Panasonic KX-FB421 Owner's manual

Operating Instructions

Flat-Bed-Plain Paper Fax and Copier

Model No. KX-FB421

General In formation

Please read these Operating

Instructions before using the unit

and save for future reference.

This model is designed to be

used only in the U.S.A.

FOR FAX ADVANTAGE ASSISTANCE:

– CALL

1-800-HELP-FAX (1-800-435-7329)

–E-MAIL TO

[email protected]

for customers in the U.S.A. or Puerto

Rico

–REFER TO

www.panasonic.com

for customers in the U.S.A. or Puerto

Rico

2

Thank you for purchasing a Panasonic facsimile.

Things you should keep a record of

Attach your sales receipt here.

For your future reference

Caution:

LThe Telephone Protection Act of 1991 requires the following information to be clearly stated either at

the top or bottom margin of the first message page when transmitting messages via telephone

facsimile:

–date and time of transmission,

–identification of the business, entity or person(s) sending the facsimile, and

–telephone number of the business, entity or person(s).

To program this information into your unit, complete all the instructions on page 28 to page 31.

LNote that the images of copied or received documents will remain on the used ink film. Use discretion

when disposing of the used ink film.

LDo not rub or use an eraser on the printed side of recording paper, as the print may smear.

Energy Star:

LAs an ENERGY STAR® Partner, Panasonic has determined that this product meets the ENERGY

STAR guidelines for energy efficiency.

ENERGY STAR is a U.S. registered mark.

Trademarks:

LHammermill is a registered trademark of INTERNATIONAL PAPER in the United States and/or other

countries.

LopenLCR and openLCR.com are the trademarks of openLCR.com, Inc.

LAll other trademarks identified herein are the property of their respective owners.

Copyright:

LThis manual is copyrighted by Kyushu Matsushita Electric Co., Ltd. (KME) and its licensee. Under the

copyright laws, this manual may not be reproduced in any form, in whole or part, without the prior

written consent of KME and its licensee.

Date of purchase Serial number

(found on the rear of the unit)

Dealer’s name and address

Dealer’s telephone number

Safety instructions

3

For fax advantage assistance, call 1-800-435-7329.

Safety inst ructions

Important safety instructions

When using this unit, basic safety precautions

should always be followed to reduce the risk of

fire, electric shock, or personal injury.

1. Read and understand all instructions.

2. Follow all warnings and instructions marked

on this unit.

3. Unplug this unit from power outlets before

cleaning. Do not use liquid or aerosol

cleaners. Use a damp cloth for cleaning.

4. Do not use this unit near water, for example

near a bathtub, wash bowl, kitchen sink, or

the like.

5. Place the unit securely on a stable surface.

Serious damage and/or injury may result if

the unit falls.

6. Do not cover slots and openings on the unit.

They are provided for ventilation and

protection against overheating. Never place

the unit near radiators, or in a place where

proper ventilation is not provided.

7. Use only the power source marked on the

unit. If you are not sure of the type of power

supplied to your home, consult your dealer or

local power company.

8. For safety purposes this unit is equipped with

a grounded plug. If you do not have this type

of outlet, please have one installed. Do not

defeat this safety feature by tampering with

the plug.

9. Do not place objects on the power cord.

Install the unit where no one can step or trip

on the cord.

10.Do not overload wall outlets and extension

cords. This can result in the risk of fire or

electric shock.

11.Never push any objects through slots in this

unit. This may result in the risk of fire or

electric shock. Never spill any liquid on the

unit.

12.To reduce the risk of electric shock, do not

disassemble this unit. Take the unit to an

authorized service center when service is

required. Opening or removing covers may

expose you to dangerous voltages or other

risks. Incorrect reassembly can cause

electric shock when the unit is subsequently

used.

13.Unplug this unit from the wall outlet and refer

servicing to an authorized service center

when the following conditions occur:

A. When the power supply cord or plug is

damaged or frayed.

B. If liquid has been spilled into the unit.

C. If the unit has been exposed to rain or

water.

D. If the unit does not work normally by

following the operating instructions.

Adjust only controls covered by the

operating instructions. Improper

adjustment may require extensive work

by an authorized service center.

E. If the unit has been dropped or physically

damaged.

F. If the unit exhibits a distinct change in

performance.

14.During thunderstorms, avoid using

telephones except cordless types. There

may be a remote risk of an electric shock

from lightning.

15.Do not use this unit to report a gas leak, when

in the vicinity of the leak.

SAVE THESE

INSTRUCTIONS

INSTALLATION:

LNever install telephone wiring during a

lightning storm.

LNever install telephone jacks in wet locations

unless the jack is specifically designed for

wet locations.

LNever touch uninsulated telephone wires or

terminals unless the telephone line has been

disconnected at the network interface.

LUse caution when installing or modifying

telephone lines.

WARNING:

LTo prevent the risk of fire or electrical shock,

do not expose this product to rain or any type

of moisture.

OTHER INFORMATION:

LKeep the unit away from electrical noise

generating devices, such as fluorescent

lamps and motors.

LThe unit should be kept free from dust, high

temperature and vibration.

LThe unit should not be exposed to direct

sunlight.

LDo not place heavy objects on top of this unit.

LDo not touch the plug with wet hands.

Table of Contents

4For fax advantage assistance, call 1-800-435-7329.

Table of Contents

Initial Preparation

Accessories Included accessories ............................................................................6

Accessory information............................................................................6

Finding the Controls Overview ................................................................................................7

Location of controls................................................................................8

Installation Connecting the document cover ............................................................9

Unlocking the shipping lock ................................................................10

Ink film – installing / replacing .............................................................11

Paper stacker and paper tray ..............................................................13

Recording paper .................................................................................14

Connections and Setup Popular ways to use the fax machine ..................................................15

Case 1: Receives faxes and phone calls (on answering machine) on

single line (one phone number) ...........................................................16

Case 2: One line used for fax only.......................................................18

Case 3: Fax machine and telephone share a single line (one phone

number); Fax seldom used ..................................................................20

Case 4: Receives faxes and phone calls on single line, but different

numbers (Distinctive Ring)...................................................................22

Case 5: Receives faxes and voice mail on same line, but different

numbers (Distinctive Ring)...................................................................24

Help Button Help function .......................................................................................26

Volume Adjusting volume .................................................................................27

Initial Programming Date and time, your logo and fax number............................................28

Telephone

Automatic Dialing Storing names and telephone numbers into one-touch dial ................32

Storing names and telephone numbers into navigator directory .........33

Editing a stored entry ...........................................................................34

Erasing a stored entry..........................................................................35

Making a phone call using one-touch dial and navigator directory .....36

Caller ID Caller ID service from your phone company........................................37

Viewing and calling back using caller information ...............................38

Erasing caller information ....................................................................39

Storing caller information into one-touch dial and navigator directory 40

Fax

Sending Faxes Sending a fax manually using the auto document feeder ..................41

Sending a fax manually using the scanner glass ................................43

Documents you can send ...................................................................44

Sending a fax using one-touch dial and navigator directory ...............45

Broadcast transmission .......................................................................47

Receiving Faxes Receiving a fax manually .....................................................................51

Receiving a fax automatically ..............................................................52

Distinctive Ring Using two or more phone numbers in a single telephone line ............53

Table of Contents

5

For fax advantage assistance, call 1-800-435-7329.

Copy

Copying Making a copy .....................................................................................55

Programmable Features

Features Summary Programming .......................................................................................59

Basic features .....................................................................................60

Advanced features ..............................................................................61

Help

Error Messages Reports ...............................................................................................64

Display ................................................................................................65

Frequently Asked

Questions When a function does not work, check here ........................................67

Jams Recording paper jam ...........................................................................70

Document jams – sending ..................................................................73

Cleaning White plate and scanner glass ............................................................74

Document feeder rollers.......................................................................75

Thermal head and roller shaft ..............................................................76

General Information

Printed Reports Reference lists and reports .................................................................79

Caller IQ Feature openLCR service for the Caller IQ feature ..........................................80

Specifications Technical data about this product ........................................................83

FCC Information List of FCC requirements and information ..........................................85

Limited Warranty Panasonic Facsimile Product Limited Warranty ..................................86

Customer Services Customer Services directory................................................................88

Index Program index .....................................................................................89

Index ....................................................................................................90

Accessories

6For fax advantage assistance, call 1-800-435-7329.

Initial P reparati on

Included accessories

LIf any items are missing or damaged, check with the place of purchase.

LSave the original carton and packing materials for future shipping and transportation of the unit.

LThe part numbers are subject to change without notice.

Accessory information

The included film roll is 10 meters (321/2') long. We recommend that you buy a full-size replacement film

120 meters (393') for continuous use of your unit. For best results, use genuine Panasonic replacement

film as follows:

L

LL

LThe ink film is not reusable. Do not rewind and use the ink film again.

LTo place an order:

LIf you have any questions about internet orders, please contact us at:

Power cord........................... 1

Part No. PFJA1030Z

Telephone line cord ..............1

Part No. PQJA10075Z

Handset................................ 1

Part No. PFJXE0805Z

Handset cord........................ 1

Part No. PQJA10126Z

Paper stacker .......................1

Part No. PFKS1078Z1

Paper tray............................. 1

Part No. PFKS1072Z1

A4 paper guide..................... 1

Part No. PFKS1074Z1

Ink film ..................................1 Operating instructions .......... 1

Part No. PFQX1699Z

Model No. Item Specifications/Usage

KX-FA94 Replacement film 216 mm × 120 m (81/2" × 393')

Telephone: Call 1-800-332-5368.

Fax: Send a fax to 1-800-237-9080.

Include:

–your name, shipping address and telephone number,

–credit card type, number, expiration date and your signature,

–order part number and quantity.

Internet: Visit our web site: http://www.panasonic.com/store

(for customers in the U.S.A. ONLY)

E-mail: [email protected]

Telephone: 1-866-888-2929

Finding the Controls

7

For fax advantage assistance, call 1-800-435-7329.

Finding the Controls

Overview

Front view

A

AA

ADocument guides

B

BB

BDocument exit

C

CC

CADF (Auto Document Feeder) cover

D

DD

DRecording paper exit

E

EE

EPaper stacker

The paper stacker may not be shown in all

illustrations.

F

FF

FRecording paper entrance

G

GG

GPaper tray

H

HH

HTension plate

I

II

IDocument entrance

J

JJ

JDocument cover

K

KK

KPrinter cover

L

LL

LPrinter cover open button

Rear view

A

AA

APower inlet

B

BB

BTelephone line jack

C

CC

CExternal telephone jack

D

DD

DADF (Auto Document Feeder) cable

E

EE

ESpeaker

L

EK

J

I

H

F

A

B

C

D

G

A

BCDE

Finding the Controls

8For fax advantage assistance, call 1-800-435-7329.

Location of controls

A

AA

ADisplay

B

BB

B{

{{

{MENU}

}}

}

LTo initiate or exit programming.

C

CC

C{

{{

{CALLER ID}

}}

}

LTo use caller ID service (page 38, 40).

D

DD

D{

{{

{REDIAL/PAUSE}

}}

}

LTo redial the last number dialed.

LTo insert a pause during dialing.

E

EE

E{

{{

{HANDSET MUTE}

}}

}

LTo mute your voice to the other party

during a conversation. Press this button

again to resume the conversation.

F

FF

FOne-touch keys

LTo use one-touch dial (page 32, 36, 45).

LTo transmit to multiple entries (page 47,

49).

G

GG

G{

{{

{COPY}

}}

}

LTo initiate copying (page 55).

H

HH

H{

{{

{RESOLUTION}

}}

}

LTo select print quality (page 41, 55).

I

II

I{

{{

{CALLER IQ}

}}

}

LTo use the Caller IQ feature (page 80).

J

JJ

J{

{{

{RECEIVE MODE}

}}

}

LTo change the receiving mode.

K

KK

K{

{{

{NAVIGATOR, VOLUME}

}}

}

LTo adjust volume (page 27).

LTo search for a stored name (page 36,

45).

LTo select the features or feature settings

during programming (page 59).

LTo navigate to the next operation.

L

LL

L{

{{

{TONE}

}}

}

LTo change from pulse to tone temporarily

during dialing when your line has rotary

pulse services.

M

MM

M{

{{

{FLASH}

}}

}

LTo access special telephone services

such as call waiting or for transferring

extension calls.

N

NN

N{

{{

{MONITOR}

}}

}

LTo initiate dialing without lifting the

handset.

O

OO

O{

{{

{HELP}

}}

}

LTo print a quick reference (page 26).

P

PP

P{

{{

{LOWER}

}}

}

LTo select stations 4–6 for one-touch dial

(page 32, 36, 45).

Q

QQ

Q{

{{

{STOP}

}}

}

LTo stop an operation or cancel

programming.

R

RR

R{

{{

{FAX/START, SET}

}}

}

LTo initiate fax transmission or reception.

LTo store a setting during programming.

A B F G H

RQPONJI

D

CE

K ML

Installation

9

For fax advantage assistance, call 1-800-435-7329.

Installati on

Connecting the document cover

1Gently insert the two tabs on the document

cover into the slots on the unit (1), then

close the document cover (2).

2Connect the ADF cable to the jack on the

back of the unit.

LThe arrow (_) on the ADF cable must

be facing up.

1

2

Document

cover

Slots

Tabs

ADF cable

Arrow (_)

Installation

10 For fax advantage assistance, call 1-800-435-7329.

Unlocking the shipping lock

The shipping lock is to avoid damaging the scanner when it is being transported. Before using

the unit, unlock the shipping lock.

1Press down the printer cover open button

(1). Open the printer cover (2).

2Slide down the shipping lock to unlock

position.

L

LL

LThe label for unlocking the shipping

lock is attached to the unit. Remove

and read it.

3Close the printer cover by pushing down on

both sides until locked.

Caution:

L

LL

LWhenever transporting the unit, be sure

to slide up the shipping lock to lock it.

Printer cover

open button

1

2

Shipping

lock

Unlock

position

Printer cover

Installation

11

For fax advantage assistance, call 1-800-435-7329.

Ink film – installing / replacing

Install the included ink film or replace the used ink film with a new one.

Replacement film Model No. KX-FA94: prints about 400 letter-sized pages.

See page 6 for accessory information.

1For replacement only:

If ejected paper is stacked on the paper

stacker, remove it.

2Press down the printer cover open button

(1). Open the printer cover (2).

LFor first time installation of the supplied

ink film, skip to step 5.

3For replacement only:

Pull out the blue gear and remove the used

ink film. Remove the used core.

4For replacement only:

Remove the stoppers and tags from the

new ink film.

Paper stacker

Ejected paper

Printer cover

open button

1

2

Used core

Used

ink film

Blue

gear

Tags

New ink film

Stopper

Installation

12 For fax advantage assistance, call 1-800-435-7329.

5Insert the gear of blue core of the front ink

film roll into the left slot of the unit (1).

Insert the rear ink film roll (2).

6Turn the gear of blue core in the direction of

the arrow.

LMake sure that the ink film is wrapped

around the blue core at least once.

7Close the printer cover by pushing down on

both sides until locked.

Note:

LThe ink film is safe to touch, and will not rub

off on your hands like carbon paper.

Rear ink film roll

Gear of blue core

Left

slot

Front ink

film roll

1

2

Gear of blue core

Ink film

Tight

1 turn

Slack

Reverse

Correct

Blue core

The ink film is not wrapped

around the blue core.

Incorrect

Printer cover

Installation

13

For fax advantage assistance, call 1-800-435-7329.

Paper stacker and paper tray

1Line up the slots in the paper stacker with

the pegs on the bottom of the unit, then

slide until locked.

LThe paper stacker can hold up to

approx. 100 sheets of printed paper.

Remove the printed paper before the

paper stacker becomes full.

2Insert the paper tray into the slot on the

back of the unit.

Note:

LDo not place the unit in an area where the

paper tray may be obstructed (i.e. by a wall

etc.).

LRecording paper will be ejected from the front

of the unit. Do not place anything in front of

the unit.

To use A4 size paper

Insert the bottom tab on the A4 paper guide into

the lower slot. Press the guide into the upper

slot.

LChange the recording paper size (feature

#16 on page 60).

Pegs

Paper stacker

Slots

Paper tray

Slot

A4 paper

guide

Upper slot

Lower slot

Bottom tab

Paper tray

Installation

14 For fax advantage assistance, call 1-800-435-7329.

Recording paper

Letter, legal or A4 size recording paper can be loaded. The unit can hold up to 100 sheets of 75 g/m2 (20

lb.) paper. You may use 60 g/m2 to 90 g/m2 (16 lb. to 24 lb.) paper. See the note for paper specifications

on page 84. For superior results, we recommend Hammermill® Jet Print paper.

1Fan the stack of paper to prevent a paper

jam.

2Pull the tension plate forward and hold

open while inserting the paper.

LThe paper should not be over the tab.

LIf the paper is not inserted correctly,

readjust the paper, or the paper may

jam.

To add paper

1. Pull the tension plate forward and hold open

while removing all of the installed paper.

2. Add paper to the stack of paper you removed

and straighten.

3. Fan the stack of paper.

4. Pull the tension plate forward and hold open

while inserting the paper.

Tension

plate

Tab

Side to be printed

face down.

Stack of

paper

Correct Incorrect

Tension plate

Connections and Setup

15

For fax advantage assistance, call 1-800-435-7329.

Connect ions and Setup

Popular ways to use the fax machine

You may already have other devices such as telephone or telephone answering machine besides the fax

machine. You may use them in the same room or different room. Depending on your situation, select the

way you prefer to use your fax machine.

–Case 1: Receives faxes and phone calls (on answering machine) on single line (one phone number)

(page 16)

–Case 2: One line used for fax only (page 18)

–Case 3: Fax machine and telephone share a single line (one phone number); Fax seldom used (page

20)

–Case 4: Receives faxes and phone calls on single line, but different numbers (Distinctive Ring) (page

22)

–Case 5: Receives faxes and voice mail on same line, but different numbers (Distinctive Ring) (page

24)

General information for

connections

Note:

LThe warranty does not cover damage due to

power line surges or lightning. For additional

equipment protection, we recommend the

use of a surge protector. The following types

are available: TELESPIKE BLOK MODEL

TSB (TRIPPE MFG. CO.), SPIKE BLOK

MODEL SK6-0 (TRIPPE MFG. CO.), SUPER

MAX (PANAMAX) or MP1 (ITW LINX).

LTo avoid malfunction, do not position fax

machine near appliances such as TVs or

speakers which generate an intense

magnetic field.

LIf any other device is connected on the same

line, this unit may disturb the network

condition of the device.

LWhen the power is turned on and the display

shows the following, unlock the shipping lock

(page 10).

CARRIAGE ERROR

b

RELEASE

SHIPPING LOCK

Connect to LINE.

Handset cord

Telephone

line cord

To a single

telephone

line jack

(RJ11C)

To a power outlet

(120 V, 60 Hz)

Power cord

( )

Line surge

protector

( )

Power surge

protector

Longer,

uncoiled end

Connections and Setup

16 For fax advantage assistance, call 1-800-435-7329.

Case 1: Receives faxes and phone calls (on

answering machine) on single line (one phone

number)

Your situation

You wish to use the fax machine and your

answering machine in the same room.

Telephone wiring image in

house or office

Connections

Fax

machine

Answering

machine

Answering machine

(Not included)

Telephone

line cord

To a single

telephone line

jack (RJ11C)

To a power

outlet

(120 V, 60 Hz)

Power cord

Remove the stopper.

Connections and Setup

17

For fax advantage assistance, call 1-800-435-7329.

How to set up

1Set the fax machine to FAX ONLY mode by

pressing {

{{

{RECEIVE MODE}

}}

} until the

following is displayed.

LThe display will show the number of

rings before the fax machine answers a

call in FAX ONLY mode.

2Press {

{{

{+

++

+}

}}

} or {

{{

{-

--

-}

}}

} to change the ring

setting to 5 and press {

{{

{SET}

}}

}.

3Turn on your answering machine.

4Adjust the ring setting of the answering

machine to less than 4.

LThis will allow the answering machine to

answer the call first.

Note:

LIf you wish to answer calls manually, set the

fax machine to TEL mode by pressing

{

{{

{RECEIVE MODE}

}}

}.

How to receive calls

At first your answering machine will pick up the

call.

Helpful hint:

LIf the call is a phone call, the answering

machine will record voice message

automatically.

LIf a fax calling tone is detected, the answering

machine will be disconnected and the call will

be switched to the fax machine. The fax

machine will receive a fax automatically.

If the answering machine is turned off

You can receive a fax with the fax machine and

an extension telephone, if connected.

With the fax machine

1. When the fax machine rings, lift the handset

of the fax machine.

2. When document reception is required, a fax

calling tone (slow beep) is heard, or no sound

is heard, press {

{{

{FAX/START}

}}

}.

LThe fax machine will start reception.

With an extension telephone

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}

}}

} (pre-selected fax

activation code) firmly.

3. Replace the handset.

LThe fax machine will start reception.

Note:

LYou can change the fax activation code in

feature #41 (page 62).

{SET}

{FAX/START}

{

RECEIVE MODE}

{+} {-}

FAX

TEL

FAX ONLY MODE

3 RINGS

FAX

TEL

TEL MODE

Connections and Setup

18 For fax advantage assistance, call 1-800-435-7329.

Case 2: One line used for fax only

Your situation

You wish to use the fax machine only for fax

reception/transmission.

Telephone wiring image in

house or office

Connections

Fax machine

Telephone

line cord

To a single

telephone line

jack (RJ11C)

To a power

outlet

(120 V, 60 Hz)

Power cord

Connect to LINE.

Connections and Setup

19

For fax advantage assistance, call 1-800-435-7329.

How to set up

1Set the fax machine to FAX ONLY mode by

pressing {

{{

{RECEIVE MODE}

}}

} until the

following is displayed.

LThe display will show the number of

rings before the fax machine answers a

call in FAX ONLY mode.

2Press {

{{

{+

++

+}

}}

} or {

{{

{-

--

-}

}}

} to change the ring

setting to 2 and press {

{{

{SET}

}}

}.

How to receive calls

Just leave it. When the other party sends a fax,

the fax machine will receive it automatically.

{SET}

{

RECEIVE MODE}

{+} {-}

FAX

TEL

FAX ONLY MODE

3 RINGS

Connections and Setup

20 For fax advantage assistance, call 1-800-435-7329.

Case 3: Fax machine and telephone share a single

line (one phone number); Fax seldom used

Your situation

You wish to use the fax machine and an

extension telephone in a different room. Most

calls are phone calls and the fax machine is

mostly used to send documents.

Telephone wiring image in

house or office

Connections

Room

Extension

telephone

Fax machine

Room

Telephone

line cord

To a single

telephone line

jack (RJ11C)

To a power

outlet

(120 V, 60 Hz)

Power cord

Connect to LINE.

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