Operator Manual Setting an available text message • Select the desired text message. In the example that is “We are on holidays…” (text No. 2). The optimail 30 returns to the home menu. The text is set. Quick results for the advanced user In the home menu: • Type the desired text message number. The number is displayed in the status bar. • Confirm with the key next to .
Setting the franking imprint 4.5 Date The date for the franking imprint is set automatically to the current date by the system clock. You can set the date of the franking imprint forward. The optimail 30 does not allow backward dating for franking. Setting the mailing date In the home menu: • Press the key next to . • Type the new date. • Press USE to set the date. The optimail 30 returns to the home menu. The mailing date is set. Quick results for the advanced user. In the home menu: • Type the date.
optimail 30 Operator Manual Resetting the date to the current date In the home menu: • Press the key next to . • Press TODAY to set the current date. • Press USE to set the date. The optimail 30 returns to the home menu. The current date is set for franking.
Franking 5 Franking In this chapter you can read how to set the account to record postage costs and how to insert letters, postcards and franking labels correctly. You will receive important information and tips on how to prevent incomplete or illegible franking imprints and how to protect the printing system from damage. Please refer to Chapter 4 for further information on how to set franking imprint parameters. 5.1 Selecting / changing an account An account must always be selected for franking.
optimail 30 Operator Manual Changing the account You can only change the account when working with the MASTER card or when access control was disabled. In the home menu: • Press the key next to . The optimail 30 opens a list containing all accounts. You see the account names and numbers. • Select the desired account. In the example: “Customer Service” (account No. 7). The optimail 30 returns to the home menu. The account is set.
Franking 5.2 Positioning and franking a letter The optimail 30 allows letters up to a thickness of 6 mm (0,24") and postcards to be franked. Format and material of mail pieces must meet the specifications on page 107. It is always good practice to use envelopes of reasonable quality as this will ensure a perfect franked impression every time.
optimail 30 Operator Manual The catch tray can be adapted to different envelope sizes by adjusting the stop. The stop features four catches for the most common sizes. Franking You can start franking if the optimail 30 is ready for franking (letter symbol in the top right corner and appropriate information in the status bar).
Franking Franking labels The optimail 30 can imprint self-adhesive double labels. Double labels suitable for optimail 30 are available from FrancotypPostalia. • Place the double labels on the letter receiving tray: – side to be printed face up – the long edge must touch the letter guide. • Push the double label in direction of the arrow until the letter sensor detects the double label. The illustration shows the approximate position where the optimail 30 starts feeding the double label.
optimail 30 Operator Manual 6 Postage calculation (optimail 30 with integrated scale only) 6.1 The postage calculation menu Calling up the postage calculation menu • In the home menu press the key next to briefly. The menu for entering the postage appears. • Select CALCULATE POSTAGE. The optimail 30 opens the postage calculation menu. The display area for the current setting is empty. You can now select the desired postal rate.
Postage calculation Selecting dispatch data Display area for the current setting Menu area for dispatch data Selectable dispatch data are shown in the display right. You can scroll the list with the arrow keys if more than four memory items are available. Use the multifunction keys to select the dispatch data. Deselecting dispatch data Press the key to clear (deselect) dispatch data from the display area. – To clear separately: Press key briefly.
optimail 30 Operator Manual 6.2 Setting dispatch data for postage calculation In the home menu: • Press the key next to briefly. The optimail 30 opens the postage entry menu. • Select CALCULATE POSTAGE. The optimail 30 opens the postage calculation menu. The display area for the current setting is empty. Selecting dispatch data The optimail 30 successively prompts you to specify all necessary details. • Select the desired setting by pressing the appropriate multifunction key.
Postage calculation Selecting special services • Select the desired special service by pressing the appropriate multifunction key. This is SIGNED FOR in the example. The selected special service is shown in the display area (display left). The selected special service is also inverted in the menu area (display right). Selected special service You can press the appropriate multifunction key to deselect a special service. A flashing postage indicates special features of the product setting (e.g.
optimail 30 Operator Manual 6.3 Weighing, postage calculation, franking Caution! Please consider the following notes on how to use the integrated scale: – The scale is designed for a maximum weight of 3 kg. – The optimail 30 can determine a new weight only if the scale has been emptied beforehand. You must therefore empty the scale platform before you place a new mail piece to be weighed. You can weigh your mail pieces in the home menu but also in the postage calculation menu.
Postage calculation • Take the mail piece from the scale platform and frank as usual (see Chapter 5.2). The ‘High postage’ monitoring function is inactive if you use the ‘Postage calculation’ function.
optimail 30 Operator Manual 7 Special functions 7.1 Using the DX feature (optional) 7.1.1 Things worth knowing about the DX feature The optimail 30 can frank mail pieces for dispatch by the private carrier DX. You can switch between ‘Royal Mail mode’ and ‘DX Mode’ in the home menu. In order to use the DX feature it has to be activated in your optimail 30, the DX imprint and a DX license number have to be stored in the franking machine.
Special functions 7.1.2 Franking DX-mail Switching DX mode on If the access control of the optimail 30 is enabled: • Insert access card (MASTER / USER). The set account is for access control only and is not shown in the DX mode. The DX franking procedures will not be booked to this account. In the home menu: • Press the key next to . The optimail 30 switches to DX mode. The status bar indicates that the optimail 30 is ready for franking in DX mode in the following way: “Ready to meter; Second Carrier”.
optimail 30 Operator Manual Franking DX-mail • Set postage, endorsement, advert, text message and date. Make the settings exactly as described for Royal Mail franking procedures (see Chapter 4 on page 23). When the optimail 30 is ready for franking in DX mode: • Position the mail piece as usual and frank it. Ready for franking in DX mode For setting postage and endorsement you can also use the memory function (see Chapter 8 on page 51).
Special functions 7.1.3 Viewing and printing information on DX mode The optimail 30 captures all DX franking procedures in separate piece and value counters. You can view and print the counter states. • Press System Information Second Carrier . • Select in the menu: SYSTEM INFORMATION CARRIER. SECOND You see the number and the total value of all DX franking imprints as well as the DX license number. Printing the DX report • Load an empty sheet or a double label.
optimail 30 Operator Manual 7.2 Stamping incoming mail You can use the incoming mail stamp function to mark your incoming mail (up to 6 mm / 0,24" thickness). The incoming mail stamp shown to the left bears date and time. Setting the incoming stamp In the home menu: • Press the key next to . The optimail 30 sets the Incoming Mail Stamp and displays the set date. Date of incoming mail You can set the incoming mail stamp date as desired. Backdating is permissible.
Special functions 7.3 Moistening and sealing letters (optional) Operating the optimail 30 with the specially available sealer lets you seal and frank letters in a single step. The sealer is filled with tap water and installed on the left side of the optimail 30. Two catches fasten the sealer to the franking machine housing. For further information on how to set up the sealer please refer to the Installation Guide.
optimail 30 Operator Manual • Guide the letter through the sealer with an arched motion as shown in the illustration. This will pass the gummed flap edge along the moistening felt and moisten it. Letter guide • Align the letter top edge with the franking machine letter guide and push in the letter in arrow direction until the optimail 30 feeds and franks the letter.
Special functions 7.4 Using an external postal scale As standard, the optimail 30 features a 25-pin interface. You can connect an existing Francotyp-Postalia letter and parcel scale (e.g. a flexiscale) to this interface. The FP postal scale determines the weight and calculates the postage. The postage and the endorsement (if applicable) are automatically sent to the optimail 30 and set in the home menu. 7.4.
optimail 30 Operator Manual 7.4.2 Operating optimail 30 with an external postal scale Caution! Also read the Operator Manual of your FP postal scale. Pay special attention to the information on how to safely operate the postal scale. • Turn on the optimail 30 and FP postal scale. The optimail 30 must display the home menu and be ready for franking. • Determine the postage with the FP postal scale.
Memory 8 Memory The basic optimail 30 version features 4 memory items. Each memory item can hold a postage with appropriate endorsement. An optimail 30 with integrated scale features 9 memory items. You can store the settings for postage calculation instead of postage and endorsement. When a new rate table comes into effect, the memories are automatically updated. In the MEMORIZED RATES menu you can save and delete memory items, overwrite them with a new assignment and assign them names of your choice.
optimail 30 Operator Manual 8.2 Saving memory items As memory you always save the current settings in the home menu, i.e. the postage and the endorsement or settings for postage calculation. Please refer to Chapter 4 on how to set the postage and the endorsement. Please refer to Chapter 6 for more information on ‘postage calculation’. • Press the key. • Select in the menu: MEMORIZED RATES.
Memory 8.3 Renaming memory items You can name each of the memory items. The memory item selection list shows this name instead of the saved assignment. • Press the key. • Select in the menu: MEMORIZED RATES. Memorized Rates Select memory: 1 … 4 (9)s Rename New Name • Select the memory the name of which you wish to change. • Use RENAME to open the menu for the memory names. • With NEW NAME you can delete the entire name shown. • Type the desired name. In the example this is “UK Parcel”.
optimail 30 Operator Manual 9 Displaying and printing registers The optimail 30 saves important parameters and information on used postage in registers. You can view and print the register states. • Press the key. The REGISTER menu displays the current register states. Printing registers • Load an empty sheet or a double label as usual. The optimail 30 prints the register report.
Loading postage – Teleset 10 Loading postage – Teleset Teleset is the loading of the desired postage credit via modem. The modem is built into the optimail 30. To load postage a connection is made to the Teleset Data Centre (TDC) with the optimail 30 and the desired amount is loaded. Accounting is as per your contract with Royal Mail. Permissible amounts You may load amounts to a maximum of £ 9.990 in steps of £ 10. The permissible maximum amount depends on the postage credit left on your optimail 30.
optimail 30 Operator Manual To load the displayed amount: • Use LOAD to establish the connection to the Teleset Data Centre. Loading continues automatically. You can monitor the progress in the display. Please stand by. Data exchange takes some time. The new residual amount is indicated when loading ends. Use REPORT to view and print the loading report.
Account administration 11 Account administration With the optimail 30 account administration function you can record and evaluate franking procedures separated by accounts. Accounts can be sections / departments of a company or individual companies within a community office. You can define up to nine accounts in your optimail 30 and set up access rights with MASTER and USER cards. Account 1 is defined ex factory and permanently assigned to the MASTER card (MASTER account). Refer to Chapter 5.
optimail 30 Operator Manual Possible account parameters and their meaning: Name Letters, special characters and numbers Refer to page 21 for information on how to type text. Default advert NO DEFAULT The advert selected last remains set in the home menu when you select an account. WITHOUT ADVERT The selection made automatically becomes effective when you change to the account. All saved adverts FROM CARD When you insert the ‘USER with advert’ card the advert on the card is selected.
Account administration 11.2 Assigning / blocking USER card(s) for an account Each account (except MASTER account) can be assigned one or several USER cards. The USER card allows access to the assigned account only. You can block the USER card(s) in order to protect the optimail 30, e.g. when a card is lost. • Press the Account Administration Display / Edit / New Select account for the USER card Change Continue New Card / Block Card key.
optimail 30 Operator Manual 11.3 Viewing and printing account statistics You can view and print the postage used by the separate accounts and the number of franking imprints in an overview. The printed list also includes the current settings of all accounts. • Press the Account Administration Statistics key. • Select in the menu: ACCOUNT ADMINISTRATION STATISTICS. Printing account statistics The account statistics comprise 2 pages. • Load an empty sheet or a double label for each page. 11.
Account administration • You can CHANGE, CLEAR DOWN or DELETE the account shown. Functions in the ACCOUNT ADMINISTRATION menu and their meaning: CLEAR DOWN DELETE CHANGE Clears down all incurred postage data (Postage used) and the number of franking imprints performed (Items) for the account shown. Deletes the account shown, including all account data. Opens the procedure for changing the account parameters (name, default advert, etc.).
optimail 30 Operator Manual 11.5 Clearing down all accounts • Press the Account Administration Clear Down All key. • Select in the menu: ACCOUNT ADMINISTRATION CLEAR DOWN ALL. Following a security prompt the postage used and the number of franking imprints are cleared down for all accounts.
Imprint management 12 Imprint management The optimail 30 offers a number of powerful management functions for managing individual imprint elements. Among these are setting up text messages, the assignment of custom names for adverts, graphical preview and printing of adverts as well as deleting of superfluous adverts, text messages and endorsements. You can load new adverts and endorsements from chip card. The following chapters explain the functions in more detail. 12.
optimail 30 Operator Manual Functions in the LOAD FROM CARD menu and their meaning: LOAD ALL Loads all data from the card into the optimail 30. SELECT optimail 30 prompts for each imprint: “Do you want to load: YES / NO”. When you have answered all prompts, the selected imprints are flagged with OK. Use LOAD to load the selected imprint data into the optimail 30. 12.2 Using / renaming / deleting adverts • Press the key. • Select in the menu: IMPRINT MANAGEMENT ADVERTS.
Imprint management 12.3 Entering new text messages The optimail 30 is provided with 6 memory slots for text messages. A text message may contain up to 5 lines with about 20 characters each. • Press the Imprint Management Manage Text Messages key. • Select in the menu: IMPRINT MANAGEMENT TEXT MESSAGES. MANAGE • Select a NOT ASSIGNED memory slot from the list. • Type the desired text. Not Assigned • SAVE the displayed text.
optimail 30 Operator Manual Functions in the TEXT MESSAGE MANAGER menu and their meaning: CHANGE Opens the menu where you can edit the text. You can move the cursor in the text and delete or insert characters at the indicated position. For notes on how to enter text see page 21. DELETE USE 12.5 Deletes the text after a security prompt. Selects the text for franking. Deleting endorsements • Press the key. • Select in the menu: IMPRINT MANAGEMENT MANAGE ENDORSEMENTS.
Advanced settings & system information 13 Advanced settings & system information 13.1 Viewing / printing / sending system information You can view and print all major machine parameters as a list. optimail 30 also lets you send the data to the FP after-sales service. • Press the key. • Select in the menu: SYSTEM INFORMATION. System Information – – – – – – – • Choose the topic you want information on.
optimail 30 Operator Manual 13.2 Displaying and clearing down the item counter Apart from storing the total number of franking imprints in register (R4) and the account counters the optimail 30 features a customisable item counter. This item counter counts all Royal Mail franking imprints. Independently of other optimail 30 counter functions you can reset the item counter to zero or use it as a daily or job counter. DX frankings will not be counted. • Press the key.
Advanced settings & system information 13.4 Low postage warning – setting the threshold The ‘Low postage warning’ function warns you when the available postage in your optimail 30 drops below a preset threshold. You can also disable the low postage warning. • Press the key. • Select in the menu: SYSTEM SETTINGS LOW POSTAGE WARNING. System Settings Low Postage Warning Type threshold / Warning Off • Type the desired threshold or select WARNING OFF to disable the warning function.
optimail 30 Operator Manual Access rights – possible settings and their meaning: 13.6 ON Franking is possible with a valid access card (MASTER or USER) only. OFF No access restrictions for franking. Franking is possible without access card on all accounts. Setting the display contrast You can adapt the display contrast to increase the readability. • Press the key. • Select in the menu: SYSTEM SETTINGS DISPLAY CONTRAST.
Advanced settings & system information 13.7 Setting audible signals The optimail 30 confirms each keypress with a beep. A series of audible signals indicates an error. You can restrict the scope of audible signals to warnings or turn off the audible signals altogether. • Press the key. • Select in the menu: SYSTEM SETTINGS AUDIBLE SIGNALS. System Settings • Use ALL SIGNALS OFF / ON or JUST WARNINGS to adapt the current setting. Audible Signals • SAVE the setting shown.
optimail 30 Operator Manual 13.8 Clock The optimail 30 features a battery-backed system clock adjusted at the factory. It is rarely necessary to correct the time. The optimail 30 automatically corrects the time when summer time starts and ends. You can disable this automatic function and manually correct the time for summer time. The FP after-sales service is responsible for making changes to the basic setting and for correcting larger time offsets. 13.8.1 Correcting the time • Press the key.
Advanced settings & system information 13.8.2 Summer time changeover • Press the key. • Select in the menu: SYSTEM SETTINGS CLOCK SUMMER TIME CHANGEOVER. System Settings The SUMMER TIME CHANGEOVER menu shows the current setting in the display left for – automatic changeover – summer time – time. Clock Summer Time Changeover Automatic On / Off / The table below explains the possible settings. If “Automatic: Off” is set: • You can turn the automatic changeover ON or OFF.
optimail 30 Operator Manual 13.9 Changing the stand-by time The stand-by time is the time after the last franking procedure or the last keypress the optimail 30 waits until it switches to the clock display. The factory setting is 5 minutes. • Press the key. • Select in the menu: SYSTEM SETTINGS STANDBY TIME. System Settings Standby Time Current setting: 5 min Save • Type the desired time. • SAVE the setting shown.
Advanced settings & system information 13.10 Changing the user interface language The optimail 30 user interface supports the languages English and German. Language changeover will have immediate effect. Text messages as well as the names for accounts, adverts, etc. remain unchanged. Switching the user interface to German • Press the System Settings Change Language key. • Select in the menu: SYSTEM SETTINGS CHANGE LANGUAGE. • Select the language DE (German). • Save the language setting (SPEICHERN).
optimail 30 Operator Manual 13.11 Modem settings – changing dialling parameters You must set the modem parameters for the optimail 30 to match your telephone connection. The modem configuration is part of the log-in procedure during commissioning. You should verify and, if necessary, correct the settings if changes were made to your telephone system. • Press the Modem and Telephone Numbers Set Modem Parameters key. • Select in the menu: MODEM AND TELEPHONE NUMBERS SET MODEM PARAMETERS.
Advanced settings & system information Modem parameters – possible settings and their meaning Phone type DIRECT LINE optimail 30 is connected to a direct line. EXTENSION optimail 30 is connected to an extension. Access method EXCHANGE DIGIT (extension only) HOOK FLASH Defines how the exchange is dialled from the extension. Usually you would dial EXCHANGE DIGIT. The hook flash time of the integrated modem has been fixed to 500 ms. Exchange digit The exchange digit depends on the telephone system.
optimail 30 Operator Manual 13.12 Changing dial-up numbers The optimail 30 comes with major dial-up numbers for franking machine operation saved ex factory. The dial-up numbers and their meaning: TDC Dial-up number of the Teleset Data Centre. The optimail 30 dials this number during the Teleset process. ORDERLINE Use this phone number to order accessories and consumables. View the number under: MENU ORDERLINE.
Advanced settings & system information Functions in the CHANGE DIALUP NUMBERS menu and their meaning: SPACE NEW NO. 13.13 Inserts a space character. This can improve the dial-up number readability. Space characters are ignored during dialling. Deletes the displayed dial-up number. You can then type a new number. Integrated scale (optional) 13.13.1 Loading a new rate table You must update the rate table for postage calculation if postage regulations or rates have changed.
optimail 30 Operator Manual 13.13.2 Deleting rate tables Caution! You cannot select a rate table to be deleted. All rate tables saved in the optimail 30 will be deleted. Postage calculation is impossible without valid rate table! • Press the Scale and Postage Rate Maintenance key. • Select in the menu: SCALE AND POSTAGE RATE MAINTENANCE DELETE RATE TABLE. • Confirm the security prompt with YES. Delete Rate Table All rate tables saved in the optimail 30 will be deleted after a security prompt.
Advanced settings & system information Automatic endorsement selection – possible settings and their meaning: ON During postage calculation the optimail 30 selects an appropriate endorsement on the basis of the selected postal rates and sets it for franking. The optimail 30 does not print an endorsement if a suitable endorsement is not available. OFF The optimail 30 does not automatically select an endorsement. During franking the optimail 30 prints the endorsement selected in the home menu. 13.13.
optimail 30 Operator Manual 13.14 Creating a MASTER card MASTER card holders can generate another MASTER card with this function. • Press the System Settings Create Master Card key. • Select in the menu: SYSTEM SETTINGS CREATE MASTER CARD. • Follow the instructions on the display. The optimail 30 will guide you through the generating procedure for a new MASTER card.
Maintenance and care 14 Maintenance and care Have your optimail 30 serviced and cleaned regularly by a service technician. This guarantees long-term, trouble-free operation. Ask about our low-cost care and maintenance agreement. You can do the following work yourself: – Cleaning the outside. – Changing the ribbon cassette. – Changing the battery. – Topping up water for envelope flap moistening (optimail 30 with sealer). – Cleaning / replacing the rocker with moistening felt (optimail 30 with sealer).
optimail 30 Operator Manual 14.2 Changing the ribbon cassette Caution! Only use original ribbon cassettes from Francotyp-Postalia. • Open the flap of the ribbon cassette compartment by lightly pressing the release catch. The flap swings up automatically. • Holding it as shown in the illustration, pull out the used ribbon cassette in arrow direction. Transport fixture (cardboard strip) • Take the new ribbon cassette from the packing.
Maintenance and care Caution! Make sure not to crease or tear the ribbon when inserting it. Otherwise the ribbon might break. Also make sure the edges of the ribbon do not fold over. Folded ribbons are thicker and prematurely fill the take-up ribbon spool. • Place the ribbon cassette on the letter receiving tray with the ribbon facing downwards. • Hold the ribbon cassette as shown in the illustration and carefully insert it in the cassette slot. The cassette must easily slide into the cassette slot.
optimail 30 Operator Manual 14.3 Sealer (optional) 14.3.1 Cleaning To remove glue residues the sealer should be cleaned once a month. • Separate the sealer from the franking machine: Slightly lift the franking machine on the left side and pull the sealer away to the left. Rocker with moistening felt Moistening felt • Swing up the rocker with the moistening felt. • Thoroughly rinse absorption and moistening felts under running water. • Wipe the housing with a damp cloth.
Maintenance and care 14.3.2 Checking the water level and topping up water • Check the water level in the sealer regularly. Lateral water level gauge Make sure the sealer is always filled at least to the ‘Min’ mark to prevent the felts from drying up. When felts with glue residues dry up they harden to the point of becoming prematurely useless.
optimail 30 Operator Manual 14.3.3 Replacing felts • Separate the sealer from the franking machine: Slightly lift the franking machine on the left side and pull the sealer away to the left. • Empty the water reservoir. Removing the rocker with moistening felt Rocker with moistening felt • Slightly tilt the rocker and pull it off in an obliquely upward direction. Removing the absorption felt Absorption felt • Grip the absorption felt with pliers or tweezers and pull it out upwards.
Maintenance and care Installing the absorption felt Positioning contour Absorption felt Letter receiving tray • Install a new absorption felt as shown in the illustration. The felt should be halfway in the sealer. • Bend the upper part of the felt to the right and push it beneath the letter receiving tray until it reaches the stop in the contour. • Evenly push the arched absorption felt with your hand into the water reservoir. Make sure that the felt is correctly seated, in particular at the edges.
optimail 30 Operator Manual Leg spring Installing the rocker with moistening felt The rocker features two clips that engage on the two bolts at the sealer. • Fit the new rocker such that one leg of the leg spring is located in the rocker groove and the other leg in the sealer slot. Bolt Clip • Hold sealer in place and, exerting moderate pressure, push the rocker onto the sealer such that the two clips engage on the bolts.
Maintenance and care 14.4 Changing the battery The optimail 30 monitors the charging state of the battery. An appropriate message appears in the display when it is time to change the battery. Caution! Only use the batteries provided by Francotyp-Postalia 90.4701.8004.00. Observe the instructions enclosed with the battery. • Remove the access card. • Switch off the optimail 30. • Unplug the power cable from the socket. Power switch • Unplug the power cable. • Remove the modem cable.
optimail 30 Operator Manual • Turn the franking machine on its back and hold it in place. You now have access to the battery compartment on the bottom of the franking machine. • Press the clip lock on the battery compartment cover in the direction of the arrow and remove the battery compartment cover. • Remove exhausted battery. Clip lock Battery compartment cover • Insert new battery (90.4701.8004.00). Consider the polarity! The symbols in the battery compartment indicate the correct position.
Maintenance and care • Put the franking machine on its feet again. • Reattach accessories (catch tray, scale platform, sealer). • Reestablish all cable connections. You can now use the franking machine again. For further information on how to install the catch tray, scale platform and sealer and how to connect the machine please refer to the Installation Guide.
optimail 30 Operator Manual 15 Tips for troubleshooting An error message appears on the display in case of an error or handling error. An additional beep may also indicate an error (see Chapter 13.7 on page 71). Make sure to carefully read the error message. You will be given hints on the error cause and what you can do to remedy it. You can correct many minor errors and issues occurring during optimail 30 operation yourself.
Tips for troubleshooting Problem Possible cause and remedy …during franking / during franking imprint setting Jam / machine blocked Turn off the optimail 30. Remove paper. Wait at least one minute. Turn the optimail 30 on again. Franking is impossible / optimail 30 is not ready for franking No access card inserted. Insert access card (USER or MASTER). Card reader does not recognise access card. Remove access card and insert it again. No valid postage was set. Set postage (see Chapter 4.1, page 23).
optimail 30 Operator Manual Problem Possible cause and remedy Text message does not fit on the mail piece Franking imprint with advert and text message exceeds the length of the envelope / post card you are using. Use sufficiently sized envelopes (e.g. ISO C6/5, DL) or extra large labels provided by Francotyp-Postalia (see also page 33). …during weighing and postage calculation (optimail 30 with scale only) Endorsement imprint is not Automatic endorsement imprinting is disabled (see Chapter 13.13.
Tips for troubleshooting Problem Possible cause and remedy Weight display: The scale platform was still occupied when another letno weight is determined for ter was placed on it. The optimail 30 can determine a the letter on the scale new weight only if the scale has been emptied beforehand. Empty the scale platform. Place the letter. The weight on the platform is too low or the scale is overloaded. Use scale only for mail pieces within the permissible weight range (see page 106).
optimail 30 Operator Manual Problem Possible cause and remedy …with menu settings, during maintenance and care Failure to load from card The card contains no valid data. Wrong card inserted? Insert a data card. optimail 30 fails to recognise the card. Card is defective. Call the FP after-sales service. …when topping up water for envelope flap moistening / sealing (optimail 30 with sealer) Envelopes are not properly sealed Stroke your hand firmly over the envelope’s / letter stack’s flap area.
Tips for troubleshooting Correcting the moistening felt position on the rocker • Slightly tilt the rocker and pull it off in an obliquely upward direction. Caution! Make sure to always hold the leg spring on the pin with one hand while positioning the moistening felt. This will prevent the leg spring from jamming or jumping out.
optimail 30 Operator Manual Appendix Access rights for selected functions Status Functions Without With With Access with access card USER card MASTER card card: OFF Accounts: clear down Accounts: delete Accounts: preset advert / text message Accounts: release Teleset access Accounts: setting up Accounts: view statistics Franking DX mail Franking to all accounts Franking to the assigned account only Incoming mail stamp Item counter: display / clear down Load data from chip card (adverts, type of mail
Appendix – Access rights for selected functions Status Functions Without With With Access with access card USER card MASTER card card: OFF Rename adverts System information: display / print System settings not all Teleset (load postage) not all not all if released Text messages: edit / delete USER cards: create / block Zero imprint (postage value ‘0,00’) Access restrictions for functions are also indicated in the MENU overview on page 102.
optimail 30 Operator Manual Menu (overview)
Appendix – Glossary Glossary DX Private carrier. In case the DX feature is enabled, your optimail 30 can also frank mail pieces for delivery by DX. All DX frankings will be counted separately and balanced directly with the private carrier. Franking imprint Franking mail for carrying by Royal Mail. When franking, the optimail 30 prints the Royal Mail logo, the postage, the machine identification, the place of posting and the mailing date as well as a serial number.
optimail 30 Operator Manual Teleset Data Centre (TDC) Data centre of Francotyp-Postalia. Here the called postage is released and accounting is managed. The Teleset Data Centre is at your service for loading postage 24 hours a day via the built-in modem. USER card Chip card, machine specific. Access card for an account. A USER card allows franking to an account and access to selected system functions. Zero imprint (Test imprint) Franking imprint with the postage value ‘0’.
Appendix – Technical Data Technical Data Dimensions (Length x Width / Depth x Height) 320 x 290 x 220 mm Franking machine (12,6" x 11,4" x 8,7") 320 x 290 x 235 mm Franking machine with scale (12,6" x 11,4" x 9,3") 410 x 290 x 235 mm (16,2 x 11,4" x 9,3") Franking machine with scale + sealer Weight 5,7 kg (12,6 lb.) Franking machine 6,1 kg (13,5 lb.) Franking machine with scale 0,3 kg (0,7 lb.
optimail 30 Operator Manual Equipment Standard – Postage loading via integrated modem (Teleset) – Card reader and MASTER card – 4 short code memories (optimail 30 without scale) 9 short code memories (optimail 30 with integrated scale) – 9 accounts – Up to 6 adverts – 3 endorsements: ‘First Class’, ‘Special Delivery’, ‘Overseas Mail’ – Text messages (6 memories) – Incoming mail stamp – Low postage warning – High postage warning – Serial interface (25-pin) Options – – – – – Integrated scale Sealer US
Appendix – Technical Data Mail piece specifications for franking Format (Length x Width) Thickness min. 140 mm x 90 mm letters: up to 6 mm postcards: up to 1 mm Material smooth paper no high-gloss paper no extremely fibrous paper no structured paper no dark paper When in doubt about imprint quality, use a self-adhesive double label from Francotyp-Postalia.
optimail 30 Operator Manual Declaration of Conformity D e c l a r a t i o n o f C o n f o r m i t y
Appendix – Index Index A B Absorption felt 86, 88, 89, 90 installing 89 removing 88 Access authorisation.
optimail 30 Operator Manual Correcting errors 94 See also Error Counter.
Appendix – Index I Imprint data loading from card 63 manage 63 Incoming mail stamp 10, 46 printing 46 setting 46 setting the date 46 Installation 7 Installation Guide 6 Item counter displaying / clearing down 68 K Key functions 2, 13 Keyboard 2, 8 L Label 103 Language changing 75 Letter guide 8 Letter receiving tray 8 Letters moistening / sealing 47 positioning and franking 33 Line breaks 21 Load data from chip card 63 postage 55 See also Teleset rate table 79 Low postage warning 69 disabling 69 setting
optimail 30 Operator Manual Positioning a letter / postcard 34 a sheet 22 labels 35 Postage 23 default after turning on 11 display in the home menu 17 flashing in the display 39 in the postage calculation menu 36 setting 23 setting via memory 51 Postage calculation 36 Postage calculation menu 36 calling up 36 Postal scale (external) 49 connecting 49 operating with the optimail 30 50 Power connection 8 Power switch 8 Printing lists 10, 15 See also Franking Q Quick Reference Guide 6 R Rate table avail
Appendix – Index Teleset Data Centre 104 Test imprint 22, 104 Text input 21 Text message 9, 17, 23 changing 28, 65 creating 28 deleting 65 enter 65 new 65 setting 27 Time zone setting 73 Tips for the advanced user 19, 24, 25, 26, 28, 29, 32, 51 Topping up water 87 Total items 54 Turning off 11 Turning on 11 U Update memory 51 rate table 79 Upper and lower case letters 21 USER card 12, 104 assign to account 59 block 59 with advert 27, 58 V Ventilation slots 8 W Water level gauge 87 Weighing 40 Weight det
optimail 30 Operator Manual
Service Service Every optimail 30 franking machine is thoroughly checked before leaving the factory. Should any faults occur with your optimail 30 in spite of our extensive quality control, please contact your local Francotyp-Postalia dealer. Our main office will be pleased to tell you the address of your local servicing dealer. Francotyp-Postalia, Ltd. Lakeside House, 74 Questor, Powdermill Lane, Dartford, Kent DA1 1EF Phone Website 0870 1450055 www.fpmailing.co.
2006-11 / xxx / helbig berlin 51.0034.3089.00 Rev.
