Contents User’s Guide..................................................................... 6 Warranty Document ......................................................... 6 I-Fax Option Guide .......................................................... 6 Software Utilities CD-ROM ............................................ 6 I-Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Operation Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Manual Email Reception.................................................. 22 Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 SMTP Communication..................................................... 23 POP3 Communication...................................................... 23 Transmission troubleshooting .......................................... 24 Reception troubleshooting ...............................................
I-Fax I-Fax, despite its complicated nature, is an easy-to-use feature. The T.37 protocol allows your fax machine to send and receive email over your LAN connection, without ever needing to be hooked up to your computer. Note, if your email server uses authentication, see important information “Authentication Unable To Send Global E-mails” on page 25. The I-Fax feature is mutually exclusive with the parallel port connection on a 4580 Fax machine.
Operation Overview This overview has several sections to help you decipher and use the I-Fax process easily. • • • • • • • • • Please refer to “Materials Provided” on page 5 for further description. “Operation Overview” on page 2. “What Your I-Fax Machine Can Do” on page 3. “Installation Requirements” on page 3. “Internet Fax Transmission” on page 4. “Internet Fax Reception” on page 4. “Network Settings List” on page 5. “Materials Provided” on page 5. “Components of an Internet Fax” on page 6.
and setup requirements may vary from system to ! Installation system. 1. What Your I-Fax Machine Can Do I-Fax is a feature with many capabilities. Machine Installation This unit can: Installation covers the physical procedures, such as removing the unit from the shipping packaging, connecting the power, telephone, and network lines, installing consumables.
SMTP Server Address / Name 1. Enter the SMTP server name or IP Address. If entering the server’s IP Address, be sure to type the dots (full-stops) dividing the numbers. Example: 192.168.1.1 2. You may enter a server name only if a DNS server has been configured. Internet Fax Protocols TCP/IP SMTP POP3 DNS 3. Internet Fax Transmission General Information DNS Server’s IP ADDRESS To send an Internet Fax message, you need a mail server from which to send email.
The machine is ready to receive Internet Fax messages when these settings have been configured. To receive a fax message, the machine will access the server automatically at regular intervals according to the POP Interval Time setting. POP Server Password If there is mail, the machine will print it out automatically. 5. Network Settings List Enter the password assigned to this machine for accessing the POP server. This machine only receives TIFF files and text-format mail.
• Email • TIFF attachment(s) Each item is explained below. User’s Guide Your ability to receive, view, or print these components will vary according to the settings of different functions. The User’s Guide provides the information common to all configurations. Header Warranty Document The header includes all routing information for the path your Internet Fax followed from the time it was sent to the time it was received.
Note: If the receiver is another OKI I-Fax device, the format must be TIFF as the OKI devices cannot receive PDF. Email Addresses vs. PSTN (Phone) Numbers You can combine email addresses and telephone numbers in one communication session. 8. Helpful Hints (I-Fax) You can send a fax to several email addresses or several telephone numbers, or a combination of email addresses and telephone numbers.
Network Set Up To setup your fax machine on a network, settings for the machine are located in two places. 3. Using the numeric keypad, press 5. The display will show 5:CONFIGURATION. • Settings stored on the fax machine • Settings recorded on the network card 4. Press 1. I-Fax NIC Options Each section below is categorized by the Menu listings found in the fax machine.
3. Press NO NIC Options. To access settings: to scroll through the features available for SELECT FUNCTION Text Print USER PROG. Header Print Coding Mode I-Fax NIC Settings 9/HYPEN TUV 8 8:I-FAX NIC OPTIONS YES ( ) NO( /1-9) 1. Press Select Function to enter the menu. 2. Press 9/USER PROG to enter the programming menu and then press keypad 8 for I-FAX NIC OPTIONS. Ex.Fine Mode Sender ID (Email) Send File Format Send Notification 3.
only US-ASCII characters in the text can be printed as shown in the following table. Any characters that cannot be printed will be shown as spaces. Depending on the email client used, text may not be printed or come out garbled. 0 0 1 Note: Text is not generally base64 encoded and coded text is not supported (coded text is received, where the text in a coded condition is printed.) 1 2 3 4 5 6 7 SP 0 @ P ‘ p 1 A Q a q 2 B R b r ! 2 - Two or more sections of text are all printed.
• TYPE1: Print SUBJECT/FROM/TO • TYPE2: Print all header information This setting is only valid when the TEXT Print setting is ON. • Default: ON Adds the sender ID to the main body of images scanned by Internet Fax. This setting will always apply when using Internet Fax, regardless of the setting for 4:SYSTEM DATA PRG. When using Internet Fax as an email scanner, turn this setting OFF to prevent the sender ID data from appearing in scanned images.
This setting allows updates to the firmware when YES is enabled. Usually this option is not required except when a firmware update is released and run from a client machine. Daily Daily sets the machine to check the mail server once a day. Thus, it is required that the time of day is set for this option. POP Interval • Settings: Off/1min/5min/10min/30min/60min/Daily • Default: OFF POP Interval can be accessed using the following: SELECT FUNCTION 9/HYPEN USER PROG.
3. Press until NETWORK SETTINGS appears. 4. Press NO 5. Press • When 0.0.0.0 is set as the IP address, the DHCP function automatically starts. If a DHCP server is found, an IP address is obtained from the DHCP server. • From then on, an IP address is obtained from the DHCP server each time the power is turned OFF and ON; therefore, it is not necessary to change the IP address. When an IP address is obtained from the DHCP server, the address is displayed and an asterisk (*) appears at the end.
name of the POP server does not work, try entering ! IfthetheIPDNS address of the POP server. 1. Press the Number keys to insert either text or numbers. Press them repeatedly to enter the character desired. 2. To jump to the next field, use the NO 1. Press the Number keys to insert either text or numbers. Press them repeatedly to enter the character desired. YES or keys. 3. Press the Start 2. To jump to the next field, use the NO key to enter your settings.
2. If a password has already been entered, it is shown as XXXXXXXXXXXXXXXX (sixteen Xs). 3. Press the Number keys to insert either text or numbers. Press them repeatedly to enter the character desired. Pop User Id Enter the user ID registered on the POP3 server. 1. Press the Number keys to insert either text or numbers. Press them repeatedly to enter the character desired. 2. To jump to the next field, use the NO 4. To jump to the next field, use the YES or NO keys. 3. Press the Start keys. 5.
Restrictions • Up to 64 characters may be entered. • You may use Latin letters, numbers and symbols. • To enter symbols, use either one-touch keys or key “0” of the numeric ten-key pad. • The symbols that can be used are: ! # & ’ ( ) * + , - . / : ; = ? ·@?”_%~ • The “~” (tilde) symbol shows on the display as “-1”. • The ” and ’ symbols cannot be used. • Both uppercase and lowercase letters can be used. To change the case, press the 1/CAPS key. DNS P.SRV Address DNS = Domain Name Service. P.
Note: The message “ARE YOU SURE?” will appear on the display. You must confirm your choice before the unit will reset to factory defaults. Program OT Email Addresses Programming Email addresses can be accomplished using the following procedures: SELECT FUNCTION 2. Email Settings 8/+ LOCATION PROG. Registering addresses Email addresses up to 64 characters long can only be assigned to one-touch keys 01 to 10.
5. Select either TIFF or PDF for the default send format for the email address entered by pressing NO 4. The display will show the number of your current group and SELECT LOC.(S). You can now add a location to your group (or delete a location from it). Refer to the instructions below. YES or . 6. Select if you would like the Sender ID to appear in the image as the default for the email address entered by pressing YES or NO . 7.
User Interaction 1. Sending Email Email Key Options Sending emails can be accomplished in the following ways: Setting Description 1: To The email address you are sending to. 2: From The email address you would like to appear as the return address. The default is the fax machine’s own programmed email. 3: Subject Enter the subject of the email. If not subject is enter, then it will appear “Internet FAX Message from [Sender ID]”. Email Using Email Key 4: Send File Format TIFF or PDF encoding.
Notes: • To type in the full email addresses, select the Email key to enter each email addresses individually. Refer to “Email Using Email Key” on page 19 for further details. key. The • To stop transmission, press the Stop transmission will be terminated at once without asking for key again to remove the confirmation. Press the Stop document. • Internet Fax data is scanned into memory before transmission. If the document is too large for the memory capacity, make two or more transmissions. 6.
1. Place a document in the machine. 2. Press the Auto Dial key and then the # key. 3. Using the numeric keypad, enter the Group location desired, 1-10, and press the Start 1. Place a document in the machine. 2. Press the one-touch keys desired quickly in succession. For example, pressing OT1 and OT3 will tell the machine to email/fax to those programmed numbers. key. Example: To 3. Press the Start enter location 2, press 02. 4. ENTRY IS OK? will appear.
messages. If there is not, reception of a message may be terminated before reception is completed. • The size of TIFF that can be received with Internet Fax is approximately half the size of the memory capacity. A memory full message may appear when receiving a largesized original. If this occurs, have the original sent in sections. Manual Email Reception Requesting a manual reception of email is accomplished using the following procedure. SELECT FUNCTION 9/HYPEN WXYZ USER PROG.
Troubleshooting If a communication error occurs, check the service code shown on the Activity Report. Note: For service codes E001 and E002, the number of pages in the report will be left blank. SMTP Communication POP3 Communication The service code for a SMTP communication is prefixed with the letter E. The service code for a POP communication is prefixed with the letter F.
The TIFF file sent cannot be printed out on the receiver. Error Description F940 Memory full • Is the file sent at EX-FINE resolution or in coding mode other than MH? I-Fax simple mode Internet Fax products support only the STD and FINE resolution settings and MH coding mode.
Reception does not start. The fax machine prints out a large number of meaningless characters. • Has the POP interval been set to OFF? Check “POP Interval” on page 12. • Is there a sufficient free memory space? Images have to be first stored in memory and cannot be received if there is not enough space. Have the message resent in smaller pieces if possible. • It may be printing out a file format that the machine cannot decode. If this occurs, ask the sender to resend the fax using TEXT only format.
Resolution Any changes to allow the machine to send global emails would have to be made at the mail server itself. The network administrator needs to configure the mail server not to require authentication from the IP address the machine has been assigned. The administrator may not want to do this for security reasons, but it is the only method available that allows the machine to send emails outside of the local LAN.
