Panasonic Kx Fl421 Operating Instruction Manual

							4. Fax
31
Printing a confirmation report
A confirmation report provides you with a printed record 
of transmission results. To print confirmation reports, 
make sure feature #04 is activated (page 42). For an 
explanation of error messages, see page 47.
Printing a journal report
A journal report provides you with a printed record of the 
30 most recent faxes. To print manually, see page 64. To 
print automatically after every 30 new fax transmissions 
and receptions, make sure feature #22 is activated (page 
43). For an explanation of error messages, see page 47.
4.2 Document requirements
Available document size, document weight and effective 
scanning area are as follows:
Minimum document size
Maximum document size
Effective scanning area
LShaded area will be scanned.
Document weight
LSingle sheet:
45 g/m
2 to 90 g/m2 (12 lb to 24 lb)
LMultiple sheets:60 g/m
2 to 80 g/m2 (16 lb to 21 lb)
Note:
LRemove clips, staples or other fasteners.
LDo not set the following types of documents: (Make a 
copy of the document using another copier and set 
the copy.)
– Chemically treated paper such as carbon or 
carbonless duplicating paper
– Electrostatically charged paper
– Badly curled, creased or torn paper
– If documents printed from this unit are curled at 
one end, you can insert the other end that is not 
curled into the auto document feeder of this unit 
for better feeding results.
– Paper with a coated surface
– Paper with a faint image
– Paper with printing on the opposite side that can 
be seen through the other side, such as 
newsprint
LCheck that ink, paste or correction fluid has dried 
completely.
LTo set a document with a width of less than 210 mm 
(8 
1/4), we recommend using a copy machine to 
copy the original document onto A4 or letter-size 
paper, then setting the copied document.
LDo not set documents that do not satisfy the 
requirements of size and weight. Make a copy of the 
document using a copy machine and set the copy.
148 mm
(5 5/6)
148 mm
(5 
5/6)
600 mm
(23 
5/8) 
216 mm
(8 1/2)
216 mm (8 1/2)
208 mm
(8 3/16)
 4 mm (5/32)4 mm (5/32)
4 mm (5/32)
4 mm (5/32)
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4.3 Sending a fax using one-
touch dial feature and phonebook
Before using this feature, store the desired names and 
telephone numbers into one-touch dial feature and 
phonebook (page 25, 26).
1Adjust the width of the document guides to fit the 
actual size of the document.
2Insert the document (up to 15 pages) FACE DOWN 
until the unit grasps the document and a single beep 
is heard.
LIf the document guides are not adjusted to fit the 
document, re-adjust them.
3If necessary, press {A} or {B} repeatedly to select 
the desired resolution (page 30).
4Enter the fax number.
Using stations 1–5:
Press the desired station key.
Using stations 6–10:
Press {Lower}, then press the desired station key.
Using phonebook:
Press {>}, then press {A} or {B} repeatedly to 
display the desired item.
5Press {Start}.
Fax auto redial
If the line is busy or if there is no answer, the unit will 
automatically redial the number 1 time.
LTo cancel redialing, press {Stop}, then press {Set}.
If your unit does not send a fax
LConfirm that you have entered the number correctly, 
and that the number is a fax number.
LConfirm that the other party’s fax machine is 
answering by turning ON the connecting tone feature 
(feature #76, page 45).
4.4 Broadcast transmission
By storing one-touch dial and phonebook items (page 
25, 26) into the broadcast memory, you can send the 
same document to multiple parties (up to 20). Your 
programmed items will remain in the broadcast memory, 
allowing frequent re-use.
LThe broadcast function utilizes stations 1–3. The 
one-touch dial function will be canceled.
4.4.1 Programming items into the 
broadcast memory
1
Press {Menu} repeatedly to display “PHONEBOOK 
SET”.
2Select the desired broadcast key.
For BROADCAST 1-2:
1.Press the desired {Broadcast} key.
2.Press {A} or {B} repeatedly to select 
“BROADCAST”.
For MANUAL BROADCAST:
1.Press {Manual Broad}.
2.Press {A} or {B} repeatedly to select “MANUAL 
BROAD”.
3Press {Set}.
4Program items.
Using stations 1–5:
Press the desired station key.
Using stations 6–10:
Press {Lower}, then press the desired station key.
Using phonebook:
Press {A} or {B} repeatedly to display the desired 
item, and press {Set}.
Using the dial keypad (only for MANUAL 
BROAD):
Enter the fax number and press {Set}.
LThe number in brackets indicates the number of 
registered items.
LIf you have programmed the wrong item, press 
{Stop} to erase the item.
LTo program other items, repeat this step (up to 20 
items).
5Press {Set} after programming all of the desired 
items.
LTo program another broadcast key, repeat steps 
2 to 5.
6Press {Stop} to exit.
Note:
LConfirm the stored items by printing a broadcast 
programming list (page 64).
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4.4.2 Adding a new item into the broadcast 
memory
After initial programming, you can add new items (up to 
a combined total of 20).
1Press {>}.
LConfirm that there are no documents in the 
document entrance.
2Press {A} or {B} repeatedly to display the desired 
broadcast memory (“”, 
“” or “”).
3Press {Menu}.
4Press {*}.
5Press {A} or {B} repeatedly to display the desired 
item you want to add.
6Press {Set}.
LTo add other items, repeat steps 5 and 6 (up to 
20 items).
7Press {Stop} to exit.
Note:
LWhen adding new items to the MANUAL 
BROADCAST memory, you can only select stored 
items.
4.4.3 Erasing a stored item from the 
broadcast memory
1
Press {>}.
LConfirm that there are no documents in the 
document entrance.
2Press {A} or {B} repeatedly to display the desired 
broadcast memory (“”, 
“” or “”).
3Press {Menu}.
4Press {#}.
5Press {A} or {B} repeatedly to display the desired 
item you want to erase.
LTo cancel erasing, press {Stop}.
6Press {Set}.
7Press {Set}.
LTo erase other items, repeat steps 5 to 7.
8Press {Stop} to exit.
4.4.4 Sending the same document to pre-
programmed parties
1
Insert the document FACE DOWN.
2If necessary, press {A} or {B} repeatedly to select 
the desired resolution (page 30).
3Press the desired {Broadcast} (1-2) or {Manual 
Broad}.LAfter transmission, the unit will automatically 
print a report (broadcast sending report).
Note:
LIf you select “FINE”, “SUPER FINE”, “PHOTO” or 
“MIXED” resolution, the number of pages that the 
unit can send will decrease.
LIf the document exceeds the memory capacity, 
sending will be canceled.
LIf a party is busy or does not answer, it will be skipped 
and redialed later 1 time.
To cancel broadcast transmission
1.Press {Stop} repeatedly until “SEND CANCELED?” 
is displayed.
2.Press {Set}.
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4.5 Receiving a fax automatically 
– Auto answer ON
4.5.1 Activating FAX ONLY mode
Press {Auto Answer} repeatedly to display the 
following.
FAX ONLY MODE
3 RINGS [±]
LThe display will show the ring count in FAX ONLY 
mode. If you wish to change it, press {A} or {B} 
repeatedly to display the desired setting, and press 
{Set}.
LThe {Auto Answer} indicator is ON.
How faxes are received
When receiving calls, the unit will automatically answer 
all calls and only receive fax documents.
Note:
LThe number of rings before a call is answered in FAX 
ONLY mode can be changed (feature #06 on page 
42).
If you have subscribed to a Distinctive Ring service
See page 38.
4.6 Receiving a fax manually – 
Auto answer OFF
4.6.1 Activating TEL mode
Press {Auto Answer} repeatedly to display the 
following.
TEL MODE
LThe {Auto Answer} indicator is OFF.
How to receive phone calls and faxes
1.Lift the handset to answer the call.
2.When:
– document reception is required,
– a fax calling tone (slow beep) is heard, or
– no sound is heard,
press {Start}.
CONNECTING.....
3.Replace the handset.
LThe unit will start fax reception.
LIf you do not answer the call within 10 rings, the 
unit will temporarily switch to fax reception. The 
other party can then send a fax.
{Set}{A}{B}
{Start}{Stop}
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How to receive faxes with an extension telephone
If you have another telephone connected to the [EXT] 
jack or the same line (extension telephone), you can use 
the extension telephone to receive faxes.
1.When the extension telephone rings, lift the handset 
of the extension telephone.
2.When:
– document reception is required,
– a fax calling tone (slow beep) is heard, or
– no sound is heard,
press {*} {#} {9} (default fax activation code) 
firmly.
LThe unit will start reception.
3.Replace the handset.
Note:
LTo receive fax documents using an extension 
telephone, make sure remote fax activation is turned 
ON (feature #41 on page 44) beforehand. The 
default setting is ON. The fax activation code can 
also be changed.
To stop receiving
Press {Stop}.
4.7 Using the unit with an 
answering machine
4.7.1 Setting up the unit and an answering 
machine
1
Connect the answering machine (1).
LAnswering machine is not supplied.
LRemove the stopper (2) if attached.
2Set the number of rings on the answering machine to 
4 rings or less.
LThis will allow the answering machine to answer 
the call first.
3Record a greeting message on the answering 
machine.
LWe recommend you record a message up to 10 
seconds long, and not to pause for more than 4 
seconds during the message. Otherwise, both 
machines will not function correctly.
4Activate the answering machine.
5Set the unit to the desired receiving mode (page 34).
LIf you set to FAX ONLY mode, change the ring 
setting in FAX ONLY mode to “5 EXT.TAM” 
(feature #06 on page 42).
6Check all or part of the following are not the same:
– the remote access code of the answering 
machine
– the fax activation code (feature #41 on page 44)
– remote access to your phone company’s Voice 
Mail (if you subscribed)
1
2
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Note:
LIf the call is a phone call, the answering machine will 
record voice messages.
If a fax calling tone is detected, the unit will receive a 
fax automatically.
LRegarding the remote access code for the answering 
machine, see the operating instructions of the 
answering machine.
Receiving a voice message and fax document in one 
call
The caller can leave a voice message and send a fax 
document during the same call. Inform the caller of the 
following procedure beforehand.
1.The caller calls your unit.
LThe answering device will answer the call.
2.The caller can leave a message after the greeting 
message.
3.The caller presses {*}{#}{9} (pre-selected fax 
activation code).
LThe unit will activate the fax function.
4.The caller presses the start button to send a 
document.
Note:
LTo use this feature, make sure remote fax activation 
is turned ON (Feature #41 on page 44). The fax 
activation code can also be changed.
LIf there is no room left in memory of your answering 
machine, the unit may not be able to receive 
documents. See the operating instructions of the 
answering machine and erase unnecessary 
messages.
4.8 Junk fax prohibitor 
(preventing fax reception from 
undesired callers)
If you subscribe to Caller ID service (page 27), this 
feature prevents fax reception from calls that do not 
show caller information.
Additionally, the unit will not accept faxes originating 
from numbers that match the ones on a programmable 
junk fax prohibitor list.
Important:
LThis feature does not work when manual 
reception is performed.
4.8.1 Activating the junk fax prohibitor
1
Press {Junk Fax Prohibitor}.
2Press {>}.
3Press {A} or {B} repeatedly to select “ON”.
4Press {Set}.
5Press {Stop} to exit.
4.8.2 Storing undesired callers
You can register up to 20 undesired numbers from the 
caller information list (page 27) if you do not wish to 
receive faxes from them.
1Press {Caller ID}.
2Press {A} or {B} repeatedly to display the party you 
wish to prevent fax reception from.
3Press {Junk Fax Prohibitor}.
4Press {Set}.
LTo program other parties, repeat steps 2 to 4.
5Press {Stop} to exit.
To display the junk fax prohibitor list
1.Press {Junk Fax Prohibitor}.
2.Press {>} repeatedly to display “JUNK LIST 
DISP.”.
3.Press {Set}.
4.Press {A} or {B} to display the items on the list.
5.Press {Stop} to stop viewing.
6.Press {Stop} to exit.
To print the junk fax prohibitor list
1.Press {Junk Fax Prohibitor}.
2.Press {>} repeatedly to display “JUNK LIST 
PRINT”.
3.Press {Set}.
4.Press {Stop} to exit.
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To erase an item from the junk fax prohibitor list
1.Press {Junk Fax Prohibitor}.
2.Press {>} repeatedly to display “JUNK LIST 
DISP.”.
3.Press {Set}.
4.Press {A} or {B} repeatedly to display the desired 
item.
5.Press {
						

							5. Distinctive Ring
38
5 Distinctive Ring Distinctive Ring
5.1 Distinctive Ring service
When a call is made to one of your phone numbers, the 
telephone company sends a ring pattern to your 
telephone line to indicate which number the call is 
intended for. By setting up this unit for Distinctive Ring, 
you can make the unit automatically start fax reception 
when a call comes to the fax number.
To use this service, you must subscribe to the 
Distinctive Ring service offered by your local 
telephone company. Consult your local telephone 
company for availability.
5.2 Using two or more phone 
numbers on a single telephone 
line
5.2.1 Activating the Distinctive Ring 
feature
1
{Menu} i {#}{3}{1}
2Press {1} to select “ON”.
LPress {2} to select “OFF”.
3{Set} i {Menu}
Note:
LWhile the Distinctive Ring feature is activated, you 
cannot change the receiving mode.
How phone calls and faxes are received
If the incoming call is for the fax number, the unit will ring 
with the assigned ring pattern and automatically start fax 
reception.
If the incoming call is for the phone number, the unit will 
continue ringing.
LIf an external telephone answering machine is 
connected, set the ring count of the answering 
machine to more than 2.
5.3 Using three or more phone 
numbers on a single telephone 
line
You may wish to use three or more phone numbers for a 
single telephone line. In order to distinguish which 
number the call was addressed to, a different ring 
pattern must be assigned for each number.
Example: Using three phone numbersTo use one phone number for the fax, program the ring 
pattern assigned for the fax (feature #32 on page 38). In 
the example, the ring pattern assigned for fax is a triple 
ring, so you should program “C” (triple ring).
Note:
LThe default setting is {5} “B-D”. The fax will respond 
to all calls with ring tone patterns “B”, “C” and “D”.
5.4 Programming the ring pattern 
assigned for fax
1Set feature #31 to “ON” (page 38).
2{Menu} i {#}{3}{2}
3Press {1} to {5} to select the ring pattern assigned 
for fax. i {Set} i {Menu}
Telephone 
numberRing patternUse
012 1234 Standard ring Personal
012 5678 Double ring Business
012 9876 Triple ring Fax
Ring patternSelection
Standard ring (one long ring) {1} “A”
1st ring 2nd ring
Double ring (two short rings) {2} “B”
1st ring 2nd ring
Triple ring (short-long-short 
rings) {3} “C”
1st ring 2nd ring
Other triple ring (short-short-long 
rings) {4} “D”
1st ring 2nd ring
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							6. Copy
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6Copy Copying
6.1 Making a copy
1Adjust the width of the document guides (1) to fit 
the actual size of the document.
2Insert the document (up to 15 pages) FACE DOWN 
until the unit grasps the document and a single beep 
is heard.
LIf the document guides are not adjusted to fit the 
document, re-adjust them.
3If necessary, press {A} or {B} repeatedly to select 
the desired resolution.
4Press {Copy}.
5If necessary, enter the number of copies (up to 99).
6Press {Start}, or the unit will start copying within 20 
seconds.
LThe unit will start copying.
Note:
LAny document which can be sent as a fax can also 
be copied. For details about the kinds of documents 
that can be copied, see page 31.
To stop copying
Press {Stop}.
To select the resolution
Select the desired resolution according to the type of 
document.
–“FINE”: For printed or typewritten documents with 
small print.
–“SUPER FINE”: For documents with very small print.
–“PHOTO”: For documents containing photographs, 
shaded drawings, etc.
–“MIXED” (Photo with text): For documents 
containing photographs and text.
LIf you select “STANDARD”, copying will be done 
using “FINE” mode.
6.1.1 More copying features
To enlarge a document
1.Insert the document, then press {Copy}.
2.Press {>}.
3.Press {A} repeatedly to select from “105%” to 
“200%” by changing the enlargement rate 5% at a 
time.
4.Press {Start}.
LThe unit will only enlarge the center of the upper 
part of the document. To make an enlarged copy 
of the bottom of the document, turn the document 
around, and then make a copy.
Example: 150% enlarged copy
To reduce a document
1.Insert the document, then press {Copy}.
2.Press {>}.
3.Press {B} repeatedly to select from “50%” to “95%” 
by changing the reduction rate 5% at a time.
4.Press {Start}.
Example: 70% reduced copy
{>}{A}{B}
{Start}
{Stop}
1
{Copy}
Original document Enlarged copy
Original document Reduced copy
AB
CDAB
CD
AB
CDAB
CD
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							6. Copy
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To collate multiple copies
The unit can collate multiple copies in the same order as 
the original document pages.
1.Insert the document, then press {Copy}.
2.Enter the number of copies (up to 99).
3.Press {>} 2 times to display “COLLATE OFF”.
4.Press {A} or {B} repeatedly to display “COLLATE 
ON”.
5.Press {Start}.
Example: Making 2 copies of a 4-page original 
document
Note:
LThe unit will store the documents into memory while 
collating the copies. If memory becomes full while 
storing, the unit will only print out the stored pages.
LAfter copying, the collating feature will turn OFF 
automatically.Collated pages Uncollated pages
4
3
2
1
4
3
2
1
4
4
3
3
2
2
1
1
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