Fax Machine and Faxing
Introduction: Due to the volume of incoming and outgoing documents, Purchasing maintains three fax machines. One machine is dedicated to receiving faxes and that is the fax number we publish: 612-626-0366.
The other two units are for our own use in sending out faxes. The phone numbers for these are 612-624-2884 and 612-624-9367. These outgoing fax numbers should not be given out since we do not want to tie them up receiving documents when we need them available for sending documents.
- Fax Machine Configuration
To make any changes to the fax machine (to change the time & date, for example) start by lifting the cover over the control buttons and touch MENU. Then follow the instructions on the screen. To change the time or date, lift the cover, touch MENU, then touch MENU three more times to #4 -- TERMINAL SETUP. Touch ENTER. Now again touch the MENU button three times to #4 -- TIME AND DATE. Touch ENTER. Follow the instructions. When you are finished, you will hear a long beep telling you that you have successfully changed the date/time. Now press the red STOP button to back out of the setup functions until the readout says LOAD ORIGINALS. Follow this basic procedure for all setup functions.
- General Faxing Issues
- Limit faxes to 15 pages for best results. For larger packets, you might consider sending it in two parts with an explanation on the cover page.
- Make sure all copies are paper clip and staple free.
- Watch for the Confirmation Sheet. An "OK" means the transmission was successful. A "NG" means the fax was not successful and should be sent again.
- File the OK Confirmation sheets with the RX or bid/Proposal or return to the buyer with the original fax copy.
- Moving/disconnecting the fax machine may disrupt the accurate receipt date/time printing on received faxes. Verify the correct informaiton prints on the receipt copy.
- Faxing Through a PC
- Will need a modem. See LAN Coordinator for hardware issues.
- No special formatting is allowed in the TO: Field
- Will need a UPAC code from FSS or NTS.
- Can NOT attach files to the fax.
- Faxing to a Foreign Address
- Dial 8 to get outside of the University phone system.
- Dial 011 to get outside of the United States.
- Dial the country code, city code, and receiving phone number. These three parts make up the international fax number.
NOTE: Some numbers have a zero for the country code. Do not dial the zero. Also, do not hit pause at all, just dial the entire number.
- General Troubleshooting
- The outgoing Canon LC7500 is on a maintenance contract with Loffler Business. Contact them at 952-925-6868.
- The incoming Xerox machine is under contract with Xerox. Contact them at 1-800-821-2797.
- The 2nd outgoing Xerox machine is a rental until through OES. Contact them for an service related issues at 4-9515.
- It is best of have the serial number of the machine when you contact the service personnel as well as a description of the problem.
- Transmission Reports
Give any transmission reports to the Office Manager.
- Clearing Memory
Clearing Memory on the Canon LC7500
Run a report to see if there are any pending jobs that did not go through that are just taking up memory. There are usually documents that didn't go through.
- Open the two flap doors above the phone number key pad.
- Select Memory Reference button.
- Select Set.
- Report will run.
The report identifies those incomplete documents that generally should be deleted. You will know that they should be deleted since there will be no phone number indicated on the report.
To erase/clear these left over documents:
- Open the two flap doors above the phone number key pad.
- Select Memory Reference button.
- Press the down arrow until you see Delete Document (usually three times).
- Select Set.
- A question on the screen will appear asking if you are sure that you want to delete the document.
- Press the asterisk (*) key on the phone number key pad to indicate yes.
- Document will clear.
- Do this for all remaining jobs that need to be cleared.
Once you are finished clearing the memory, or want to cancel what you are doing at any time, press the key that has an orange diamond on it. (the stop button).
If any documents were deleted, give the printed report to the Office Manager.
Last Revised: December 12, 2001
©2001 Regents of the University of Minnesota
The University of Minnesota is an equal opportunity educator and employer