Does your office use a PBX system where you have to dial a 9 before gaining access to outside line. Are you using one touch buttons do they have the 9 included. Is the machine connected to a analog phone line not a digital line has to old POT line not a digital. Using a two line phone line? take the line from the wall look at the connector do you see four wires or two at the connector green, yellow, black and red. If so get only a two wire cable. Do you have EMI collar on the phone line? Check the line with a old "Princess Phone" from radio shack.. Move the copier to a different wall outlet. Have a tech check the fax connections and setting on the copier.
Btw, I’m available to help over the phone in case u need at https://www.6ya.com/expert/normanj_7893313f0751935f
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