OKI B4545 User Manual

							Setting your terminal
61
DEACTIVATING THE INTERNET FUNCTION
If you do not wish to use the Internet functions:
91 OK - INTERNET / SUPPLIER
+Select NO ACCESS in the ISP list and confirm with OK.
MESSAGE SERVICE AND THE LAN
Your terminal also lets you send and receive documents and E-mails from 
subscribers throughout your local area network (LAN). 
Before LAN transmission, you must:
• check that all initialisation parameters correspond to those configured in 
your LAN,
• perform the proper settings, if needed, for the LAN connection.
INITIALIZATION PARAMETERS
You must define or, at least check all parameters needed to identify 
yourself with the LAN.  
If you do not know these parameters, contact your LAN administrator.
The parameters are divided in 3 categories:
• message service, allows you to define the message service identifier, the 
message service password and the E-Mail address,
• servers, allows you to identify the name of the OP address of Internet 
SMTP providers (send) and POP3 (MBX reception) and the address of 
DNS 1 and DNS 2 servers. The server address is made up of 4 groups of 
3 digits maximum, separated by dots.
• SMTP Authentification, used to activate the authentification protocol when 
the SMTP server used requests this to end e-mails.
Access to connection and message service parameters
91 OK - INTERNET / SUPPLIER 
+Select LOCAL NETWORK from the list and press OK. 
Choosing 
NO ACCESS disables access to LAN / Internet functions.
92 OK - INTERNET / INIT. ETHERNET
921 OK - INTERNET / INIT. ETHERNET / MESS. SERV
+Enter Email IDENTIFIER, press OK.
+Enter Email PASSWORD, press OK.
+Enter E-MAIL ADR, press OK.
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							62 Setting your terminal
Access to servers parameters
922 OK - INTERNET / INIT. ETHERNET / SERVERS
+Enter SMTP, press OK.
+Enter POP3, press OK.
+Enter DNS 1 (primary), press OK.
+Enter DNS 2 (secondary), press OK.
Sample LAN settings for the terminal
If your LAN settings are as follows:
Non-functional data given by way of example.
then, you should complete the following MENUS on your fax 
machine: MESSAGE SERVICE IDENTIFER: demo jt13
MESSAGE SERVICE PASSWORD: *****
E-MAIL ADDRESS: [email protected]
SERVER:
SMTP mail.myintranet.com
POP mail.myintranet.com
DNS 1 102.195.014.001
DNS 2 102.195.014.002
91 supplier LOCAL NETWORK
message service
9221 Email ID demo jt13
9222 EMAIL PASSWORD *****
9223 E-Mail adr [email protected]
Servers
9231 SMTP mail.myintranet.com
9232 POP3 mail.myintranet.com
9233 DNS 1 102.195.014.001
9234 DNS 2 102.195.014.002
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							63 Setting your terminal
 
Your terminal now configured, you can:
• configure the standard settings, to connect to your LAN, and the 
E-mail sorting (refer to paragraph Settings, page 57),
• configure the LAN connection (refer to paragraph Internet Con-
nection, page 60),
• deactivate the LAN function (refer to paragraph Deactivating the 
Internet function, page 61).
 smtp authent. 
9241 activation With or Without
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							64
DIRECTORY
Your fax lets you create a directory by memorizing contact records and contact lists.
• Your terminal can store up to 500 contact records with names and phone numbers.
• You may also group several names to build a contact list with up to 32 contact lists. 
A contact list is made from the contact records already stored.
For all contact records or contact lists you may:
•create
•consult
•modify contents
• delete
• print the directory
You may save and if needed load your directory. To proceed, you need to contact your 
reseller and purchase the optional Directory card. This gives you access to functions 
161 
and 
162 (refer to paragraph Guide to function list, page -31). To proceed, you need to 
contact your reseller and purchase the optional kit save.
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							65 Directory
CREATING CONTACT RECORD
For each contact record, complete the fields listed below. Only fields with the 
Name and Telephone number have to be completed:
•Contact NAME,
•TEL and fax number of contact,
•E-mail address, example: [email protected],
or
•FTP address, example: 134.1.22.9
Remark  : If you have not entered an e-mail address, then you have the possibility of 
entering an FTP address (for archiving purposes).
•FORMAT:  by default, the attachment is PDF or Image (.tiff or .jpeg) 
•RECORD NUMBER: this number is automatically allocated by the fax (you can, nonethe-
less, modify it). It gives you quick access to the directory,
•RATE send fax you can choose for each contact the minimum send rate for faxes you 
send to him.  Available rates are 2400, 4800, 7200, 9600, 12000, 14400 and 33600 bits 
per second. The maximum speed can be used if the telephone line is of good quality, 
meaning appropriate, without echo.
Remark  : If a contact has the two fields TEL and E-MAIL completed, the validation 
key (  or  ) will define whether the document is sent by telephone 
network or via the internet.
ADDING A RECORD
 11 OK - DIRECTORY / NEW CONTACT
+Your fax has just created a new record, fill in it by first entering your contact’s 
name then validate with OK.
Remark  : you can stop the list creation at any time by pressing  .
+Enter the person’s fax number1 and press OK to confirm.
To associate an e-mail address:
+Enter the E-Mail address of your contact and press OK to confirm.
+Define the attachment format (Image or PDF) OK.
+Your contact’s ID number will automatically appear on the screen, if you wish 
to modify this number you may do so by choosing another free number and 
validate with OK.
1. If your terminal is connected to a PABX, you may need to insert a pause for dial tone  (symbo-
lised by the sign / in the number) except  if a local prefix is already programmed (see § 
Local Prefix)
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							Directory
66
+Select the option WITH assigned key if you want to assign a letter (shortcut key) to 
your contact. The first available letter appears by default. If you want to change it, 
scroll the letters by means of the 
or  keys, and press OK to confirm. 
+If need be, select the appropriate transmission speed to send your faxes, and confirm 
your choice by pressing the OK key.
To associate an FTP address :
+Do not enter the e-mail address. Validate with OK key.
+Enter the FTP address of the contact, then validate with OK key (for example: 
134.1.22.9).
+Enter the FTP user name (for example: Durand).
+Enter the PASSWORD of the FTP user.
+If necessary, enter the file destination directory (when this field is not completed, the 
files are stored directly under the root) of the FTP server  (for example: server name 
/ Durand).
+Define the attachment format (Image or PDF) OK.
+A number allocated to your contact will be automatically displayed on the screen.  If 
you do not want to use this number, it can be modified by entering another number, 
then validating with OK key.
+Select the option WITH  the associated key if you want to associate a letter (shortcut 
key) with your contact.  The first letter free is displayed by default.  If you want to 
modify this, scroll through the alphabet by using 
or  keys, then validate your 
choice with the OK key 
+Select, if necessary, the appropriate send rate for a fax intended for your contact, then 
validate your choice with the OK key.
CREATING CONTACT LISTS
A contact list is made from the contact records already stored.
For each list fill in the following lines:
•NAME of the list
•NUMBER ASSIGNED to the list, this number is automatically assigned by the fax. It allows quick 
access to the answering machine
•LIST COMPOSITION, its lists the ID numbers assigned to the contacts records included in the list
•LIST NUMBER, a number lets you identify the list filed under (L)
A list may include both fax and internetcontacts.
The same contact may be included in different lists.
Caution - It is impossible to add one contact list to another contact list.
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							67 Directory
ADDING A LIST
To add a list:
 
12 OK - DIRECTORY / NEW LIST
+Your fax machine has just created a new list, fill it in by first entering the 
name of this list  then confirm with OK.
Remark  : You can stop a list or record creation at any time by pressing  . Also, you 
do not have to complete all the list characteristics as you create it; you can 
save the list as it is by pressing  .
The empty field ENTER ABR. NUM. appears, you must fill in the ID numbers 
assigned to the contact records included in this list.
+There are three ways, detailed in the table below, to choose and add one or 
more contacts to your list. Then confirm your choice by pressing OK.
+For every contact included in the list repeat the above step then validate 
with OK.
Remark  : you can stop record creation at any time by pressing   . 
+The list ID number will automatically appear on the screen, if you wish to 
modify this number  you may do so by choosing another free number and 
validate with OK.
+Press  to confirm your entry.
From ... Procedure
contact’s name
+With the alphanumeric keypad enter 
the first letters of your contact’s 
name and continue until the whole 
name is displayed on the screen.
contact’s ID number
+Enter directly the contact’s ID 
number.
contact’s directory
+Press key   then select by means of 
the 
 or  keys .
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							Directory
68
ADDING OR DELETING A NUMBER FROM THE LIST
 13 OK - DIRECTORY / MODIFY
+Select the contact list (L) by means of the  or  keys and validate your choice 
with OK.
+Press OK to display the ENTER ABR. NUM. field, and add or delete the contact as shown 
in the table hereafter:
+Confirm the new list by pressing    key.
CONSULTING A RECORD OR A LIST
+Press key  .
The directory appears in alphabetical order.
+Select the contact record or contact list (L) you wish to consult.
MODIFYING A RECORD OR A LIST
 13 OK - DIRECTORY / MODIFY
The directory appears in alphabetical order.
+Use the  or  keys to select the contact list (L) you wish to modify and press OK 
to confirm.
+Modify the line or lines in the contact record or contact list and confirm each 
modification with OK.
Remark  : You may confirm your modification by pressing   key , but you will exit the menu 
and may not be able to modify the following lines.
To ... Procedure
add
+Enter the contact ID number you wish to add and 
confirm with OK.
+Repeat this step for each added contact you want to 
add.
delete
+Place the keys or , on the number you wish to 
delete.
+Press key C to delete the number assigned to the list.
+Repeat these 2 steps for each contact you wish to 
delete from the list.
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							69 Directory
DELETING A RECORD OR A LIST
 14 OK - DIRECTORY / CANCEL
The directory appears in alphabetical order.
+Use the  or  keys to select the contact record or contact list  (L) you wish 
to delete and confirm with OK.
+Press again OK to confirm your deleting.
The  record or list is deleted from the directory.
PRINTING THE DIRECTORY
You may print all the numbers stored in the directory, including all the existing 
contact records or contact lists.
To print the directory:
 
15 OK - DIRECTORY / PRINT 
The directory is printed in alphabetical order.
IMPORTING A DIRECTORY
You can import an existing directory of contacts into your fax machine as an 
electronic file. This file must be in a specific format and must not comprise more 
than 500 entries.
The process of importing a directory uses electronic mail as the transfer 
mechanism. The electronic file containing the directory is received and processed 
as an e-mail attachment.
Caution - Importing a new directory completely overwrites any existing directory 
entries.
THE FILE STRUCTURE
The electronic file containing the data in the directory must be structured into lines 
or records each comprising five fields separated from one another by a unique 
character (a tab stop, a comma or a semi-colon). The lines themselves are 
separated by a line break (carriage return).
Fields Contents
NameA unique identifier in your directory, up to 20 characters long. 
This field is mandatory; the name should not include the field 
separator character.
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							Caution - You must enter a value for at least one of the Fax number or  
E-mail address fields. To enter a blank line, key in four field separator characters in a row.
For example:
Smith;0123456789;[email protected];J;8
Jones;01987654321;;@;8
OConnor;0123469874;[email protected];U;8
 
Remark  : @ alone is the indication that no associated key is assigned to the entry.
The rate is coded on a number, see the following board:
                   Fax 
numberYour contact’s fax number, without spaces or dots, can be up 
to 30 characters long (including any * and # characters). This 
field may be left empty, for instance, in the case of contacts to 
whom you only send e-mails.
E-mail 
addressYour contact’s e-mail address. Can be up to 80 characters long, 
but must not comprise the field separator character. Any other 
characters may be used in this field, which can also be left 
blank.
Shortcut 
keyA capital letter (A to Z), unique to the directory, which is 
associated with a specific contact and enables quick selection. 
As with the two previous fields, this field can be left blank.
SpeedThe fax transmit speed over the PSTN. If you do not specify a 
value, the default speed is the maximum speed. This field may 
be left blank if all your fax transmissions are handled by a fax 
server.
Rate Code 
number
600 7
1200 6
2400 5
4800 4
7200 3
9600 2
12000 1
14400 0
33600 8
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