OKIFAX 5250 FACSIMILE OKIFAX 5250 Handbook
Every effort has been made to ensure that the information in this handbook is complete, accurate, and up-to-date. Okidata assumes no responsibility for the results of errors beyond its control. Okidata also cannot guarantee that changes in software and equipment made by other manufacturers and referred to in this handbook will not affect the applicability of the information in it. Mention of software products manufactured by other companies does not necessarily constitute endorsement by Okidata.
Contents Introduction ................................................................. 9 Features ................................................................................... 9 Product Options .................................................................... 10 Installation .................................................................. 11 For Your Safety: Installation Hints ....................................... 11 Getting Started ............................................................
Setting Basic Features ............................................... 40 Control Panel Keys and Indicators ....................................... 40 Navigating Programming Levels .......................................... 41 Viewing Your Current Settings .......................................... 41 User Function Settings ....................................................... 42 User Function Settings List ............................................. 42 Changing Your User Function Settings .............
Receiving Faxes ................................................................... 65 Receiving Faxes Manually ................................................. 65 Receiving Faxes in Memory .............................................. 66 Memory Reception Mode [MEM] ................................... 66 No Paper Reception ......................................................... 66 Canceling Messages Stored in Memory ............................
Confidential Faxes (Security Feature) .................................. 93 Creating a Personal (Confidential) Mailbox ...................... 94 Changing Your Password ................................................... 95 Closing (Deleting) a Mailbox ............................................ 96 Sending Confidential Faxes ............................................... 97 Receiving Confidential Faxes ............................................ 98 Printing Confidential Messages ..........................
How to Interpret ............................................................... 110 User Function Settings List ........................................... 110 Message Confirmation Report (MCF) ............................... 111 What is it? ........................................................................ 111 What information does it provide? .................................. 111 How to Print ..................................................................... 111 Automatic ......................
Safety ........................................................................ 144 Installation Hints ................................................................ 144 Operation and Maintenance ................................................ 145 Handling the Consumables ................................................. 145 Toner Cartridge ................................................................ 145 Image Drum Cartridge .....................................................
Introduction Thank you for purchasing this OKIFAX 5250 fax machine. It uses advanced LED technology to transfer faxed and copied images to plain paper quickly and sharply. Features • • • • • • • • 15 One Touch keys. 64 Auto Dial numbers. 10 groups. 8 mailboxes for confidential reception. Fax communication at up to 14,400 bits per second. 1 MB of built-in memory. Year 2000 compliant: all years are recorded in four digits.
• High-speed scanning of original documents while dialing, so your fax is ready to send as soon as connections are made. • Photo (halftone) transmission in up to 64 shades of gray. • An advanced dual access feature, which allows you to load and prepare multiple documents for transmission while your fax machine is sending or receiving another message. • A manual paper tray to let you load a different type of paper while making copies.
Installation For Your Safety: Installation Hints • Install your fax machine in a dust-free location away from direct sunlight. • Do not plug your fax machine into a power source shared by equipment that produces electrical noise (i.e., air conditioners, etc.). • Leave electronic adjustments to authorized service personnel. • The LINE terminal connects your fax machine to a standard telephone line.
Getting Started To install your new fax machine, follow the instructions from the “Unpacking” to the “Programming Required Information” sections of this handbook. You must complete these steps for your fax machine to operate properly. If you have purchased an option package for your fax machine, refer to the documentation you received with that option for installation instructions. Where to Install Your Fax Machine • Place your fax machine in a dust-free location away from direct sunlight.
1 2 3 4 5 6 7 OKIFAX 5250 Toner cartridge (wrapped) Image drum cartridge (inside machine) Power cord Telephone line cord Document stacker tray Documentation (Not shown): • Quick Reference • Handbook • Warranty, Regulatory Information, and Specifications Refer to the illustrations in the “Getting to Know Your Fax Machine” section of this handbook to identify the components.
Removing the Protective Sheet 3 Take out the image drum cartridge. 1 Lift up the document table. 2 Press in the cover release buttons on the side of the copy stacker until it clicks open. Lift up the stacker. 14 | OKIFAX 5250 4 Remove the protective sheet. Be careful not to touch the green surface of the drum.
5 Replace the image drum cartridge. ! Warning: Be careful when handling the toner cartridge. Do not let toner spill on your clothing or other porous materials. If you experience any problems with toner, refer to the “Safety, Handling the Consumables, Toner Cartridge” section of this handbook. 2 Unwrap the toner cartridge and gently shake it to distribute the toner. Then carefully peel the tape from the bottom of the toner cartridge. Installing the Toner Cartridge 1 Remove the sponge and discard.
3 With the ridged side facing up and the blue lever on your right, insert the toner cartridge into the image drum unit, left end first. 5 Close the copy stacker—push down until you hear both sides click into place. 6 Close the document table. 4 Push the lever forward to secure the cartridge.
Toner Cartridge and Image Drum Unit Handling • Leave unused toner cartridges and image drum units in their packages until needed. • When replacing a toner cartridge or image drum unit, reuse the packaging to dispose of the old toner cartridge or image drum unit. • Do not expose these components to light for more than five minutes. • Never expose the green drum (inside the image drum unit) to direct sunlight. • Always hold the image drum unit by the ends, never by the middle.
Loading Paper Your fax machine can hold up to 250 sheets of standard weight (20 lb.) paper. For best results, use paper specially made for laser printers or photocopiers. It can use letter, legal, and A4 size paper. Your fax machine automatically reduces the vertical length of the page images it receives to fit on the paper loaded in it, down to 75% of the original length.
3 If necessary, lift and adjust for the length of your paper. 4 If you are using legal-size paper, pull out the extension at the back of the paper tray. 5 Remove the paper from its wrapper (up to 250 sheets). Note the “print side” notice printed on the label. Fan the paper. 6 Load the paper into the paper tray, print side DOWN. ! Be sure the paper is under the tabs on the sides of the tray. Do not fill past the Paper Full mark. If necessary readjust the guides for a snug–but not tight–fit.
7 Replace the paper tray. Push it forward until it locks. Connecting the Telephone Line Insert one end of the telephone cord into the LINE jack in the back of the machine, and the other end into your wall telephone jack. ! 20 | OKIFAX 5250 Now, you can connect either an external telephone or the external handset option for your fax machine. Refer to the “Connecting an External Telephone or Answer Machine” section of this handbook.
Connecting an External Telephone or Answering Machine ! Any external telephone or answering machine connected to the fax machine must be FCC and CSA approved. • Insert one end of the telephone cord into the TEL 1 or TEL 2 jack on the back of the fax machine, and the other end into the jack in your external device.
Connecting The External Handset (Option) If you purchased the external handset option with your fax machine, follow these instructions to install it. 1 Using the supplied screw, connect the handset cradle to its base. 2 Position the handset cradle on the left side of the fax machine. 3 Plug one end of the handset cord into the handset and the other end into the jack on the front of the cradle. Place the handset in the cradle.
4 Insert the supplied telephone cord into the jack located on the back of the cradle. 5 Feed the telephone cord from the back of the cradle through the cable run (1) located on the back of the fax machine. 6 Insert the end of the cord into the TEL 1 or TEL 2 jack on the back of the fax machine. ! The two TEL jacks are provided to allow you to connect both an external handset and an answering machine.
Connecting Power 1 Make sure the power switch is off. 3 Plug the other end into a grounded AC power outlet. 4 Turn on your fax machine. After the unit warms up, the time and current answering mode appear on the display. Your fax machine is now in standby mode, ready to send or receive faxes. Programming Required Information FCC Telephone Consumer Protection Act 2 Plug the power cord into the back of the unit.
To comply with this law, you must enter the following information in your fax unit. • Date and Time • Fax Identification (Name and Telephone Number) which identifies the source of your fax transmission Refer to the following sections for instructions on how to program this information. Date and Time Fax machines must accurately identify the date, time, sender and the telephone number of the sending fax machine on each page of every fax they send.
TSI/CSI: This is the telephone number of your fax machine; it appears on the displays of other non-OKI fax machines you communicate with. Call Back Number: This is a telephone number (not a fax number) which the operator of the remote machine can use to reach you.
7 Enter your Sender ID. This is a descriptive title up to 32 characters long. Refer to the instructions below. • To enter numbers, use the numeric keypad (press once) • To enter spaces, use the 14/Space One Touch key • To enter hyphens, use the Hyphen key • To enter alphabet characters, locate the character you want on the numeric keypad. Press that key repeatedly until the character appears on the display.
Getting to Know Your Fax Machine Component Identification Front of the Unit 28 | OKIFAX 5250 1 One Touch Keypad Use for preprogrammed one touch dialing or for setting functions. 2 Paper Path Icon Load documents here face down. 3 Document Table Covers the copy stacker and holds original documents to be faces or copied. 4 Document Table Extension Flips out to support longer documents. 5 Front Panel Gives you access to the manual paper feeder.
7 Power Switch Press I to turn on, 0 to turn off. 8 Document Guides Adjust these guides to the page width of the documents that are to be copied or faxed. 9 Numeric Keypad Use to enter phone numbers, auto dial numbers, or information programmed into the fax machine. 10 Display Panel Shows status of machine and faxes in progress 11 Document Stacker Holds your original documents after they are faxed or copied.
Inside the Unit 2 Toner Cartridge This black cylinder, installed inside the image drum cartridge, contains the black powder that forms the image on the paper. You need to install a new toner cartridge when the REPLACE TONER CART message appears on the display. 3 LED Printhead This black bar writes received or copied images onto the image drum. You should clean this bar each time you change the toner cartridge.
Control Panel Keys and Indicators Handbook | 31
1 Display Panel Refer to this display for instructions and information while your fax machine is performing operations or while you are entering information or changing settings. 2 Copy key After loading a document, press this key to make a copy. When no documents are loaded, press this key once to display a Message Confirmation Report about your last transmission on the LCD Display Panel, and a second time to receive a printed report.
key labeled with the function you want to use. While programming or selecting other functions, pressing the Select Function key a second time takes you directly back to your fax machine’s standby mode. 7 Auto Dial key Auto Dial numbers are abbreviated numbers for rapid dialing. Rather than dialing the entire telephone number, you can enter a 2-digit Auto Dial number instead.
12 Numeric keypad When dialing, these 12 keys work just like the keypad on a telephone. Also, use the keypad to enter numbers, letters and other characters while programming functions or information. After pressing the Search key, use the numeric keypad to alphabetically search for the names of locations programmed into your fax machine. 13 */Tone key If your fax machine is set to pulse dialing, this key allows you to switch from pulse to tone dialing during your current call.
18 Stop key This key cancels the operation currently in progress and turns off the Alarm Indicator. After loading paper, installing a new toner cartridge, or correcting an alarm condition, press this key to turn off the Alarm Indicator. While you are programming, pressing the Stop key takes you back step-by-step through the programming functions you have already selected.
The Speed Dial (One Touch) Keypad The One Touch keys are your fax machine’s most important tool. Use them for quick, one-touch dialing, and to access most functions and programming options. Using the One Touch Keys for Dialing To use a One Touch key for dialing, just press the appropriate One Touch key.
3/Confidential TX key Use this key to send a confidential document to a mailbox (a secure memory storage area) in the receiving fax machine. Refer to the “Advanced Operations, Confidential Faxes (Security Feature)” section of this handbook. 4/Relay Initiate TX key Use this key to set up a relayed fax transmission. During a relayed fax transmission, your fax machine initiates the transmission by sending a document to a second fax machine, which then broadcasts the message to a number of other fax machines.
10/Message Print From Memory key Your fax machine is set to receive messages into memory and not print them when it runs low on toner. Using this key you can force messages to print, although print quality may be poor because toner is low. This key is also used to print confidential fax messages received into mailboxes in your fax machine’s memory. Refer to the “Advanced Operations, Confidential Faxes (Security Feature)” section of this handbook.
Dual Access Your fax machine’s dual access feature allows you to load and prepare to transmit (send) a document while your fax machine is receiving or sending another fax from memory. This feature increases your productivity and reduces the time you spend waiting for operations to finish. Once you have loaded a document and the display shows SELECT LOCATION, your fax machine is ready for you to prepare the next transmission. ! When using Dual Access, you may see TX PREP ACTIVATED appear on the display.
Setting Basic Features Control Panel Keys and Indicators 40 | OKIFAX 5250 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 Display Panel Copy key Hyphen key Search key Auto Rec key Select Function key Auto Dial key Redial key Hook/V.
16 17 18 19 20 21 22 Type of Original/No © key Alarm indicator Stop key Start key Plus key Space key Pause key Navigating Programming Levels Many of your fax machine’s features and functions have settings which can be changed to customize its operation. These settings are accessed through different programming levels: user functions, dial parameters, and service functions.
User Function Settings User function settings allow you to customize the general operation of your fax machine. Refer to the following User Function Settings List to determine which settings you may need to change, then refer to the “Changing Your User Function Settings” part of this section to make the change. User Function Settings List 01 MCF(SINGLE-LOC.) This function automatically prints a Message Confirmation Report after each single-location transmission or polling transmission.
05 SENDER ID This function controls the printing of your fax machine’s Sender ID on the faxes you send. Refer to the “Programming Required Information, Fax Identification” section of this handbook for details. When turned on, the Sender ID will be printed on each page slightly outside the image area of your document. The default setting is ON. ! In order to meet FCC requirements, you must have this feature set to ON and have a valid Sender ID programmed in your fax machine.
10 T/F TIMER PROG. When set to the telephone/fax answering mode, your fax machine automatically distinguishes between incoming voice and fax calls. If the incoming call is a voice call, the fax machine rings to tell you to pick up the handset. If you do not answer, the fax machine automatically switches back to fax mode to allow the calling party to send a fax. The T/F TIMER function controls how long it waits before switching back to fax mode. Available settings are 20 SECONDS or 35 SECONDS (default).
! You must have your local telephone carrier’s Distinctive Ring service. Your fax machine must be in FAX answer mode, and the PBX dial parameter must be set to OFF. Other modes—TEL, TEL/FAX, or TAD—will override Distinctive Ring This feature may not work properly if you have a telephone other than a genuine Oki optional handset connected to your fax machine. Setting Distinctive Ring To set up your fax machine to recognize another ring pattern: 1 Press the Select Function key.
! Occasionally, your fax machine may not be able to detect its ring pattern on the first try. If this happens, the display shows RESULT=NG. Follow the instructions again from Step 6. 8 Press the Yes § key to confirm your selection. 9 Press the Select Function key to finish. 13 1’ST PAPER SIZE This function allows you to specify the size of paper you are using in the paper tray. Available settings are letter (default), A4, legal 13, legal 14, and OTHER.
17 REMOTE RECEIVE This function lets you use an attached phone to tell your fax machine to switch from telephone to fax mode so it can receive an incoming fax. Use the keypad of an external telephone to enter the remote receive number you have programmed into your fax machine. In addition, if your fax machine is in TAD mode, a caller can enter the programmed remote receive number after leaving a voice message; this enables the fax machine to receive a fax from the caller.
20 ECM FUNCTION The Error Correction Mode (ECM) function may help your fax machine improve communication in areas where telephone line conditions are marginal. Refer to the “Problem Solving” section of this handbook for other suggestions if you have communication problems. Available settings are ON (default) and OFF. 21 REMOTE DIAGNOSIS The remote diagnostics feature allows a service person remotely to dial and service your fax machine. Available settings are ON and OFF (default).
Dial Parameter Settings These functions allow you to control the way your fax machine dials telephone numbers. Refer to the Dial Parameter Settings List below to determine which settings you may need to change, then refer to “Changing Your Dial Parameter Settings” part of this section to make the change. Dial Parameter Settings List 1 REDIAL TRIES This function controls how many times your fax machine automatically redials a number that is busy or does not answer. Available settings are from 0 to 10 tries.
recognizes the access digit you use in your PBX to get an outside line. Refer to Dial Parameter 8, Dial Prefix function for more information. Refer to the “Setting Basic Features, Connecting to a PBX” section of this handbook for instructions on changing this setting. Available settings are ON and OFF. Default: OFF. 7 AUTO START When this function is turned on, your fax machine automatically dials as soon as you press a One Touch key or enter an Auto Dial code—you do not have to press Start.
Service Function Settings In many cases, service function settings greatly change the way your fax machine operates. To change any of these settings, contact your Authorized OKIFAX Dealer. Service Function Settings List 1 LONG DOC. SCAN Normally fax machine does not scan documents longer than 14 inches (360 mm). When this function is on, your fax machine can scan and transmit documents of any length for up to one hour.
Changing the Language Your fax machine comes with two languages installed: English and one other language. The other language will be Spanish, French or Portuguese, depending on the type of unit you bought. These languages appear on the display and in reports. Follow the instructions below to switch languages. 1 Press the Select Function key. 2 Press the 9/User Program One Touch key. The display shows 1:FUNC. PROGRAMMING. 3 Press the Yes § key. The display shows FUNCTION NO. [ ] ENTER 01-23.
Answering Mode Options The answering mode you choose depends on how you use your fax machine and what telephone equipment is connected to it. Read through the mode descriptions below, then follow the instructions to change to the mode that best fits your needs. Auto Receive Mode [FAX] If your fax machine is connected to a telephone line reserved only for fax communications, use the Auto Receive mode. Your fax machine assumes all incoming calls are fax messages and automatically receives them.
Using Your Fax with an Answering Machine [TAD] TAD is Telephone Answering Device / Fax Automatic Switch Mode. Use this mode to connect an answering machine to your fax machine. Like Telephone/Fax mode, the Telephone Answering Device mode detects whether an incoming call is a fax or voice call. If it is a fax call, your fax machine receives the fax. If it is a voice call, your fax machine rings just as it does in Manual Receive mode.
Distinctive Ring: User Function 12 Some telephone carriers offer a service called Distinctive Ring. Distinctive Ring lets you have different numbers on one line, each with its own distinctive ring. You can then use one number exclusively as a fax number without the expense of a second line. (Your local telephone carrier can provide you with more information about this service, which usually has an additional charge.) To use this function, refer to Setting Your Fax Machine’s Ring Pattern below.
7 Using a separate telephone line, dial the number assigned to the fax machine within 90 seconds. If you don’t have access to a second line, have someone else make the call for you. When your fax machine begins to ring, it automatically detects and remembers its assigned ring pattern. Be sure to let it ring until either RESULT=OK or RESULT=NG displays. When the fax machine has successfully finished programming its ring pattern, the display shows RESULT=OK.
Monitor Volume: User Function 06 Second Paper Size: User Function 14 This function sets the volume for telephone line monitoring during dialing. Available settings are LOW (default), HIGH, and OFF. This function allows you to specify the size of the paper you are using in the optional second paper tray, and only appears if that option is installed. Refer to User Function Setting 13 for details.
! Some PBX installations may require additional adjustments to your fax machine. If you continue to have difficulty with fax communication after following these steps, contact your Authorized OKIFAX Dealer. 1 Press the Select Function key. 2 Press the 9/User Program One Touch key. 3 On the numeric keypad, press 2. The display shows 2:DIAL PARAMETER. 4 Press the Yes § key until the display shows PBX LINE, [OFF]. 5 Press the No © key. The display changes to PBX LINE, [ON].
Basic Faxing Operations This section explains how to load documents for faxing, how to send and receive faxes, how to use the closed network and voice request features, and how your fax machine handles power interruptions. Preparing Documents for Faxing Use the information in this section to make sure your documents scan and fax easily and clearly. Guidelines • Try to use good quality documents for your fax transmissions.
Multiple Page Documents Your fax machine can scan paper with a basis weight between 13 pounds (50 g/m2) and 28 pounds (105 g/m2). You can load up to 30 sheets of standard 20-pound (80 g/m2) paper, such as photocopier paper. If you use lighter or heavier paper, you can load up to 15 sheets. For very heavy paper, load and send pages individually. • For multiple-page documents, do not load paper thinner than 0.003" (0.08 mm) or thicker than 0.005" (0.13 mm).
3 Your fax machine will grip the documents and pull the bottom page into the machine. 4 To obtain the best possible quality for the type of document you are scanning or faxing, use the Yes § key to set the resolution of your document. For most normal documents, the default STD setting works well. For normal office documents, use STD (Standard) resolution, which scans at 200 x 100 dpi For documents with small type or other fine details, use • FINE resolution, which scans at 200 x 200 dpi or • EX.
will hear a high-pitched tone. If a person answers the phone, ask them to press the Start key on their machine. 3 If necessary, press the Start key to begin the transmission. Below are explanations for some of the messages you may see during a typical fax transmission. ! By default, One Touch keys and Auto Dial numbers begin transmission automatically, without pressing the Start key. The Auto Start setting lets you change this. Refer to the “Dial Parameters Settings” section of this handbook.
Search Key Dialing Redialing If you are not sure which One Touch key or Auto Dial number contains the location you want to call, use the Search key to look through an alphabetical list of all of the Location IDs programmed into your fax machine. 1 When selecting locations, press the Search key. The display shows If the line is busy or if there is no answer, your fax machine waits, and then automatically redials the number.
Stopping a Transmission To stop a transmission in progress, follow the instructions below. 1 Press the Stop key twice. The display shows STOPPED. 2 If documents are stuck partway through the document feeder, you may see a RELOAD DOCUMENT message on the display. Press the Stop key again. Your fax machine feeds the document the rest of the way through the document feeder.
• • • • To enter numbers, use the numeric keypad (press once) To enter spaces, use the Space One Touch key To enter hyphens (-), use the Hyphen key To enter alphabetical characters, locate the character you want on the numeric keypad. • Press that key repeatedly until the character appears on the display. • To enter a unique character, press the 0/Unique key repeatedly until the character you want appears. The following characters are available: ! # & ‘ ( ) * + , . / : ; = ? · ä ß ñ ö ü Æ Å Ø æ å ø.
Receiving Faxes in Memory Memory Reception Mode [MEM] When your fax machine is set to Memory Reception mode, it receives all messages into its memory without printing them out. The display shows MSG. IN MEMORY To print messages stored in the machine’s memory, switch to Auto Receive mode. Press the Auto Rec.
3 Press the Yes § key to erase the message from your fax machine’s memory. If there are more messages in memory, the display shows MSG. IN MEMORY, PRINTING Follow the steps above for each message you want to erase. ! WARNING: You cannot identify which message you are erasing. Rejecting Unsolicited (Junk) Fax Messages (Closed Network Option) The closed network option lets you set your fax machine to only transmit faxes to or receive faxes from locations programmed into One Touch keys or Auto Dial numbers.
Power Failures and Memory If power to your fax machine is interrupted, the problems listed below will occur. ! You can prevent these problems by installing an optional memory expansion board with a battery backup system that protects stored information for at least one hour. • Any messages your fax machine has scanned into its memory but not yet transmitted will be lost. This includes messages stored for bulletin polling.
! You need to have either the optional handset or an external telephone attached to the fax machine in order to use the voice request function. You can use the voice request function only when you are using the document feeder to send a fax directly to a single location. You cannot use it with memory, delayed, relay, or broadcast faxing. Initiating a Voice Request 1 During a fax communication, press the Hook V Request key.
Programming Your Speed Dial Directory Faxing is easier when you program frequently used fax numbers into the One Touch keys and use the Auto Dial numbers available in your fax machine. Your fax machine also allows you to organize the programmed numbers into groups for easier faxing to multiple locations. One Touch Faxing Programming One Touch Keys The fax unit has 15 One Touch key locations available on the main One Touch panel.
1 Press the Select Function key. 2 Press the 8/Location Program One Touch key. The display shows LOCATION PROGRAMMING ENTER (SRCH, OT, A/D, #). Where • SRCH represents Search (press the Search key) • OT represents One Touch • A/D represents Auto Dial • # represents Group 3 Press a One Touch key to program. 4 The display briefly shows NO=, ID= or a previously programmed fax number and Location ID. 5 After the display clears, enter the main fax number. Refer to the instructions below.
7 Enter the Location ID. This is a descriptive title up to 16 characters long. Refer to the instructions below. • To enter numbers, use the numeric keypad (press once) • To enter spaces, press the 14/Space One Touch key • To enter hyphens (-), press the Hyphen key • To enter alphabet characters, locate the character you want on the numeric keypad. Press that key repeatedly until the character appears in the display.
Using the One Touch Keys for Dialing To use a One Touch key for dialing, just press the appropriate One Touch key. For each key, you can program up to two telephone numbers: a primary number, which will always be dialed first, and an optional alternate number which will be automatically dialed if the first number is busy or if there is no answer. You can also use the Search key to find locations programmed into One Touch keys.
4/Relay Initiate TX key Use this key to set up a relayed fax transmission. During a relayed fax transmission, your fax machine initiates the transmission by sending a document to a second fax machine, which then broadcasts the message to a number of other fax machines. Refer to the “Relay Faxing” section of this handbook.
10/Message Print From Memory key Your fax machine is set to receive messages into memory and not print them when it runs low on toner. Using this key, you can force messages to print, although print quality may be poor because toner is low. This key is also used to print confidential fax messages received into mailboxes in your fax machine’s memory. Refer the “Advanced Operations, Confidential Faxes (Security Feature)” section of this handbook.
Using a Chain Dial Number 1 Select the One Touch key or Auto Dial number programmed with the first part of the chain dial number. 2 The display will show PRESS OT/AD/SRCH KEY. 3 Select the One Touch key or Auto Dial number programmed with the second part of the chain dial number. If the second part of the chain dial number was not programmed, enter it manually on the numeric keypad. 4 Press the Start key to begin sending the fax.
5 The display briefly shows NO=, ID= or a previously programmed fax number and location. 6 After the display clears, enter the fax number. Refer to the instructions below. • To enter numbers, use the numeric keypad (press once) • To enter spaces, press the 14/Space One Touch key • To enter hyphens (-), press the Hyphen key • To enter pauses (i.e.
Copying 78 Quantity and Resolution Making Copies You can use your fax machine as a stand-alone copier to make up to 99 copies of a document at one time. FINE is the default resolution for copies. To change to a finer resolution, press the Yes § key before you press the Copy key. For normal office documents, • Use STD (Standard) resolution • The resolution of this scan is 100 x 200 dpi For documents with small type or other fine details, • Use FINE or EX.
2 Neatly stack your documents, then insert them face down into the document feeder. Readjust the document guides for a snug fit. Your fax machine will grip the documents, and pull the bottom page into the machine. Using the Manual Paper Feeder Your fax machine’s manual paper feeder allows you to make copies on a different type of paper than what you normally keep in the paper tray. ! 3 Press the Copy key. The display shows PRG. NO. OF COPIES, [1SETS]. If you want to make just one copy, you are finished.
2 Press in on the lower half of your fax machine’s front panel indents, just above the paper tray. 4 Adjust the paper guides on the feeder. 5 Insert a sheet of paper face up. Adjust the guides again to ensure that the paper is straight. 3 Pull the manual paper feeder down until it is horizontal. 6 Press the Copy key (refer to the instructions above). If you are making more than one copy, or copying a multi-page document, insert additional sheets when the previous sheet is all the way through the machine.
Sending a Fax to Multiple Locations (Broadcasting) The broadcasting feature allows you to send one document to as many as 89 locations at the same time. You can program your list of locations into a group (see the “Programming Groups” section of this handbook), or, for each broadcast operation, you can select up to15 single-location One Touch keys, up to 64 Auto Dial Codes, and up to 10 manually entered numbers.
5 Select a location. Refer to the instructions below. • To broadcast to a programmed group, press the # key on the numeric keypad, then enter the two-digit number for the group. OR • To select using a One Touch key, press the One Touch key. • To select using an Auto Dial number, press the Auto Dial key, then enter the two-digit Auto Dial number on the numeric keypad. • To select using a number dialed on the numeric keypad, dial as you would on a normal telephone.
Sending A Fax to a Group What is a Group? A group is a collection of programmed locations. Once you have programmed some One Touch keys or Auto dial numbers, you can use these programmed locations to create groups. Using groups, you can easily send the same fax to multiple locations. You can program up to 10 groups, each having up to 90 numbers. What is an example of a group? Let’s imagine that you work with a team of several co-workers. Each co-worker is at a unique geographic location.
Programming Groups 1 Press the Select Function key. 2 Press the 8/Location Program One Touch key. The display shows LOCATION PROGRAMMING. 3 On the numeric keypad, press the # key. The display shows GROUP SETTING. 4 Using the numeric keypad, enter the two-digit group number (01 to 10) you want to program. 5 The display shows [the number of your current group] SELECT LOC.(S). 6 You can now add a location to your group, delete a location from the group, or search for a location.
7 After you have completed your selection by pressing Yes § or No ©, the display shows SELECT LOC. Continue to add or delete locations from your group. 8 When you are finished programming your group, press the No © key. The display shows LOCATION PROGRAMMING. 9 To program another group, go back to Step 3. If you are finished, press the Select Function key. Sending to a Group ! These instructions assume that you have the default setting for User Function 18 (FEEDER) engaged.
Relay Faxing What is Relay Faxing? Relay Initiating Station Relay faxing allows one fax machine to send a document to another fax machine, which then re-sends the document to a number of other locations. Two different fax machines are involved in transmitting a relay fax: the relay initiating station and the relay key station (hub). What is an example of Relay Faxing? Imagine that you need to send a fax to a number of locations in another area code.
Relay Key Station Initiating a Relay Broadcast The relay key station is the fax unit that receives the original fax message and then automatically relays or broadcasts the message to other remote fax machines. For this feature to be available, the relay key station must be an OKIFAX 2600. 1 Load your documents. 2 Press the Select Function key. 3 Press the 4/Relay Initiate TX One Touch key.
4 Press the Yes § key. a The first time you use this feature, the display reads: REMOTE LIST NO. [ ] ENTER 01-99 Using the numerical keypad, enter the 2-digit relay group number for the group you want to fax to. b If you have already used this feature, the display shows: REMOTE LIST NO. [XX] where XX is the last list number you entered. If the list number is correct, go to step 5. If you want to fax to a different list, press the No © key.
Advanced Operations Sending a Fax at a Later Date and Time You can program your fax machine up to three days in advance to send documents at a specified date and time. You can send one delayed fax at a time either from the document feeder or from memory. Refer to the information below to decide which method you want to use. Features and Limitations Sending a Delayed Fax from the Document Feeder • You can send the fax to one location. • You may have one delayed fax loaded into your fax machine.
Sending a Delayed Fax from Memory ! This is the fax unit’s default. • You can send the fax to multiple locations. • You may have five delayed faxes loaded into your fax machine. • The fax machine can be used for other transmissions while a delayed fax is waiting to be sent. • To change the default setting, you must adjust the settings for User Function 18, Mem./Feeder SW. Refer to the “Setting Basic Functions, User Function Settings” section of this handbook.
8 Press the Yes § key. The display shows BROADCAST/MEMORY TX. 9 Press the Yes § key. The display shows FEEDER TX. Press the Yes § key. 10 Select a location. Refer to the following instructions. • To select a One Touch key, press the One Touch key. • To select an Auto Dial number, press the Auto Dial key, then enter the two-digit Auto Dial number on the numeric keypad. • To select a number dialed on the numeric keypad, dial as you would on a normal telephone. 11 Press the Start key.
8 Press the Yes § key. The display shows BROADCAST/MEMORY TX 9 Press the Yes § key. The display shows BROADCAST/MEMORY TX. Press the Yes § key. 10 Select a location. Refer to the instructions below. • To select a One Touch key, press the One Touch key. • To select an Auto Dial number, press the Auto Dial key, then enter the two-digit Auto Dial number on the numeric keypad. • To select a number dialed on the numeric keypad, dial as you would on a normal telephone.
Canceling a Delayed Transmission Confidential Faxes (Security Feature) 1 Press the Stop key. The display shows COMMUNICATION CANCEL. 2 Press the Yes § key. The display shows the Location ID of the delayed transmission currently loaded in the fax machine. 3 Press the Yes § key. 4 If the delayed transmission was a feeder transmission, press the Stop key again to remove the document from the document feeder. Fax machines are often placed in public places where everyone can look through the received faxes.
Creating a Personal (Confidential) Mailbox The OKIFAX 5250 has eight personal (confidential) mailboxes. 1 Press the Select Function key. 2 Press the 9/User Program One Touch key. The display shows 1: FUNC. PROGRAMMING. 3 Press 5 on the numeric keypad. The display shows 5:PERSONAL BOX PRG. 4 Press the Yes § key. The display shows PERSONAL BOX NO. [ ]. 5 Using the numeric keypad, enter the number of the mailbox (1 to 8) you want to use. 6 The display asks you to confirm the box number.
Changing Your Password If you want to change the password of an existing mailbox, follow the instructions below. ! A mailbox must be empty before you can modify or delete it. 1 Press the Select Function key. 2 Press the 9/User Program One Touch key. The display shows 1:FUNC. PROGRAMMING. 3 Press 5 on the numeric keypad. The display shows 5:PERSONAL BOX PRG. 4 Press the Yes § key. The display shows PERSONAL BOX NO. [ ]. 6 The display asks you to confirm the box number.
11 To create a new password, enter a new 4-digit number on the numeric keypad. 12 Press the Yes § key to accept the new password. 13 Your fax machine will ask you to enter another mailbox number. • To continue programming mailboxes, go back to Step 5. • If you are finished programming, press the Select Function key. Closing (Deleting) a Mailbox If you want to delete an existing mailbox, follow the instructions below. ! A mailbox must be empty before you can modify or delete it.
8 Press the No © key until [CLOSE] appears. Then Press the Yes § key. When the display shows DELETE PERSONAL BOX press the Yes § key. 9 The fax machine will ask you to enter another mailbox number. • To continue programming mailboxes, go back to Step 5. • If you are finished programming, press the Select Function key. Sending Confidential Faxes ! To send a confidential fax, you must know in advance the mailbox the message should be sent to.
Receiving Confidential Faxes If you need to receive a fax that should not be seen by anyone else, have the person send the message from another Oki faxcapable unit as a confidential fax. In order to do this, you must first set up a confidential mailbox. Refer to the “Creating a Personal (Confidential) Mailbox” section of this handbook. Then, give your mailbox number to the person sending the message. An incoming confidential fax is stored in memory until you enter the password.
! If you want to clear the mailbox without waiting for printing, press the Stop key at this point. The display changes to CANCEL. Press the Yes § key to clear the mail box. Personal Mailboxes (Security Feature) A personal mailbox is a security feature of the fax unit. It allows you to send and receive password-protected, confidential faxes into secured memory. It also allows you to perform bulletin polling. Personal mailboxes may also be referred to as confidential mailboxes.
What is Bulletin Polling? To Cancel Polling This feature is similar to standard polling. The main difference is that the document is stored in a personal mailbox instead of loaded into the document stacker. This means that the document can be polled by more than one remote fax machine. The document is not deleted after it is polled. You can also store different documents in different boxes, so that you can easily change the document available for polling. 1 Press Stop.
Dialing Another Fax Machine to Request Documents (Polling Reception) 1 With no documents loaded, press the Select Function key. 2 Press the 5/Polling One Touch key. The display shows NO.=. 3 Press the Start key. The display shows POLLING RX, SELECT LOCATION. ! If you want to save the polled fax to a personal box, wait 3 seconds, then enter the box number and press Start. 4 Select a location. Refer to the instructions below. • To select a One Touch key, press the One Touch key.
5 Using the numeric keypad, enter the number of the mailbox (1 to 8) you want to use. 6 The display asks you to confirm the box number. Press the Yes § key if the number is correct. 7 The display shows PERSONAL BOX [CLOSE]. Press the No © key until POLL appears in the brackets. ! If [CONF] or [POLL] appears, then the box number is already in use as a confidential or bulletin poll mailbox. 8 Press the Yes § key to continue.
Transmit Preparation What is it? Transmit Preparation is a feature of the fax machine. Transmit preparation “interrupts” a fax transmission from memory to allow a document to be sent from the manual feeder. Once the manual transmission is complete, the memory transmission will resume. Here is an example of transmit preparation. Your fax machine is performing a broadcast transmission. The broadcast is going to twelve different locations.
Working with Dual Access Your fax machine’s dual access feature allows you to load and prepare to transmit (send) a document while your fax machine is receiving or sending another fax from memory. This feature increases your productivity and reduces the time you spend waiting for operations to finish.
What You Can Do While Making Copies While your unit is making copies, you can: • Continue to receive faxes while copies are printing, if your unit is set to receive faxes into memory.
Reports Understanding Reports Your fax machine provides a variety of useful reports. These help you understand the machine’s current settings, programming and operations.
• The communication mode used for each transmission or reception (Communication Codes). • The number of pages sent or received. • The result of each communication (Results Codes). • Service codes. Be sure to report these diagnostic codes if you contact your Authorized OKIFAX Dealer about communication problems. This report does not list messages that were received without errors. How to Interpret ! Broadcast Confirmation Report (MCF) How to Print What is it? 1 Press the Select Function key.
How to Print 1 Press the Select Function key. 2 Press the 6/Report Print One Touch key. The display shows 1:ACTIVITY REPORT. 3 Using the numeric keypad, press 2. The display shows 2:BROADCAST MCF. or Press the No © key repeatedly until the report you want to print appears on the display. 4 Press the Yes § key. The report prints. How to Interpret Refer to “What information does it provide?” for this report.
Confidential Reception Report How to Interpret What is it? Refer to “What information does it provide?” for this report. For Service Codes, refer to your Authorized OKIFAX Dealer. Your dealer will work with you to interpret the service codes (if any) that appear on this report. This report is an automatically printed notice that your fax machine has received a confidential message into a mailbox. What information does it provide? • The date the message was received.
How to Print 1 Press the Select Function key. 2 Press the 6/Report Print One Touch key. The display shows 1:ACTIVITY REPORT. 3 Using the numeric keypad, press 4. The display shows 4:CONFIGURATION. Or Press the No © key repeatedly until the report you want to print appears on the display. 4 Press the Yes § key. The report prints. How to Interpret The “What information does it provide?” section for this report explains the information provided in this report. Here is a list of the User Functions.
Message Confirmation Report (MCF) This report provides information about your last singlelocation fax transmission or polling transmission. • If the fax was transmitted from memory (not directly from the feeder), a portion of the first page prints after the report. If you do not want this portion of the first page to print, set User Function 04, Image in MCF, OFF. Refer to the “Setting Basic Features, User Function Settings” section of this handbook.
3 Press the Yes § key. The display shows FUNCTION NO. [ ]. 4 Using the numeric keypad, enter the 2-digit number of the function you want to change. 01 is for MCF(SINGLE-LOC.) The report automatically prints after each single-location transmission or polling transmission. 02 is for MCF(MULTI-LOC.) The report automatically prints after each multiplelocation transmission. The display shows the name of the selected function. MCF(SINGLE-LOC.) or MCF(MULTI-LOC.
Phone Directory What is it? This report provides a complete listing of all of the telephone numbers programmed into your fax machine’s One Touch keys, Auto Dial codes and groups. What information does it provide? • The Location ID and main fax number for each One Touch key and Auto Dial code. • The alternate number for each One Touch key. • The One Touch Parameter settings for each One Touch key. • A listing of all of the One Touch keys and Auto Dial codes included in each group.
Power Outage Report What information does it provide? What is it? • • • • This report automatically prints if power is interrupted. It lists all messages lost because of the power outage. Certain information stored in your fax machine is lost if power is interrupted under these circumstances: • If there is no optional memory expansion board installed. • If there is optional memory installed, but power has been interrupted for more than one hour.
Printing Reports Activity Report Refer to the “Using 6/Report Print One Touch Key” section, below. Broadcast Confirmation Report (MCF) Refer to the “Using 6/Report Print One Touch Key” section, below. Broadcast Entry Report Each time you program a multiple-location transmission (broadcast), your fax machine gives you the option of printing the Broadcast Entry Report to confirm your entries. Refer to the “Sending a Fax to Multiple Locations (Broadcasting) section of this handbook.
Using 6/Report Print One Touch key Using this key allows you to print four reports: Activity Report, Broadcast Confirmation Report, Configuration Report, and Phone Directory. 1 Press the Select Function key. 2 Press the 6/Report Print One Touch key. The display shows 1:ACTIVITY REPORT. If you want to print an Activity Report, skip to step 4. 3 Press the No © key repeatedly until the report you want to print appears on the display.
Result Codes Result codes indicate the results of communications. BUSY The other machine’s line was busy or there was no answer. CANCL A message was erased after being held in memory for 10 days. COMP A multiple-location transmission was completed. COVER The cover was opened during the communication. NO The transmission or reception failed. OK The communication was completed successfully. PUNIT This error code indicates a problem with the printing unit. Contact service.
Problem Solving 118 Clearing a Document Jam 2 Pull out the jammed document. When a document jams while being faxed or scanned, your fax machine beeps, the red Alarm indicator lights, and DOCUMENT JAM appears in the display. If the jammed document looks as if it is positioned straight in your feeder, press the Stop key to try to feed the document the rest of the way through the feeder. If this fails, follow the instructions below. 1 Grasp the control panel. Pull it up until it releases.
Clearing a Paper Jam 1 Lift the document table and swing it out of the way. If the Alarm indicator lights and your fax machine displays PAPER JAM or NO PAPER when the paper tray still contains paper, there may be one or more sheets of paper jammed in the machine. If you are out of paper, refer to the “Installation, Loading Paper” section of this handbook. To clear a paper jam, follow the instructions below. ! If you experience paper jams often, the type of paper you are using may be the problem.
3 Lift the image drum cartridge out and set it aside. ! Warning: Never expose the image drum unit to light for more than five (5) minutes. Never expose the image drum unit to direct sunlight. Never touch the surface of the green drum inside the image drum unit. 4 Pull out any paper you see jammed inside the machine. 120 | OKIFAX 5250 5 Pull out the paper tray. If any paper in the tray is damaged, remove and replace it. 6 Push the paper down until it is under the plastic tabs.
7 Make sure the paper stop in the tray is properly adjusted: not too loose, not too tight. 9 Place the image drum unit back into your fax machine. To make sure that the image drum is positioned correctly, press down firmly on both of the locations on the drum marked “PUSH.” 8 Slide the paper tray all the way back into the fax machine. 10 Close the copy stacker and push down until you hear a click. Be sure both sides are latched. 11 Close the document table.
! 122 | If you cannot remove jammed paper using the procedure above and most of the jammed sheet has emerged from the machine, use the following method. You will probably need someone to help you. Open the document stacker and copy stacker (steps 1 and 2 above). Reach between the two stackers and push back the blue output guide while pulling the paper out. Do not force the paper: you could damage the mechanism or leave paper fragments in it.
Replacing the Toner Cartridge The number of pages you can print with one toner cartridge varies depending on the type of documents you usually receive or copy. A toner cartridge will print about 2,000 lettersize pages at a typical print coverage of 4% (equivalent of CCITT No. 1 test chart). ! The first toner cartridge in your new fax machine has to fill the drum reservoir and saturate the developing roller with toner.
2 Push in the cover release buttons on the side of the copy stacker until you hear a click. Lift the copy stacker. 3 Pull the blue lever on the old toner cartridge all the way toward you. Carefully pull the old toner cartridge out of the image drum unit. Dispose of it in the plastic bag you received with your new cartridge. 124 | OKIFAX 5250 4 Remove the new toner cartridge from its package and gently shake it from side to side to distribute the toner.
6 Once the toner cartridge is in place, push the lever all the way toward the back of the fax machine to secure it and release the toner. 8 Close the copy stacker and push down until you hear the copy stacker click into place. Be sure that the cover latches on both sides. 7 Using the cleaning wipe provided with your new toner cartridge, gently wipe back and forth across the full length of the LED array. Let the array dry completely. 9 Close the document table.
For Your Safety: Handling the Toner Cartridge • Leave unused toner cartridges in their packages until needed. • When replacing a toner cartridge, re-use the packaging to dispose of the old toner cartridge. • Be careful when removing the toner cartridge. Do not let it touch your clothing or porous materials. The toner powder causes permanent stains. • Small amounts of toner spilled on skin or clothing can be readily removed with soap and cold water.
For Your Safety: Handling the Image Drum The CHANGE DRUM SOON Message • Leave unused image drum units in their packages until needed. • When replacing an image drum unit, re-use the packaging to dispose of the old image drum unit. • Do not expose these components to light for more than five minutes. • Never expose the green drum (inside the image drum unit) to direct sunlight. • Always hold the image drum unit by the ends, never by the middle.
When to Replace the Image Drum Cartridge You need a new image drum if the faxes you receive are light or have vertical streaks in them and you are not out of toner, or if your fax machine displays a CHANGE DRUM message. Contact your Authorized OKIFAX Dealer to order one. ! 2 Push in the cover release buttons on the side of the copy stacker until you hear a click. Lift the copy stacker. You must replace the toner cartridge when you replace the image drum.
4 Remove the protective sheet from the new image drum unit. 6 Install a new toner cartridge. Remove the new toner cartridge from its package and gently shake it from side to side to distribute the toner. Then carefully peel the white plastic tape from the bottom of the toner cartridge. 5 Insert the new image drum unit into your fax machine. To ensure that the image drum is positioned correctly, press down firmly on both of the locations on the image drum marked “PUSH.
8 Once the toner cartridge is in place, push the lever all the way toward the back of the fax machine to secure it and release the toner. 10 Close the copy stacker and push down until you hear the copy stacker click into place. Be sure that the cover latches on both sides. 9 Using the cleaning wipe provided with your new toner cartridge, gently wipe back and forth across the full length of the LED array. Let the array dry completely. 11 Close the document table.
Resetting the Drum Counter ! Important: Reset the drum counter only when you have finished installing a new image drum. You can only reset the counter when the Change Drum Soon message is on the display. 1 Wait until the time, date, and answering mode appear on the display. Then press the Select Function key. 2 Press the 7/Counter Display One Touch key. The display shows DRUM COUNT. 3 Press the Yes § key to clear the image drum unit counter. 4 Press the Select Function key to finish.
Error Messages Messages are listed in alphabetical order by the first letter of the message. CHANGE DRUM SOON The image drum is nearing the end of its projected life. Make sure a new drum is available, and replace the drum when print quality begins to deteriorate. COMMUN. ERROR There is a problem communicating with a remote fax machine. Refer to the “Problem Solving, Problem Checklist” section of this handbook for possible causes and solutions. COVER OPEN The stacker cover is not closed.
PAPER JAM [FAX] CHECK PAPER OR PATH Paper may be jammed inside the printing mechanism. Check the paper path and remove any jammed paper. Refer to the “Problem Solving, Clearing a Paper Jam” section of this handbook. PAPER MIS-FEED [FAX] CHECK PAPER OR PATH Paper is jammed feeding from the paper tray into the printer. Check the paper path and remove any jammed paper. Refer to the “Problem Solving, Clearing a Paper Jam” section of this handbook. NO PAPER REPLACE PAPER [FAX] The paper tray is out of paper.
Reading the Print Counters Problem Checklist The print counters count the number of pages your fax machine has printed or scanned in its lifetime. If you are experiencing a problem, a service person may ask you to check these counters. Your fax machine is a complex machine with many features and functions. Many problems you experience may be due to improper programming.
The display tells you to replace paper even though there is paper in the paper tray. • Make sure that the paper is properly stacked in the tray, then check for a paper jam in the paper feed path. Your documents jam in the scanner. • Check the document for wrinkles, tears or other damage. If it is damaged, try making a copy of the document on a photocopier and faxing or scanning the copy. • Make sure there are no staples or paper clips and that the paper is clean and dry.
The display shows a communication error. • A COMMUN. ERROR message indicates any of a number of problems. • You may be trying to communicate with an incompatible fax machine (your fax machine can only communicate with ITU-T Group 3 fax machines). • The remote machine may not be able to perform the function that you want, such as polling or confidential messages. • The remote machine may be out of paper or experiencing a paper jam. • Bad telephone line conditions can cause communication errors.
You sent a fax but it was received completely blank. • Make sure that you have loaded your document face down. You keep getting reports you do not want. • Message Confirmation Reports can be set to print automatically after each single or multiple-location transmission; Error Reports can be set to print after each failed transmission or reception. Check your user function settings and turn off the reports you do not want. Refer to the “Reports” section of this handbook.
Your fax machine does not answer the phone or receive faxes. • First make sure that your fax machine is turned on and the power cord is connected to the AC outlet. • If you have a handset connected to your fax machine, check that there is a dial tone on the phone line. • Check the reception mode you are using. Your fax machine will not automatically receive faxes in manual answering mode [TEL]. In TAD mode, the answering machine answers the call first.
Your fax machine will not poll a remote fax machine. • Call the person at the remote fax machine and make sure that they have loaded documents and set their fax machine in polling transmission mode. Someone tried to send you a confidential fax but nothing happened. • You must set up a personal (confidential) mailbox before anyone can send you a confidential fax. Refer to the “Advanced Operations, Confidential Faxes (Security Feature)” section of this handbook.
Your fax machine does not immediately switch to TEL mode when you make or receive a voice call. • Try pressing the Stop key. Your fax machine will return to standby mode so that you can converse. • This condition may happen infrequently due to telephone line conditions, or the type of external telephone used. Check the physical line connections (wall outlet and cord). If this problem happens often, call your Authorized OKIFAX Dealer for service.
Firmware Firmware is a category of memory chips that hold their content without electrical power and include ROM, PROM, EPROM and EEPROM technologies. Firmware becomes “hard software” when holding program code. This “hard software” is kept in semi-permanent memory. It will not be forgotten when the power is shut off. Firmware programs can be altered, and are frequently revised. An EPROM is typically erased by using intense ultraviolet light.
Security Confidential Faxes Fax machines are often placed in public places where everyone can look through the received faxes. If you are communicating with another Oki fax-capable unit, you can use the confidential fax feature. The receiving machine will store the message in a personal (confidential) mailbox (in the machine’s memory) and will not print it until a password is entered. This is an exclusive Okidata feature; you cannot use it with another manufacturer’s fax machines.
2 Press the 9/User Program One Touch key. The display shows 1:FUNC. PROGRAMMING. 3 Press the Yes § key. The display shows FUNCTION NO. [ ]. 4 Using the numeric keypad, enter 08. The display shows 08:CLOSED NETWORK nnn Where nnn is the current setting of this function. The settings are: RX, T/R, or OFF 5 Press the No © key until the setting you want appears in the display. RX: limits reception only. T/R: limits both transmission and reception. OFF: no limits on transmission or reception.
Safety Installation Hints • Install your fax machine in a dust-free location away from direct sunlight. • Do not plug your fax machine into a power source shared by equipment that produces electrical noise (i.e., air conditioners, etc.). • Leave electronic adjustments to authorized service personnel. • The LINE terminal connects your fax machine to a standard telephone line.
Operation and Maintenance • Use a dry cloth to clean the control panel and the main body of the unit. • Aside from replacing the toner and image drum cartridge, do not disassemble or attempt to service this unit yourself. Refer to a qualified technician for service. • Pull out the AC plug before trying to remove any objects that may have fallen into the machine. • If the unit becomes physically damaged, disconnect the power cord immediately and arrange for its repair or disposal.
Image Drum Cartridge • Leave unused image drum units in their packages until needed. • When replacing an image drum unit, re-use the packaging to dispose of the old image drum unit. • Do not expose these components to light for more than five minutes. • Never expose the green drum (inside the image drum unit) to direct sunlight. • Always hold the image drum unit by the ends, never by the middle. • Never touch the surface of the green drum inside the image drum unit.
Service and Support Much of this information is valid for the United States and Canada only. Okidata on the Internet Okidata is firmly committed to the satisfaction of our customers.
Okidata Customer Support is available 24 hours a day, 7 days a week (United States and Canada only). The system can provide immediate assistance with: • Basic Operating Procedures • Sales and Service Referrals • Parts and Consumable Referrals • Product Information ! Customer Service Representatives are not trained to provide assistance with the use of commercial software packages. Please consult your application’s manual for availability of their support.
User Function Settings User function settings allow you to customize the general operation of your fax machine. Refer to the following User Function Settings List to determine which settings you may need to change, then refer to the “Changing Your User Function Settings” part of this section to make the change. User Function Settings List 01 MCF(SINGLE-LOC.) This function automatically prints a Message Confirmation Report after each single-location transmission or polling transmission.
04 IMAGE IN MCF When a message confirmation of a memory transmission is printed, this function adds a portion of the first page of the document that was sent. This feature makes it easier to identify a fax, but it may present security problems if you are sending sensitive documents. Available settings are ON (default) and OFF. 05 SENDER ID This function controls the printing of your fax machine’s Sender ID on the faxes you send.
09 TX MODE DEFAULT Your fax machine is set for the STD (standard) resolution setting and the NORMAL contrast setting. If you consistently send faxes that require some other combination of transmission modes, use this function setting to change the default modes. While you are programming, the new default combinations appear on the lights above the Yes § and the No © keys. The default is STD/NORMAL. 10 T/F TIMER PROG.
override Distinctive Ring.This feature may not work properly if you have a telephone other than a genuine Oki optional handset connected to your fax machine. 13 1’ST PAPER SIZE This function allows you to specify the size of paper you are using in the paper tray. Available settings are letter (default), A4, legal 13, legal 14, and OTHER. 14 2’ND PAPER SIZE This function allows you to specify the size of the paper you are using in the optional second paper tray, and only appears if that option is installed.
Refer to the “Answering Mode, Using Your Fax with an Answering Machine [TAD]” section of this handbook. Available settings are OFF (default), 00, 11, 22, 33, 44, 55, 66, 77, 88, 99, **, and ##. 18 MEM./FEEDER SW. The fax unit is set to scan documents in and transmit them from memory. This function controls how manual feed transmissions are performed. Available settings are FEEDER (the default setting) and MEMORY.
Changing Your User Function Settings 1 Press the Select Function key. 2 Press the 9/User Program One Touch key. The display shows 1:FUNC. PROGRAMMING. 3 Press the Yes § key. The display shows FUNCTION NO. [ ]. 4 Using the numeric keypad, enter the 2-digit number of the function you want to change. The display shows the name of the selected function. 5 Repeatedly press the No © key until the setting you want appears in the display.
Dial Parameter Settings Dial Parameter Settings These functions allow you to control the way your fax machine dials telephone numbers. Refer to the Dial Parameter Settings List below to determine which settings you may need to change, then refer to “Changing Your Dial Parameter Settings” part of this section to make the change. Dial Parameter Settings List 1 REDIAL TRIES: This function controls how many times your fax machine automatically redials a number that is busy or does not answer.
5 MF(TONE)/DP (PULSE) This function sets the dialing method. Use the MF setting for Touch-Tone dialing, or the DP setting for pulse dialing. Default: MF (TONE). 6 PBX LINE Turn this function on if your fax machine is connected to a PBX (Private Branch Exchange—a phone system used to route internal calls).
Changing Your Dial Parameter Settings 1 Press the Select Function key. 2 Press the 9/User Program One Touch key. 3 On the numeric keypad, press 2. The display shows 2:DIAL PARAMETER. 4 Press the Yes § key until the display shows the dial parameter you want to change. 5 Repeatedly press the No © key until the setting you want appears in the display. 6 Press the Yes § key to confirm your selection. The name of the next dial parameter setting appears in the display. 7 Press the Select Function key to finish.
Service Function Settings In many cases, service function settings greatly change the way your fax machine operates. To change any of these settings, contact your Authorized OKIFAX Dealer. Service Function Settings List 1 LONG DOC. SCAN Normally fax machine does not scan documents longer than 14 inches (360 mm). When this function is on, your fax machine can scan and transmit documents of any length for up to one hour.
Glossary This glossary contains terms and words you may encounter when discussing or reading about fax machines and fax communications. Please use these definitions for reference only. A4, B4, A3. Standard stationery sizes defined by the International Standards Organization, an agency of the United Nations. A4 = 211 x 297 mm; B4 = 257 x 432 mm; A3 = 297 x 419 mm. Auto Dial. Enables user to store preprogrammed telephone numbers in the unit’s memory. Storage capability varies from unit to unit.
bps. Bits per second. Used to express the speed of Compatibility. The term “compatible” describes the ability of transmission of data. Because fax transmission treats a document as a graphic image rather than as a series of alphabetic and numeric characters, bps does not correspond to the number of characters transmitted per second. Broadcasting. Sending one document to many different locations at the same time. Byte. A group of digital elements, usually sent as eight bits to the byte. Call reserve.
Digital. Using the binary system—i. e., either 0 or 1—to describe everything, so that 0 means off and 1 means on. Digital fax machines convert the graphic image of your document into a series of zeros and ones by using the binary system of transmission to encode black and white occurrences. This increases transmission speed by passing over white spaces. See also White-line skip. Dual Access.
causing the bits to “retain” the pattern as it is “burned in.” Firmware is nonvolatile. It will not be “forgotten” when the power is shut off. Handheld calculators contain firmware with the instructions for doing their various mathematical operations. Firmware programs can be altered. An EPROM is typically erased by using intense ultraviolet light. Grayscale. Not a level of resolution, but a method of scanning and transmitting halftone images.
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 publicizing, the transmission speeds of their fax machines. ITU-T V.29 and V.27 ter. A standard set of communication procedures allowing fax machines to talk to all other units adhering to those standards. LCD. Liquid crystal display.
Multifunction Printer (MFP). Device that takes on two or more functions generally associated with individual peripherals and combines these into one product or in a linked series of modules. A multifunction printer might combine a fax machine with a copier with a computer printer. Multifunction Printer Option. Also known as the PC Interface Option. Connects a fax machine to a computer, allowing the user to work with both machines.
PBX (or PABX). Private branch exchange; privately-owned Private Line. Also known as a leased line. A service offered telephone equipment serving a particular building, business or area. Many PBX systems use digital transmission lines which, unlike more common PSTN lines, are not compatible with fax machine use. The user should not connect a fax unit to a PBX without first checking with the system manufacturer or service representative. PC Interface. Also known as the Multifunction Printer Option (MFP).
Redialing. The dialing again, either manually or automatically controlled, of the most recently dialed fax or phone number. Automatic redialing follows an unsuccessful dialing attempt. Relay broadcasting. Lets your fax machine store a document in internal memory, transmit the document to the memory of a remote fax machine, and then instruct that unit to relay (i. e., re-transmit) the document to each fax in a call group in the “hub” unit.
Secure Polling. Polling in which preset passcodes are checked between two machines before polling is allowed to take place. Speed-dialing. Allows the fax user to store frequently used fax numbers for dialing with the touch of three keys—an identifier key (either * or #) and then a two-digit code—for each number. See also Autodialing and One-touch dialing. Station ID. Also called Location ID or Receiver ID.
Transmission Speed. How fast a fax machine is sending a fax document. This speed depends upon the modem speed of each unit, the resolution setting, the content of the document, the encoding technique and the condition of the phone line (clean, noisy, etc.) Any change in any one of these five conditions will affect the speed, perhaps significantly. White-line Skip. A technique used to speed up fax transmission by bypassing redundant areas, such as white space.
Index Symbols 1'st paper size setting, 46 2'nd paper size setting, 46 A Activity report, 106–107 Add to a group, 84 Alarm indicator, 34 Answering machine, use with, 53 Answering mode, 52–54 changing, 52 options, 53–54 setting, 52 Auto dial faxing, 76–77 key, 33 rec key, 32 receive mode, 53 start, 50 B Broadcast confirmation report, 107–108 entry report, 108 feeder key, 36 Broadcasting, 81–82 performing a broadcast operation, 81–82 Bulletin polling, 100 Busy tone detect, 49 Buzzer volume, 43, 57 C Call back
Closed network option, 67–69, 142–143 Codes communication, 116 result, 117 Communication codes, 116 Confidential faxes, 93–99, 142 printing, 98 receiving, 98 sending, 97 reception report, 109 TX key, 37 Configuration report, 41, 109–110 Confirming results, 63 Connecting to PBX, 57–59 Connections answering machine, 21 external handset option, 22 external telephone, 21 power, 24 telephone line, 20 Control panel, 31–35, 40–41 170 | OKIFAX 5250 Copy key, 32 number of copies, 78 resolution, 78 Copying, 78–80
Distinctive ring, 55 setting, 44, 55 Document guides, 29 jams, clearing, 118 size, 59 stacker, 13, 29 table, 28 Documents loading, 60–62 multiple page, 60 preparing for faxing, 59–61 Drum counter, resetting, 131 Dual access, 39, 104–105 E Emergency first aid, 17 End of session tone, 38 ERR report, 42 Error correction mode setting, 48 messages, 132–141 tones, 38 F Fax ID, 26 identification, 25 on demand, 101 Fax/telephone auto switch mode, 53 Faxes confidential, 93–99, 142 delayed transmission, 89–93 Faxing
H Handset option, 10 Hook/V.
Message confirmation report, 111–112 print from memory key, 38 Messages, error, 132–141 Monitor volume, 43, 57 Multiple page documents, 60 N No key, 34 No paper reception, 66 No toner memory receipt setting, 51 O Off hook alarm tone, 38 Okidata customer support, 147–148 One touch keypad, 28, 33, 36–38 keys programming, 36, 70–72 using, 73 labels, 33 parameters, setting, 48 Options, 10, 148 P Paper full mark, 19 jams, clearing, 119–122 loading, 18–20 manual feeder, 79–80 path icon, 28 size settings, 57 tray
Power failures, 68 outage report, 114 switch, 29 Preparation transmit, 103 Preparing documents for faxing, 59–61 Print counters, 134 Printhead. LED, 30 Printing cleaning page, 122 Private Branch Exchange.
Reports, 106–117 activity, 106–107 broadcast confirmation, 107–108 broadcast entry, 108 codes, 116–117 confidential reception, 109 configuration, 109–110 message confirmation, 111–112 phone directory, 113 power outage, 114 printing, 115–116 Resetting drum counter, 131 Result codes, 117 Results confirmation, 63 Ring response, 54 setting, 44 setting, 54 S Safety, 144–146 Safety information, 11 Search, 84 key, 32 dialing, 63 Second paper size, 57 Second paper tray, 10 Security, 142–143 Select function key, 32
Tone key, 34 Tone/Pulse selection, 49 Toner cartridge, 30 handling, 17, 126, 145 installation, 15–17 order number, 148 replacement, 123–126 Tones, signal, 38 Transmissions, stopping, 64 Transmit mode default, 43 preparation, 103 resolution key, 34 TSI print setting, 51 Type of original key, 34 U Unique key, 34 Unpacking, 12–13 Unsolicited faxes, 67–69 User function settings, 42, 149–154 changing, 48 language changing, 52 setting, 46 program key, 37 V Voice request, 68 answering, 69 initiating, 69 key, 33 t
