Sharp Mx 3501 N Manual

							45
This chapter explains the basic procedures for receiving a fax.
RECEIVING FAXES
When Auto Reception is enabled, the machine will receive faxes automatically.
The fax reception mode is displayed in the base screen.
4
FAX RECEPTION
 When fax reception is in progress, it is possible to reserve a transmission by performing the transmission in memory 
transmission mode.
☞TRANSMISSION METHODS (page 13)
 To print received faxes, make sure that the required paper is loaded in the machines paper trays. It is not necessary to 
load 8-1/2 x 11 (A4) paper and 5-1/2 x 8-1/2 (B5) paper in both the vertical ( ) and horizontal ( ) orientations. 
Differences in orientation are automatically adjusted when faxes are received. 
When a fax smaller than 8-1/2 x 11 (A4) size is received, the size of the paper used for printing will vary depending on the 
orientation (vertical or horizontal) in which the sender placed the original. 
System Settings for Fax: Fax Receive Settings
This is used to change the fax reception mode. Auto Reception should normally be used.
Select Manual Reception when an extension phone is connected to the machine.
☞Fax Receive Settings (page 160)
System Settings for Fax (Administrator): Anti Junk Fax Setting (page 183)
This setting is used to enter fax numbers from which you wish to block reception.
Quick File
File
Special Modes
Sub Address
SpeakerResend
Address BookFaxMode Switch
Direct TX
Memory TX
Auto Reception
Ready to send.
Image
Settings
Fax Memory:100%
This shows the current fax 
reception mode and the amount 
of free memory remaining. 
						

							
46
RECEIVING A FAX
When a fax is transmitted to the machine, the machine automatically receives and prints the fax.
1
The machine rings and automatically 
receives the fax.
When reception ends, a beep sounds.
•System Settings for Fax (Administrator):  Speaker Settings (page 178)
This is used to change the volume and tone of the reception beep.
 System Settings for Fax (Administrator):  Number of Calls in Auto Reception (page 182)
This is used to change the number of rings on which fa x reception begins automatically. To receive faxes without 
the machine ringing, select 0  rings except for some regions.
2
The fax is automatically printed.
If a password entry screen appears...
A password must be entered to print the received fax. Wh en the correct password is entered, the received fax is 
printed.
☞PRINTING A PASSWORD-PROTECTED FAX (H old Setting For Received Data Print) (page 47)
 The output tray and stapling can be selected (when a finisher is installed).
The number of copies of received faxe s that are printed and the output tray can be selected. When a finisher is 
installed, the number of copies printed,  the output tray, and stapling can be selected.
☞System Settings for Fax (Administrator):  Fax Output Settings (page 184)
 If printing of a copy job or print job is in progress when a fa x is received, the fax will not be printed until the previously 
reserved job is completed.
 Received faxes will not be printed when the machine cannot print due to an error condition such as out of paper, out of  toner, or a paper misfeed. The faxes wi ll be printed automatically when the error  condition is cleared (however, if the 
machine ran out of paper, touch the [OK] ke y in the touch panel after adding paper).
 When received faxes cannot be printed, the faxes can be forwarded to another fax machine.
☞FORWARDING RECEIVED FAXES (Fax Data Forward)  (page 101)
System Settings for Fax (Administrator):  Duplex Reception Setting  (page 182)
This is used to have received faxes printed on both sides of the paper.
Beep 
						

							47
PRINTING A PASSWORD-PROTECTED FAX (Hold 
Setting For Received Data Print)
You can turn off automatic printing of received faxes (Hold Setting for Received Data Print). When this function is 
enabled, received faxes will not be printed automatically; a password entry screen will appear instead.
To print a received fax, enter the password that is programmed for this function (4 digits) with the numeric keys.
To close the password entry screen without entering a password, touch the [Cancel] key. The password entry screen will 
appear again if the mode is changed.
In addition, after the [Cancel] key is touched to close the screen, the   key will blink in the base screen as a reminder 
that a received fax is being held.
Touch the blinking   key to enter the password and print the fax.
Hold Setting for Received Data Print can be enabled for received faxes and also for transaction reports that are printed with 
the received faxes.
System Settings for Fax (administrator): Hold Setting for Received Data Print (page 176)
This is used to program a password for printing of received faxes.
Received data is stored.
Enter password via the 10-key.
Cancel
Password entry screen 
						

							48
This chapter explains how to check the status of reserved transmission jobs and received faxes.
JOB STATUS SCREEN
The job status screen is displayed when the [JOB STATUS] key on the operation panel is pressed. The job status 
screen shows the status of jobs by mode. When the [JOB STATUS] key is pressed, the job status screen of the mode 
that was being used before the key was pressed appears.
Example: Pressing the key in fax mode
Reserved transmissions and received faxes are referred to as jobs here.
5
CHECKING THE STATUS OF FAX 
JOBS
The left edge of the job status screen appears at the left edge of the touch panel screen The left edge of the job status screen 
can be touched to display the job status screen.
AddressSet TimePagesStatusJob Queue
Complete
Detail
Priority
Stop/Delete
Internet FaxFax JobScan toPrint Job
Broadcast0002
AAA AAA
0312345678
Waiting
Waiting
Waiting
Broadcast000110:00 11/01 000/003Connecting
10:05 11/01 000/001
10:08 11/01 000/004
10:30 11/01 000/010
1/1JOB STATUS
Quick File
File
Special Modes
Sub Address
SpeakerResend
Address BookFaxMode Switch
Direct TX
Memory TX
Auto Reception
Ready to send.
Image
Settings
Fax Memory:100% 
						

							49
JOB QUEUE SCREEN AND COMPLETED JOB SCREEN
The job status screen consists of two screens: the job queue screen that shows reserved jobs and the job currently in 
progress, and the completed jobs screen. To switch between the two screens, touch the job status screen selector key 
((2) below).
(1) Job queue screen
Jobs are shown as keys in the order they were reserved. 
Each key shows information on the job and its current 
status.
(2) Job status screen selector key
Touch this key to switch between the job queue screen 
and the completed jobs screen.
(3) Job queue screen [Detail] key
The detailed contents of a broadcast transmission or 
serial polling job reserved or in progress can be 
displayed.
Touch the key of the desired broadcast transmission job 
in the job queue screen (1) and then touch this key.
☞CHECKING A RESERVED JOB OR THE JOB IN 
PROGRESS (page 53)
(4) [Priority] key
Touch this key to give priority to a selected job.
☞GIVING PRIORITY TO A RESERVED FAX JOB 
(page 56)
(5) [Stop/Delete] key
Touch this key to stop or delete a selected job.
☞CANCELING A FAX IN PROGRESS OR A 
RESERVED FAX (page 55)(6) Mode switch keys
Use these keys to change the job status screen mode.
(7) Completed jobs screen
This shows up to 99 completed transmission or reception 
jobs. A description of the job and the result (status) are 
shown.
Broadcast transmission jobs, serial polling jobs, and 
transmission/reception jobs that used the document filing 
function are indicated as keys.
(8) Completed jobs screen [Detail] key
This shows detailed information on the results of 
completed broadcast transmission jobs, completed serial 
polling jobs, and completed jobs that used the document 
filing function.
Touch the key of the desired job in the completed jobs 
screen (7) and then touch this key. 
From the details screen, it is possible to resend the fax to 
destinations to which transmission was not successful.
☞CHECKING COMPLETED JOBS (page 54)
(9) [Call] key
Touch this key to call up and use a transmission or 
reception job stored using the document filing function.
AddressSet TimeStatusJob Queue
Complete
Priority
Stop/Delete
Internet Fax
Broadcast0002
AAA AAA
0312345678
Waiting
Waiting
Waiting
Broadcast000110:00 11/01 000/003Connecting
10:05 11/01 000/001
10:08 11/01 000/004
10:30 11/01 000/010
1/1AddressStart TimeStatusJob Queue
Complete
Call
Internet Fax
Broadcast0002
BBB BBB
0323456789
Send OK
Printed
Send OK
Broadcast0001NG000000
10:05 11/01 050/005
10:00 11/01 990/010
10:08 11/01 001/001
10:30 11/01 001/001
1/1Pages
Detail
Fax JobScan toPrint Job
Pages
Detail
Fax JobScan toPrint Job
(7)
(6)
(8)
(2)
(9)
(1)
(6)
(3)
(4)
(2)
(5)
Job queue screen Completed job screen 
						

							50
Items displayed in keys in the job queue
The following information appears in the keys in the job queue of the job status screen.
(1) Displays the number (position) of the job in the job 
queue.
When the job currently being transmitted is finished, each 
job moves up one position in the job queue.
(2) Mode icon
This indicates the type of job.
(3) Name of other party
For a transmission, the name or fax number of the 
destination. For a reception, the fax number of the 
sending party.
For a broadcast transmission or serial polling operation, 
the function name and a broadcast control number 
(4-digits).
(4) Job reservation time
The date and time the job was reserved.
(5) Number of pages
Shows the number of pages transmitted / total number of 
original pages.(6) Status
Shows the job status.
 Job in progress
 Job waiting to be executed
AAAA AAA3Waiting
(2)(1)(3)(4)(6)(5)
IconJob type
Fax transmission
Fax reception
Broadcast transmission or serial 
polling
PC-Fax transmission
MessageStatus
ConnectingConnecting
SendingSending
ReceivingReceiving
TelAn extension phone is being used 
to talk with the other party.
StoppedThe job has been stopped.
ErrorAn error occurred while the job was 
being executed.
MessageStatus
WaitingThe job is waiting to be executed.
RetryThe job is being re-attempted due 
to a communication error or other 
problem.
StoppingThe job is put on stop-wait when a 
reserved fax job is canceled.
The day and 
time are 
displayed.Timer transmission job (the 
specified time is displayed) 
						

							51
Items displayed in keys of completed jobs
The following information appears in the keys of completed jobs in the job status screen.
(1) Mode icon
This indicates the type of job.
(2) Name of other party
For a transmission, the name or fax number of the 
destination. For a reception, the fax number of the 
sending party.
For a broadcast transmission or serial polling operation, 
the function name and a broadcast control number 
(4-digits).
(3) Start time
The date and time the job was begun.
(4) Number of pages
Shows the number of pages transmitted / total number of 
original pages.(5) Status
Shows the job status.
 Completed job
CCC CCC10:08 11/01 000/001Printed
(1)(2)(3)(5)(4)
IconJob type
Fax transmission
Fax reception
Broadcast transmission or serial 
polling
PC-Fax transmission
MessageStatus
Send OKTransmission completed.
In MemoryReception completed but the fax 
has not been printed.
(The received fax is being held by 
the print hold function.)
PrintedThe received fax has been printed.
Forward OKThe received fax has been 
forwarded.
StoppedThe job was stopped.
Number of 
successful 
transmission 
destinations / 
Total 
destinations 
OKBroadcast transmission or serial 
polling completed.
If transmission to 3 destinations 
was successful out of a total of 5, 
003/005 will appear.
No 
responseAn error occurred because there 
was no response from the 
destination.
BusyAn error occurred because the 
other party was busy.
Reject 
ReceptionA fax was sent from a party that 
has been blocked by the anti junk 
fax function.
NGxxxxxxTransmission/reception was not 
successful because a 
communication error occurred (a 
6-digit error code appears in 
xxxxxx.)
ErrorAn error occurred while the job was 
being executed. 
						

							52
OPERATION WHEN A JOB IN THE JOB QUEUE IS 
COMPLETED
When a normal transmission job is completed, it moves to the completed jobs screen and Send OK appears in the 
status column.
Received faxes, timer transmission jobs, retry jobs, and forwarding jobs are handled in the job status screen as 
explained below.
Fax reception jobs
While a fax is being received, Receiving appears in the job queue screen.
When reception is completed, the job moves to the completed jobs screen and In Memory appears.
After the fax is printed, the status changes to Printed.
Timer transmission jobs
A timer transmission job appears at the bottom of the job queue screen until the specified time arrives.
When the specified time arrives, the job is executed. If another job is in progress, the timer job is started when the other 
job is completed.
Retry jobs
A retry job appears at the bottom of the job queue screen. When the set retry interval elapses, the job is executed. If 
there are jobs reserved ahead of the retry job, the retry job is reserved at the bottom of the job queue and executed 
when its turn arrives.
Fax reception jobs when Inbound Routing is enabled
When Inbound Routing is enabled in the Web pages, fax reception jobs are handled as follows depending on the print 
setting.
☞FORWARDING A RECEIVED FAX TO AN E-MAIL ADDRESS (Inbound Routing Settings) (page 104)
Received fax is not printed
Receiving appears in the job queue screen while the fax is being received. When reception is completed, the job 
moves to the job queue of the status screen of the mode in which forwarding is enabled.
Received fax is printed
When reception is completed, the job moves to the completed jobs screen and In Memory appears. After the fax is 
printed, Printed appears. In addition, the job is added to the job queue of the job status screen of the mode in which 
forwarding is enabled. When forwarding received faxes is finished, Forward OK appears. 
						

							53
CHECKING A RESERVED JOB OR THE JOB IN 
PROGRESS
The detailed contents of a broadcast transmission or serial polling job can be displayed. Select (touch) the key of the job 
that you wish to check and touch the [Detail] key. The job details screen will appear (see below).
The job name and progress (number of completed destinations / total destinations) appear at the top of the screen.
Touch a tab to display the information that appears on that tab. The following information appears on each tab.
 
Tab nameContents
Fax ConnectingInformation on the current destination appears.
Fax No.: The fax number of the destination.
Name: The name of the destination.
Number: The broadcast control number (3 digits).
Pages: Number of pages completed / total number of pages
Fax WaitingThis shows information on the destinations that are waiting. A broadcast control 
number (3-digits) appears in front of each destination.
Address: The name of the other destination.
Status: The status of communication.
FailedThis shows information on destinations for which communication failed. A broadcast 
control number (3-digits) appears in front of each destination.
Address: The name or fax number of the destination.
Start Time: The time when communication began.
Status: The status of communication.
All DestinationsThis shows all destinations specified in the job. A broadcast control number (3-digits) 
appears in front of each destination.
Address: The name or fax number of each destination.
Start time: The time at which communication began.
Status: The status of communication.
OKDetail ofBroadcast0001
Fax No. :
Name:
Number:Pages:005/010
Progress:050/100
All DestinationsFailedFax ConnectingFax Waiting
123456789
AAA AAA
050 
						

							54
CHECKING COMPLETED JOBS
You can check a list of the destinations, the destinations for which transmission failed, and other detailed information on 
completed broadcast transmission jobs and serial polling jobs, and jobs that used document filing. Touch the key of the 
desired job in the completed jobs screen and touch the [Detail] key. The job detail screen (see below) will appear.
The job name appears at the top of the job detail screen.
To view details on the job, touch one of the tabs. The following information appears on each tab.
Tab nameInformation displayed
FileInformation on a transmission/reception that used document filing.
To call up the file and use it, touch the [Call] key.
FailedShows information on destinations for which communication failed. A broadcast 
control number (3-digits) appears in front of each destination.
Address: Address name or number
Start time: Time at which communication began.
Status: Description of failure (error)
The [Retry] key can be touched to re-attempt transmission to that destination.
All DestinationsShows all addresses specified in the job. A broadcast control number (3-digits) 
appears in front of each destination.
Address: Address name or number
Start time: Time at which communication began.
Status: Communication result
The [Retry] key can be touched to transmit to all destinations again.
OK
Retry
Detail ofBroadcast0001
1/1
All DestinationsFailedFile
DDD DDD
EEE EEE
10:01 11/01 NG000000
NG00000010:10 11/01 
AddressStart TimeStatus
002
010