OKI B2540 MFP User Manual

							B2520 / B2540
- 51 -
Connections
Make sure that your multifunction machine is 
powered off.
USB Connection
The connection between the PC and the machine 
requires a USB 2.0 shielded cable no more than 3 
meters long.
1Locate your USB cable connectors and 
connect as shown below on the picture.
2
Power on your multifunction machine. 
The F
OUND NEW HARDWARE WIZARD window 
appears. 
3Select YES THIS TIME. Click NEXT.
4Select INSTALL SOFTWARE AUTOMATICALLY 
(
RECOMMENDED). Click NEXT.
5Click FINISH. The USB driver is installed.
6The FOUND NEW HARDWARE Wizard appears.
7Select YES THIS TIME. Click NEXT.
8Select INSTALL SOFTWARE AUTOMATICALLY 
(
RECOMMENDED). Click NEXT.
9Click FINISH. The Software driver is installed.
Test the driver installation.
To test the USB and printer driver installation, 
print a test page:
1
Click START >SETTINGS >PRINTERS & FAXES.
2
Right click OKI B2500 MFP. 
3Click PROPERTIES.
4Click the PRINT TEST PAGE button. 
Reinstall the drivers if the installation failed.
You can now use the multifunction machine to 
print or scan your documents. It is possible to add LAN printers without 
installing the Companion Suite Pro 
software on Windows 2000 and XP. From 
the Windows menu Start > Parameters 
> Printers and faxes, select Add 
Printer and follow the instructions on 
screen.
You can connect the USB cable before 
installing the Companion Suite Pro software 
on Windows 2000 and XP.
However, it is recommended to 
install the Companion Suite Pro 
software first and then to connect 
the USB cable to your machine.
If you connect the USB cable before 
installing the Companion Suite Pro 
software the recognition system (plug 
and play) identifies automatically that 
new hardware has been added. To start 
your machine driver’s installation, follow 
the instructions on screen. If a window 
asking about the location of the drivers 
pops up, then indicate the installation 
CD-ROM.
Downloaded From ManualsPrinter.com Manuals 
						

							B2520 / B2540
- 52 -
Network connection
You may connect your multifunction terminal to an 
Ethernet or a wireless network (model B2540 
only).
1Run the MF Director application by clicking 
on the icon located on your desktop or from 
the menu S
TART >  PROGRAMS >  COMPANION 
S
UITE > COMPANION SUITE PRO LL > ADD 
PRINTER.
2Click on the N
EXT button to run the 
installation procedure. 
3The next screen shows the list of compatible 
hardware found on the network. 
You can make another search on the 
network by clicking on the R
EFRESH button.
Remark: A hardware device may not appear in 
the list in which case click on the N
OT 
IN THE LIST button. The next window 
appears. 
Type the IP address or the NetBIOS name of the hardware that you wish to 
add. You can test the connection 
between the PC and the hardware by 
clicking on the T
EST button. Click on 
the OK button.
4Select what you wish to add from the 
hardware list. Click on the N
EXT button.
5For the model B2540, with a LAN connection, 
you must choose one printer among the list. 
Note: the PCL printer is faster in most cases.
6The next window lists the different features 
of the printer that are about to be installed. 
Click on the N
EXT button.
7The window indicating that the installation 
procedure was successful pops up. Click on 
the F
INISH button. The Companion Suite Pro LL software 
shall be installed to perform this 
operation.
Downloaded From ManualsPrinter.com Manuals 
						

							B2520 / B2540
- 53 -
Uninstall the software from your PC
Run the programs removal from the menu START
> PROGRAMS > COMPANION SUITE > COMPANION 
S
UITE PRO LL > UNINSTALL.
1A preparation screen appears.
2Select R
EMOVE and confirm your choice by 
clicking on the N
EXT button.
3A confirmation screen appears. Click on OK 
button to continue the C
OMPANION SUITE 
P
RO LL program removal. 
4A preparation screen appears. You can 
cancel the removal by clicking on C
ANCEL.5You need to restart your system at the end 
of the procedure. Close all open programs, 
select Y
ES, I WANT TO RESTART MY COMPUTER 
NOW and click on the FINISH button.
Multifunction Terminals 
Supervision
The software that you have installed contains two 
multifunction machine management applications, 
MF D
IRECTOR and MF MONITOR, which allow you to:
- check whether the multifunction machine is 
connected to your PC,
- monitor the multifunction machine activities,
- monitor the status of the multifunction 
machine consumables from the PC,
- quickly access the graphic editor applications, 
OCR etc.
To manage the multifunction machine, run the MF 
Director application by clicking on the icon located 
on your desktop or from the menu S
TART
> PROGRAMS > COMPANION SUITE > COMPANION 
S
UITE PRO LL > MF DIRECTOR.
Checking the connection between 
the PC and the multifunction 
machine
To check if the connection between the devices is 
good, run the MF M
ONITOR software from the icon 
located on the desktop and check that the same 
information is displayed on the multifunction 
machine (for instance the date).
Downloaded From ManualsPrinter.com Manuals 
						

							B2520 / B2540
- 54 -
MF Director
This graphical Interface allows you to run the 
utilities and the software to manage your 
multifunction machine.
Graphical presentation
Run the application by clicking on the MF Director 
icon located on your desktop or from the menu 
S
TART > PROGRAMS > COMPANION SUITE > 
C
OMPANION SUITE PRO LL > MF DIRECTOR.
B y  d e f a u l t ,  M F  D
IRECTOR is displayed with dark blue 
rounded shape. You can modify its shape and color 
by right-clicking with the mouse.
Utilities and applications activation
The COMPANION SUITE PRO graphical interface allows 
you to run the following utilities and software:
-get 
HELP from the current documentation,
- run the PaperPort software (Doc Manager).
To run a software or utility contained in the 
C
OMPANION SUITE PRO kit, place the cursor on it and 
left-click with the mouse.
MF Monitor
Graphical presentation
Run the application by clicking on the MF Monitor 
icon located on your desktop or from the menu 
S
TART > PROGRAMS > COMPANION SUITE > 
C
OMPANION SUITE PRO LL > COMPANION 
M
ONITOR.
From this screen you can monitor the information 
or configure your multifunction machine from the 
tabs:
-C
OMPANION: Presents the multifunction 
machine screen.
-C
ONSUMABLES: Displays the consumables 
status.
-S
CAN TO: Scan Mode and Resolution 
parameters setup. These parameters will be 
taken into account when pressing the SCAN 
button from the machine.
Downloaded From ManualsPrinter.com Manuals 
						

							B2520 / B2540
- 55 -
Display the consumable status
The following information will be available from 
the Consumables tab:
- current consumables status,
- number of printed pages,
- number of scanned pages. 
Scan To
The setup of this tab, becomes the default setup for the 
scanner.
Remark: The function S
CAN TO can only be used 
if the application is running. If this is 
not the case, activate it.
1Select the Scan To tab.
2Select one of the possible choices: 
- color, 
- grayscale, 
- black and white.
3Select the scanner resolution (72 dpi to 4800 
dpi). 
4Confirm your choices by clicking on the OK 
button.
Companion Suite Pro LL 
functions
Document analysis
The document analysis can be carried out in two 
ways: 
• either by the S
CAN TO function (application accessible 
from the MF Director window or from the SCAN button 
from the machine), 
• or directly from a TWAIN standard compatible 
application.
Analysis with Scan To
Run the application by clicking on the MF Director 
icon located on your desktop or from the menu 
S
TART > PROGRAMS > COMPANION SUITE > 
C
OMPANION SUITE PRO LL > MF DIRECTOR.
1Left-click with the mouse on the S
CAN TO 
graphical image or click the SCAN button 
from your machine.
2You can follow the ongoing digitisation on a 
screen.
3At the end of the digitisation, the scanned 
picture appears in the PaperPort window. 
Downloaded From ManualsPrinter.com Manuals 
						

							B2520 / B2540
- 56 -
Analysis from a TWAIN compatible 
software
1Run the picture editor application and then 
run the acquisition command. 
The document analysis window appears.
2Setup the parameters (contrast, resolution, 
etc.) before starting the digitisation.
3Once the document is digitised, you can 
archive it or edit it.
Character recognition software (OCR)
The character recognition function allows you to create a 
usable data file for desktop applications from a hardcopy 
document or from a picture.
The character recognition only works for printed 
characters, such as printer outputs or typed text. 
Nevertheless you can request for a handwritten text block 
to be kept intact (a signature for instance) by outlining it. 
Given your machine environment and the character 
recognition from your machine, the OCR is done by 
dragging and dropping a document from the PaperPort to 
the Notepad icon.
Printing
You can print your documents via the USB connection or 
the Wifi connection.
During the installation of the software, the printer driver 
will be installed automatically onto your PC. This will allow 
you to print your documents on the machine via the USB 
connection.
The printer driver allows you to print via the wireless 
connection. This driver is installed when you add a 
network printer.
Printing with the multifunction machine
To print a document with the machine from your 
PC is like printing a docum e n t  i n  W i n d o w s  ( u s e  t h e  
P
RINT command from the FILE menu of the 
currently open application on the screen). Select 
the B2520 
OR B2540 printer to print via the USB 
connection or the N
ETWORK printer to print via the 
Wifi connection.
Address book
The address book enables you to store the numbers of 
the contacts you call the most frequently. The purpose of 
this function is to facilitate dialing your contact’s number 
when you want to send a fax. If you want, you can print 
the list of numbers stored in the Directory.
You also have the possibility of creating groups of 
contacts from the Address book. Like this, you can group 
together all contacts from, for example, a given company 
or the same service, etc, to which you frequently send 
common documents. If the PaperPort software is not installed 
on your hard drive, the scanned picture 
will appear on your desktop in TIFF 
format.
For more details about the usage of this 
software, check the on-line help of the 
product.
The B2520 or B2540 printer becomes 
the default printer when the Companion 
Suite Pro software is installed.
Downloaded From ManualsPrinter.com Manuals 
						

							B2520 / B2540
- 57 -
Add a contact to the terminal 
address book
1Click on the link ADDRESS BOOK of the window 
MF D
IRECTOR. 
The address book is displayed on the screen.
2
Select the terminal address book.
3Click on N
EW and select CONTACT in the 
displayed menu. 
The input window for the contact data is 
displayed..
4
Enter the contact name as well as the fax or GSM 
telephone number, the fax transmission rate with 
this person, the associated quick dial key, the E-
mail address and the default transmission format 
(Pdf or Image). Click on 
OK.
The new contact is added to the list.
Add a group to the terminal address 
book
1Click the link ADDRESS BOOK of the window MF 
D
IRECTOR.
2
Select the terminal address book.
3Click N
EW and select GROUP in the displayed 
menu.
4
Enter the name of the group. The group may consist of contacts from the address book or new 
contacts.
  
 
1st case: 
group members are from the address 
book
. 
Click S
ELECT THE MEMBERS. 
 
The selection window is displayed. 
Select a contact or a group in the zone ADDRESS 
B
OOK, click on   (to add a contact to the group 
you can also double click on it
). 
Click on OK. 
 
2nd case: 
adding new contacts. 
Click on N
EW then add the personal data of the 
new contact, as in the procedure for adding a 
contact
.
5
As soon as the group is complete, click on OK.
The new group is added to the list.
Downloaded From ManualsPrinter.com Manuals 
						

							B2520 / B2540
- 58 -
Manage the address book
When you are working in the directory, you can perform different 
operations
:
- print a list of contacts in your address book,
- delete a contact or a group in your address book,
- search for a contact or a group of contacts in the 
address book using the first letters of the name,
- check the datasheet of a contact or a group in order 
to modify it.
Modify the information related to a 
contact
1Select the contact whose data you want to 
modify, using the mouse
.
2
Click on PROPERTIES.
3
Make the necessary changes in the window 
ADDRESS BOOK.
4
Click on OK.
Modify a group
1Select the group in the address book list.
2Cllick on P
ROPERTIES.
3Make the necessary changes.
4Click on OK.
Delete a contact or a group from the 
address book
1Select the name of the contact or the name of the 
group you want to delete, using the mouse
.
2Click on D
ELETE.
Print the address book
1Click on PRINT. 
The list of the address book is printed on the 
terminal (if no contact is selected)
.
Import or export a directory
Import a directory
Importing a directory makes it possible to exchange 
address book entries between two devices without having 
to enter contacts one by one manually. Directories can be 
imported from files in EAB format. EAB files are 
automatically generated during export.
1
Select IMPORT in the menu FILE of the 
window A
DDRESS BOOK.
2
Select the file to import, click on OPEN.
Save your address book
This operation lets you save your address book to a file in EAB 
format
.
1
Select EXPORT in the menu FILE of the 
window A
DDRESS BOOK.
2
Enter the name of the file and select the 
destination directory, then
 click on SAVE.
Fax communications
The fax communication enables you to:
- send documents as faxes from one of the scanners 
of your terminal, from the hard disk or from the 
screen of your PC,
- to receive fax documents,
- to monitor communications through various services: 
the inbox, the outbox, the sent items, the outbox log 
and the inbox log.
Parameters are available to modify the way your terminal 
works with regard to fax communications. You can modify 
these parameters to adapt the fax communications to 
your requirements. For this procedure, refer to paragraph 
Fax parameters, page 61. When a contact is deleted from the 
directory, it is automatically deleted 
from any group in which it may be 
included.
Downloaded From ManualsPrinter.com Manuals 
						

							B2520 / B2540
- 59 -
Presentation of the Fax windowSend a fax
Send a fax from the hard disk or the 
terminal
1Click the icon   of the window MF 
D
IRECTOR.
2Click N
EW then click FAX.
3Select no zone S
OURCES, SCANNER if your 
document is in paper format or
 MEMORY if the 
document is a computer file located on your hard 
disk (this file must be in TIFF or FAX format)
.
4
To send your fax to a contact, enter his number in 
the field
 RECIPIENTS and click on  or select a 
contact (or group) from one of the directories in 
the field 
ADDRESS BOOK and click on the button 
. 
Repeat this operation as many times as necessary 
(use the button
   to delete a contact from the 
list of contacts).
5If necessary, adjust the advanced options (send 
later and resolution) in the tab
 ADVANCED 
OPTIONS.
6
To add a cover sheet, select the tab COVER PAGE 
then click the box WITH THE COVER PAGE. Select the 
cover sheet you want to add from the pop-down 
menu, or create a new one. For more information
, 
refer to paragraph Cover sheet, page 62.
Item Action
1Create a new fax to send.
2
Delete a fax using one of the fax manager 
directories. Except for directories SEND LOG and 
RECEPTION LOG for which the effect of this 
command is to delete the entire log
3Print a fax from one of the Fax manager 
directories
.
4
Display a fax with the Viewer.
5Access to the address book.
6Stop sending a fax (only enabled for the 
outbox)
.
7
Display all faxes in the selected directory in the 
Fax manager.
8Fax preview.
9
Fax manager directories.
12
3
4
567
8 9
Downloaded From ManualsPrinter.com Manuals 
						

							B2520 / B2540
- 60 - 7
Click OK to send your fax to all contacts in your 
list of contacts.
Your send request can then be checked, if necessary, in 
the outbox
.
Send a fax from application
This method is used to directly send a document you have 
created using a desktop software without printing it beforehand
.
1
From your desktop software, select FILE > 
P
RINT.
2
Select the printer COMPANION SUITE FAX and 
click 
OK. 
The fax oubox window is displayed.
3To send your fax to a contact, enter his number in 
the field R
ECIPIENTS and click the button  or 
select a contact (or a group) from one of the 
directories in the field A
DDRESS BOOK and click the 
button
 .  
Repeat this operation as many times as necessary 
(use the button Erase to delete a contact from 
the list of contacts).
4If necessary, adjust the advanced options (send 
later and resolution) in the tab
 ADVANCED 
OPTIONS.
5
To add a cover sheet, select the tab COVER PAGE 
then click the box W
ITH THE COVER PAGE. Select 
the cover sheet you want to add from the pop-
down menu, or create a new one. For more 
information
, refer to paragraph Cover sheet, 
page 62. 
6
Click OK to send your fax to all contacts in your 
list of contacts
.
7
Your send request can then be checked, if 
necessary, in the outbox
.
Receive a fax
The window MF Manager and MF Director show, using 
different messages, the reception of a fax. The icon   is 
displayed at the bottom of the window MF Manager and 
the icon   appears in the task bar.
You can automatically print faxes on reception. To do this, 
you have to define this parameter, refer to paragraph Fax 
parameters, page 61.
Follow-up of fax communications
Follow-up of fax communications is by means of:
- an outbox,
- an inbox,
- a sent item memory,
- an outbox log,
- an inbox log.
These services enable you to always know exactly what 
communications are taking place on the terminal, whether 
sending or receiving.
The outbox and inbox logs are automatically printed when 
their contents fill an A4 page. After automatic printout, the 
terminal creates a new log.
The outbox
In the fax outbox, there are the following:
- the requests being sent,
- the send later requests,
- the requests for which one or more send attempts 
have already been made, and which will soon be 
redialed,
- the rejected requests (calls not put through).
The requests are classed in the order in which they are 
executed.
 
The rejected requests are filed at the end of the list so that 
they are more accessible if you want to work with them 
(request a new send) or delete them.
Downloaded From ManualsPrinter.com Manuals