Sharp Mxm264n User Guide
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4-1 This chapter provides detailed explanations of the procedures for using the fax function. BEFORE USING THE MACHINE AS A FAX PREPARATIONS FOR FAX . . . . . . . . . . . . . . . . . . . 4-4 CONNECTION TO THE TELEPHONE LINE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-4 SETTING THE TELEPHONE LINE TYPE . . . . . 4-5 MAKE SURE THE MAIN POWER SWITCH IS IN THE ON POSITION . . . . . . . . . . . . . . . . 4-5 CHECKING THE DATE AND TIME . . . . . . . . . . 4-6 STORING THE SENDER FAX NUMBER . . . . . 4-6 BASE SCREEN OF FAX MODE . . . . . . . . . . . . . . . 4-7 BASE SCREEN OF FAX MODE . . . . . . . . . . . . 4-8 ADDRESS BOOK SCREEN . . . . . . . . . . . . . . . 4-11 CHANGING THE DISPLAY OF ONE-TOUCH KEYS IN THE ADDRESS BOOK SCREEN . . . . . . . . . . . . . . . . . . . . . . . . 4-12 FAX TRANSMISSION SEQUENCE . . . . . . . . . . . . 4-14 ENTERING DESTINATIONS ENTERING A FAX NUMBER WITH THE NUMERIC KEYS . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-17 RETRIEVING A FAX NUMBER FROM THE ADDRESS BOOK . . . . . . . . . . . . . . . . . . . . . . . . . . 4-18 RETRIEVING A STORED DESTINATION . . . . 4-19 CHECKING AND DELETING ENTERED DESTINATIONS . . . . . . . . . . . . . . . . . . . . . . . . 4-20 USING A SEARCH NUMBER TO RETRIEVE A DESTINATION . . . . . . . . . . . . . . . . . . . . . . . . . . 4-21 RETRIEVING A DESTINATION FROM A GLOBAL ADDRESS BOOK . . . . . . . . . . . . . . . . . . 4-22 USING THE RESEND FUNCTION . . . . . . . . . . . . . 4-24 CHAIN DIALLING . . . . . . . . . . . . . . . . . . . . . . . . . . 4-25 BASIC TRANSMISSION METHODS TRANSMISSION METHODS . . . . . . . . . . . . . . . . . 4-26 PLACEMENT ORIENTATION OF THE ORIGINAL . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-28 AUTOMATIC REDUCTION OF THE TRANSMITTED IMAGE . . . . . . . . . . . . . . . . . . 4-28 TRANSMITTABLE ORIGINAL SIZES . . . . . . . 4-29 THE SIZE OF THE PLACED ORIGINAL . . . . . 4-29 WHEN THE LINE IS BUSY . . . . . . . . . . . . . . . 4-30 WHEN A COMMUNICATION ERROR OCCURS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-30 FAX DESTINATION CONFIRMATION MODE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-31 USING THE AUTOMATIC DOCUMENT FEEDER FOR TRANSMISSION. . . . . . . . . . . . . . . 4-32 USING THE AUTOMATIC DOCUMENT FEEDER TO SEND A FAX IN DIRECT TRANSMISSION MODE . . . . . . . . . . . . . . . . . 4-33 USING THE DOCUMENT GLASS FOR TRANSMISSION. . . . . . . . . . . . . . . . . . . . . . . . . . . 4-35 USING THE DOCUMENT GLASS TO SEND A FAX IN DIRECT TRANSMISSION MODE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-37 TRANSMISSION USING THE SPEAKER . . . . . . . 4-39 SENDING THE SAME FAX TO MULTIPLE DESTINATIONS (Broadcast Transmission) . . . . 4-40 SENDING A FAX DIRECTLY FROM A COMPUTER (PC-Fax) . . . . . . . . . . . . . . . . . . . . . . 4-45 IMAGE SETTINGS . . . . . . . . . . . . . . . . . . . . . . . . . 4-46 AUTOMATICALLY SCANNING BOTH SIDES OF AN ORIGINAL (2-Sided Original) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-47 SPECIFYING THE SCAN SIZE AND SEND SIZE (Enlarge/Reduce) . . . . . . . . . . . . . 4-48 CHANGING THE EXPOSURE . . . . . . . . . . . . . 4-55 CHANGING THE RESOLUTION . . . . . . . . . . . 4-56 CHECKING THE IMAGE TO BE TRANSMITTED (Preview) . . . . . . . . . . . . . . . . . . . 4-57 PREVIEW CHECK SCREEN . . . . . . . . . . . . . . 4-58 CHAPTER 4 FACSIMILE
4-2 FACSIMILE FAX RECEPTION RECEIVING FAXES . . . . . . . . . . . . . . . . . . . . . . . . 4-59 RECEIVING A FAX . . . . . . . . . . . . . . . . . . . . . 4-60 RECEIVING A FAX MANUALLY . . . . . . . . . . . 4-61 PRINTING A PASSWORD-PROTECTED FAX (Hold Setting For Received Data Print) . . . . . . . . 4-62 CHECKING THE IMAGE BEFORE PRINTING . . . 4-63 CHECKING THE IMAGE BEFORE FORWARDING . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-64 IMAGE CHECK SCREEN . . . . . . . . . . . . . . . . 4-65 FORWARDING RECEIVED FAXES (Fax Data Forward) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-66 FORWARDING RECEIVED FAXES TO AN ADDRESS (Inbound Routing Settings) . . . . . . . . 4-67 CONFIGURING INBOUND ROUTING SETTINGS . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-67 SPECIAL MODES SPECIAL MODES . . . . . . . . . . . . . . . . . . . . . . . . . 4-71 STORING FAX OPERATIONS (Program) . . . . . . . 4-73 ERASING PERIPHERAL SHADOWS ON THE IMAGE (Erase) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-75 TRANSMITTING AN ORIGINAL AS TWO SEPARATE PAGES (Dual Page Scan) . . . . . . . . . 4-77 SENDING A FAX AT A SPECIFIED TIME (Timer) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-79 SENDING TWO PAGES AS A SINGLE PAGE (2in1). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-81 SENDING BOTH SIDES OF A CARD AS A SINGLE PAGE (Card Shot) . . . . . . . . . . . . . . . . . . 4-84 SENDING A LARGE NUMBER OF PAGES (Job Build) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-87 TRANSMITTING ORIGINALS OF DIFFERENT SIZES (Mixed Size Original) . . . . . . . . . . . . . . . . . 4-89 FAXING THIN ORIGINALS (Slow Scan Mode) . . . 4-91 CHECKING THE NUMBER OF SCANNED ORIGINAL SHEETS BEFORE TRANSMISSION (Original Count) . . . . . . . . . . . . 4-93 STAMPING SCANNED ORIGINALS (Verif. Stamp) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-95 CHANGING THE PRINT SETTINGS FOR THE TRANSACTION REPORT (Transaction Report) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-97 ADDING YOUR SENDER INFORMATION TO FAXES (Own number sending) . . . . . . . . . . . . . . 4-99 TEMPORARILY CHANGING THE SENDER INFORMATION (Own Name Select) . . . . . . . . 4-100 CALLING A FAX MACHINE AND INITIATING RECEPTION (Polling) . . . . . . . . . . . . . . . . . . . . . 4-101 INITIATING POLLING RECEPTION MANUALLY . . . . . . . . . . . . . . . . . . . . . . . . . . 4-103 SENDING A FAX WHEN ANOTHER MACHINE POLLS YOUR MACHINE (Polling Memory) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-104 RESTRICTING POLLING ACCESS (Polling security) . . . . . . . . . . . . . . . . . . . . . . . 4-104 SCANNING A DOCUMENT INTO POLLING MEMORY . . . . . . . . . . . . . . . . . . . . 4-105 CHECKING THE DOCUMENT IN THE PUBLIC BOX . . . . . . . . . . . . . . . . . . . . . . . . . 4-107 DELETING A DOCUMENT FROM THE PUBLIC BOX . . . . . . . . . . . . . . . . . . . . . . . . . 4-108 PERFORMING F-CODE COMMUNICATION F-CODE COMMUNICATION . . . . . . . . . . . . . . . . 4-109 HOW F-CODES WORK . . . . . . . . . . . . . . . . . 4-109 CREATING MEMORY BOXES IN THE MACHINE FOR F-CODE COMMUNICATION . . . . . . . . . . . . . . . . . . . . 4-110 F-CODE DIALLING . . . . . . . . . . . . . . . . . . . . 4-110 CONFIDENTIAL COMMUNICATION USING F-CODES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-111 F-CODE CONFIDENTIAL TRANSMISSION . . . . . . . . . . . . . . . . . . . . . . 4-112 CHECKING FAXES RECEIVED BY F-CODE CONFIDENTIAL RECEPTION . . . . 4-113 POLLING RECEPTION USING F-CODES . . . . . . 4-115 POLLING MEMORY TRANSMISSION USING F-CODES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-117 SCANNING A DOCUMENT INTO A MEMORY BOX FOR F-CODE POLLING TRANSMISSION . . . . . . . . . . . . . . . . . . . . . . 4-117 CHECKING THE DOCUMENT IN THE F-CODE MEMORY POLLING BOX . . . . . . . . 4-120 DELETING A DOCUMENT STORED FOR F-CODE POLLING TRANSMISSION . . . . . . . 4-121 RELAY REQUEST TRANSMISSION USING F-CODES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-122 RELAY BROADCAST TRANSMISSION USING F-CODES . . . . . . . . . . . . . . . . . . . . . . . . . 4-124
4-3 FACSIMILE USING AN EXTENSION PHONE CONNECTING AND USING AN EXISTING PHONE (Extension Phone Connection) . . . . . . 4-125 RECEIVING A FAX AFTER ANSWERING A CALL ON THE EXTENSION PHONE (Remote Reception) . . . . . . . . . . . . . . . . . . . . 4-126 MAKING AND RECEIVING PHONE CALLS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-126 CHECKING THE STATUS OF FAX JOBS JOB STATUS SCREEN . . . . . . . . . . . . . . . . . . . . 4-127 JOB QUEUE SCREEN AND COMPLETED JOB SCREEN. . . . . . . . . . . . . . . . . . . . . . . . . 4-128 OPERATION WHEN A JOB IN THE JOB QUEUE IS COMPLETED . . . . . . . . . . . . . . . . 4-131 CHECKING A RESERVED JOB OR THE JOB IN PROGRESS. . . . . . . . . . . . . . . . . . . . 4-132 CHECKING COMPLETED JOBS . . . . . . . . . . 4-133 CANCELLING A FAX IN PROGRESS OR A RESERVED FAX . . . . . . . . . . . . . . . . . . . . . . . . . 4-134 GIVING PRIORITY TO A RESERVED FAX JOB . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-135 CHECKING THE ACTIVITY LOG (Image Sending Activity Report) . . . . . . . . . . . . . . . . . . 4-136 IMAGE SENDING ACTIVITY REPORT . . . . . 4-136 INFORMATION APPEARING IN THE RESULT COLUMN . . . . . . . . . . . . . . . . . . . . . 4-137 FACSIMILE SPECIFICATIONS . . . . . . . . . . . . . . 4-138
4-4 FACSIMILE Contents This section provides information that you should know before using the machine as a fax machine. PREPARATIONS FOR FAX To use the machine as a fax, the telephone line must be connected and the type of line set. CONNECTION TO THE TELEPHONE LINE Be sure to use the provided telephone line cord to connect the machine to the wall telephone socket. Connect the end of the line cord that has the core to the LINE socket on the machine. Insert the other end (the end without the core) into a telephone line socket. In some countries, an adapter is required to connect the telephone line cable to the wall telephone socket, as shown in the illustration. BEFORE USING THE MACHINE AS A FAX Click! LINE socket Core Insert the end of the cord with the core into the LINE socket. Adapter Wall socket
4-5 FACSIMILE Contents SETTING THE TELEPHONE LINE TYPE The machines dial mode setting must be set to the type of telephone line you are using. If the setting is not correct, dialling will not be possible. Touch the [Auto Select] key in Dial Mode Setting in the system settings (administrator). The machine will automatically set the dial mode to the type of line you are using. MAKE SURE THE MAIN POWER SWITCH IS IN THE ON POSITION When the main power indicator on the operation panel is lit, the main power is on. If the main power indicator light is not lit, the main power is off. Switch the main power switch to the on position and press the [POWER] key ( ) on the operation panel. If the fax function will be used, and in particular if reception or timer transmission will take place at night, always keep the main power switch in the on position. You can also set the Dial Mode Setting manually. This Setting can only be activated in Canada. After setting the dial mode, do not change the setting unless you have a specific reason for changing it. When the [POWER SAVE] key ( ) indicator light is blinking, the machine is in auto power shut-off mode. If the [POWER SAVE] key ( ) is pressed when the indicator is blinking, the indicator will turn off and the machine will return to the ready state after a brief interval. Main power indicator [POWER SAVE] key/indicatorMain power switch On position
4-6 FACSIMILE Contents CHECKING THE DATE AND TIME Verify that the correct date and time are set in the machine. The date and time are set in the system settings of the machine. When the [SYSTEM SETTINGS] key is pressed, the system settings menu screen appears on the touch panel. Select [Default Settings], [Clock], and [Clock Adjust], and set the year, month, day, hour, and minute. STORING THE SENDER FAX NUMBER Store the user name and fax number in Sender Data Registration. Be sure to configure this information, as it is required for communication. If Disabling of Clock Adjustment has been enabled in the system settings (administrator), the date and time cannot be set. System Settings (Administrator): Sender Data Registration Use this setting to program the sender name and sender fax number.
4-7 FACSIMILE Contents BASE SCREEN OF FAX MODE To use the fax function, select settings and operations in the base screen of fax mode. To display the base screen of fax mode, touch the [IMAGE SEND] key and then touch the [Fax] tab. Each of the other modes that can be displayed by touching the [IMAGE SEND] key (scan, Internet fax, USB memory, PC scan and data entry modes) also have base screens. Transmission destinations can be stored in one-touch keys in the address book and retrieved from the address book screen when you need to use them. The address book is shared by fax mode, scan mode, Internet fax mode and data entry mode. To display the address book screen, touch the [Address Book] key in the base screen. To display the base screen, touch the [Condition Settings] key in the address book screen. This chapter refers to the base screen of fax mode as the base screen. The procedures in this chapter begin from the base screen of fax mode. System Settings (Administrator): Default Display Settings One of the following screens can be selected for the initial screen that appears when the [IMAGE SEND] key is touched. Base screen of each mode (scan, Internet fax, fax, or data entry mode) Address book screen AutoAuto Auto File Quick File Address Review Direct TX Sub Address Address Book USB Mem. ScanFaxInternet FaxPC Scan Special Modes Resolution Exposure OriginalScan: Scan Send: Standard Auto ReceptionFax Memory:100% SpeakerReady to send.Resend IMAGE SENDDOCUMENT FILING COPY Preview This screen only appears when the fax function and Internet fax function have been installed. The contents of the screen will vary depending on the devices that are installed. AutoAuto Auto File Quick File Address Review Direct TX Sub Address Address Book USB Mem. ScanFaxInternet FaxPC Scan Special Modes Resolution Exposure OriginalScan: Scan Send: Standard Auto ReceptionFax Memory:100% 12 III III GGG GGG EEE EEE CCC CCC AAA AAA JJJ JJJ HHH HHH FFF FFF DDD DDD BBB BBB 10515 Global Address Search Address Entry Sort Address Sub Address Address Review Condition SettingsToCc ABCDFreq.EFGHIJKLMNOPQRSTUVWXYZetc. Auto ReceptionFax Memory:100%PreviewPreview Base screen of fax mode Address book screen
4-8 FACSIMILE Contents BASE SCREEN OF FAX MODE This screen is used to select settings and operations in fax mode. (1) Mode select keys Use these keys to switch between copy, image send, and document filing modes. To switch to fax mode, touch the [IMAGE SEND] key. (2) This shows various messages and the destinations that have been entered. The icon on the left indicates fax mode. (3) Send mode tabs Use these keys to change the mode of the image send function. Tabs of modes that cannot be used because the appropriate options are not installed do not appear. If the [Fax] tab does not appear, touch the tab to move the screen. BASE SCREEN OF FAX MODE (page 4-7) (4) [Address Book] key Touch this key to dial using a one-touch key or group key. When the key is touched, the address book screen appears. RETRIEVING A FAX NUMBER FROM THE ADDRESS BOOK (page 4-18) (5) [Direct TX] key Touch this key to send a fax by direct transmission. When the [Direct TX] key is not highlighted, normal transmission (memory TX mode) is selected. To fax a large number of sheet originals, use the automatic document feeder. (page 4-26) If you wish to send a fax ahead of other previously reserved fax transmissions, use direct transmission mode. (page 4-27) (6) [Sub Address] key Touch this key to enter a sub-address and passcode for F-code transmission. F-CODE DIALLING (page 4-110)(7) Customized keys The keys that appear here can be changed to show settings or functions that you prefer. Customizing displayed keys (page 4-9) (8) [Preview] key Touch to check the image that will be sent in the touch panel before transmission. CHECKING THE IMAGE TO BE TRANSMITTED (Preview) (page 4-57) This function requires the hard disk drive. (9) [Speaker] key / [Pause] key / [Space] key Touch this key to dial using the speaker. When entering a fax number to be dialled, the key changes to the [Pause] key. When entering a sub-address, the key changes to the [Space] key. TRANSMISSION USING THE SPEAKER (page 4-39) (10) [Resend] key / [Next Address] key Touch this key to redial a fax number. When entering a fax number to be dialled, this key changes to the [Next Address] key. USING THE RESEND FUNCTION (page 4-24) (11) Image settings Image settings (original size, exposure, resolution) can be selected. IMAGE SETTINGS (page 4-46) (12) key This key appears when a special mode or 2-sided scanning is selected. Touch the key to display the selected special modes. Checking what special modes are selected (page 4-9) (13) [Special Modes] key Touch this key to use a special mode. SPECIAL MODES (page 4-71) (14) key Touch this key to dial a fax destination using a search number. USING A SEARCH NUMBER TO RETRIEVE A DESTINATION (page 4-21) AutoAuto Auto File Quick File Address Review Direct TX Sub Address Address Book USB Mem. ScanFaxInternet FaxPC Scan Special Modes Resolution Exposure OriginalScan: Scan Send: Standard Auto ReceptionFax Memory:100% SpeakerReady to send.Resend IMAGE SENDDOCUMENT FILING COPY Preview (1) (2)(9) (3) (4) (5) (6) (7) (8) (13) (12) (11) (10) (16)(14)(15)
4-9 FACSIMILE Contents (15) / / key When Hold Setting for Received Data Print or Received Data Image Check Setting is enabled in the system settings (administrator), this will appear when a fax is received. : Only Hold Setting for Received Data Print is enabled : Only Received Data Image Check Setting is enabled : Both settings are enabled PRINTING A PASSWORD-PROTECTED FAX (Hold Setting For Received Data Print) (page 4-62) CHECKING THE IMAGE BEFORE PRINTING (page 4-63)(16) This shows the currently selected fax reception mode and the amount of free memory remaining. RECEIVING FAXES (page 4-59) Customizing displayed keys Special mode keys and other keys can be displayed in the base screen. You can assign frequently used functions to these keys to access the functions with a single touch. To change the function that is assigned to a key, use Customize Key Setting in the Web pages. Example: When Dual Page Scan, Job Build, and Mixed Size Original are assigned to the customized keys. Checking what special modes are selected The key appears in the base screen when a special mode or 2-sided scanning is selected. The key can be touched to display the selected special modes. To close the screen, touch the [OK] key. Displaying a program key in the base screen will enable you to call up the program by simply touching the key. STORING FAX OPERATIONS (Program) (page 4-73) System Settings (Administrator): Customize Key Setting Registration is performed in [System Settings] - [Operation Settings] - Customize Key Setting in the Web page menu. To register a customized key setting, an optional feature may be required. Please refer to the respective descriptions of individual functions for details. The special mode settings cannot be changed from the function review screen. To change a setting, touch the [OK] key to close the function review screen and then touch the [Special Modes] key and select the setting that you wish to change. Job Build Mixed Size Original Dual Page Scan Send:AutoAuto AutoDirect TX Sub Address Address Book USB Mem. ScanFaxInternet FaxPC Scan Special Modes Resolution Exposure OriginalScan: Scan Standard Auto ReceptionFax Memory:100%Preview These 3 keys can be changed as desired. Erase Function Review Timer Mixed Size Original : : : Edge:10mm Centre:10mm Day of the Week:Monday Time: 21:30 On OK 11 AutoAuto Auto File Quick File Address Review Direct TX Sub Address Address Book USB Mem. ScanFaxInternet FaxPC Scan Special Modes Resolution Exposure OriginalScan: Scan Send: Standard Auto ReceptionFax Memory:100%Preview
4-10 FACSIMILE Contents [R] key When the machine is connected to a PBX, the PBX Setting can be enabled to automatically connect to the outside line each time you dial normally. When the PBX setting is enabled, the [R] key appears in the base screen. To dial a number inside your PBX, touch the [R] key before dialling to temporarily cancel the PBX Setting. This Setting can only be activated in Germany. The [R] key can be included in a fax number stored in an one-touch key. When the [Speaker] key is touched, the PBX Setting is temporarily cancelled and the [R] key does not appear. When the [R] key is touched before dialling, an F-code (sub-address and passcode) cannot be used. Likewise, an one-touch key in which an F-code (sub-address and passcode) is stored cannot be used. System Settings (Administrator): PBX Setting This is used to enable PBX Setting. AutoAuto Auto File Quick File Address Review Direct TX Sub Address Address Book USB Mem. ScanFaxInternet FaxPC Scan Special Modes Resolution Exposure OriginalScan: Scan Send: Standard Auto ReceptionFax Memory:100% R Preview