Panasonic Kx Fb421 Flatbed Plain Paper Fax Operating Instructions

							Features Summary
61
Advanced features 
Code #22: Setting the journal report to print 
automatically 
AUTO JOURNAL
MODE=ON [±]
ON (default):The unit will print the journal 
report automatically after every 30 new fax 
communications (page 42).
OFF:The unit will not print the journal report, but 
keep records of the last 30 fax communications.
Code #23: Sending documents overseas 
OVERSEAS MODE
MODE=ERROR [±]
If you have difficulty sending an overseas fax, 
activate this feature before starting transmission. 
This feature makes sending documents easier 
as the transmission speed is slowed down.
LThis feature is not available for broadcast 
transmission.
LThe calling charge may be higher.
NEXT FAX:This setting is effective only for the 
next attempted fax transmission. After 
transmission, the unit will return to the previous 
setting.
ERROR (default):When the previous fax 
transmission fails and you wish to redial the 
same number.
OFF:Deactivates this feature.
Code #25: Sending a fax at a specific time 
DELAYED SEND
MODE=OFF [±]
This feature allows you to take advantage of low-
cost calling hours offered by your telephone 
company. This feature can be set up to 24 hours 
in advance of the desired time.
To send a document:
1.Insert the document into the auto document 
feeder.
2.Follow steps 1 and 2 on page 59.
3.Press {
{{ {+
++ +}
}} } or {
{{ {-
-- -}
}} } to select “ON”.
4.Press {
{{ {SET}
}} }.
5.Enter the fax number.
6.Press {
{{ {SET}
}} }.
7.Enter the transmission start time.
LPress {
{{ {*
** *}
}} } to select “AM” or “PM”.
8.Press {
{{ {SET}
}} }.
9.Press {
{{ {MENU}
}} }.LTo cancel after programming, press {
{{ {STOP}
}} } 
then {
{{ {SET}
}} }.
Code #26: Setting the Caller ID list to print 
automatically 
AUTO CALL. LIST
MODE=ON [±]
ON (default):The unit will print the Caller ID list 
automatically after every 30 new calls (page 37).
OFF:The unit will not print the Caller ID list, but 
keep records of the last 30 caller information.
Code #31: Activating the Distinctive Ring 
feature 
DISTINCTIVE RING
MODE=OFF [±]
See page 53 for details.
Code #32: Setting the ring pattern for 
Distinctive Ring feature 
FAX RING PATTERN
RING=B–D [±]
See page 54 for details.
Code #34: Setting the quick scan 
QUICK SCAN
MODE=OFF [±]
This feature is helpful when you want to remove 
the document for other uses, because the unit 
will release the document before 
sending/copying.
LIf the document exceeds the memory 
capacity, sending/copying will be canceled 
and this feature will be turned off 
automatically.
ON:The unit will scan the document and store it 
into memory first, then the unit will start 
sending/copying.
OFF (default):Deactivates this feature. 
						

							Features Summary
62
Code #36: Receiving oversized documents 
RCV REDUCTION
MODE=92% [±]
If the size of the document sent by the other 
party is as large as, or larger than the recording 
paper, the unit can reduce the document and 
print it. Select the desired reduction rate.
Code #39: Changing the display contrast 
LCD CONTRAST
MODE=NORMAL [±]
NORMAL (default):For normal contrast.
DARKER:Used when the display contrast is too 
light.
Code #40: Setting the silent detection 
SILENT DETECT.
MODE=OFF [±]
If you use the unit with an answering machine 
and wish to receive faxes from older model fax 
machines, activate this feature.
ON:If the other party’s fax machine does not 
send a fax calling tone, activate this feature. The 
unit detects a silent pause and activates the fax 
function.
OFF (default):If you use an answering machine 
to give greeting messages and record incoming 
messages on a single cassette tape, deactivate 
this feature.
Code #41: Changing the fax activation code 
FAX ACTIVATION
MODE=ON [±]
If you use an extension telephone and wish to 
use it to receive a fax, activate this feature and 
program the activation code.
1.Follow steps 1 and 2 on page 59.
2.Press {
{{ {+
++ +}
}} } or {
{{ {-
-- -}
}} } to select “ON”.
3.Press {
{{ {SET}
}} }.
4.Enter your code from 2 to 4 digits, using 0–9 
and *.
LThe default code is “
@
@@ @9”.
LDo not enter “0000”.
5.Press {
{{ {SET}
}} }.
6.Press {
{{ {MENU}
}} }.
Code #44: Setting the memory reception alert 
RECEIVE ALERT
MODE=ON [±]
To alert you with a beeping sound when a 
received fax document is stored into memory 
due to some existing problem.
If you are alerted by a slow beeping sound, clear 
the printing problem and make sure the unit is 
supplied with enough paper to print the stored 
document. The beeps will stop.
ON (default):You will hear a beeping sound.
OFF:Deactivates this feature.
Code #46: Setting the friendly reception 
FRIENDLY RCV
MODE=ON [±]
To receive a fax automatically when you answer 
a call and hear a fax calling tone (slow beep).
ON (default):You do not have to press 
{
{{ {FAX/START}
}} } for fax reception.
OFF:You have to press {
{{ {FAX/START}
}} } for fax 
reception.
SettingRecording 
paper sizeOriginal 
document 
size
100%Legal Letter, A4
A4 Letter
92%
(default)Letter Letter
Legal Legal
A4 A4
86%Letter A4
72%Letter Legal
A4 Legal 
						

							Features Summary
63
Code #76: Setting the connecting tone 
CONNECTING TONE
MODE=ON [±]
If you often have trouble when sending a fax, this 
feature allows you to hear connecting tones; fax 
tone, ring back tone and busy tone. You can 
confirm the status of the other party’s machine.
LIf the ring back tone continues, the other 
party’s machine may not be a facsimile or 
may have run out of paper. Check with the 
other party.
LThe connecting tone volume cannot be 
adjusted.
ON (default):You will hear connecting tones.
OFF:Deactivates this feature.
Code #80: Resetting advanced features to 
their default settings 
SET DEFAULT
RESET=NO [±]
To reset the advanced features:
1.Press {
{{ {MENU}
}} }.
2.Press {
{{ {#
## #}
}} }, then {
{{ {8}
}} }{
{{ {0}
}} }.
3.Press {
{{ {+
++ +}
}} } or {
{{ {-
-- -}
}} } to select “YES”.
4.Press {
{{ {SET}
}} }.
5.Press {
{{ {SET}
}} } again.
6.Press {
{{ {MENU}
}} }. 
						

							Error Messages
64For fax advantage assistance, call 1-800-435-7329.
Help
Reports 
If your unit cannot send a fax, check the following:
–The number you dialed is correct.
–The other party’s machine is a facsimile.
If the problem remains, correct it by following the communication message printed on the sending and 
journal reports (page 42). 
COMMUNICATION ERROR
(Code: 40-42, 46-72, FF)
LA transmission or reception error occurred. 
Try again or check with the other party.
COMMUNICATION ERROR
(Code: 43, 44)
LA line problem occurred. Connect the 
telephone line cord to a different jack and try 
again.
LAn overseas transmission error occurred. Try 
using the overseas mode of feature #23 
(page 61).
DOCUMENT JAMMED
LThe document is jammed. Remove the 
jammed document (page 73).
ERROR-NOT YOUR UNIT
(Code: 54, 59, 70)
LA transmission or reception error occurred 
because of a problem with the other party’s 
fax machine. Check with the other party.
MEMORY FULL
LThe document was not received as a result of 
the memory being full.
NO DOCUMENT
LThe document was not fed into the unit 
properly. Reinsert the document and try 
again.
OTHER FAX NOT RESPONDING
LThe other party’s fax machine is busy or has 
run out of recording paper. Try again.
LThe document was not fed properly. Reinsert 
the document and try again.
LThe other party’s fax machine rings too many 
times. Send the fax manually (page 41).
LThe other party’s machine is not a facsimile. 
Check with the other party.
LThe number you dialed is not in service.
PRESSED THE STOP KEY
L{
{{ {STOP}
}} } was pressed and fax 
communication was canceled.
THE COVER WAS OPENED
LThe printer cover was opened. Close it and 
try again.OK
LFax communication was successful. 
						

							Error Messages
65For fax advantage assistance, call 1-800-435-7329.
Display 
If the unit detects a problem, one or more of the following messages will appear on the display.
CALL SERVICE
LThere is something wrong with the unit. 
Contact our service personnel.
CARRIAGE ERROR
b
RELEASE
SHIPPING LOCK
LThe shipping lock is locked. Unlock the 
shipping lock (page 10). If the display 
messages still remain after unlocking, there 
is something wrong with the carriage sensor. 
Contact our service personnel.
CHECK ADF CABLE
LThe ADF cable is not connected correctly. 
Check the connection (page 9).
CHECK DOCUMENT
LThe document was not fed into the unit 
properly. Reinsert the document. If 
misfeeding occurs frequently, clean the 
document feeder rollers (page 75) and try 
again.
LAttempted to transmit a document longer 
than 600 mm. Press {
{{ {STOP}
}} } to remove the 
document. Divide the document into two or 
more sheets and try again.
CHECK MEMORY
LThe memory (telephone numbers, 
parameters, etc.) has been erased. Re-
program.
CHECK PAPER
LThe recording paper is not installed or the 
unit has run out of paper. Install paper and 
press {
{{ {SET}
}} } to clear the message.
LThe recording paper was not fed into the unit 
properly (page 72). Reinstall paper (page 14) 
and press {
{{ {SET}
}} } to clear the message.LThe recording paper has jammed near the 
recording paper entrance. Clear the jammed 
paper (page 70) and press {
{{ {SET}
}} } to clear the 
message. Do not install folded or heavily 
curled paper.
CLOSE ADF COVER
LThe ADF cover is open. Close it.
COVER OPEN
LThe printer cover is open. Close it.
DIRECTORY FULL
LThere is no space to store new entries in 
navigator directory. Erase unnecessary 
entries (page 35).
FAX IN MEMORY
LThe unit has a document in memory. See the 
other displayed message instructions to print 
out the document.
FAX MEMORY FULL
LThe memory is full of received documents 
due to a lack of recording paper or a 
recording paper jam. Install paper (page 14) 
or clear the jammed paper (page 70).
LWhen performing memory transmission, the 
document being stored exceeds the memory 
capacity of the unit. Transmit the entire 
document manually.
FILM EMPTY
LThe film is empty. Replace the film with a new 
one (page 11).
LThe ink film is slack. Tighten it (page 12) and 
install again.
FILM NEAR EMPTY
LThe remaining film is low. Prepare a new film 
(page 6). 
						

							Error Messages
66For fax advantage assistance, call 1-800-435-7329.
MEMORY FULL
LWhen making a copy, the document being 
stored exceeds the memory capacity of the 
unit. Press {
{{ {STOP}
}} } to clear the message. 
Divide the document into sections.
MODEM ERROR
LThere is something wrong with the modem 
circuit. Contact our service personnel.
NO FAX REPLY
LThe other party’s fax machine is busy or has 
run out of recording paper. Try again.
OPEN CABINET
CHECK FILM SLACK
b
OPEN CABINET
CHECK FILM TYPE
LThe ink film is empty. Replace the ink film 
with a new one (page 11).
LThe ink film is not installed. Install it (page 
11).
LThe ink film is slack. Tighten it (page 12).
LThe fax machine is positioned near 
appliances such as TVs or speakers which 
generate an intense magnetic field.
PAPER JAMMED
LA recording paper jam occurred. Clear the 
jammed paper (page 70).
PLEASE WAIT
LThe unit is checking that there is no slack on 
the ink film. Wait for a moment while the 
check is completed.
REDIAL TIME OUT
LThe other party’s fax machine is busy or has 
run out of recording paper. Try again.
REMOVE DOCUMENT
LThe document is jammed. Remove the 
jammed document (page 73).
TRANSMIT ERROR
LA transmission error occurred. Try again.
UNIT OVERHEATED
LThe unit is too hot. Let the unit cool down. 
						

							Frequently Asked Questions
67For fax advantage assistance, call 1-800-435-7329.
Frequently Asked Questions
When a function does not work, check here
General
I cannot make and receive calls.
LThe power cord or telephone line cord is not 
connected. Check the connections.
LIf you used a splitter to connect the unit, 
remove the splitter and connect the unit to 
the wall jack directly. If the unit operates 
properly, check the splitter.
I cannot make calls.
LThe dialing mode setting is wrong. Change 
the setting of feature #13 (page 60).
The unit does not work.
LDisconnect the unit from the telephone line 
and connect the line to a known working 
telephone. If the working telephone operates 
properly, contact our service personnel to 
have the unit repaired. If the working 
telephone does not operate properly, contact 
your telephone company.
The unit does not ring.
LThe ringer volume is set to off. Adjust it (page 
27).
The unit displays the following though the 
paper is inserted.
CHECK PAPER
LThe paper is inserted halfway. Insert it 
correctly (page 14) and press {
{{ {SET}
}} } to clear 
the message.
The other party complains they only hear a 
fax tone and cannot talk.
LFAX ONLY mode is set. Tell the other party 
the number is only used for faxes.
LChange to TEL mode by pressing 
{
{{ {RECEIVE MODE}
}} }.
LIf you use a Distinctive Ring service, make 
sure you have set the same ring pattern 
assigned by the telephone company (page 
53).
The receiving mode does not function 
properly.
LA Distinctive Ring of feature #31 is set (page 
53).The {
{{ {REDIAL/PAUSE}
}} } button does not 
function properly.
LIf this button is pressed during dialing, a 
pause will be inserted. If pressed 
immediately after a dial tone is obtained, the 
last number dialed will be redialed.
During programming, I cannot enter the code 
or ID number.
LAll or part of the numbers are the same. 
Change the number of features #12 (page 
60) and #41 (page 62).
The ink film runs out quickly.
LThe help printing function, copy function, and 
reports also use ink film.
The unit beeps.
LRecording paper or ink film has run out. 
Press {
{{ {STOP}
}} } to stop the beeps and install 
paper/ink film.
Whenever I try to retrieve my voice mail 
messages, the retrieval is interrupted by the 
fax tone.
LYou are probably entering *98 or *99 to 
retrieve your messages. *9 is the default 
setting for the fax activation code. If you use 
a voice mail service, set the fax activation 
feature to off or reprogram the activation 
code (feature #41 on page 62).
Fax – sending
I cannot send documents.
LThe telephone line cord is connected to the 
EXT jack on the unit. Connect to the LINE 
jack (page 15).
LThe other party’s fax machine is busy or has 
run out of recording paper. Try again.
LThe other party’s machine is not a facsimile. 
Check with the other party.
LThe other party’s fax machine rings too many 
times. Send the fax manually (page 41).
The other party complains that letters on 
their received document are distorted or not 
clear.
LIf your line has special telephone services 
such as call waiting, the service may have 
been activated during fax transmission. 
Connect the unit to a line that does not have 
these services.
LThe extension telephone on the same line is 
off the hook. Hang up the extension 
telephone and try again. 
						

							Frequently Asked Questions
68For fax advantage assistance, call 1-800-435-7329.
LTry copying the document. If the copied 
image is clear, there may be something 
wrong with the other party’s machine.
The other party complains that smudges or 
black lines appear on their received 
document.
LThe white plate or scanner glass are dirty. 
Clean them (page 74).
I cannot send a fax overseas.
LUse the overseas transmission mode of 
feature #23 (page 61).
LAdd two pauses at the end of the telephone 
number or dial manually.
Fax – receiving
I cannot receive documents.
LThe telephone line cord is connected to the 
EXT jack on the unit. Connect to the LINE 
jack (page 15)
LWhen you have a single telephone line and 
subscribe to a voice mail service, you must 
also subscribe to a Distinctive Ring service 
(page 53).
I cannot receive documents automatically.
LThe receiving mode is set to TEL mode. Set 
to FAX ONLY mode by pressing 
{
{{ {RECEIVE MODE}
}} }.
LThe time taken to answer the call is too long. 
Decrease the number of rings of feature #06 
(page 60).
The display shows the following, but faxes 
are not received.
CONNECTING.....
LThe incoming call is not a fax. Change the 
receiving mode to TEL mode by pressing 
{
{{ {RECEIVE MODE}
}} }.
A blank sheet is ejected.
LIf a blank sheet is ejected after the received 
document is printed out, the receiving 
reduction rate is not programmed correctly. 
Program the proper rate in feature #36 (page 
62).
LThe other party placed the document in their 
fax machine the wrong way. Check with the 
other party.
A white line or a smudge appears on your 
recording paper.
LThe thermal head is dirty. Clean it (page 76).The printing quality is poor.
Note:
Please do not reuse the ink film!
Replace with Model No. KX-FA94 replacement 
film. Refer to page 6 for further details.
LThe other party sent a faint document. Ask 
them to send a clearer copy of the document.
LThe thermal head is dirty. Clean it (page 76).
LSome paper has instructions recommending 
which side to print on. Try turning the paper 
over.
LYou may have used paper with a cotton 
and/or fibre content that is over 20%, such as 
letterhead or resume paper. We recommend 
smooth paper such as Hammermill Jet Print 
for clearer printing.
The other party complains that they cannot 
send a document.
LThe memory is full of received documents 
due to a lack of recording paper or a 
recording paper jam. Install paper (page 14) 
or clear the jammed paper (page 70).
Receiving mode
I cannot select the desired receiving mode.
LIf you want to set FAX ONLY mode, press 
{
{{ {RECEIVE MODE}
}} } repeatedly until FAX 
ONLY mode is displayed.
LIf you want to set TEL mode, press 
{
{{ {RECEIVE MODE}
}} } repeatedly until TEL 
mode is displayed.
LThe Distinctive Ring of feature #31 is 
activated (page 53).
The other party complains that they cannot 
send a document.
LThe unit is not in FAX ONLY mode. Press 
{
{{ {RECEIVE MODE}
}} } repeatedly until FAX 
ONLY mode is displayed.
Copying
The unit does not make a copy.
LYou cannot make a copy during 
programming. Make the copy after 
programming or stop programming.
A black line, a white line or a smudge 
appears on the copied document.
LThe white plate or scanner glass are dirty. 
Clean them (page 74).
The copied image is distorted.
LThe thermal head is dirty. Clean it (page 76). 
						

							Frequently Asked Questions
69For fax advantage assistance, call 1-800-435-7329.
The printing quality is poor.
Note:
Please do not reuse the ink film!
Replace with Model No. KX-FA94 replacement 
film. Refer to page 6 for further details.
LSome paper has instructions recommending 
which side to print on. Try turning the paper 
over.
LYou may have used paper with a cotton 
and/or fibre content that is over 20%, such as 
letterhead or resume paper. We recommend 
smooth paper such as Hammermill Jet Print 
for clearer printing.
Using an answering machine
I cannot receive documents automatically.
LYour greeting message on the answering 
machine is too long. Shorten the message.
Record a message up to 10 seconds long.
LThe answering machine rings too many 
times. Set to 1 or 2 rings.
I cannot receive voice messages.
LCheck if the answering machine is turned on 
and connected to the fax machine properly.
LSet the number of rings on the answering 
machine to 1 or 2.
I cannot retrieve recorded voice messages 
on the answering machine from a remote 
location.
LYou did not program your remote access 
code into your fax machine correctly. 
Program the same code that is programmed 
on the answering machine on the fax 
machine with feature #12 (page 60).
I pressed the remote access code to access 
the answering machine remotely, but the line 
was disconnected.
LThe code may include “#” which is used for 
certain features provided by telephone 
companies. Change the code on the 
answering machine to another number which 
does not include “#”. Also change the code of 
the fax machine with feature #12 (page 60).Callers complain that they cannot send a 
document.
LYour answering machine has run out of 
recording tape. Rewind the tape to record 
messages.
LYou set the answering machine to only give a 
greeting message.
If a power failure occurs 
LThe unit will not function.
LThe unit is not designed for making 
emergency telephone calls when the power 
fails. Alternative arrangements should be 
made for access to emergency services.
LFax transmission and reception will be 
interrupted.
LIf the delayed transmission (feature #25 on 
page 61) is programmed and the start time is 
passed during a power failure, transmission 
will be attempted soon after power is 
restored.
LIf any fax documents are stored in the 
memory, they will be lost. When power is 
restored, a power down report will be printed 
out stating which contents in the memory 
have been erased.
ABC
OriginalCopy 
						

							Jams
70For fax advantage assistance, call 1-800-435-7329.
Jams
Recording paper jam 
When the recording paper has 
jammed in the unit
The display will show the following.
PAPER JAMMED
1If ejected paper is stacked on the paper 
stacker, remove it.
2Press down the printer cover open button 
(1). Open the printer cover (2).
3Remove the jammed paper carefully by 
pulling it toward you.
When the recording paper has jammed 
under the roller:
When the recording paper has jammed 
and wrapped around the roller:
When the recording paper has jammed 
near the exit guide:
Paper stacker
Ejected paper
Printer 
cover
Printer cover 
open button
1
2
Jammed paperRoller
Jammed paper
Roller
Jammed paperExit guide