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Panasonic KX-FL541 Operating Instructions Manual

High speed laser fax and copier
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Download this manual See also: Service Manual
FOR FAX ADVANTAGE ASSISTANCE:
— PHONE CALL
1-800-HELP-FAX (1-800-435-7329)
— E-MAIL TO
consumerproducts@panasonic.com
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
High Speed Laser Fax and Copier

Operating Instructions

Model No.
Please read these Operating
Instructions before using the unit
and save for future reference.
KX-FL541
This model is designed to be
used only in the U.S.A.

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Summary of Contents for Panasonic KX-FL541

  • Page 1: Operating Instructions

    U.S.A. or Puerto Rico High Speed Laser Fax and Copier Operating Instructions KX-FL541 Model No. Please read these Operating Instructions before using the unit and save for future reference. This model is designed to be...

  • Page 2: How To Use The Operating Instructions

    Location of Controls How to use the operating instructions When following operating instructions, always keep the front cover page (next page) open so that you will find easy reference to the buttons. OPEN...

  • Page 3: Location Of Controls

    Location of controls Please keep this page open when following operating instructions. For a description of each button, see page 8. Keys (Listed in alphabetical order.) AUTO ANSWER BROADCAST CALLER ID PRINT CALLER ID SEARCH CALLER IQ COLLATE COPY START DIRECTORY PROGRAM FAX START FLASH...
  • Page 4 L All other trademarks identified herein are the property of their respective owners. Copyright: L This manual is copyrighted by Panasonic Communications Co., Ltd. (PCC) 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 PCC and its licensee.

  • Page 5: Safety Instructions

    Safety Instructions Safety Instructions 1For Fax Advantage assistance, call 1-800-435-7329. 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.

  • Page 6: Other Information

    Safety Instructions OTHER INFORMATION: L Keep the unit away from electrical noise generating devices, such as fluorescent lamps and motors. L The unit should be kept free from dust, high temperature and vibration. L The unit should not be exposed to direct sunlight.

  • Page 7: Table Of Contents

    1. Introduction and 1. Table of Contents Installation Accessories Included accessories...7 Accessory information ...8 Finding the Controls Description of buttons... 8 Overview ... 9 Installation Toner cartridge and drum unit ... 10 Paper tray ...12 Paper stacker...12 Document stacker... 13 Handset cord ...13 1.10 Recording paper...

  • Page 8: Table Of Contents

    Table of Contents Jams Recording paper jam ... 58 Document jams - sending... 60 Cleaning Cleaning the inside of the unit ... 61 9. Caller IQ Feature Caller IQ Feature openLCR service for the Caller IQ feature ... 64 To turn the Caller IQ ON / OFF... 64 Updating the rate table (downloading the rate table) ...64 Downloading information ...

  • Page 9: Introduction And Installation

    1 Introduction and Installation 1.1 Included accessories Item Power cord Telephone line cord Handset Handset cord Paper stacker Paper tray Drum unit Toner cartridge (starter toner cartridge) A4 paper guides Operating instructions Quick start sheet *1 Part numbers are subject to change without notice. Note: L If any items are missing or damaged, check with the place of purchase.

  • Page 10: Accessory Information

    1. Introduction and Installation 1.2 Accessory information To ensure that the unit operates properly, we recommend the use of a Panasonic toner cartridge and drum unit. 1.2.1 Available accessories – Replacement toner cartridge (KX-FA83) – Replacement drum unit (KX-FA84) L To place an order: Telephone: 1-800-332-5368.

  • Page 11: Overview

    1. Introduction and Installation 1.4 Overview 1 Handset 2 Speaker 3 Document guides 4 Paper tray 5 Recording paper entrance 6 Tension plate 7 Paper stacker 8 Document stacker 9 Recording paper exit j Document exit k Front cover l Document entrance *1 The paper stacker and document stacker may not be shown in all illustrations.

  • Page 12: Toner Cartridge And Drum Unit

    1. Introduction and Installation Installation 1.5 Toner cartridge and drum unit The included toner cartridge is a starter toner cartridge. It will print about 800 letter-sized pages with a 5% image area (page 69). Caution: L Read the following instructions before you begin installation.
  • Page 13 Make sure that the triangles (1) match, to install the toner cartridge correctly. Lift open the front cover (1), holding OPEN (2). L If the lower glass (3) is dirty, clean it with a soft and dry cloth. For Fax Advantage assistance, call 1-800-435-7329. 1.

  • Page 14: Paper Tray

    1. Introduction and Installation 1.6 Paper tray Insert the paper tray (1) into the slot (2) on the back of the unit. Note: L Do not place the unit in an area where the paper tray may be obstructed (i.e., by a wall, etc.).

  • Page 15: Document Stacker

    1.8 Document stacker Pull the document stacker (1) forward gently until it clicks into place, then press the center part of the document stacker (2) to open the extender (3). For Fax Advantage assistance, call 1-800-435-7329. 1. Introduction and Installation 1.9 Handset cord Connect the handset cord (1).
  • Page 16 1. Introduction and Installation Pull the tension plate forward (1) and insert the paper, print-side down (2), then push the tension plate back (3). L The paper should not be over the tabs (4). L If the paper is not inserted correctly, readjust the paper, or the paper may jam.

  • Page 17: Preparation

    2 Preparation 2For Fax Advantage assistance, call 1-800-435-7329. Connections and Setup 2.1 Selecting the way to use your fax machine Depending on your situation, you can select the way you prefer to use your fax machine in Quick Setup feature #00. You can print out the Quick Setup Guide for your assistance.

  • Page 18: Case 1: Fax Only

    2. Preparation 2.2 Case 1: FAX ONLY 2.2.1 Your situation You wish to use the fax machine only for fax reception/transmission. 2.2.2 Telephone wiring image in house or office Fax machine 2.2.3 Connections for Case 1 Connect to LINE. To a single telephone line jack Telephone line cord...

  • Page 19: Case 2A: Distinctive Ring (1 Phone Line With 2 Or More Phone Numbers)

    2.3 Case 2a: Distinctive Ring (1 phone line with 2 or more phone numbers) 2.3.1 Your situation You wish to use the fax machine and your answering machine in a different room and receive faxes and phone calls automatically. You must get another phone number to use for fax besides the current phone number.
  • Page 20 2. Preparation Press {A} or {B} repeatedly to display the following. SELECT A SETUP =DIST. RING Press {SET}. Press {MENU}. L The AUTO ANSWER light is ON. L You cannot change the receiving mode while the Distinctive Ring feature is activated.

  • Page 21: Case 2B: Distinctive Ring (Using With Voice Mail Service)

    2.4 Case 2b: Distinctive Ring (using with voice mail service) 2.4.1 Your situation You have already subscribed to voice mail service and also wish to receive a fax automatically. You must get another phone number to use for fax besides the current phone number. To get a new phone number, you need to subscribe to a Distinctive Ring service at your local telephone company.
  • Page 22 2. Preparation Press {A} or {B} repeatedly to display the following. SELECT A SETUP =DIST. RING Press {SET}. Press {MENU}. L The AUTO ANSWER light is ON. L You cannot change the receiving mode while the Distinctive Ring feature is activated.

  • Page 23: Case 3: Ext. Tam (External Telephone Answering Machine)

    2.5 Case 3: EXT. TAM (External Telephone Answering Machine) 2.5.1 Your situation You wish to use the fax machine and your answering machine in the same room. 2.5.2 Telephone wiring image in house or office Answering machine machine 2.5.3 Connections for Case 3 Remove the stopper.
  • Page 24 2. Preparation Receiving a voice message and fax document in one call The caller can leave a voice message and send a fax document during the same call. Inform the caller of the following procedure beforehand. 1. The caller calls your unit. L The answering device will answer the call.

  • Page 25: Case 4: Tel Only

    2.6 Case 4: TEL ONLY 2.6.1 Your situation You wish to use the fax machine and an extension telephone in a different room. Most incoming calls are phone calls and the fax machine is seldom used for fax reception. 2.6.2 Telephone wiring image in house or office Room Room...
  • Page 26 2. Preparation – 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. L The fax machine will start reception. Note: L You can change the fax activation code in feature #41 (page 48).

  • Page 27: Case 5: Fax With Pc Modem

    2.7 Case 5: FAX with PC MODEM (one phone number) 2.7.1 Your situation You wish to use a computer connected via MODEM and the fax machine on a single telephone line. The fax machine and the computer are in the same room and you do not want the computer to answer incoming calls automatically.

  • Page 28: How To Setup

    2. Preparation 2.7.4 How to setup {A}{B} Set the fax machine to FAX ONLY mode by pressing {AUTO ANSWER} repeatedly to display the following. FAX ONLY MODE 3 RINGS L The display will show the number of rings before the fax machine answers a call in FAX ONLY mode.

  • Page 29: Help Function

    Help Button 2.8 Help function The unit contains helpful information which can be printed for quick reference. Basic settings: How to set the date, time, your logo and fax number. Feature list: How to program the features. Directory: How to store names and numbers in the directory and how to dial them.

  • Page 30: Date And Time

    2. Preparation 2.10 Date and time {MENU} {<}{>} Press {MENU}. SYSTEM SET UP PRESS NAVI.[( )] Press {<} or {>} repeatedly to display the following. SET DATE & TIME PRESS SET Press {SET}. L Cursor (|) will appear on the display. 0 1/D:01/Y:03 TIME: 12:00AM Enter the current month/day/year by...

  • Page 31: Your Logo

    2.11 Your logo The logo can be your company, division or name. {MENU} {<}{>}{A}{B} {FLASH} {HANDSET MUTE} Press {MENU}. SYSTEM SET UP PRESS NAVI.[( )] Press {<} or {>} repeatedly to display the following. YOUR LOGO PRESS SET Press {SET}. L Cursor (|) will appear on the display.

  • Page 32: Your Fax Number

    2. Preparation 3. Press {#}. LOGO=B| 4. Press {5} 3 times. LOGO=Bi| To correct a mistake Press {<} or {>} to move the cursor to the incorrect character, and make the correction. To delete a character Press {<} or {>} to move the cursor to the character you want to delete and press {STOP}.

  • Page 33: Telephone

    3 Telephone Automatic Dialing 3.1 Storing names and telephone numbers into one-touch dial Up to 22 telephone numbers can be stored in one-touch dial for quick access. L Station 1 to 3 can be used alternatively as broadcast keys (page 38). L You can also send faxes using one-touch dial (page 37).

  • Page 34: Editing A Stored Entry

    3. Telephone Helpful hints: L For your convenience, HELP-FAX (1-800- 435-7329) has been pre-programmed. If you cannot solve a problem, call using this entry (page 32). If unnecessary, you can erase it (page 32). L You can confirm the stored entries in the telephone number list (page 66).

  • Page 35: Caller Id

    To search for a name by initial Example: “LISA” 1. Press {>}. L Confirm that there are no documents in the document entrance. 2. Press {A} or {B} to initiate the navigator directory. 3. Press {5} repeatedly to display any name with the initial “L”...

  • Page 36: Printing The Caller Id List

    3. Telephone To change the display of the caller information Press {NAME/TEL NO.} repeatedly after step 2. SAM LEE Example: 11:20AM Jul 20 , 1345678901 11:20AM Jul 20 , L Check mark (,) on the display means the call has already been viewed or answered. Display while viewing L When the unit did not receive name information, the display will show “NO NAME...
  • Page 37 3. Press {SET}. For stations 4–11: 1. Press the desired station key. 2. Press {SET}. For stations 12–22: 1. Press {LOWER}, then press the desired station key. 2. Press {SET}. For navigator directory: 1. Press {<} or {>}. 2. Press {SET}. Press {SET}.

  • Page 38: Fax

    4. Fax 4 Fax Sending Faxes 4.1 Sending a fax manually {MONITOR} {STOP} {FAX START} {RESOLUTION} {REDIAL/PAUSE} {QUICK SCAN START} Adjust the width of the document guides (1) to the size of the document. Insert the document (up to 20 pages) FACE DOWN (2) until a single beep is heard and the unit grasps the document.

  • Page 39: Documents You Can Send

    3. Press {QUICK SCAN START} or {FAX START}. L The document will be fed into the unit and scanned into memory. The unit will then transmit the data. If the document exceeds the memory capacity, sending will be canceled and this feature will be turned OFF automatically.

  • Page 40: Broadcast Transmission

    4. Fax Insert the document (up to 20 pages) FACE DOWN until a single beep is heard and the unit grasps the document. If necessary, press {RESOLUTION} repeatedly to select the desired resolution (page 36). Enter the fax number. Using stations 1–11: Press the desired station key.

  • Page 41: Receiving A Fax Manually (Auto Answer Off)

    Press {*}. Press {A} or {B} repeatedly to display the desired entry. Press {SET}. L To add other entries, repeat steps 5 and 6 (up to 20 entries). Press {DIRECTORY PROGRAM} to exit the program. 4.4.3 Erasing a stored entry from the broadcast memory Press {>}.

  • Page 42: Receiving A Fax Automatically (Auto Answer On)

    4. Fax How to receive calls 1. When the unit rings, lift the handset to answer the call. 2. When: – document reception is required, – a fax calling tone (slow beep) is heard, or – no sound is heard, press {FAX START}.
  • Page 43 Additionally, faxes originating from numbers that match a programmable junk fax prohibitor list will not be accepted by the fax machine (page 41). L Keep the front cover page open for button locations. Important: L This feature does not work when: –...

  • Page 44: Distinctive Ring Service From Your Phone Company

    5. Distinctive Ring Distinctive Ring 5 Distinctive Ring 5.1 Distinctive Ring service from your phone company The Distinctive Ring service is a service offered by your local telephone company. This service provides several telephone numbers for a single telephone line, and the ring pattern differs according to which telephone number the call was addressed to.

  • Page 45: Programming The Ring Pattern Assigned For Fax

    5.4 Programming the ring pattern assigned for fax L Keep the front cover page open for button locations. Set feature #31 to “ON” (page 42). Press {MENU}. Press {#}, then {3}{2}. Press {A} or {B} repeatedly to select the ring pattern assigned for fax. A: Standard ring (one long ring) B: Double ring (two short rings) C: Triple ring (short-long-short-rings)

  • Page 46: Copy

    6. Copy 6 Copy Copying 6.1 Making a copy {A}{B} {COLLATE} {STOP} {COPY START} {RESOLUTION} Adjust the width of the document guides (1) to the size of the document. Insert the document (up to 20 pages) FACE DOWN (2) until a single beep is heard and the unit grasps the document.
  • Page 47 Example: Making 2 copies of a 4-page original document Collated pages Note: L The unit will store the documents into memory while collating the copies. If memory becomes full while storing, the unit will only print out the stored pages. L After copying, the collating feature will turn OFF automatically.

  • Page 48: Programmable Features

    7. Programmable Features 7 Programmable Features Features Summary 7.1 Programming {MENU} {<}{>}{A}{B} 7.1.1 Programming basic features Press {MENU}. Select the feature you wish to program. Press {<} or {>} repeatedly to display the desired feature. L The current setting of the feature will be displayed.

  • Page 49: Advanced Features

    “ON”: A sending report will be printed out after every transmission. “OFF”: Sending reports will not be printed out. Code #06: Changing the ring setting in FAX ONLY mode FAX RING COUNT RINGS=3 [±] To change the number of rings before the unit answers a call in FAX ONLY mode.
  • Page 50 7. Programmable Features L To cancel after programming, press {STOP} then {SET}. Code #26: Setting the Caller ID list to print automatically AUTO CALL. LIST MODE=ON [±] “ON” (default): The unit will print the Caller ID list automatically after every 30 new calls (page 33). “OFF”: The unit will not print the Caller ID list, but keep a record of the information for the last 30 callers.

  • Page 51: Direct Commands For Programming Features

    L The connecting tone volume cannot be adjusted. “ON” (default): You will hear connecting tones. “OFF”: Deactivates this feature. Code #79: Setting toner save feature TONER SAVE MODE=OFF [±] “ON”: The toner cartridge will last longer. “OFF” (default): Deactivates this feature. Code #80: Resetting advanced features to their default settings SET DEFAULT...
  • Page 52 7. Programmable Features {#}{3}{2} Ring pattern – {1}:“A” – {2}:“B” – {3}:“C” – {4}:“D” – {5}:“B-D” (default) {#}{3}{7} Auto reduction – {1}:“ON” (default) – {2}:“OFF” {#}{3}{9} Display contrast – {1}:“NORMAL” (default) – {2}:“DARKER” {#}{4}{1} Fax activation code – {1}:“ON” (default) –...

  • Page 53: Help

    8 Help 8For Fax Advantage assistance, call 1-800-435-7329. Error Messages 8.1 Error messages – Reports If a problem occurs during fax transmission or reception, one of the following communication messages will be printed on the sending and journal reports (page 37). COMMUNICATION ERROR (Code: 40-42, 46-72, FF) L A transmission or reception error occurred.
  • Page 54 8. Help L The drum life is complete. Replace the drum unit immediately (page 56). FAILED PICK UP L Recording paper was not fed into the unit properly. Re-insert the recording paper (page 58). FAX IN MEMORY L The unit has a document in memory. See the other displayed message instructions to print out the document.

  • Page 55: When A Function Does Not Work, Check Here

    Frequently Asked Questions 8.3 When a function does not work, check here 8.3.1 Initial settings I cannot hear a dial tone. L If you used a splitter to connect the unit, remove the splitter and connect the unit to the wall jack directly.

  • Page 56: Fax – Receiving

    8. Help L Try copying the document. If the copied image is clear, there may be something wrong with the other party’s machine. The other party complains that smudges or black lines appear on their received document. L The glass or rollers are dirty with correction fluid, etc.

  • Page 57: If A Power Failure Occurs

    L You may have used paper with a cotton and/or fiber content that is over 20%, such as letterhead or resume paper. L The remaining toner is low. Replace the toner cartridge (page 56). L We recommend you replace the drum unit every fourth time you replace the toner cartridge (page 56).

  • Page 58: Replacing The Toner Cartridge And The Drum Unit

    (page 66). To ensure that the unit operates properly, we recommend the use of Panasonic toner cartridge (Model No. KX- FA83) and drum unit (Model No. KX-FA84). See page 8 for accessory information.
  • Page 59 drum unit. Remove the drum and toner unit (1) by holding the two tabs. L Do not touch the transfer roller (2). L If you replace the toner cartridge and the drum unit at the same time, skip to step 7. Turn the two levers (1) on the used toner cartridge firmly, until the triangles (2) match.

  • Page 60: Recording Paper Jam

    8. Help Turn the two levers (1) on the toner cartridge firmly. Make sure that the triangles (1) match, to install the toner cartridge correctly. L If the lower glass (2) is dirty, clean it with a soft and dry cloth. For Fax Advantage assistance, call 1-800-435-7329.
  • Page 61 Lift open the front cover (1), holding OPEN (2). Caution: The fuser unit (3) gets hot. Do not touch it. Remove the jammed paper. When the recording paper has jammed near the drum and toner unit: Remove the jammed paper (1) carefully by pulling it toward you.

  • Page 62: Document Jams - Sending

    8. Help 4. Push back the levers (1) to the original position. Close the front cover (1) by pushing down on both sides, until locked. Pull the tension plate forward (2) and re-insert the recording paper (3), then push back the tension plate. L Before re-inserting, make sure to fan and straighten the recording paper.

  • Page 63: Cleaning The Inside Of The Unit

    Hold the center part of the front cover (1), and pull open the inner cover (2). L Do not touch the transfer roller (3). Remove the jammed document carefully (1). Push back the inner cover. Close the front cover (1) by pushing down on both sides, until locked.
  • Page 64 8. Help Caution: The fuser unit (3) gets hot. Do not touch it. Clean the document separation roller (1) with a cloth moistened with isopropyl rubbing alcohol, and let all parts dry thoroughly. Hold the center part of the front cover (1), and pull open the inner cover (2).
  • Page 65 Close the front cover (1) by pushing down on both sides, until locked. Reconnect the power cord and the telephone line cord. Note: L Do not touch the transfer roller (1). For Fax Advantage assistance, call 1-800-435-7329. 8. Help...

  • Page 66: Openlcr Service For The Caller Iq Feature

    L If you have any questions regarding the openLCR service, call openLCR’s customer service department at 1-866- openLCR (1-866-673-6527). L NEITHER PANASONIC COMMUNICATIONS CO., LTD. (PCC) NOR MATSUSHITA ELECTRIC CORPORATION OF AMERICA (MECA) IS IN ANY WAY AFFILIATED WITH, OR RESPONSIBLE FOR THE ACTS OR OMISSIONS OF, OPENLCR.COM, INC.

  • Page 67: Downloading Information

    During download L The CALLER IQ indicator will flash and the display will show the following. DOWNLOADING L While downloading, you cannot do other operations such as making/answering calls or sending/receiving documents. L Depending on where you live, the call for downloading may be a long distance call and will take about 1-2 minutes.

  • Page 68: General Information

    10. General Information Printed Reports 10 General Information 10.1 Reference lists and reports You can print out the following lists and reports for your reference. Setup list: Provides you with the current settings of the basic and advanced programming features (page 46 to page 49).

  • Page 69: Technical Data About This Product

    10.2 Technical data about this product Applicable lines: Public Switched Telephone Network Document size: Max. 216 mm (8 Effective scanning width: 208 mm (8 Effective printing width: Letter/Legal: 208 mm (8 A4: 202 mm (7 Transmission time Approx. 4 s/page (ECM-MMR) Scanning density: Horizontal: 8 pels/mm (203 pels/inch) Vertical: 3.85 lines/mm (98 lines/inch) –...
  • Page 70 10. General Information Paper specifications Recording paper size: Recording paper weight: Note for recording paper: L Do not use the following types of paper: – Paper with a cotton and/or fiber content that is over 20%, such as letterhead paper or paper used for resumes –...

  • Page 71: Image Area

    Toner life Toner life depends on the amount of content in a received, copied or printed document. The following is the approximate relationship between image area and toner life for replacement toner cartridge (Model No. KX-FA83). Toner life varies in actual usage. 5% image area Approx.

  • Page 72: Fcc And Other Information

    10. General Information FCC and Other Information 10.3 FCC and Other Information This equipment complies with Part 68 of the FCC rules and the requirements adopted by the ACTA. On the rear of this equipment is a label that contains, among other information, a product identifier in the format US:ACJ----------.
  • Page 73 — Reorient or relocate the receiving antenna. — Increase the separation between the equipment and receiver. — Connect the equipment into an outlet on a circuit different from that to which the receiver is connected. — Consult the dealer or an experienced radio/TV technician for help.

  • Page 74: Limited Warranty

    Panasonic ink film, toner cartridge or drum unit, or failures which result from accidents, misuse, abuse, neglect, mishandling, misapplication, alteration, faulty installation, set-up...
  • Page 75 • Send the unit to an authorized servicenter, prepaid and adequately insured. • Do not send your unit to the Panasonic Consumer Electronics Company or to any executive or regional sales office. These locations do not repair consumer products.

  • Page 76: Customer Services Directory

    You can purchase parts, accessories or locate your nearest servicenter by visiting our Web Site. Matsushita Electric of Puerto Rico, Inc. Panasonic Sales Company / Factory Servicenter: Ave. 65 de Infantería, Km. 9.5, San Gabriel Industrial Park, Carolina, Puerto Rico 00985...

  • Page 77: Index

    11. Index 11.1 Index # #00 Quick Setup: 15 #01 Date and time: 28 #02 Your logo: 29 #03 Your fax number: 30 #04 Sending report: 37, 46 #06 FAX ring setting: 47 #12 Remote activation ID: 47 #13 Dialing mode: 47 #16 Paper size: 47 #17 Ringer pattern: 27 #22 Journal report: 37, 47...
  • Page 78 11. Index Recording paper: 13 Recording paper size: 68 Redialing: 36, 38 Remote activation ID (Feature #12): 47 Reports Broadcast programming: 66 Broadcast sending: 39 Caller ID: 34, 48 Journal: 37, 66 Power down: 55 Printer test: 66 Sending: 37, 46 Setup: 66 Telephone number: 66 Reset (Feature #80): 49...
  • Page 82 Free overnight replacement The Panasonic Fax Advantage Consumer Service Program. Panasonic knows that if your fax machine is not up and running, neither is your business. That’s why we created the Panasonic Fax Advantage Program. Included at no extra cost with the...

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